Supply_and_Installation_of_Wood_Fiber_Surfacing_Material_(Playground_Mulch)_(Addendum_#1_Revision).pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/indy

City of Indianapolis and Marion County

Request for Bid – Pricing and Terms

SUPPLY AND INSTALLATION OF WOOD FIBER SURFACING

MATERIAL (PLAYGROUND MULCH)

RFB-14DPW-1811

Request For Bid #RFB-14DPW-1811 2

Title: Supply and Installation of Wood Fiber Surfacing Material (Playground Mulch)

Table Of Contents

1. Introduction

2. Instructions to Bidders

3. General Terms

4. Bid Submission Forms

5. Technical Specifications

6. Price Sheet

7. Attachments

Attachments:

B - Sample-Supply Agreement

Request For Bid #RFB-14DPW-1811 3

1. Introduction

1.1. Timeline

Release Project Date: August 14, 2026

Question Submission Deadline: August 25, 2026, 12:00pm

Response Submission Deadline: September 3, 2026, 10:00am

1.2. Summary

Buyer Kyle Willis

Buyer

Phone

(317) 327-4641

The City of Indianapolis and Marion County by and through the Department of Public Works

Department is seeking Bids for Supply and Installation of Wood Fiber Surfacing Material (Playground

Mulch). Bids are due not later than 10:00 am on Thursday, September 3, 2026.

2. Instructions to Bidders

2.1. Immediate Cause for Rejection of Bids

1. Failure to comply with all instructions or to sign all necessary forms listed in the bid submissions.

2. Failure to submit a bid surety completely and correctly executed at the time of bid submission in the correct amount (if required).

3. Failure to correctly and completely execute the non-collusion affidavit.

4. Failure to comply with any other mandatory bid requirements.

2.2. Bonding Requirements

1. Bidders may be required to provide with a bid, at time of submission, a bid surety in either a flat dollar amount or percentage of bid, as specified. Acceptable forms of bid surety are as follows:

A. Bid Bond secured from a bona fide bid surety firm.

B. A Certified Check (or equivalent) if issued by a financial institution insured by an agency of the United States.

C. Other Forms of Bid Surety as specified in a particular bid.

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I. All forms of Bid Surety should be made payable to the City of Indianapolis/Marion

County. No cash or personal checks accepted. All bid surety will be held until formal award is made by the appropriate governing body and until awarded contractor complies with all terms of the award.

2. Awarded bidder may be requested to provide a Performance Bond/Payment Bond in either a flat dollar amount or a percentage of the bid as specified, made payable to the City of

Indianapolis/Marion County, within ten days after receipt of award letter. Other forms of performance guarantee may be acceptable as specified in a particular bid.

2.3. General Conditions / Contractual Clauses

1. The City of Indianapolis and Marion County are exempt from Local, State and Federal Taxes and will not be responsible for any taxes levied on contractor as a result of a bid award.

2. All terms contained in this document will become part of the contract between awarded bidder and the City of Indianapolis/Marion County.

3. This contract may be renewed under the same terms and conditions subject to the approval in compliance with IC 5-22-17-4. The term of the renewed contract may not be longer than the term of the original contract. Any provision for automatic renewal is void.

4. The City of Indianapolis/Marion County reserve the right to reject any and all bids and to waive any of the terms and conditions and provisions contained in the Request for Bid (RFB) or other documents, or any informality, irregularity, or omission in any bid, and to award to one or more bidders.

5. Manufacturer and/or model number of equipment being bid must be stated. It is the contractor’s responsibility to show proof that goods being offered are of equal quality to those that were specified. Any exceptions to the specifications must be clearly set forth in the contractor’s bid.

6. If not bidding a delivered price to point of destination, shipping price must be listed as a separate price on the RFB form.

7. Upon delivery and/or inspection of ordered goods or upon performance of services, should the ordering agency determine that goods/services do not meet specifications; same will not be accepted and will be returned at the contractor’s expense.

8. Formal contracts and/or proof of insurability may be required on applicable bids.

9. The City of Indianapolis /Marion County reserves the right to deny payment to contractors ordering or delivering goods/services without benefit of a verbal or written purchase order number.

10. The apparent low bidder must submit or have on file form CC-09 which may be obtained from the Office of Minority and Women Business Development (OMWBD). Failure to do so may cause your bid to be rejected. Information pertaining to the OMWBD Program and/or questions

Request For Bid #RFB-14DPW-1811 5 should be directed to the OMWBD located in Suite 1260 of the City-County Building, 200 East

Washington Street Indianapolis, IN 46204, Telephone (317) 327-5262.

11. The Contractor agrees to indemnify and hold harmless Marion County Indiana, City of

Indianapolis, its officials, agents, officers, and employees for any and all claims, actions, causes of action, judgments, and liens arising out of any negligent act of omission by the

Contractor or any of its officers, agents, employees, or subcontractors or any defect in materials or workmanship or any supply, material or mechanism or other product which it or any of its officers, agents, employees, or subcontractors has supplied to the City/County or has used in connection with this agreement. Such indemnity shall include attorney’s fees, costs and other expenses arising therefrom or incurred in connection therewith and shall not be limited by reason of the enumeration of any insurance coverage required herein.

12. Notwithstanding any other provision of this Agreement, if funds for the continued fulfillment of this Agreement by the City/County are at any time not forthcoming or are insufficient, through failure of any entity to appropriate funds or otherwise, then the City/County shall have the right to terminate this agreement without penalty by giving prior written notice documenting the lack of funds, in which instance, unless otherwise agreed to by the parties, this Agreement shall terminate and become null and void on the last day of the fiscal period for which appropriations were received. The City/County agrees that it will make its best effort to obtain sufficient funds, including but not limited to including in its budget for each fiscal period during the term hereof a request for sufficient funds to meet its obligations hereunder in full. This contract may be terminated by either party at the City’s option, upon 10 days written notice, unless otherwise specified.

13. No portion of this Agreement shall be sublet, assigned or otherwise disposed of by the

Contractor except with the written consent of the City/County being first obtained. Consent to sublet, assign or otherwise disposed of any portion of this Agreement shall not be construed to relieve the Contractor of any responsibility for the fulfillment of the Agreement.

14. Unless otherwise specified within the Agreement, this Agreement shall be governed by the laws of the State of Indiana, and by all Municipal Ordinances and codes of the Consolidated

City of Indianapolis, as the same shall be in full force and effect upon the date of this

Agreement is executed.

15. Any goods and services provided under this Agreement shall meet or exceed all applicable

Occupational Safety and Health Administration Standards.

16. This Agreement represents the entire and integrated Agreement between the City/County and the Contractor and supersedes all prior negotiations, representations, and/or contracts, either written or oral. This Agreement may be amended only by written instrument signed by both

City/County and Contractor and attached hereto as an addendum.

3. General Terms

Request For Bid #RFB-14DPW-1811 6

The following terms will be included in the resulting agreement between the awarded vendor and the

City of Indianapolis and Marion County herein referred to as “City.” Please read carefully.

Questions pertaining to the Bid content may be directed through the Procurement Portal at https://procurement.opengov.com/portal/indy, no later than 12:00 pm Eastern Time on

Tuesday, August 25, 2026.

3.1. General Description for Term Agreement

1. Vendors are invited to bid unit prices on a term agreement for Supply and Installation of Wood

Fiber Surfacing Material (Playground Mulch) to be furnished and delivered to Department of

Public Works in Marion County, IN. Other departments and agencies of the City may also utilize this contract.

2. A Pre-bid Conference will be held on NO VALUE at NO VALUE Eastern Time at NO VALUE.

Vendors will be given the opportunity to ask questions, receive clarification, or simply obtain a greater understanding of the bid prior to submission.

3. NOTE: Any related addenda to this bid, including written answers to questions, will be posted on the Procurement Portal at https://procurement.opengov.com/portal/indy.

Vendors will be responsible for periodically checking the Procurement Portal for any related addenda up to and including the due date. Vendors must acknowledge addenda with their bid. Failure to acknowledge the addenda may cause a bid to be determined as non-responsive for review purposes.

3.2. Term Contract for Supplies

1. This request is to establish one or more term contracts. No guaranteed minimum or maximum purchase quantities are either stated or implied. The quantities listed are estimates only and are based on history or department survey. The City may purchase more or less than the amounts shown. All orders shall be on an as needed basis, subject to the availability of funding and budgetary considerations.

2. The term of the initial contract shall be two (2) years, effective from the date of the execution of this Agreement.

3.3. Quantities

The quantities listed are estimates only and are based on history or department survey. The City may purchase more or less than the amounts shown. All orders shall be on an as needed basis, subject to the availability of funding and budgetary considerations.

3.4. Split Awards

The City may award a contract to a vendor who submits the overall lowest, responsive, and responsible bid/quote; or it may split the award between two or more vendors, all to the advantage of the City. For purposes of evaluation, a split between two or more vendors will not be considered to be to the advantage of the City if increased administrative costs offset any projected cost savings realized by splitting the award.

Request For Bid #RFB-14DPW-1811 7

3.5. Renewal

The contract resulting from this bid/quote may be renewed beyond the expiration date by mutual agreement of the parties. The term of the renewal may not be longer than the term of the original contract. A renewal shall be by written notice by either party and written acceptance by the other. All other terms and conditions of the contract shall remain the same as set forth in the resulting agreement. Terms and conditions may be amended only by written instrument, signed by both the

City, and awarded vendor, and attached to the resulting agreement as an amendment.

3.6. Firm Bids

All bids received shall be considered valid for not less than ninety (90) days from the date of bid opening. Pricing shall be firm for the length of the contract, including any renewals.

3.7. Bonds

There will be no bid bonds or performance bonds required for this contract.

3.8. Specifications

1. The specifications are intended to provide a foundation for open competition for the supply of commodities or services to meet City needs. Minor and immaterial technical deviations may, at the discretion of the City, be deemed in substantial compliance with the specifications. However, material variances may render the vendor non-responsive and ineligible for award.

2. The use of brand names, models, etc. serves to establish the design, performance and level of quality needed and not to restrict competition. (Items that are equal in design, performance and quality will be considered.) The right to evaluate specification compliance and equality is reserved to the City, and the vendor shall have the burden of proof to demonstrate that any proposed substitutes are equal. Vendor shall note the manufacturer/model # of any substitutes, or the reference brand(s) will be assumed.

3. Items that are equal in design, performance and quality will be considered unless the wording

"No Substitute"/ "Brand Name Only"/ "No Approved Equals" is indicated. When the description includes the wording "No Substitute"/ "Brand Name Only"/ "No Approved Equals" in addition to the trade name, quotations of price will be accepted only on the trade- named product indicated. All disputes concerning grades and quality of merchandise or work shall be determined by the City.

4. All exceptions to the specifications and terms shall be noted in detail on the attached

Exception Sheet.

3.9. Delivery

Unless otherwise agreed to by the requesting location, delivery shall be within ten (10) calendar days after receipt of a valid order. All deliveries shall be made Monday through Friday during normal business hours (official holidays excluded) unless other prior arrangements are made. Vendor shall adhere to any other delivery policies (e.g., notification, etc.) as may be required by the department or

Request For Bid #RFB-14DPW-1811 8 agency. Vendor may not be compensated or reimbursed for goods acquired or services provided prior to the issuance of a valid purchase order.

3.10. Freight Terms

The City requests delivered pricing (FOB Destination, Freight Prepaid & Allowed) for this particular contract, and shipping charge should therefore be included in the vendor’s unit price. Additional charges including, but not limited to, fuel, delivery, residential, Bunker Adjustment Factor (BAF) surcharges will not be allowed. All items will be shipped and protected in transit per industry standards.

3.11. No Handling Charges

If, for any reason, the City rejects items supplied by the vendor, the City shall not be responsible for any shipping and handling, restocking, or similar charges incurred by the vendor.

3.12. Contract Termination

The City may terminate the resulting contract for cause or convenience at any time during the term of the contract, without penalty, upon ten (10) calendar day’s written notice to the vendor. The City shall be the sole judge of the adequacy of the vendor’s performance pursuant to the resulting contract.

3.13. Proof of Insurance

At the time of award, vendor may be required to provide proof of insurance showing existing coverage in accordance with the terms and amounts stated in the Sample Agreement, or the terms and amounts of insurance coverage vendor proposes to furnish in lieu of the amounts in the Sample

Agreement. The proof of insurance shall be issued by a financially responsible insurance company authorized to do business in Indiana.

3.14. Debarment and Suspension

1. Vendors should be aware that by entering into an agreement with the City, neither they, nor their principals, should be presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from entering into this agreement by any federal agency or by any department, agency, or political subdivision of the State of Indiana. The term principals, as used in this paragraph, means an officer, director, owner, partner, key employee, or other person with primary management or supervisory responsibilities, or a person who has critical influence on or substantive control over the operations of the vendor’s business.

2. The awarded vendor shall not have their business name(s) or principal’s name(s) listed on the debarment web site at https://www.sam.gov/SAM/. A check of this listing will be made by the

City. The City reserves the right to nullify the award of any bid, quote, or request for proposal based on this listing. It is recommended that vendors check the website listing prior to submitting documents.

3. Vendor should also be aware of the City’s Policy on Wage Theft and Payroll Fraud. City will not enter into an agreement with a vendor who, as a result of this policy, has been debarred by the City of Indianapolis. In addition, any subcontractor who has been listed on the City’s https://www.sam.gov/SAM/

Request For Bid #RFB-14DPW-1811 9

Debarred/Suspended Vendors list will not be allowed to participate in the resultant agreement. It is the responsibility of each vendor to retain and properly monitor quality subcontractors on City agreements. Vendor should make an effort to perform reviews of subcontractors through the federal SAM system and through the City’s Debarred/Suspended list. Both the Wage Theft and Payroll Fraud policy and a list of Debarred/Suspended Vendors may be found at https://www.indy.gov/agency/office-of-finance-and-management-purchasing-division.

3.15. Accessibility

Individuals with disabilities or needing special assistance during site visits, scheduled conferences, openings, or any other activities related to a bid, quote or request for proposal should contact the

Purchasing Division at (317) 327- 4900 to make arrangements for such assistance.

3.16. Successors and Assigns

Vendor binds itself and its partners, successors, executors, administrators and assigns to City and to the partners, successors, executors, administrators and assigns of City, in respect to all covenants of this agreement; except as otherwise provided herein, vendor shall not assign, sublet, or transfer its interest in this agreement without the written consent of City.

3.17. Bid Expenses

By submitting a response to this bid/quote, each vendor agrees that all of its related expenses are its sole responsibility, and that the City will not be responsible for any costs whatsoever incurred by the vendor in connection with or resulting from the bid/quote process, including but not limited to costs for preparation/submission of the bid/quote, travel & per diem, attending interviews, providing presentations or product demonstrations.

3.18. Intent to Purchase

Although this solicitation and resultant contract may state a specific model or version and an estimated number of items or units to be purchased, it is understood and agreed that the City may purchase additional products and/or services from the contractor including subsequent product releases or replacement products at the original submitted price; provided that these additional items do not materially differ from the original product and represent the same manufacturer and essential functionality.

3.19. Sample Agreement

A Sample Agreement, which includes insurance requirements, is available for review at the end of this document. This sample agreement contains the City’s standard terms but may not contain language specific to this purchase. Any proposed exceptions to this document should be included in detail on the Exception Sheet.

Insurance Notice

Please review the insurance requirements carefully. All insurance requirements listed and referenced in this request will be included in the final contract, this includes requirements listed in the sample agreement. A change can be requested during the bidding process, but once the bid is awarded no https://www.indy.gov/agency/office-of-finance-and-management-purchasing-division https://www.indy.gov/agency/office-of-finance-and-management-purchasing-division

Request For Bid #RFB-14DPW-1811 10 insurance waivers can be provided. Changes can be requested in the Exceptions Sheet and/or during the question-and-answer portion of the bidding process. A justification for requested changes should be provided, including references to the project scope of work. For construction projects, pleasure ensure you review the insurance requirements in the Article 5 of the City of Indianapolis Standard

General Conditions for Construction Contracts.

3.20. Monitoring

For management purposes, City agencies or departments may report contract problems to the

Purchasing Division by using the City Intranet Contract Monitoring Report. This program of quality control is to ensure that contractors successfully fulfill their contractual obligations with the City and maintain a positive contractor performance status.

If requested by the City, a report shall be submitted on all goods and services provided or project milestones. (This may be a one-time, monthly, quarterly or annual report as requested.) The report shall include but not be limited to: The vendor’s name, address, contact information, contract number

/ description, date and location of services or project details, agency name, purchase order number(s), hours to complete projects and costs associated for services or milestone completed. These reports should be submitted in a Microsoft Office Program format and mailed to the attention of the Contract Manager at 1522 City-County Building, 200 East Washington Street, Indianapolis, IN 46204. Reports may also be submitted to the Contract Manager by email to

Purchasing@indy.gov.

3.21. E-Verify Program

Pursuant to IC 22-5-1.7, all public contracts for services entered into must contain E-Verify provisions. Any Contractor entering into a service agreement with the City or County shall affirm under penalties of perjury that it is and will remain in compliance with that statute. This affirmation is part of the digital contract signature process. Additional information can be viewed on the Purchasing

Division web site at https://www.indy.gov/activity/find-bid-opportunities.

3.22. Services or Goods Acquisition by the City

1. Pursuant to City/County ordinance, contracts not approved by the Office of Corporation

Counsel and the City Controller are voidable. Contractor shall not begin performing services, acquiring, or delivering goods, prior to receipt of a fully executed contract, including the

Controller’s signature.

2. Awarded vendor(s) must have a validly issued purchase order prior to beginning services, acquiring or delivering goods. The vendor(s) will not be compensated for services rendered or goods secured prior to the issuance, by the Purchasing Division, of a valid purchase order.

(Revised Code §141-102)

3.23. Method of Payment

Vendor must be willing to accept invoice payments via City/County check, City/County Purchasing

Card (Master Card) or Automated Clearing House (ACH) at the City’s sole option and discretion. The

City will not be responsible for any card fees or other bank charges incurred by the vendor.

http://Purchasing@indy.gov https://www.indy.gov/activity/find-bid-opportunities

Request For Bid #RFB-14DPW-1811 11

3.24. Current Agreement

The City is presently contracted with the following Contractor(s) to provide this service/product. A scan of the City's written agreement may be viewed online at https://www.indy.gov/activity/city-and-county-contracts and searching for the contract number(s).

Contract Number Contractor

21076 Forrest Commodities

3.25. Point of Contact

The Contractor shall provide a point of contact assigned to oversee the resulting contract and to be able to keep the City informed of changes, progress, and to be able to answer any questions The

Contractor shall provide name, phone number, email address and any other pertinent contact information for the point of contact.

4. Bid Submission Forms

1. U.S. Manufactured Products Preference Certification*

Please download the following document, complete, and upload. Failure to submit the following may render the submitted bid non-responsive.

• U.S._Manufactured_Products_...

*Response required

2. Bid Acknowledgement Form*

Please download the following document, complete, and upload. Failure to submit the following will render the submitted bid non-responsive.

• Bid_Acknowledgement_Form.pdf

*Response required

3. Affidavit of Non-Collusion*

Please download the following document, complete, and upload. Failure to submit the following will render the submitted bid non-responsive.

• Affidavit_of_Non-Collusion.pdf

*Response required

4. MBE-WBE-VBE-DOBE*

Please download the following document, complete, and upload. Failure to submit the following will render the submitted bid non-responsive.

• MBE-WBE-VBE-DOBE.pdf

*Response required

5. Nepotism* https://www.indy.gov/activity/city-and-county-contracts https://www.indy.gov/activity/city-and-county-contracts https://government-project.s3.us-west-2.amazonaws.com/167206/838f9aaa-b865-416b-bfcf-032b1e250c94_U.S._Manufactured_Products_Preference_Certification.pdf https://government-project.s3.us-west-2.amazonaws.com/167206/03582869-2914-490b-bf0e-21e1fc3e3237_Bid_Acknowledgement_Form.pdf https://government-project.s3.us-west-2.amazonaws.com/167206/aa385b9c-9982-4bc2-93ac-57c530b29de8_Affidavit_of_Non-Collusion.pdf https://government-project.s3.us-west-2.amazonaws.com/167206/2d5f322a-a178-49f2-9487-aca44f8c527d_MBE-WBE-VBE-DOBE.pdf

Request For Bid #RFB-14DPW-1811 12

Please download the following document, complete, and upload. Failure to submit the following may render the submitted bid non-responsive.

• Nepotism.pdf

*Response required

6. Escalator Clause*

The quoted price in a contract must be firm for the first year of an Agreement, after which an escalator clause can be invoked when market conditions dictate up to a maximum increase in the bid price of 5% over the term of the Agreement. Exceptions can be considered only when market conditions dictate a revised escalator for a particular product. Price increases will be adjusted only to the amount of a cost increase to the vendor and must be supported by written documentation indicating new higher cost adjustments have occurred. The City/County reserves the right to accept or reject all such price adjustments.

Please indicate if you have read this clause.

☐ Yes

☐ No

*Response required

7. Catalog Discounts *

Please submit your standard catalog/list pricing and indicate any percentage discounts off list price that will apply to the City. This pricing may be utilized for any additional items that may be required during the contract.

Current purchasing laws do not allow the City to enter into a “Cost Plus Percentage of Cost” type contract. Therefore, the City requests that all parts and materials be provided either at a specified discount from the Manufacturer’s Printed Price List or at actual cost. Proper documentation will be required.

Percentage Discount off MSRP (list price): _________________%

Listed in (name of) Manufacturer Catalog: __________________

*Response required

8. Literature*

Please submit official manufacturer’s literature regarding all items offered with the bid. Failure to submit the following may render the submitted bid non-responsive.

*Response required

9. Warranty*

Unless otherwise indicated in the specifications, the minimum warranty required by the City for the entire unit is one (1) year from the date of acceptance. (If the manufacturer offers a full or limited warranty that is in excess of one year, the City shall take full advantage.) The minimum one-year warranty shall cover all parts and labor for defects in materials and workmanship. Please attach warranty statement(s). Failure to submit the following may render the submitted bid non-responsive.

https://government-project.s3.us-west-2.amazonaws.com/167206/1384383b-2ab5-4a19-8454-a16cd646d2be_Nepotism.pdf

Request For Bid #RFB-14DPW-1811 13

*Response required

10. Exception Sheet*

Please download the following document, complete, and upload. Failure to submit the following may render the submitted bid non-responsive.

• Exception_Sheet.pdf

*Response required

11. Extended Price Sheet

11.1. If awarded an agreement as a result of the pricing proposed herein, will you extend this pricing to political subdivisions in Indiana (and notify Indianapolis Purchasing division upon initial extension to an additional subdivision)?*

Political subdivisions include cities, towns, school corporations, and county governments. If you mark

YES, you are agreeing that you are willing to extend your proposed pricing to any of these entities if they wish to purchase from any resulting Agreement.

☐ Yes

☐ No

*Response required

11.2. Will there be a freight differential required to extend pricing to political subdivisions outside

Marion County?*

☐ Yes

☐ No

*Response required

11.3. Will you agree to provide upon request but not more than quarterly, a report to the City of

Indianapolis that would include the names of;*

1. any participating political subdivisions and

2. item descriptions and quantities purchased per subdivision?

☐ Yes

☐ No

*Response required

11.4. The City of Indianapolis DOES NOT accept responsibility for purchase orders issued by other political subdivisions.*

☐ Please confirm

*Response required

5. Technical Specifications

5.1. Technical Specifications

https://government-project.s3.us-west-2.amazonaws.com/167206/bc9aa68b-e168-40ff-a1b4-37af2ded53ec_Exception_Sheet.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4LPBO6GS4%2F20260826%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260826T202746Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEF0aCXVzLXdlc3QtMiJGMEQCICy8S6Tf1yszTI69jSlzjkIbXk218OAvHGpIyCF3xOQvAiAIg4OTVB%2B4p617i85jn%2B7up96ItZUjWRRPWqYSEshr4iqMBQgmEAIaDDg5MjM2NDY4NzY3MiIMPnd5NvO%2F4Km3iXPOKukEpc58klm8two85A49jQkTuQ7UDbBtE%2BNWMidKkqClf8F8kuYDULpF8yI5vyKKiVuZZOVt9ew8WTzmMpTxzKxCFexd68HClrUBnx1mHmnUyeX%2FsVuoDLoVdVtLTQQ2AIO7Nnfil4%2F03ANP6EzVBRLDuOq%2BSU%2FD7KdLNLibKedmgAx03D2a%2FvFMUjQFmNPj188kQfQvR04n3ryiXtcb%2F7r%2BrFT7tCreA1LOyOeqjQpi0JSrNkAajq0KdU4jiSKpeuo01Mv5l4y6GEACJVjQqXvsjtZ3XkIHoTga7CTPh%2FiORXWkn2Gd3Ea3ZzMRoHF7ns1d9DLKdgDHCSeAE%2FxIPVJDoYGacSfjl13NspIraBPs3ZByoPm4Y6o%2BpA7wZeJ2wIeP50re68PPKAIsTI2kXYB1z3SnG8q7Pyp3coF05vgZEbryGyxDyTCkytSEKjib2f61hFARWYuJ7jdjG8Yp3dnhjsyUyWHcQcA0%2BBVmOdNV7zrBiGQZQhqQWVGDfLhjtvNI3LCOZ%2B%2B273uxrezDMVsoUzHoh%2FhX7twy%2BjiOMvRvAQ30atD8BQZEIsOGjZ3ppnOsqzVuf%2F2VS%2Fql%2FDCChn4QzgElrf0yeKcXUu9jvuWCfBYfAnvJbBO8o%2BQej9zTVILS5cwj1j%2FxUJ42JQkfPzJAFG8Mn2BoBzdz8jp59DdVCvNkwXL8JAC7H2y2uERyQ61amS4%2BTcwktnluPqhzntWHjL0L4yqA%2BLJ4OqKopnvGaoH17HD01Yu4SfR6k8uLZV2P09YacrARXSjCXFDn2DHWKP8p%2Bf0PZp1PNBNVxmncq0vZeHgOnJ3Dylsw9Je91AY6mgGgYPAKYmzioMWhXYgIlW7jsCo8p5OBLozmPhabgepghmS8FqNtOWuzmxFaScc3JtxikPsUinIWYHJKd0B%2BXWjvoCWGcnutvd5APGoqIcUitAcIRNqkxRYnGqgJu7jd8KkaXOcPMFykyvVLsGfsuwHdrOmS5cYIYqfCmC2ZZr93AAC8Bjxi3LCm%2FJH9tcvDIqlgpqSqX%2BHQCsTI&X-Amz-Signature=cbc620496079c881fa84d0fa7fdc0a7d959d22c3b5eb087069f5ec41775dfddf&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Exception_Sheet.pdf%22&x-id=GetObject

Request For Bid #RFB-14DPW-1811 14

The City of Indianapolis is requesting bids from experienced and qualified vendors for supplying and installing wood fiber safety mulch at various City Parks.

A. Standards of Product Approval

The following specifications are excerpts from the Standard Specifications for Civil Engineering and

Contractor Submittals, Section 01300 Projects and Subdivision Improvements and Section 02209

Wood Fiber Surfacing. Changes have been made to allow for City specific specifications.

I. The naming of products and/or materials is done for the express purpose of establishing basic durability, efficiency, appearance and simplification of maintenance, and not for the purpose of limiting competition.

II. Other manufacturer's materials or articles may be used providing the material or article is presented to and approved by the City subject to conditions hereinafter described.

III. Whenever products are specified and are followed by a list of named “standards” it is done for the express purpose of establishing the products on which the bid shall be based for the particular specification item.

IV. The naming of said products shall refer to the printed specifications or drawings of the manufacturer's or products listed in the “standards” and shall be made completely a part of these specifications as though repeated herein and the same shall be altered as required to conform to any and all special provisions called for and specified for each product item.

V. Where two or more items are listed as “standard” the selection is the vendor’s option.

VI. Approval for equal quality, substitute products in place of the “standard” specified products may be obtained by presenting for evaluation such products and the descriptive data to the City within seven (7) business days of a formal request for the same.

VII. If approval is granted, subject product will be added to the “standard” by written notice to requesting Contractor and may be used for quoting purposes.

VIII. Approval and determination of equality of all products is vested in the City whose decision shall be final and binding upon all concerned.

IX. Should use of a product be denied by the City as not being equal to that specified, the Contractor shall use either the product specified or one of equal quality as approved by the City and at no additional cost to the City.

X. When products are specified in accordance with Federal Specifications, American

Standards, ASTM Standards or other recognized association standards, the

Contractor shall present proof from the manufacturer certifying that the product complies with the particular referenced standard.

Request For Bid #RFB-14DPW-1811 15

XI. Where requested or specified, supporting test data shall be submitted to substantiate compliance.

B. References

I. ASTM F1292 -Test Methods for 200g impact attenuation.

C. Submittals for Review

Note: Submit Section C Submittals for review with Price Sheet / Bid. (Samples are to be delivered upon instruction by DPW.)

I. Vendor shall submit samples for all proposed materials specified.

II. Vendor shall submit manufacturer’s product data for surfacing.

III. Vendor shall submit conformance with ASTM F1951 – Standard

Specification for Determination of Accessibility of Surface Systems

Under and Around Playground Equipment.

Vendor shall submit conformance with ASTM F2075 - Standard

Specification for Engineered Wood Fiber for Use as a Playground Safety

Surface Under and Around Playground Equipment.

Vendor shall submit conformance with ASTM F1292 - Standard

Specification for Impact Attenuation of Surfacing Materials within the

Use Zone of Playground Equipment. The material must be ASTM 1292 certified.

Vendor must provide this material standard with certified test or documentation. Vendor must have the equipment and experience of blowing mulch onto the playground surface.

D. Quality Assurance

I. Contractor shall perform work in accordance with manufacturer’s instructions, latest versions of

Consumer Product Safety Commission guidelines and ASTM standards.

E. Wood Fiber

I. Material provided shall be random sized wood fibers consisting of American hardwoods to contain less than 5% bark, leaves and twigs.

II. Material shall maintain standards and consistency throughout the term of the resulting agreement.

III. Recycled wood meeting all listed criteria will be permitted.

Request For Bid #RFB-14DPW-1811 16

IV. Ninety-eight percent (98%) of the fiber shall not exceed 4.00 centimeters long by 1.30 centimeters wide by 3.25 centimeters deep.

V. Percent passing through a sieve:

Sieve Size Minimum Passing by Weight Percent %

3/4 inch 100%

3/8 inch 75%

Number 4 45%

Number 10 15%

Number 60 1%

Number 100 0.1%

F. Delivery / Installation

There are two (2) scenarios for the purchase of Mulch, as follows. DPW will clarify the needs for each order:

1. Blow Mulch into Playgrounds (majority of requests, to be provided monthly as needed)

2. Delivery Only - Deliver mulch next to / or in piles near playground (without blowing) for spreading by volunteers. (Approximately 35 or less estimated per year)

Blow Mulch into Playgrounds:

All designated areas shall be mulched by covering the entire area. All areas shall have mulch placed to provide for a minimum two inch (2”) non-compacted or unsettled depth measured from the existing soil grade. (The City reserves the right to measure surfacing depth at random locations prior to acceptance.) Contractor must blow the mulch into the playground area as the primary method of delivering and spreading the mulch. The area to receive the mulch shall be raked level to establish the proper finished grade. It is critical that there is even coverage of material level across the playground. Contractor shall ensure the required minimum depth is maintained throughout the use zone after raking and grading.

G. Installation

All designated areas shall be mulched by covering the entire area. All areas shall have mulch placed to provide for a minimum two inch (2”) non-compacted or unsettled depth measured from the existing soil grade.

(The City reserves the right to measure surfacing depth at random locations prior to acceptance.) Contractor must blow the mulch into the playground area as the primary method of delivering and spreading the mulch. The area to receive the mulch shall be raked level to establish the proper finished grade. It is critical that there is even coverage of material level across the playground. Contractor shall ensure the required minimum depth is maintained throughout the use zone after raking and grading.

H. Removal of Debris and Materials

Contractor shall remove all trash, debris, or surplus materials related to the work from City property prior to completion and properly dispose of the same. (The City will not be responsible for providing trash or material

Request For Bid #RFB-14DPW-1811 17 disposal unless specifically identified herein.) The contractor shall otherwise return City property to a state equal to or better than that found at the commencement of the work.

I. Worksite Safety & Environmental

Contractor shall be solely responsible for initiating, supervising and maintaining any needed safety precautions in connection with the work. Contractor shall take all necessary precautions for the safety of, and provide for the necessary protection to prevent damage, injury or loss to, employees, bystanders, materials, equipment, and property. In so doing, contractor shall comply with the applicable rules and regulations of any regulatory body (e.g., OSHA, IOSHA,) having jurisdiction over the safety of persons or property. Contractor shall be liable for any resulting damage arising from its operations.

J. Licenses and Permits

The awarded Vendor(s) shall furnish the City upon request any and all documentation regarding necessary licenses, permits, certifications and/or registrations required by the laws or rules and regulations of the City of Indianapolis, Marion County, other units of local government, the State of Indiana, and the United

States. The Vendor(s) certifies that it is now and will remain in good standing with such governmental agencies and that it will keep its licenses, permits, certifications and/or registrations in force during the term of the agreement.

6. Price Sheet

All pricing shall be in United States Dollars (USD).

Note: All shipping/delivery charges are to be included in the unit cost, unless noted below.

Line

Item Park Name Address Quantity Unit of

Measure Labor for

Spreading/Blowing

(Flat Fee)

Unit

Cost Total No Bid

1 Wildwood 7400

Southeastern

Ave., Indy IN

46239

150 Cubic

Yards

2 Carson 5400 S. High

School Rd., Indy, IN

46221

120 Cubic

3 Eagle Creek Mt.

Pleasant 7840 W.

56TH ST.,

Indy, IN

46254

4 Eagle Creek BEACH 7602 Eagle

Beach Dr., Indy, IN

46254

5 Olin 702 Olin

Ave., Indy, IN 46222

100 Cubic

6 Windsor Village 6510 E. 25th

St., Indy, IN

46219

Request For Bid #RFB-14DPW-1811 18

Line

Item Park Name Address Quantity Unit of

Measure Labor for

Spreading/Blowing

(Flat Fee)

Unit

Cost Total No Bid

7 Emhardt 200 W.

Pleasant

Run Parkway

S. Dr., Indy, IN 46225

8 Basswood 6420

Edgewood

Ave., Indy, IN 46237

9 Wolf Run 9900 E.

Thompson

Rd. Indy, IN

46239

10 Retherford 8020 Acton

Rd. Indy, IN

46259

60 Cubic

11 Southeastway

Playground 1 = larger 5624 S.

Carroll Rd., New

Palestine, IN

46239

12 Southeastway

Playground 2 = smaller 5624 S.

Carroll Rd., New

Palestine, IN

46239

13 Indy World Sports Park 1313 S. Post

Rd., Indy, IN

46239

14 Brightwood 2350 N.

Olney St., Indy, IN

46218

50 Cubic

15 Bel Aire 2901 W.

Mooresville

Rd., Indy, IN

46221

16 Gardner 6900 E. 46th

46226

17 Wes Montgomery 3400 N.

Hawthorne

St., Indy, IN

46218

Request For Bid #RFB-14DPW-1811 19

Line

Item Park Name Address Quantity Unit of

Measure Labor for

Spreading/Blowing

(Flat Fee)

Unit

Cost Total No Bid

18 Highland 1100 E. New

York St., Indy, IN

46202

19 Riverwood 7201

Crittenden

Ave., Indy, IN 46240

20 Dan Wakefield/ 61st &

Broadway

Broadway

St., Indy, IN

46220

21 Andrew Ramsey 310 W. 42nd

St., Indy IN

46208

22 Watkins 2360 Dr.

MLK, Jr.

Street, Indy, IN 46208

23 Rhodius 1720 W.

Wilkins St., Indy, IN

46221

24 Northwestway 5253 W.

62nd St., Indy, IN

46268

25 Stanley Strader 2850 Bethel

Ave., Indy IN

46203

26 Garfield Park - ELLIS shelter Playground 2

Pagoda Dr., Indy, IN

46203

27 Christian Park

Playground 1 4125 English

Ave., Indy, IN 46201

28 Hot Shot Tot Lot 948 Elm St., Indy, IN

46209

29 Spades 1800

Nowland

Ave., Indy, IN 46201

Request For Bid #RFB-14DPW-1811 20

Line

Item Park Name Address Quantity Unit of

Measure Labor for

Spreading/Blowing

(Flat Fee)

Unit

Cost Total No Bid

30 Edna Blaz Lacy 700 Greer

St., Indy, IN

46203

31 Finch 801 S. State

46203

32 Red Maple 2255 S.

Oxford St., Indy 46203

33 Beckwith 2302 E. 30th

46218

34 Haughville 520 N.

Bellview

Place, Indy

IN 46222

35 Hawthorne 75 N.

Bellview

Place, Indy

IN 46222

36 Mozel Sanders 709 N.

Belmont

Ave., Indy, IN 46222

37 Indianola 1900 W.

Washington

St., Indy IN

46222

38 Stringtown 1605 W.

Ohio St., Indy IN

46222

39 Centennial & 20th St N.

Centennial

St. & W. 20th

St., Indy, IN

46222

40 Bowman 3600 Auburn

Rd, Indy, IN

46224

41 Elmwood and Mary

Black

Fairview

Terrace, Indy, IN

46208

70 Cubic

Request For Bid #RFB-14DPW-1811 21

Line

Item Park Name Address Quantity Unit of

Measure Labor for

Spreading/Blowing

(Flat Fee)

Unit

Cost Total No Bid

42 Jake Greene 1700 N.

Franklin Rd.

Indy, IN

46219

43 Grassy Creek 10510 E.

30th St., Indy, IN

46229

44 Dubarry 3698 Dubary

Rd., Indy, IN

46226

45 Stout Field 3820 W.

Bradbury, Indy, IN

46241

46 Riverside (North end

PG only) 2420 E.

Riverside

Dr., Indy, IN

46208

47 Bertha Ross 3700 Clifton

46208

48 Barton 2334 N.

Capitol Ave, Indy, IN

46208

49 Copper Grove Park 4510 Patina

Way, Indy

46237

TOTAL

6. Price Sheet