Athletic Field Construction

Date Issued: June 8, 2026 Invitation to Bid No.: 26-020
The City of Decatur will accept sealed bids for the following material, equipment or services for the
Engineering Department.
Description: ATHLETIC FIELD CONSTRUCTION
Include 1 original and 1 copy of your bid submission.
Bid opening will be held on June 25th at 2:00pm at the Purchasing Office located at 701
Railroad St NW, Decatur, AL 35601
Return sealed bid to:
Regular Mail Courier
City of Decatur City of Decatur
Purchasing Department Purchasing Department
P.O. Box 488 701 Railroad St NW
Decatur, AL 35602 Decatur, AL 35601
I/We agree to furnish at the prices shown and guarantee that each item offered will meet or exceed all
specifications, terms and conditions, and requirements listed. I herein affirm I have not been in any
agreement or collusion among bidders in restraint of freedom of competition by agreement to bid at a
fixed price or to refrain from bidding or otherwise. I have read and understand all terms and conditions
of this bid.
_________________________________ ________________________________
Company Name Authorized Signature
_________________________________ ________________________________
Mailing Address Typed/Printed Authorized Name
_________________________________ ________________________________
City, State, Zip Title
_________________________________ ________________________________
Email Telephone

SEE ATTACHED FOR PRICING
Prices quoted above in all bids for personal property shall be total delivered price.
* A bid bond IS required for this IFB.
* Delivery can be made ____________ days or _____________ weeks after receipt of order.
* Terms: __________________ (Discounts offered in payment terms will be considered in the bid
evaluation)
* Prices valid for acceptance within __________ days (not to be less than 30 days)
* Contracts for services are let for a period of one year and may be renewed for up to two
additional years, provided the terms of the contract do not materially change.
NOTE: FOR THIS BID TO BE CONSIDERED RESPONSIVE, ALL INFORMATION REQUESTED SHOULD BE
SUPPLIED, AS APPROPRIATE OR THE ENTIRE BID MAY BE DISQUALIFIED. BID RESPONSE MUST BE IN
INK OR TYPED WITH THE ORIGINAL SIGNATURE INCLUDED.
_____________________________________ ____________________________________
Bidder Signature Company
By signing this contract, represents and agrees that it
is not currently engaged in, nor will it engage in, any boycott of a person or entity based in or
doing business with a jurisdiction with which the State of Alabama can enjoy open trade.

STANDARD TERMS AND CONDITIONS
IN ORDER TO SUBMIT A RESPONSIVE BID, IT IS VERY IMPORTANT THAT ALL TERMS AND
CONDITIONS, SPECIFICATIONS AND INSTRUCTIONS ARE READ THOROUGHLY.
Bid response envelopes shall be properly identified on the front with the invitation to bid
number, opening date and time. Each individual invitation to bid shall be submitted in a
separate sealed envelope. Multiple bid responses submitted in the same envelope/courier
package (that are not in separate envelopes properly identified) shall be rejected. The
Purchasing Department assumes no responsibility for late bid responses that occur due to
the U.S. Postal Service or private courier service.
Bid responses and signature page must be submitted on this form in ink or typewritten or
the bid will be rejected. Submit this original and (1) copy of the original with your response.
For a "no-bid" response, return the signature page signed and marked "no bid". Non-
response may result in removal from active bidders list.
The attached specifications are being provided to potential bidders as guidelines that
describe the type and quality of equipment, supply, and/or service the City of Decatur is
seeking to purchase. The bidder must indicate compliance or list exceptions to each
specification item for consideration. Failure to comply with this provision could be cause
for rejection of the bid.
Bid responses must be received in the office of the Purchasing Department not later than
the date and time specified.
The Purchasing Department will not accept facsimile (fax) nor email transmissions of bids.
Changes or modifications of this Invitation to Bid are allowed only by written authority of
the Purchasing Agent.
Non Appropriation of Funds: Continuation of any agreement between the City of Decatur
and a bidder beyond a fiscal year is contingent upon continued legislative appropriation of
funds for the purpose of this bid and any resulting agreement. Non availability of funds at
any time shall cause any agreement to become void and unenforceable and no liquidated
damages shall accrue to the City as a result. The City will not incur liability beyond the
payment of accrued agreement payment.
Descriptive Literature: Reference to brand names and numbers is not restrictive, unless
otherwise specified. Bids on equivalent items meeting the standards of quality indicated
will be considered, providing the bid clearly describes the item offered and indicates how it
differs from the referenced brands. Descriptive literature on any supplemental information
necessary for comparison purposes shall be submitted with the bid or the Purchasing Agent
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may reject the bid for that item. Reference to literature submitted with a previous bid, or
on file with the Purchasing Department will not satisfy this requirement.
The City of Decatur reserves the right to modify all or any portion of this Invitation to Bid
when the best interest of the City is involved. The City reserves the right to award this bid to
a single vendor or multiple vendors when in the best interest of the City.
The City of Decatur reserves the right to seek clarification of bid responses from vendors
submitting responses.
The City of Decatur is exempt from all Federal, sales and use taxes.
Bidders shall furnish a Bid Bond of 5% of the total bid on any bid of $10,000 or more. The
Bid Bond may be in the form of either a Cashier's Check or a Surety Bond. Bid Bonds may be
set aside on bids for sale of certain standard manufactured products that are readily
available from multiple sources.
All bidders shall maintain such insurance as will protect bidder and the City of Decatur from
claims under Workman's Compensation Acts and from claims for damage and or personal
injury, including death, which may arise from the operation and/or fulfillment of the
resulting contract of this Invitation to Bid. Insurance shall be written by companies
authorized to do business in Decatur, Alabama. Evidence of insurance shall be furnished to
the City of Decatur Purchasing Department with submitted bids when requested.
Any individual, company, or corporation doing business with the City of Decatur must
possess and show proof thereof all proper licenses and/or proper certifications required by
Federal, state and local statutes and regulations prior to award when requested.
The City of Decatur reserves the right to terminate any contract resulting from this bid for
just and reasonable cause whereby it appears to be in the best interest of the City.
The successful bidder agrees, by entering into this contract, to defend, indemnify, and hold
the City of Decatur harmless from any and all causes of action or claims of damages arising
out of or related to bidder's performance under this contract.
The successful bidder shall abide by all Federal, State, and Local Statutes, laws, regulations,
and ordinances. Including but not limited to a current business license and remittance of
sales tax owed to the City.
An electronic version of this bid is available on the City's website at
www.decaturalabamausa.com or by emailing purchasing@decatur-al.gov. In order to
decrease the evaluation time and insure award by the award date please enter your
responses in the electronic version if possible, and return it with a hard copy with your bid
response package.
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The hard copy of the invitation to bid on file in the City of Decatur Purchasing office shall
serve as the master document. Any alterations, deletions, additions or other changes that
materially change the intent of the bid could be considered grounds for rejection of the bid
response.
Exclusion of the electronic files in a bid response is not a basis for rejection.
A BID RESPONSE MAY BE REJECTED IF:
* Bids improperly submitted or identified
* Bid not signed or not original signature
* Requested information, or documentation not submitted with bid
* Failure to acknowledge receipt of addendum with bid
* Material alteration of the master document
* Invitation to bid number not on face of envelope
* Received late/ no bid bond
* Bid response not on original form
* Bid not in ink or typed
* Proper licensing not included/provided as required by law
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Notice: As a condition of contract, grant or incentive performance with the City of Decatur,
compliance with the requirements of the Beason-Hammon Alabama Taxpayer and Citizen
Protection Act must be provided. Please enter the name of your company and your name
and complete the affidavit below. Your signature must be notarized.
BUSINESS NAME: ___________________________________________
APPLICANT'S NAME: ________________________________________
E-VERIFY AFFIDAVIT
I am the applicant listed above. In my capacity as ______________________ of the
business entity listed above, I do hereby execute this affidavit on behalf of the business
listed above and, by executing this affidavit, I verify that business' compliance with Section
31-13-9 of the Code of Alabama, 1975, stating affirmatively that it does not knowingly
employ, hire for employment or continue to employ an unauthorized alien. Further, the
business has registered with and is participating and will participate during the performance
of any contract with the City in the federal work authorization program known as "E-verify"
web address https://e-verify.uscis.gov/enroll , operated by the United States Citizenship
and Immigration Service Bureau of the United States Department of Homeland Security to
verify information of newly hired employees pursuant to the Immigration Reform and
Control Act of 1986 (IRCA), P. L. 99-603, in accordance with the applicable provisions of
Alabama's Immigration law.
The undersigned further represents that, should the business employ or contract with any
subcontractor(s) in connection with the physical performance of services pursuant to the
contract with the City, it will secure from such subcontractor(s) verification of compliance
with Section 31-13-9 of the Code of Alabama, 1975, in a form substantially similar to this
affidavit. The Business further agrees to maintain records of such compliance and provide a
copy of each said verification on request of the City.
_________________________________________________________
E-verify Employment Eligibility Verification User Identification Number
__________________________________________
Applicant
Sworn to and subscribed before me on this the _______ day of
__________________,20_____
__________________________________________
Notary Public
My Commission Expires: _____________________
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The BIDDER by execution hereby agrees to offer the goods and services described in this BID
at unit prices bid, with final contract amount, calculated from actual measured quantities.
The quantities may be substantially increased or decreased at the discretion of the City of
Decatur with no liability incurred by the City.
AND, FURTHER, that we will be ready to begin construction no later than ten (10) calendar
days after Notice of Award at locations directed by the City's Representative and will
complete construction promptly at all locations, and for unit prices bid, during a period of
twelve (12) month from date of Contract Agreement.
AND, FURTHER, that after Notice of Award, we hereby accept this contract proposal as
being complete and binding if timely notices and agreement are performed by the City of
Decatur as hereinbefore described.
Witness our hand and seal, this ____ day of _____________.
The Undersigned's Alabama CONTRACTOR'S License No. is ___________ and the bid
limitation classification is $ ________________.
Submitted:
_________________________________
Contractor
_________________________________
Signature
_________________________________
Title
_________________________________
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INFORMATION FOR BIDDERS
Sealed BIDS for the ATHLETIC FIELD CONSTRUCTION will be received by City of Decatur, at
the Office of Purchasing, located at 701 Railroad ST NW until June 25th, 2:00pm at which
time the bids shall be publicly opened and read aloud in the Purchasing Department
Conference Room. Each sealed envelope containing a BID must be plainly marked on the
outside as "BID 26-020 ATHLETIC FIELD CONSTRUCTION." All bids must be on the required
bid forms contained within or copies thereof.
THIS CONTRACT DOES NOT INCLUDE PROPOSED PROJECTS IN EXCESS OF $50,000.
SEPARATE INVITATIONS FOR BID WILL BE ADVERTISED FOR THESE PROJECTS.
This Contract is intended solely for minor maintenance, repair, renovation, and small-scale
improvement projects. No individual work assignment, task order, or project issued under this
Contract shall exceed $100,000 in total value without written approval by the Purchasing
Department and formal authorization by the City Council or other governing authority as
required by law.
The aggregate value of work assigned under this Contract shall not exceed $250,000 annually
without formal rebid, city council approval or separate competitive procurement. This
Contract shall not be utilized as a substitute for formally bid capital improvement projects,
complete athletic field construction projects, comprehensive park renovations, or projects
requiring extensive site, civil, structural, electrical, or vertical construction services. The
Owner reserves the right to competitively bid any individual scope of work, regardless of
estimated value, whenever deemed in the best interest of the City. The Contractor shall self-
perform a minimum of 51% of the awarded work associated with each task order. Work
customarily performed by specialty subcontractors including, but not limited to, fencing,
concrete, electrical, large-scale drainage, or asphalt may be subcontracted only with prior
written approval by Owner. The Owner reserves the right to request supporting
documentation, field measurements, equipment logs, labor reports, subcontractor invoices,
and quantity verification for any unit-priced work. In emergency situations affecting public
safety, field playability, or protection of City assets, the Owner may authorize work exceeding
the stated task order limits subject to subsequent ratification by the appropriate governing
authority.
The following work is excluded unless separately authorized in writing:
* major storm drainage systems
* roadway construction
* structural concrete
* large-scale utility relocations
* building construction
* vertical improvements
* major electrical infrastructure
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The OWNER may waive any informalities or minor defects or reject any or all bids. No BIDDER
may withdraw a BID within 60 days after the actual date of the opening thereof. Construction
permits and necessary licenses shall be secured by the CONTRACTOR prior to beginning any
work pursuant to this agreement. The period of the contract shall be twelve months with the
option to extend the period of the contract, if agreeable to both OWNER and CONTRACTOR,
for two additional 12 month periods providing the terms of the agreement do not change.
* A conditional or qualified BID will not be accepted
* Award will be made as a whole to one BIDDER
* All applicable laws, ordinances, and the rules and regulations of all authorities having
jurisdiction over construction of the work shall apply to the contract throughout.
The attention of all BIDDERS is called to the provisions of CONTRACTOR'S ALABAMA LICENSE
LAW governing "GENERAL CONTRACTORS" as set forth in Chapter 8 of Title 34 of the Code of
Alabama as amended; and BIDDERS will be governed by said law insofar as it is applicable.
The above-mentioned provisions of the CODE provides that no one is entitled to bid and no
contract may be awarded to anyone who does not possess a valid General CONTRACTOR'S
permit or license as provided by the foregoing section of the Code and that his BID may not
be considered without producing evidence that he is so qualified. The OWNER may not enter
into a CONTRACT with a non-resident corporation which has not qualified under the State
laws to do business in the State of Alabama. It is expressly noted for this work that the
CONTRACTOR must be licensed under both specialty classifications of Municipal and Utilities
and Highways and Streets.
The CONTRACTOR shall purchase and maintain such insurance as will protect him (and others
as noted below) from claims set forth below which may arise out of or result from the
CONTRACTOR'S execution of the WORK, whether such execution be by himself or by any
Subcontractor or by anyone directly or indirectly employed by any of them, or by anyone for
whose acts any of them may be liable: claims under the Workmen's compensation, disability
benefit and other similar employee benefit acts; claims for damages because of bodily injury,
occupational sickness or disease, or death of his employees; claims for damages because of
bodily injury, sickness or disease, or death of any person other than his employees; claims for
damages insured by usual personal injury liability coverage which are sustained (1) by any
person as a result of an offense directly or indirectly related to the employment of such
person by the CONTRACTOR, or (2) by any other person; and claims for damages because of
injury to or destruction of tangible property, including loss of use resulting therefrom.
Certificates of Insurance acceptable to the OWNER shall be filed with the OWNER prior to
commencement of the WORK. These Certificates shall contain a provision that coverage
afforded under the policies will not be cancelled unless at least fifteen (15) days prior
WRITTEN NOTICE has been given to the OWNER.
The CONTRACTOR shall procure and maintain, at his own expense, during the CONTRACT
TIME, liability insurance as hereinafter specified;
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CONTRACTOR'S General Public Liability and Property Damage Insurance including vehicle
coverage issued to the CONTRACTOR and protecting him and the OWNER, its agents, servants
and employees from all claims for personal injury, including death, and all claims for
destruction of or damage to property, arising out of or in connection with any operations
under the CONTRACT DOCUMENTS, whether such operations be by himself or by any
Subcontractor under him, or anyone directly or indirectly employed by the CONTRACTOR or
by a Subcontractor under him. Insurance shall be written with a limit of liability of not less
than $1,000,000 for all damages arising out of bodily injury, including death, at any time
resulting therefrom, sustained by any one person in any one accident; and a limit of liability of
not less than $2,000,000 for any such damages sustained by two or more persons in any one
accident. Insurance shall be written with a limit of liability of not less than $1,000,000 for all
property damage sustained by any one person in any one accident; and a limit of liability of
not less than $2,000,000 for any such damage sustained by two or more persons in any one
accident.
The CONTRACTOR shall procure and maintain, at his own expense, during the CONTRACT
TIME, in accordance with the provisions of the laws of the state in which the WORK is
performed, Workmen's Compensation Insurance, including occupational disease provisions,
for all of his employees at the site of the WORK and in case any WORK is sublet, the
CONTRACTOR shall require such Subcontractor similarly to provide Workmen's Compensation
Insurance, including occupational disease provisions for all of the latter's employees unless
such employees are covered by the protection afforded by the CONTRACTOR. In case any
class of employees engaged in hazardous WORK under this contract at the site of the WORK is
not protected under Workmen's Compensation statute, the CONTRACTOR shall provide, and
shall cause each Subcontractor to provide, adequate and suitable insurance for the protection
of his employees.
Proposal of__________________________________(hereinafter called "BIDDER"),
organized and existing under the laws of the State of Alabama, doing business as a
________________________________*.
To the City of Decatur, City Hall, Lee Street, N.E. Post Office Box 488, Decatur, Alabama,
35601, (hereinafter called "OWNER").
In compliance with your Advertisement for bids, BIDDER hereby proposes to provide
ATHLETIC FIELD CONSTRUCTION in strict accordance with the contract documents, within
the time set forth therein, and at the prices stated below.
By submission of the BID, each BIDDER certifies for his own organization, that this BID has
been arrived at independently, without consultation, communication or agreement as to
any matter relating to this BID with any other BIDDER or with any competitor.
BIDDER hereby agrees to commence work under this contract on or before a date to be
specified in the NOTICE OF AWARD.
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