Ellis Golf Course ADA Improvements
| Agency: | City of Cedar Rapids |
|---|---|
| State: | Iowa |
| Type of Government: | State & Local |
| NAICS Category: |
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| Posted Date: | Mar 27, 2024 |
| Due Date: | Apr 10, 2024 |
| Solicitation No: | PUR0324-234 |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
Bid Information
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Contact Information
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PUR0324-234
Ellis Golf Course ADA Improvements
Issue Date: 3/27/2024
Questions Deadline: 4/3/2024 11:00 AM (CT)
Response Deadline: 4/10/2024 11:00 AM (CT)
Purchasing
Contact Information
Contact: Heather Mell
Address: Purchasing Services
City Hall
101 First Street SE
Cedar Rapids, IA 52401
Phone: (319) 286-5117
Email: h.mell@cedar-rapids.org
Page 1 of 12 pages
Deadline: 4/10/2024 11:00 AM (CT)
PUR0324-234
Event Information
Number:
PUR0324-234
Title:
Ellis Golf Course ADA Improvements
Type:
Request for Bid
Issue Date:
3/27/2024
Question Deadline: 4/3/2024 11:00 AM (CT)
Response Deadline: 4/10/2024 11:00 AM (CT)
Notes:
Notice of Request for Bid
Notice is hereby given that sealed bids will be received electronically before
11:00am on Wednesday, April 10, 2024, for Ellis Golf Course ADA Improvements as
requested by the City of Cedar Rapids Facilities Maintenance Services
Division. The City will only accept bids submitted through the City’s Online E-
Procurement portal system (IonWave). Email, fax or hard copy Submittals are not
acceptable.
Suppliers are solely responsible for correctly submitting their response into the
electronic system (IonWave). The City bears no responsibility for delays or errors in
submittal of response by the Supplier.
Bids will be opened on Wednesday, April 10, 2024 at 11:00am CDT (our clock).
Bids will be evaluated promptly after opening. After an award is made, a bid
tabulation summary will be sent to all companies who submitted a bid. Bid
results will not be given over the telephone or prior to award. Bids may be withdrawn
any time prior to the scheduled closing time for receipt of bids; no bid may be
modified or withdrawn for a period of sixty (60) calendar days thereafter.
Billing Information
Address: Accounts Payable
PO Box 2148
Cedar Rapids, IA 52406-2148
Email: accountspayable@cedar-rapids.org
Bid Activities
Pre-Bid Meeting
4/2/2024 10:00:00 AM (CT)
In addition to the information contained in the Request for Bid, you are strongly encouraged to attend a pre-bid
meeting to be held on Tuesday, April 2, 2024 at 10:00am at Ellis Golf Course, 1401 Zika Ave NW, Cedar Rapids, Iowa.
The City is inviting all bidders to attend this meeting to examine the work areas and equipment, ask specific questions
and request clarifications on the specification portion of this bid document. All interested bidders are strongly
encouraged to attend in order to familiarize themselves with the systems and all conditions that may affect the time or
cost of performance.
Page 2 of 12 pages
Deadline: 4/10/2024 11:00 AM (CT)
PUR0324-234
Bid Attachments
00100 Notice to Bidders - Ellis Golf Course ADA Improvements.pdf
Notice to Bidders
Bid Bond.pdf
Bid Bond Forms
Certificate to Obtain Insurance.pdf
Certificate to Obtain Insurance
Insurance - 3 endorsements.pdf
Insurance Requirements
Payment & Performance Bonds.pdf
Payment and Performance Bond Forms
Plans and Specifications.pdf
Plans and Specifications
Public Improvement Docs for Signature.pdf
Contractor Documents for Signature
RFB Contract T&C.pdf
Terms and Conditions
Scope of Work.pdf
Scope of Work
Special Provisions.pdf
Special Provisions
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Requested Attachments
Certification Regarding Ability to Obtain Required Insurance
(Attachment required)
Please attach the completed Certification Regarding Ability to Obtain Required Insurance Form.
OSHA Violations
If your company has received an OSHA violation in the last five (5) years, please attach copies of the citations and an
explanation of how they have been resolved.
Bid Bond
(Attachment required)
Please attach a copy of your signed and notarized bid bond.
Contractor Documents for Signature
(Attachment required)
Please attach your Contractor documents for signature.
Page 3 of 12 pages
Deadline: 4/10/2024 11:00 AM (CT)
PUR0324-234
Bid Attributes
1 INSTRUCTIONS TO BIDDERS
Whenever used in this RFB the following terms shall have the meaning given as follows: City shall mean the City of
Cedar Rapids, Iowa. Contractor shall mean the firm providing Ellis Golf Course ADA Improvements for the Facilities
Maintenance Services Division. Subcontractor shall mean any person, firm, or corporation who contracts with the
Contractor to perform a service for which the basis of payment or Scope of Work is identified as a part of this RFB.
Project Manager shall mean Jeff Koffron, who is the designated coordinator and administrator for the Work under
this project.
A company representative who is authorized to bind the Company will sign on behalf of the company to indicate to
the City that you have read, understand and will comply with the instructions and all terms and conditions stated in
this Request for Bid and all attachments.
This Request for Bid does not commit the City to make an award, nor will the City pay any costs incurred in the
preparation and submission of bids, or costs incurred in making necessary studies for the preparation of bids.
Exceptions to Documents
The Bidder shall clearly state in the submitted bid any exceptions to, or deviations from, the minimum bid
requirements, and any exceptions to the terms and conditions of this RFB. Such exceptions or deviations will be
considered in evaluating the bids. Bidders are cautioned that exceptions taken to this RFB may cause their bid to
be rejected.
Silence of Specifications
Commercially accepted practices shall apply to any detail not covered in the specification and to any omission of
the specification. Any omission or question of interpretation of the specification that affects the performance or
integrity of the service being offered shall be addressed in writing and submitted with the Bid.
Incomplete Information
Failure to complete or provide any of the information requested in this Request for Bid, including references, and/or
additional information as indicated, may result in disqualification by reason of "non-responsiveness".
In the event of conflict, the Special Terms and Conditions shall take precedence over the Standard Terms and
Conditions, included herein.
Be advised that any conversations (in reference to this RFB) between bidders and any City employee, City official
or City Project Manager, outside of the Purchasing Services Division, during the entire competitive bidding process
is strictly prohibited. Such actions will result in removal of the Contractor from the vendors list and rejection of the
Contractor’s bid. The ONLY official position of the City is that position which is stated in writing and
issued by the Purchasing Services Division. No other means of communication, whether written or oral, shall
be construed as a formal or official response statement.
2 FEDERAL FUNDING PROVISIONS
This Project is not federally funded.
Page 4 of 12 pages
Deadline: 4/10/2024 11:00 AM (CT)
PUR0324-234
3 INSURANCE IS REQUIRED FOR THIS PROJECT
WORK SHALL NOT BEGIN UNTIL THE CERTIFICATE OF INSURANCE AND ALL ENDORSEMENTS ARE
RECEIVED AND APPROVED BY THE CITY.
At all times during the term of the Work and the Contract, and any extensions thereof, the Contractor shall
purchase, at its own expense, and maintain with insurance companies in good standing and acceptable to the City.
Such insurance will protect the Contractor from liability and claims for injuries and damages which may arise out of
or result from the Contractor’s operations under the Contract and for which the Contractor may be liable, whether
such operations are by the Contractor or by a Subcontractor or by anyone directly or indirectly employed by any of
them, or by anyone for whose acts any of them may be liable.
For the protection of the Contractor and the City, but without restricting or waiving any obligations of the Contractor
herein contained, the Contractor shall insure the risks associated with the Work and the Contract with minimum
coverages and limits as set forth in the Insurance Requirements Attachment.
4 SPECIAL TERMS AND CONDITIONS
Term of Contract
The initial term of the Contract shall commence on April 24, 2024 and shall end on September 30, 2024.
The Contract may be extended by written mutual agreement by the City and the Contractor.
A Contract, prepared by the City and signed by the City Manager, shall become the document that authorizes the
Work to begin, assuming the insurance requirements have been met. Each section contained herein, the
attachments, and any addenda and the response from the successful Bidder shall also be incorporated by
reference into the resulting agreement.
The City reserves the right to make changes to the Work to be provided which are within the Project. No
assignment, alteration, change, or modification of the terms of the Contract shall be valid unless made in writing and
agreed to by both the City and the Contractor. The Contractor shall not commence any additional work or change
the scope of the Work until authorized in writing by the City. Contractor shall make no claim for additional
compensation in the absence of a prior written approval and amendment of the Contract executed by both the
Contractor and the City. The Contract may only be amended, supplemented or modified by a written document
executed by the Contractor and the City Manager.
In accordance with the provisions and conditions of the Contract, Contractor shall freely enter into the Contract for
the purpose of providing Work to the City and to be compensated for the Work.
No price escalation will be allowed during the initial term of the contract. If it is mutually decided to renew beyond the
initial period and the Contractor requests a price increase, the Contractor shall provide sufficient written certification
and documentation to substantiate the request. Documentation shall include, but not be limited to; actual materials
invoices, copies of commercial price lists, provision of appropriate indices, which reflect said increases. The City
reserves the right to accept or reject price increases, to negotiate more favorable terms or to terminate without cost,
the future performance of the contract.
Payment Terms and Invoice Submittals
Payment terms for Work authorized under the contract shall be net forty-five (45) days upon receipt of an
acceptable original invoice and after Work is performed, inspected and accepted and all required documentation
and reports are received in a format acceptable to the City.
Invoices shall include the following information:
ꞏ Contractor name and address
ꞏ Date of Work
ꞏ City PO number
ꞏ Description of Work
ꞏ The total amount being invoiced
ꞏ The Project Number / Contract Number (RFB #PUR0324-234)
Surcharges (i.e. fuel surcharges, restocking) shall NOT be allowed to be added to invoices as an additional line
item.
All invoices and supporting documentation shall be submitted at the intervals as agreed upon:
Page 5 of 12 pages
Deadline: 4/10/2024 11:00 AM (CT)
PUR0324-234
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