(ESPLOST) Islands High School Campus Track and Multi-Purpose Field (Phase III)

Agency: Savannah-Chatham County Public Schools
State: Georgia
Type of Government: State & Local
Caegory:
  • C - Architect and Engineering Services - Construction
Posted Date: Jan 20, 2019
Due Date: Feb 21, 2019
Solicitation No: Bid C19-19
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
solicitation no. name open/closing date extended close date supporting docs
Bid C19-19
(ESPLOST) Islands High School Campus Track and Multi-Purpose Field (Phase III)
2/21/2019 11:00 AM Supporting Docs

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BID REQUIREMENTS
INVITATION TO BID #C19-19 (ESPLOST)
The Savannah-Chatham County Public School System hereinafter referred to as the “District” will receive sealed bids from licensed
Contractors at 208 Bull Street, Savannah, GA 31401 in Room 213. Bids must be physically placed in the hands of the District’s Purchasing
Department by 11:00 am on Thursday, February 21, 2019, the time legally prevailing in Savannah, Georgia for Bid #C19-19 (ESPLOST)
Islands High School Campus Track and Multi-Purpose Field (Phase III). At the time and place noted above, the bids will be publicly
opened and announced.
Bidding Documents, including plans and specifications, may be viewed and purchased at www.cdrepro.com. (Click on Login to DFS and
register as a new user.) For technical support, please contact Larry Arkwright at Clayton Digital Reprographics, 912-447-0708 or 912-
447-5445. Documents are also available for inspection and review at the listed locations. The “Public Inspection” Bidding Documents are
not to be used as bid working sets but are for informational purposes and Bidding Sets are available as described previously:
1. Savannah-Chatham County Public Schools Purchasing Department, 208 Bull Street, Room 213, Savannah, GA 31401.
Bidders are cautioned that acquisition of Bidding Documents through any other source is not advisable. Acquisition of Bidding Documents
from unauthorized sources places the bidder at risk of receiving incomplete or inaccurate information upon which to base a bid.
A Mandatory Pre-Bid Conference will be conducted on Thursday, February 7, 2019, at 10:00 AM at Islands High School located
at 170 Whitemarsh Island Road, Savannah, Georgia 31410. Bidders will meet at the front entrance of the facility. An accompanied site
visitation will follow. Bids will not be accepted from any firm that is not represented at the Mandatory Pre-Bid Conference and Site
Visitation.
A “Cone of Silence” is imposed upon this invitation to bid after advertising and terminates at the time the Board of Education awards a
contract. The Cone of Silence prohibits any communications by written, oral, or electronic form by, or on behalf of, a prospective bidder
for this solicitation, including any persons affiliated with or in any way related to a prospective bidder, and any member of the Board of
Education, the superintendent or his staff, any persons involved in evaluating the bid, program managers, or members of any selection
committee. The Cone of Silence is intended to prohibit lobbying for, or against, a particular vendor or vendors and to prevent prospective
bidders from circumventing the process for selection set forth in this invitation to bid.
The Cone of Silence does not apply to oral communications with the Director of Purchasing, or the Director of Purchasing’s designees,
at pre-proposal conferences, site visits (as applicable), presentations before selection committees, or contract negotiations with bidders
selected for award. Written communications expressly authorized by this solicitation, such as (1) the submission of the bid packet itself,
(2) requests for interpretation, requests for material substitutions, protests, or similar inquiries to the purchasing department, (3)
documents circulated at oral presentations before selection committees, or (4) documents circulated in connection with contract
negotiations with the bidder(s) selected for award are also permitted in communication with the Director of Purchasing or the Director of
Purchasing’s designees. The Cone of Silence does not apply to presentations allowed by Board policy or to the Board of Education at a
duly called public meeting.
In addition to any other penalties provided by law, violation of the Cone of Silence by any prospective bidder may result in the rejection
of the prospective bidder’s bid response and disqualify the prospective bidder from being awarded any contract as a result of this
solicitation. Any person having personal knowledge of a violation of these provisions shall immediately report such violations to the
District’s Purchasing Department.
The Contract, if one is awarded at all, will be to the lowest bidder on a lump sum bid basis, and will be substantially in accordance with
the Sample Contract (Form of Agreement) attached to this solicitation.
The bid form for this solicitation also requests unit prices for certain categories of work. These unit prices are for work items that are
ADDED to or DELETED from quantities required by the contract documents. Submitted unit prices shall include all necessary material,
plus cost for delivery, installation, insurance, applicable taxes, all overhead, and profit and bonds. Unit Prices will not be considered
for the purposes of awarding the bid. They will be used if scope of work changes are made after award of the Contract.
No bid may be withdrawn for a period of sixty days after time has been called on the date of opening except in accordance with the
provisions of Georgia law. If the bid exceeds $100,000, the bid must be accompanied by a Bid Bond made payable to the District in an
amount equal to not less than five percent (5%) of the bid. If the bid exceeds $100,000, the successful Contractor will be required to
provide both a Performance Bond and a Payment Bond, each in an amount equal to 100 percent of the total Contract amount within 14
days receipt of the District’s Intent to Award and prior to execution of contract.
The District reserves the right to reject all bids or proposals or any bid or proposal that is nonresponsive or not responsible and to waive
technicalities and informalities. The District reserves the right to not award a contract to any bidder, to cancel this invitation to bid, and
re-advertise the project using a similar or different competitive process at any time before the Board of Education votes to award a contract
as a result of this invitation to bid.
The District has the right to disqualify any bidder from consideration and declare that bidder non-responsive or not responsible when such
bidder cannot demonstrate its ability to deliver requested services or when investigation shows that it is not in a position to perform the
solicited services in a manner that is in the best interest of the District.
Bid C19-19 (ESPLOST) Islands High School Campus Track and Multi-Purpose Field (Phase III)
January 20, 2019
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The District assumes no responsibility or obligation to the bidders and will make no payment for any costs associated with the preparation
or submission of any documents related to this invitation to bid, even if the invitation to bid is cancelled or a bidder is disqualified.
The District anticipates that the contract will be awarded to the responsive and responsible bidder who provides the lowest bid within the
budget. In judging whether the bidder is responsible, the District will consider, but is not limited to, the following:
a) Whether the bidder or its principals are currently ineligible, debarred, suspended, or otherwise excluded from bidding or
contracting by any state or federal agency, department, or authority;
b) Whether the bidder or its principals have been terminated for cause or are currently in default on a public works contract;
c) Whether the bidder can demonstrate sufficient cash flow to undertake the project as evidenced by a Current Ratio of 1.0 or
higher;
d) Whether the bidder can demonstrate a commitment to safety with regard to Workers' Compensation by having an Experience
Modification Rate (EMR) over the past three years not having exceeded an average of 1.0; and
e) Whether the bidder’s past work and experience over the past ten (10) years provides evidence of an ability to successfully
complete public works projects for educational institutions, including, but not limited to, elementary schools, secondary schools,
colleges, universities, graduate schools, technical schools, trade schools, etc., within the established time, quality, or cost, or to
comply with the bidder’s contract obligations. Bidder’s past experience will be evaluated consistent with the requirements of
O.C.G.A. § 36-91-23.
f) Whether the bidder’s workload will allow the bidder to complete this project within the established time, quality, or cost, or to
comply with the bidder’s contract obligations. In evaluating the bidder’s workload, the District may consider whether the bidder
has submitted bids on other District projects and whether the award of multiple projects to the bidder may impair the bidder’s
ability to complete this project within the established time, quality, or cost, or to comply with the bidder’s contract obligations or
may otherwise pose a risk to the District.
g) Whether the bidder can satisfy the licensing, insurance, and bonding requirements for the project, as evidenced by the
documents requested by this solicitation, including, but not limited to, the Bidder’s Georgia Contractor’s license, business
licenses, corporate registration documents, and insurance letters.
h) Bidders’ refusal to provide any documentation requested by the District to assess whether the bidder is responsive and
responsible, including, but not limited to, financial information, other project information, license suspension/terminations, or
insurance/bonding documentation etc., may itself be sufficient grounds for the District to deem a bidder to be non-responsive
and/or not responsible.
In the event all responsive and responsible bids are in excess of the budget, the District, in its sole and absolute discretion and in addition
to rejecting all bids, reserves the right either to supplement the budget or to negotiate with the lowest responsive and responsible bidder
pursuant to O.C.G.A. § 36-91-21. Such negotiations may include changes in the scope of work and other bid requirements to obtain a
contract price within the budgeted
BID REQUIREMENTS
INSTRUCTIONS TO BIDDERS
1. Basis of Contract: The Contract, if one is awarded at all, will be to the lowest bidder on a lump sum bid basis, and will be substantially
in accordance with the Sample Contract (Form of Agreement) attached to this solicitation.
The bid form for this solicitation also requests unit prices for certain categories of work. These unit prices are for work items that are
ADDED to or DELETED from quantities required by the contract documents. Submitted unit prices shall include all necessary material,
plus cost for delivery, installation, insurance, applicable taxes, all overhead, and profit and bonds. Unit Prices will not be considered
for the purposes of awarding the bid. They will be used if scope of work changes are made after award of the Contract.
2. Examination of Site: In undertaking the work under this Contract, the Contractor acknowledges that he has visited the Project Site
and has taken into consideration all observed conditions that might affect his work. The project site is property of the District. No
easements or rights-of-way are required on the site. The Design Professional shall file for all applicable Permits prior to award of the
Contract. The Contractor shall be responsible to obtain all applicable Permits from the Jurisdiction prior to commencing work governed
by Permit.
3. Surety and Insurance Companies: The Contract provides that the surety and insurance companies must be acceptable to the
District. At the time of issuance, all insurance and bonds must be issued by a company licensed by the Georgia Insurance Commissioner
to transact the business of insurance in the State of Georgia for the applicable line of insurance. Such company shall be an insurer (or,
for qualified self-insurers or group self-insured, a specific excess insurer providing statutory limits) with an A.M. Best Financial Strength
Rating of "A-" or better and with an A.M. Best Financial Size Category of Class V or larger.
4. Bidding Documents: The Bidding Documents comprise the Construction Documents, the Invitation to Bid, the Instructions to
Bidders, the Bid Form, and all Addenda, upon which the bidder submits a bid.
Bid C19-19 (ESPLOST) Islands High School Campus Track and Multi-Purpose Field (Phase III)
January 20, 2019
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5. Addenda: All Addenda issued prior to bid date adjust, modify, or change the drawings and specifications as set forth in the Addenda.
All such Addenda are part of the contract. No addenda will be issued within seventy-two (72) hours of the date and time set for opening
bids without an extension of the bid date as required by Law. All such Addenda are part of the contract.
6. Submittal of Objections: Objections from bidders to this Invitation to Bid and/or these specifications should be brought to the attention
of the Board through the Director of Purchasing. The bidder should submit any objections in writing not less than five (5) days prior to
the opening of the bid. The objections contemplated may pertain to form and/or substance of the Bid documents and specifications.
Failure to object in accordance with this procedure will constitute a waiver on the part of the bidder to protest this Invitation to Bid.
7. Protest: Any bidder(s) who wishes to protest the handling or fairness of a solicitation shall express his/her concerns in writing to the
Director of Purchasing within five business days of the matter being protested. The letter of protest shall be taken under consideration
by the Chief Financial Officer and the Superintendent and the protesting bidder(s) shall be notified within ten (10) business days of the
result of such consideration, which may include a statement that additional time is needed to review the protest. In the event the District
takes more than ten (10) business days to render a decision on the protest, which shall be final, the District will not enter into a final
contract for this solicitation until the District’s decision on the protest is made.
The protest notice shall include the following:
o the name, address, and telephone number of the protester
o the signature of the protester or an authorized representative of the protester
o identification of the purchasing agency and the solicitation or contract number
o a detailed statement of the legal and factual grounds of the protest including copies of relevant documents
o the form of relief requested
8.
Interpretations: No oral interpretation will be made to bidders as to the meaning of the drawings and specifications. Requests
for interpretation of drawings and specifications must be made in writing to the District Purchasing Department not later than 5:00 PM
on Tuesday, February 12, 2019. Failure on the part of the successful bidder to request clarification shall not relieve him as Contractor
of the obligation to execute such work in accordance with a later interpretation by the Design Professional. All interpretations made to
bidders will be issued in an Addendum to the plans and specifications will be sent to all plan holders of record. Acknowledgement of
receipt of such Addendum shall be listed in the Bid Form by the Contractor.
If any questions should arise pertaining to the bid documents, the Bidder may mail or fax (no e-mails accepted) a written Request for
Interpretation to:
Savannah-Chatham County Public School System
Attention: Sabrina L. Scales, Purchasing Director
208 Bull Street, Room 213
Savannah, GA 31401
(Fax) 912-201-7648
9. Alternates: Unless otherwise stipulated, all alternate bids are additive. Additive alternates may be exercised in any order by the
District. As the District considers accepting any of the additive alternates, it will recalculate all the bids adding the same additive alternates
to be taken. The low bid shall then be determined on the base bid plus the selected additive alternates.
10. Sales Tax: Unless otherwise provided for in the Contract Documents, the Contractor shall include in his bid all sales taxes, consumer
taxes, use taxes, and all other applicable taxes that are legally in effect at the time bids are received. Contractor shall not include sales
tax on District supplied items. If sales tax is required to be paid by Contractor on District furnished items, a Change Order to Contractor
shall be issued by District.
11. Trade Names, Specifications:
(a) No Restriction of Competition: When reference is made in the Contract Documents to trade names, brand names, or to the
names of manufacturers, such references are made solely to indicate that products of that description may be furnished and are not
intended to restrict competitive bidding. If it desired to use products of trade or brand names or of manufacturers’ names that are
different from those mentioned in the Bidding Documents, application for the approval of the use of such products must be made to
the Design Professional in writing through the Purchasing Department through a request for approval of substitute product. See
(Section 11(b) below). This provision applies only to the party making a submittal prior to bid. If approved by Design Professional
and accepted by the District, the Design Professional will issue an addendum to all bidders authorizing substitution. This provision
does not prevent the District from initiating the addition of trade names, brand names, or names of manufacturers by addendum prior
to bid.
(b) Request for Approval of Substitute Product: All requests for approval of substitution of a product that is not listed in the Bidding
Documents must be made to the Design Professional in writing through the Purchasing Department. For the Design Professional to
prepare an addendum properly, an application for approval of a substitute product must be accompanied by a copy of the published
recommendations of the manufacturer for the installation of the product together with a complete schedule of changes in the drawings
and specifications, if any, that must be made in other work in order to permit the use and installation of the proposed product in
accordance with the recommendations of the manufacturer of the product. The application to the Design Professional for approval
of a proposed substitute product must be accompanied by a schedule setting forth in which respects the materials or equipment
Bid C19-19 (ESPLOST) Islands High School Campus Track and Multi-Purpose Field (Phase III)
January 20, 2019
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submitted for consideration differ from the materials or equipment designated in the Bidding Documents and submitted to the
Purchasing Department. The Design Professional will make a recommendation to the District as to whether the request for approval
of Substitute Product should be approved or denied. The District shall make the final decision to accept or reject the Design
Professional’s recommendation.
All requests for material substitution must be submitted to the Attention of the Purchasing Director prior to the 5:00 PM,
Tuesday, February 12, 2019 deadline. Requests must include full illustrations and detailed specifications for the item being
offered as an alternate or approved equal. Bidders are not permitted to contact the Design Professional directly. The only
official view of the District is that which is issued by and provided to all Bidders of record by the Purchasing Department
in the form of a written addendum.
(c) Burden of Proof: The burden of proving acceptability of a proposed product rests on the party making the submission. Therefore,
the application for approval must be accompanied by technical data that the party requesting approval desires to submit in support
of its application. The Design Professional will consider reports from reputable independent testing laboratories verified experience
records showing the reputation of the proposed product with previous users, evidence of reputation of the manufacturer for prompt
delivery, evidence of reputation of the manufacturer for efficiency in servicing its products or any other written information that is
helpful in the circumstances. The degree of proof required for approval of a proposed product as acceptable for use in place of a
named product or named products is that amount of proof necessary to convince a reasonable person beyond all doubt. To be
approved, a proposed product must also meet or exceed all express requirements of the Contract Documents.
(d) Issuance of Addenda: If the Design Professional recommends approving the submittal and the District approves the Design
Professional’s recommendation, an addendum will be issued to all prospective bidders indicating the approval of the additional
product(s). Issuance of an addendum is a representation to all bidders that the Design Professional in the exercise of his professional
discretion established that the product submitted for approval is acceptable and meets or exceeds all express requirements and the
District has accepted his recommendation. The successful bidder may not furnish products of any trade names, brand names, or
manufacturers’ names except those designated in the Contract Documents unless approvals have been published by addendum in
accordance with the above procedure. Oral approvals of products are not valid.
(e) Conference with the District: Any party who alleges that rejection of a submittal is the result of bias, prejudice, caprice, or error
on the part of the Design Professional or the District may request a conference with a representative of the District, provided: that
the request for said conference, submitted in writing, shall have reached the District at least six (6) days prior to the date set for the
opening of bids, time being of the essence.
12. Bids:
(a) Bid Opening: Bids will be opened and announced as stated in the Invitation to Bid.
(b) Bid Submission. All bids must be submitted on the Bid Form as attached hereto and must be signed, notarized, and sealed by
a notary public. All blanks for information entry in bid forms submitted to District should be filled in. Blanks left unfilled constitute
irregularities in the bid and place the bidder at risk of having the bid rejected unless the District rules the irregularity to be an informality
or technicality that can be waived, as is made clear in Article 14 of the “Instructions to Bidders” and on the Bid Form. Numbers shall
be written in English words and in Arabic numerals. The inclusion of any condition, alternate, qualification, limitation, or provision
not called for shall render the bid nonresponsive and shall be sufficient cause for rejection of a bid.
(c) Bid Security: Bids must be accompanied by a Bid Bond made payable to the District in an amount not less than five percent
(5%) of the Bid. Bid Bonds should be furnished on forms accepted as standard by the insurance industry but shall be substantially
in accordance with the Bid Security Form attached hereto.
(d) Delivery of Bids: Bids are to be addressed to the District, at the address and room number shown in the Invitation to Bid. Bids
must be enclosed in an opaque, sealed envelope; marked with the Bid Date, Bid Time, Bid Number, Name of Project; and the Bidders
Company name and address. Bids must be placed in the hands of the District at the specified location by not later than the time and
date named in the Invitation to Bid. After that time, no bids may be received.
(e) Alternates: If alternatives are called for, a bid must be submitted for all alternates. Failure to do so may render the bid
nonresponsive and be sufficient cause for rejection of a bid.
(f) Withdrawal of Bids: Bids may be withdrawn by bidders prior to the time set for official opening. After time has been called, no
bid may be withdrawn for a period of sixty days after the time and date of opening except as provided in O.C.G.A Title 36 Chapter
91 (appreciable error in calculation of bid). Negligence or error on the part of any bidder in preparing his bid confers no right of
withdrawal or modification of his bid after time has been called except as provided by Georgia law.
(g) Errors or Revisions: Prior to the bid opening date and hour, errors may be stricken or revisions may be made and corrections
entered on the bid proposal form with sufficient clarity to be easily understood. All such annotations shall be made by authorized
representative of the bidder and identified as such. These annotations shall be binding on the bidder. No revisions will be allowed or
accepted on the outside of the envelopes.
Bid C19-19 (ESPLOST) Islands High School Campus Track and Multi-Purpose Field (Phase III)
January 20, 2019
Page 5 of 26

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