Meter Vault Replacement Program, Group 1-A/1-B-2 2812 .00

CITY OF TOPEKA
PROJECT MANUAL
UTILITIES DEPARTMENT
PROJECT NO.
METER VAULT REPLACEMENT PROGRAM
GROUP 1-A/1-B-2
APRIL 2026

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DOCUMENT 020
INVITATION TO BID
CITY OF TOPEKA PROJECT: Meter Vault Replacement Program, Group 1-A/1-B-2 2812 .00
BIDS RECEIVED UNTIL: 2:00 P.M., Local Time, _________________________________,
electronicallyusing the Topeka Vendor Access website:
https://cityoftopekaks.tylerportico.com/va/vendor-access/bidsor by delivering physical hard copies
prior to Closing at the office of the Contracts & Procurement Division, City Hall, 215 SE 7th Street,
RoomB60, Topeka, Kansas66603.
BID CLOSING: Will be public following the receipt of bids at the office of the Contracts &
Procurement Division,City Hall,215 SE 7thStreet,RoomB60,Topeka, Kansas66603.
DESCRIPTION OF MAJOR UNITS OF WORK:
Miscellaneous sitework and installation of Owner-supplied metervault and materials at 11 distinct
locations.
DESIGN ENGINEER: City of Topeka - Adam Coffland
BID DOCUMENTS: Electronic copies (PDF's) of the bid documents (plans and specifications) and
any addenda are available using the Topeka Vendor Access website. Register online at
https://cityoftopekaks.tylerportico.com/va/vendor-access/registration .
BID SECURITY REQUIREMENTS: All bids must be accompanied by a cashier's check or a bid
bond for not less than five percent (5%) of the amount bid (including alternates), made payable to the
City of Topeka, Kansas. The original bid security shall be provided to the office of Contracts and
Procurement before the 2:00 closing date.
PRE-BID CONFERENCE: A pre-bid conference will be held at Tuttle Creek Conference Room,
Water Treatment Plant, 3245 NW Waterworks Dr on ______ at_ _____. Representatives of the
Design Engineer and Owner will be present to answer questions. Attendance is Optional
(mandatory or optional). If indicated as optional, attendance is highly encouraged for bidders to
attend in order to understand the expectations and details involved in the project andcontract.
SUBMITTALS: Bid submittal requirements are explained in Document 100: Instructions to
Bidders.
BID QUESTIONS: All questions must be submitted using the Bid Question Submittal Form
(Excel) included in the Bid Attachments. Bidders shall download the form, enter their questions
directly into the Q# fields (handwritten submissions will not be accepted), and email the completed
Excel file to procurement@topeka.org no later than ten (10) days prior to the bid closing date and
time, unless otherwise stated in the bid documents.
The email subject line shall read: Bid Number #### - Questions.
If more than forty (40) questions are required, bidders may insert additional rows as needed. The
form must be submitted as an MS Excel (.xls or .xlsx) file.
Responses to questions will be issued by addendum and posted in the Bid Attachments as a PDF
titled:
Document 020 01/29/2025

Bid Number#### - Answers to Bid Question Submittal Form.
11. Plan Holder List: Contractors seeking to be included on the Plan Holders List mustcomplete the
Plan Holders Information Form(Excel Worksheet) included in the Bid Attachments. Contractors
shall download the form, enter their business name, contact name, phone number, and email
address, and email the completed Excel file to procurement@topeka.orgno later thanten (10) days
prior to the bid closing date, unless otherwise stated in the bid documents.
The email subject line shall read: Bid Number #### - Plan Holders Request.
A complete Plan Holders List will be published in the Bid Attachments as a PDF titled:
Bid Number #### - Plan Holders List.
Document 020 01/29/2025

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020 03/27/2014

DOCUMENT 100
INSTRUCTIONS TO BIDDERS
1. Defined Terms.
Terms used in these Instructions to Bidders shall have the meanings assigned to them in the General
Conditions. The term "Successful Bidder" means the lowest, qualified, responsible Bidder to whom
Owner (on the basis of Owner's evaluation as hereinafter provided) makes an award.
2. Copies of Bidding Documents.
2.1. Complete sets of the Bidding Documents in the number and for the purchase sum, if
any, stated in the Invitation may be obtained from the office designated in the Invitation
to Bid.
2.2. Complete sets of Bidding Documents shall be used in preparing Bids; neither Owner
nor Design Engineer assumes any responsibility for errors or misinterpretations
resulting from the use of incomplete sets of Bidding Documents.
2.3. Owner and Design Engineer in making copies of Bidding Documents available on the
above terms do so only for the purpose of obtaining Bids on the Work and do not confer
a license or grant for any other use.
3. Qualifications of Bidders.
To demonstrate qualifications to perform the Work, the apparent low Bidder must be prepared to
submit within five days of Owner's request written evidence of the types set forth in the General or
Supplementary Conditions, such as financial data, previous experience and evidence of authority to
conduct business in the jurisdiction where the Project is located. Any information furnished pursuant
to this section shall be deemed confidential and will not be disclosed by the Owner. Each Bid must
contain evidence of Bidder's qualification to do business in the State of Kansas or covenant to obtain
such qualification prior to award of the contract.
4. Examination of Contract Documents and Site.
4.1. Before submitting a Bid, each Bidder must (a) examine the Contract Documents
thoroughly, (b) visit the site to familiarize himself with local conditions that may in
any manner affect cost, progress or performance of the Work, (c) familiarize himself
with federal, state and local laws, ordinances, rules and regulations that may in any
manner affect cost, progress or performance of the Work; and (d) study and carefully
correlate Bidder's observations with the Contract Documents.
4.2. Reference is made to the Supplementary Conditions for the identification of those
reports of investigations and tests of subsurface and latent physical conditions at the
site or otherwise affecting cost, progress or performance of the Work which have been
relied upon by Engineer in preparing the Drawings and Specifications. Owner will
make copies of such reports available to any Bidder requesting them. These reports are
not guaranteed as to accuracy or completeness, nor are they part of the Contract
Documents. Before submitting his Bid each Bidder will, at his own expense, make such
additional investigations and tests as the Bidder may deem necessary to determine his
Bid for performance of the Work in accordance with the time, price and other terms
and conditions of the Contract Documents.
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4.3. On request Owner will provide each Bidder access to the site to conduct such
investigations and tests as each Bidder deems necessary for submission of his Bid.
4.4. The lands upon which the Work is to be performed, rights-of-way for access thereto
and other lands designated for use by Contractor in performing the Work are identified
in the Supplementary Conditions, Specifications or Drawings.
4.5. The submission of a Bid will constitute an incontrovertible representation by the
Bidder that he has complied with every requirement of this Article 4 and that the
Contract Documents are sufficient in scope and detail to indicate and convey
understanding of all terms, and conditions for performance of the Work.
5. Interpretations.
All questions about the meaning or intent of the Contract Documents shall be submitted only through
the City of Topeka's e-Procurement System at least 10 calendar days prior to the opening of Bids.
All questions and answers will be posted to the Bid Event. Questions and answers that result in a
material changed to the scope of work or quantities will require issuance of an addendum. Only
questions answered by formal written Addenda will be binding. Oral and other interpretations or
clarifications will be without legal effect.
6. Bid Security.
6.1. Bid Security shall be made payable to Owner, in an amount of five percent of the
Bidder's maximum Bid price (including alternates) and in the form of a certified or
cashier's check or a Bid Bond issued by a Surety meeting the requirement of paragraph
5.1 of the General Conditions. All forms of Bid Security must be delivered in original
form. Facsimile transmission of Bid Security documents will not be accepted.
6.2. The Bid Security of the Successful Bidder will be retained until such Bidder has
executed the Agreement and furnished the required Contract Security, whereupon it
will be returned; if the successful Bidder fails to execute and deliver the Agreement
and furnish the required Contract Security within 10 days of the award of contract,
Owner may annul the award and the Bid Security of that bidder will be forfeited to the
Owner.
The Bid Security of any Bidder whom Owner believes to have a reasonable chance of
receiving the award may be retained by Owner until the seventh day after the "Effective date
of the Agreement" (which term is defined in the General Conditions) or the forty-sixth day
after the Bid opening, whichever is earliest. Bid Security of other Bidders will be returned
within seven days of the Bid opening.
7. Contract Time.
The number of days within which or the date by which the Work is to be completed (the Contract
Time) is set forth in the Agreement.
8. Liquidated Damages.
Provisions for liquidated damages are set forth in the Agreement.
9. Substitute Material and Equipment.
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The Contract, if awarded, will be on the basis of material and equipment described in the Drawings
or specified in the Specifications without consideration of possible substitute or "or equal" items.
Whenever it is indicated in the Drawings or specified in the Specifications that a substitute or
"orequal" item of material or equipment may be furnished or used by Contractor if acceptable to
Engineer, application for such acceptance will not be considered by Engineer until after the "Effective
date of the Agreement". The procedure for submittal of any such application by Contractor and
consideration by Engineer is set forth in paragraphs 6.7.1, 6.7.2 and 6.7.3 of the General Conditions
which may be supplemented in the Specifications.
10.Subcontractors, etc.
10.1.The total amount of the work performed by all Subcontractors cannot exceed seventy
percent (70%) of the Total Bid as reflected in Document 330.
10.2.Bidder must submit to Owner, as part of their Bid Form, a complete list of all
Subcontractors and other persons and organizations (including those who will be
furnishing the principal items of material and equipment) proposed to be used by the
bidder to complete this project. Failure by the Bidder to provide this list with the cost
amount for each Subcontractor shall render the bid nonresponsive. If the total amount
of the work performed by all Subcontractors exceeds seventy (70%) of the Total Bid,
the bid will be rejected. If requested by the Owner, the Successful Bidder shall submit
to the owner, in writing, an experience statement with pertinent information as to
similar projects and other evidence of qualifications for each such Subcontractor,
person and organization listed on the Bid Form. If Owner or Engineer, after due
investigation, has reasonable objection to any proposed Subcontractor, other person or
organization, either Owner or Engineer may before giving the award of contract,
request the apparent Successful Bidder to submit an acceptable substitute without an
increase in Bid Price. If the apparent Successful Bidder declines to make any such
substitution, the contract shall not be awarded to such Bidder, but his declining to make
any such substitution will not constitute grounds for sacrificing his Bid Security. Any
Subcontractor, other person or organization so listed and to whom Owner or Engineer
does not make written objection prior to the giving the award of contract, will be
deemed acceptable to Owner and Engineer. Substitutions to this list of acceptable
Subcontractors and other persons and organizations after the apparent Successful
Bidder has been awarded a contract by the Owner will not be allowed without the
written approval of the Owner or Engineer.
10.3.No Contractor shall be required to employ any Subcontractor, other person or
organization against whom he has reasonable objection.
10.4.No Subcontractor who is on the Owner's "List of Suspended Contractors" as of the date
of the opening of Bids may be employed by the Contractor on the project. A current
list of suspended contractors may be obtained from the Contracts and Procurement
Division.
11.Bid Form.
11.1.The Bid Form is included in this Project Manual. The Project Manual will be posted to
the electronic Bid Event.
11.2.Bid Forms must be completed in the electronic Bid Event.
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