Greene County Parks & Trails
635 Dayton-Xenia Rd., Xenia, Ohio 45385
Greene County Park District Board of
John Finlay, President
Tony Sculimbrene, Vice-President
Tobia J. Stinson, Commissioner
Jon Dobney, Director
INVITATION TO BID
DATE OF ISSUANCE:
December 27, 2019
INVITATION TO BID (ITB) NAME: Portable Stage Unit
DEPARTMENT ISSUING BID: Greene County Parks & Trails
Date and Location of Pre-Bid Conference
Deadline for Receiving Final ITB –
Deadline for Receiving Final ITB –
BID OPENING DATE
January 8, 2020 at 9:30 am
635 Dayton-Xenia Rd, Xenia, OH 45385
January 17, 2020
January 22, 2020 at 11:00am
Sealed bids will be received by Greene County Parks & Trails until January 22, 2020 @ 11:00 a.m., at
which time the bids will be publicly opened at Greene County Parks & Trails’ Meeting Room, 635 Dayton-
Xenia Rd, Xenia, Ohio 45385, and read aloud for the: Portable Stage Unit Bid. Bid forms, specifications,
etc. may be obtained upon request from the Greene County Parks & Trails Office or retrieved electronically
from: www.co.greene.oh.us/bids.aspx, www.gcparkstrails.com or by going to http://www.co.greene.oh.us
and clicking on “Bids”.
Sealed envelopes containing bids must be submitted with the ITB NAME prominently written and
displayed on the outside of the envelope/packages. Bids must be submitted on the bid form furnished with
accompanying required bonds. Any bids deemed non-compliant shall be rejected. The Greene County
Parks & Trails is tax-exempt.
All bids must include the length of time that the prices and services offered are available and
In its efforts to promote small business participation in Greene County projects, it is the policy of
the Greene County Park District Board of Commissioners that no contracting decision or contract
award shall be based upon race, color, creed, sex, national origin, age, or other unlawful basis.
Greene County Parks & Trails is an equal opportunity, governmental entity and will provide equal
business opportunities in accordance with its policies.
GENERAL CONDITIONS AND INSTRUCTIONS TO BIDDERS
1. The Board of Park District Commissioners and "Greene County Parks & Trails " reserves
the right to reject any or all bids and, unless otherwise specified by the Board of Park District
Commissioners, to accept any item in the bid. In case of error in extending the total amount
of the bid, the unit price will govern.
2. Bidder’s Pledge and Agreement: Each Bidder acknowledges that this is a public project
involving public funds and that Greene County Parks & Trails expects and requires that
each successful Bidder adhere to the highest ethical and performance standards. Each
Bidder, by submitting a bid, pledges and agrees that (a) it will act at all times with absolute
integrity and truthfulness in its dealings with Greene County; (b) it will use its best efforts
to cooperate with Greene County and all Contractors; (c) it will assign only competent
supervisors and workers to the Project, each of whom is fully qualified to perform the
tasks that are assigned to him/her; (d) it will comply with all applicable Fair Labor
Standards and Prevailing Wage requirements; and (e) it has read, understands, and will
comply with the terms of these General Conditions, the Bid Documents, and Contract
3. Greene County, Ohio (the “Parks & Trails”) is an equal business opportunity governmental
entity and recognizes that small businesses promote employment and economic growth. The
County encourages the participation of small businesses on County projects.
4. The County will make the final payment when the materials, supplies, equipment, or the
work performed has been fully delivered or completed to the full satisfaction of the Board of
5. In case of default by the Bidder or Vendor, the Board of Park Commissioners and "[Greene
County Parks & Trails" may procure the articles or services from other sources and hold the
Bidder or Vendor responsible for any excess costs occasioned thereby.
6. Prices must be stated in units or quantities specified.
7. Whenever a reference is made in the specifications or in describing the materials, supplies,
or services required, of a particular trade name or manufacturer’s catalog or model number,
the Bidder, if awarded the contract, will be required to furnish the particular item referred to
in strict accordance with the specifications and descriptions UNLESS a departure or
substitution is clearly noted and described in the bid by the Bidder and accepted by the
8. The Bidder, if awarded a contract or order, shall and does agree to indemnify, protect,
defend, and hold harmless the Board of Park Commissioners, Greene County, Ohio and
"Greene County Parks & Trails" and their members , officers, employees and agents (the
“Indemnified Parties”) from any and all claims, damages, losses, liabilities, liens, causes of
action, suits, judgments and expenses, including reasonable attorney’s fees and all other costs
of defense (the “Damages”), of any nature, kind or description, which arise out of or are
caused by any conduct, acts or omissions, theft or fraud of the Bidder, its officers, employees
and subcontractors, agents, assigns and those designated by Bidder to perform the Services
under the Contract.
In addition, the Bidder shall and does agree to indemnify, protect, defend and hold
harmless the County and its agents and employees from and against all Damages, of any
nature, kind or description, which results from any claimed or threatened, infringement
of any copyright, patent or other intangible property rights by the Bidder, anyone
directly or indirectly employed by the Bidder, Bidder’s subcontractors or anyone for
whose acts the Bidder may be liable.
It is agreed that the bids submitted shall be irrevocable.
If accepted, the Bidder must, within Thirty (30) days (unless extended by the County, in
writing) after receiving notice of acceptance of said bid, be willing to: a) enter into a
written contract for the materials, supplies, products or services set forth in this ITB and
b) faithfully perform said contract according to its terms, conditions and the specifications
set forth therein. Bidder will promptly pay all damages and expenses incurred by the
Board of Park Commissioners and "Greene County Parks & Trails" by its failure, or
refusal to enter into said contract. The Board of Park Commissioners will treat all Bidders
alike in every respect, and the Board of Park Commissioners will take final action on this
and all other bids no later than Thirty (30) days (unless extended by the County, in
writing) after this and all other bids are opened. No bid shall be considered as accepted,
nor any obligation assumed hereunder by the Board of Park Commissioners, until such
time as said Board of Park Commissioners deposits in the U.S. Mail or e-mail a written
notice, addressed to the successful Bidder or Bidders at the address given, an acceptance
of the bid or award of a contract.
9. Samples, when requested, are returned at the Bidder’s expense.
10. In order for bids to receive consideration, they MUST BE RECEIVED prior to the
specified time of opening and reading as designated in this ITB.
11. When submitting their bids, Bidders are required to use the bid form furnished by the
County when submitting their bids. The forms cannot be altered. If submitting a paper bid,
envelopes must be sealed when submitted and the ITB NAME prominently written and
displayed on the outside of the envelope/packages. Electronic responses must be completed
12. Bids having erasures or corrections thereon will be rejected unless explained or noted
over the signature of the Bidder.
13. Bidders may submit bids on any one or group of items, provided however, the unit
price(s) must be shown as requested.
14. A particular trade name, manufacturer’s catalog or model number may be referred to in
the ITB for descriptive purposes only and only to assist in interpreting the type of
materials, supplies, to be used in performing the work. However if a particular trade
name, manufacturer’s catalog, or model number is a required element, the Bidder’s
attention is directed to Item 7 above and the Bidder must strictly adhere to that
15. Bidder agrees to comply with any new laws, rules, or regulations concerning public
buying procedure. Greene County follows the Ohio Revised Code.
16. Concealed weapons, whether with or without a permit, are not allowed in any Greene
County Building. ORC states that "Unless otherwise authorized by law, pursuant to the
Ohio Revised Code, no person shall knowingly possess, have under the person's control,
convey, or attempt to convey a deadly weapon or dangerous ordnance onto these
17. All rebates, savings or other incentives which become available to the selected Bidder
(vendor) during the term of the Contract shall be forwarded to the County or treated as a
reduction in an amount payable by the County (at the County’s option). In this same
regard, if a rebate, savings or other incentive becomes available after the termination of the
Contract, vendor shall forwarded such rebate, savings or other incentive to the County. All
notifications under this Paragraph shall be sent to email@example.com.
OHIO SALES TAX:
FEDERAL EXCISE TAX:
Not applicable to County purchases.
Not applicable to purchases for essential government
The Board of Park Commissioners of Greene County, Ohio on behalf of the Greene
County Parks & Trails Department is accepting sealed bids for Portable Stage Unit . The
purpose of this Invitation to Bid (“ITB”) is to select a Bidder who submits the lowest and
best bid that can best meet the requirements of this ITB. The Bidder selected from
this ITB process shall provide A Portable stage Unit , as defined in Section 4.0,
Requirements and Specifications.
1.1 County Department:
The ITB, the evaluation of responses, and the award of any resultant contract shall be
made in conformance with current County procedures and the Ohio Revised Code.
The mailing address for the issuing officer for sending a bid, asking questions regarding
the bid process, technical issues, or the Scope of Service is:
Chuck Frazier, Senior Manager
Greene County Parks & Trails
635 Dayton-Xenia Rd.
Xenia, Ohio 45385
All questions regarding this bid must be presented in writing and e-mailed or faxed to:
(Bid name should be entered in the subject line of the e-mail) or
Fax: (937) 562-6455