Prairie Installation Between I-380 and Cedar Lake RFB #PUR0420-183

Agency: City of Cedar Rapids
State: Iowa
Type of Government: State & Local
NAICS Category:
  • 238990 - All Other Specialty Trade Contractors
  • 561730 - Landscaping Services
Posted Date: May 5, 2020
Due Date: May 19, 2020
Solicitation No: RFB #PUR0420-183
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Prairie Installation Between I-380 and Cedar Lake
RFB #PUR0420-183

Scope of Work:
You are invited to submit a bid for the Prairie Installation between I-380 and Cedar Lake project, as requested by the Parks & Recreation Department.

Issue Date:
May 4, 2020

Pre-Bid Meeting Date:
May 7, 2020 @ 11:00 AM
Conference Call

Submittal Due Date:
May 19, 2020 Before 3:00 PM CDT
City Hall
101 First Street SE
Cedar Rapids, Iowa

Bid Bond:
N/A

Bid Documents:
Bid Documents
Attachment D

Addendums:

It is the bidder’s responsibility to review this website for new information and addendums to the original bid.

Bid Results:

Attachment Preview

“Cedar Rapids is a vibrant urban hometown – a beacon for people and businesses that are invested in
building a greater community now and for the next generation.”
REQUEST FOR BID
May 4, 2020
For
PRAIRIE INSTALLATION BETWEEN I-380 AND CEDAR LAKE
RFP #PUR0420-183
Prepared by
City of Cedar Rapids
Purchasing Services Division
TABLE OF CONTENTS
Section Number Section Name
1.0
Notice of Request for Bids (RFB)
2.0
Instructions to Bidders
3.0
Special Terms and Conditions
4.0
Scope of Work and Specifications
5.0
Bid Evaluation and Award
6.0
Submittal Instructions
Page
3
4
6
9
13
14
Attachment
A
B
C
D
Attachment Name
Standard Terms and Conditions
Insurance Requirements
Submittal Forms
(General Company Information, Certification Regarding Ability to Obtain Required Insurance, Bid Pricing Submittal Form,
Signature Page Form)
Map of Work Area (outlined in gold)
Section 1.0 – NOTICE OF REQUEST FOR BIDS (RFB)
1.1 Notice of Request for Bid
Notice is hereby given that sealed bids will be received before 3:00 p.m. CDT on Tuesday, May 19, 2020, at the
Purchasing Services Division in City Hall, 101 First Street SE, Cedar Rapids, Iowa 52401 for Prairie Installation
between I-380 and Cedar Lake as requested by the City of Cedar Rapids Parks & Recreation Department.
1.2 RFB Timeline
Name of the Bid
Prairie Installation between I-380 and Cedar Lake, RFB #PUR0420-183
Date of Issuance
Monday, May 4, 2020
Pre-Bid Conference Call
Thursday, May 7, 2020 at 11:00 a.m. CDT
Contact Rebecca Johnson for call-in information
Deadline for Questions
Tuesday, May 12, 2020 at 3:00 p.m. CDT
Deadline for Bid Submittal
Tuesday, May 19, 2020 before 3:00 p.m. CDT
Proposals time stamped 3:00 p.m. or after are late
Recommendation for Award
Late May 2020
Method of Submittal
BIDS ARE BEING ACCEPTED BY EMAIL UNTIL FURTHER NOTICE. PLEASE
EMAIL BIDS TO r.johnson2@cedar-rapids.org
Contact Person, Title
E-mail Address
Rebecca Johnson, CPPB, Purchasing Agent
r.johnson2@cedar-rapids.org
Phone/ Fax Numbers
Phone: 319-286-5062
Fax: 888-815-3659
1.3 The City is not responsible for delays occasioned by the U.S. Postal Service, the internal mail delivery system of the
City, or any other means of delivery employed by the Bidder. Similarly, the City is not responsible for, and will not
open, any bid responses that are received on or after the time stated above. Late submittals will be retained in
the RFB file, unopened. No responsibility will be attached to any person for premature opening of a bid not
properly identified.
1.4 The bid tabulation will be posted no later than 3:30 pm on Tuesday, May 19, 2020. This will be a preliminary
tabulation provided for informational purposes only. The final bid tabulation, with awarded vendor, will be posted
after the department has had the opportunity to review all bids.
1.5 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.
------------------------------------------------------------------- End of Section 1.0 -------------------------------------------------------------------
RFB #PUR0420-183 – Prairie Installation between I-380 and Cedar Lake (PKS) – 05/2020
Page 3 of 24
SECTION 2.0 – INSTRUCTIONS TO BIDDERS
2.1 Federal Funding Provisions – This Project is not federally funded.
2.2 NOTICE: 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 Attachment B, INSURANCE REQUIREMENTS.
2.3 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 the prairie installation for the Parks & Recreation
Department. 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 Todd Fagan, City Arborist, who is the designated coordinator and administrator for the Work
under this project.
2.4 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.
2.5 Pre-Bid Conference Call
In addition to the information contained in the Request for Bid, you are strongly encouraged to join a pre-bid
conference call to be held on Thursday, May 7, 2020 at 11:00 a.m. CDT. Email Rebecca Johnson at
r.johnson2@cedar-rapids.org for call-in information if you plan to join the call. The City is inviting all bidders to
participate in the call to ask specific questions and request clarifications on the specification portion of this bid
document. All interested bidders are strongly encouraged to participate in order to familiarize themselves with all
conditions that may affect the time or cost of performance.
2.6 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.
2.7 Addenda
Any matter of this bid package that requires explanation or interpretation must be inquired into by the Bidder in
writing by Tuesday, May 12, 2020 at 3:00 p.m., CDT. FAX or E-MAIL all questions to Rebecca Johnson at (888) 815-
3659 or r.johnson2@cedar-rapids.org. Any and all questions will be responded to in the form of written addenda
to all Bidders. All addenda that you receive shall become a part of the Contract Documents and shall be
acknowledged and dated on the bottom of the Signature Page Form (Attachment C). All Addenda will be posted
on the City’s website. It is the Bidder’s responsibility to check for addenda.
www.cedar-rapids.org/local_government/departments_g_-_v/purchasing_services/current_bid_opportunities_list.php
2.8 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.
2.9 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 Proposal.
RFB #PUR0420-183 – Prairie Installation between I-380 and Cedar Lake (PKS) – 05/2020
Page 4 of 24
2.10 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".
2.11 No responsibility will be attached to any person for premature opening of a bid not properly identified.
2.12 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.
---------------------------------------------------------------- End of Section 2.0 -----------------------------------------------------------------------
RFB #PUR0420-183 – Prairie Installation between I-380 and Cedar Lake (PKS) – 05/2020
Page 5 of 24

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