TABLE OF CONTENTS
TABLE OF CONTENTS...................................................................................................................................1
LEGAL NOTICE...............................................................................................................................................2
INSTRUCTION TO BIDDERS ..................................................................................................................... 3-4
PROPOSAL .................................................................................................................................................5-12
UNIT BID SHEET ..........................................................................................................................................13
CITY INCOME TAX ......................................................................................................................................14
DISPUTE RESOLUTION AND ADMINISTRATIVE CLAIM PROCESS .................................................15-18
GENERAL CONDITIONS.........................................................................................................................19-22
CONTRACT ..............................................................................................................................................23-26
CONTRACT BOND...................................................................................................................................27-28
MAINTENANCE AND GUARANTEE BOND ..........................................................................................29-30
NOTES:
Ohio Department of Transportation’s Construction and Material Specifications (C&MS), Standard Construction
Drawings and Supplemental Specifications can be accessed through ODOT’s Publication gateway at the following
link:
https://www.transportation.ohio.gov/business/publications/City of Lima Standard Construction Drawings and
Proposal Note 100 dated 6/18/2026 City of Lima; 10/20/2025 ODOT can be accessed at the following link:
http://www.cityhall.lima.oh.us/198/Engineering
Project specific existing plans, design files, office calculations and other files may be provided as a courtesy to those
who bid on City of Lima construction projects. If the files are to be provided, a download will be available with the
advertisement on the Auditor’s webpage for the project under “Open Bid Documents.” However, please be advised
that the City of Lima expressly states that the provided information is not and nor shall it be considered, a part of the
bidding documents. The City of Lima shall NOT accept, review, hear or consider any bid protest or construction
claims arising from the provided information. In the event that there is a conflict between the provided information
and the bidding documents, the bidding documents shall take precedence. This information can be found at the
following link:
https://limaohio.gov/430/Purchasing
INSTRUCTIONS TO BIDDERS
DATE AND PLACE FOR OPENING PROPOSALS. Pursuant to the Legal Notice, sealed proposals for
performing the work will be received by the City of Lima, Ohio. At the time and place set forth in said notice, they
will be publicly opened and read; the awarding of the contract, if awarded, will be made by the City of Lima as
soon thereafter as practicable.
REGISTRATION OF BIDDERS All bidders must register and purchase plans and specifications from the City of
Lima, Ohio. Plans and specifications can be purchased at 50 Town Square, Lima, Ohio at a cost specified in the
Legal Notice. Arrangements can be made to transmit plans and specifications to registered bidders by calling 419-
221-5288.
FORM FOR PROPOSALS. All proposals shall be made upon the blank forms of proposal attached hereto, and
should give the lump sum or unit prices for the work, and must be signed by the bidder in accordance with the
directions in the form of proposal.
OMISSION AND DISCREPANCIES. Should a bidder find discrepancies in, or omissions from the drawings or
other contract documents, or should he be in doubt as to their meaning, he shall at once notify the Engineer who
may send a written instruction to all bidders.
ACCEPTANCE OR REJECTION OF PROPOSALS. The City of Lima reserves the right to reject any/or all
proposals. Without limiting the generality of the foregoing, any proposal having erasures or corrections in the price
sheet may be rejected; any proposal in which unit prices are omitted or in which unit prices are unbalanced may be
rejected; any proposal accompanied by the insufficient or irregular bond or certified check may be rejected.
PROPOSAL BOND OR CERTIFIED CHECK. The proposal shall be accompanied by a proposal bond, with
corporate surety or sureties satisfactory to the City, or by certified check on a solvent bank. The amount of the
bond or certified check shall be as set forth in the Legal Notice. The proposal bond or certified check shall be
forfeited if the said bidder fails to enter into contract with the City of Lima, Ohio; and to furnish the required bond
within Twenty-One (21) days after the notice of acceptance of the proposal, if the award is made to said bidder.
The bond or checks of all except the lowest and best three (3) bidders will be returned on demand as soon as the
bids are canvassed. The bonds or checks of the three (3) lowest and best bidders will be held until the execution of
the contract and the furnishing of the required bond, after which they will be returned.
BONDING. Each successful bidder shall, at the time or the execution of the Contract, furnish: (a) A corporate
surety bond (performance bond) approved by the Auditor of the City of Lima in the amount of one hundred percent
(100%) of the contract as a guarantee of the faithful performance of the Contract; and (b) A corporate surety
maintenance and guarantee bond approved by the Auditor of the City of Lima in the amount of one hundred percent
(100%) of the Contract.
ACCEPTANCE OF PROPOSAL. Within Forty-Five (45) days after the opening of proposals, the City of Lima
will act upon the proposal. The acceptance of a proposal shall bind the successful bidder to execute the contract
and be responsible for liquidated damages as provided herein. The rights and obligations provided for in the
contract shall become effective and binding upon the parties only with its formal execution by the City of Lima.
DAMAGES FOR FAILURE TO EXECUTE CONTRACT. Any bidder whose proposal is accepted will be
required to execute the contract within Twenty-One (21) days after the notice that the contract has been awarded to
him. Failure or neglect to do so shall constitute a breach of the agreement affected by the acceptance of the
proposal.
The amount of the proposal bond or certified check accompanying the proposal shall be retained by the City as
liquidated damages for such breach. In the event any bidder whose proposal shall be accepted fails or refused to
execute the contract, as herein provided, the City of Lima may, at their option, determine that such bidder has
abandoned the contract and thereupon his proposal and the acceptance thereof shall be null and void and the City
shall be entitled to liquidated damages as above provided.
TIME FOR BEGINNING AND COMPLETION. The Contractor shall commence work immediately when
conditions are suitable to start and to prosecute work in such a manner as to complete the project by the date of
completion shown in the proposal.
PRICES. The prices are to include the furnishing of all tools, labor, material, and equipment necessary for the
completion of the work, except as may be otherwise expressly provided in the contract documents.
INTERPRETATIONS AND ADDENDA. No oral interpretation shall be made to any bidder as to meaning of
any of the contract documents, or to be effective to modify any of the contract documents. Every request for an
interpretation shall be made in writing and directed to Engineering Division; 50 Town Square, Lima, OH 45801 or
email at Engineering@LimaOhio.gov. Written requests must be submitted six (6) business days prior to the
published time for the opening of bids, excluding Saturdays, Sundays, and legal Holidays.
UNIT PRICE The unit prices specified in the “Total Unit Price” column will govern the awarding of the contract.
The contractor shall make the extension in “Total Item Price” column and shall also add up the totals. However,
the unit prices specified, together with approximate quantities shall determine the total amount of the bid. If there
is an error made in the extensions of the bidder, the total shall be changed, as only the unit price shall govern.
AWARDING OF CONTRACT. The award of the Contract, if it is awarded, will be to the lowest and best
Bidder, whose qualifications indicate the award will be in the best interest of the City and whose proposal complies
with all the prescribed requirements. The Apparent Low Bidder shall be based on unit prices of the Base Bid items.
No Notice of Award will be given until the City Engineer has concluded such investigations as he deems necessary
to establish the responsibility, qualifications and financial ability of the Bidders to do the work in accordance with
the Contract Documents to the satisfaction of the City within the time prescribed. The City reserves the right to
reject the Proposal of any Bidder who does not pass such investigation to the City Engineer's satisfaction. In
analyzing Proposals, the City Engineer may take into consideration unit prices.
INSURANCE. The Contractor shall procure and maintain, during the life of this Contract, Public Liability
Insurance and Vehicle Liability Insurance as per the specifications. Certificates of this insurance must be submitted
to the City before the Contract is executed.
The Contractor shall procure and maintain, during the life of this Contract, Property Damage Liability as per the
specifications. Certificates of this insurance must be submitted to the City before the Contract is executed.
BIDDER REPRESENTS. The Bidder represents that he has read and understands the Documents: that he has
visited the Site and has familiarized himself with the conditions under which the Work is to be performed; that he
understands that no claim for additional compensation or extension of time will be allowed because of alleged
misunderstanding of Document or conditions at the Site; and that his Bid is based on the materials, equipment and
systems described in the Documents, without exception.