841097.17-SW Arnold Ave (SW 19th St to SW 17th St) & SW 19th St (SW Arnold Ave to SW Pembroke Land, SW Oakley Ave to SW High Ave) Mill & Overlay

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PROJECT MANUAL
Table of Contents
DOCUMENT NUMBER
Invitation to Bid 020
Instruction to Bidders 100
Modifications to Instructions to Bidders 101
Agreement 530A
General Conditions 700
Supplementary Conditions 820
Notification of Available Subcontract Work 840
Bid Form 330
Construction Performance Bond 610
Construction Payment Bond 620
September 2021

DOCUMENT 020
INVITATION TO BID
1. CITY OF TOPEKA PROJECT: 841097.17-SW Arnold Ave (SW 19th St to SW 17th St) & SW
19th St (SW Arnold Ave to SW Pembroke Land, SW Oakley Ave to SW High Ave) Mill & Overlay
2. BIDS RECEIVED UNTIL: 2:00 P.M., Local Time, 6/3/2026 , electronically using
the Topeka Vendor Access website: https://cityoftopekaks.tylerportico.com/va/vendor-access/bids
or by delivering physical hard copies prior to Closing at the office of the Contracts & Procurement
Division, City Hall, 215 SE 7th Street, Room B60, Topeka, Kansas 66603.
3. BID CLOSING: Will be public following the receipt of bids at the office of the Contracts &
Procurement Division, City Hall, 215 SE 7th Street, Room B60, Topeka, Kansas 66603.
4. DESCRIPTION OF MAJOR UNITS OF WORK:
11,000 square yards Mill & Overlay of existing asphalt/concrete pavement, 1,530 linear feet of
Curb and Gutter Removal and replacement and miscellaneous other items of work.
5. DESIGN ENGINEER: Sunflower Design LLC, 3601 SW 29th Street, Suite 125, Topeka, KS 66614
6. 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 .
7. 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.
8. PRE-BID CONFERENCE: A pre-bid conference will be held at N/A. Representatives of the
Design Engineer and Owner will be present to answer questions. Attendance is N/A (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 and contract.
9. SUBMITTALS: Bid submittal requirements are explained in Document 100: Instructions to
Bidders.
10. 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 must complete 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.org no later than ten (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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DOCUMENT 100
INSTRUCTIONS TO BIDDERS
1. DefinedTerms.
Termsusedinthese Instructions to Bidders shall have the meaningsassignedtothemin the General
Conditions. Theterm"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,statedin the Invitationmay be obtainedfrom the officedesignatedin the InvitationtoBid.
2.2. Completesets of Bidding Documents shall be usedinpreparing Bids;neitherOwner
nor DesignEngineerassumesany responsibility forerrors or misinterpretationsresultingfrom
the use of incomplete sets of Bidding Documents.
2.3. OwnerandDesignEngineerinmakingcopies 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 otheruse.
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, suchas financial data, previous experienceandevidence of authority to
conduct business in the jurisdictionwhere the Projectislocated. Any information furnished pursuant
to this section shall be deemed confidential and will not be disclosed by the Owner. Each Bid must
containevidence of Bidder'squalificationto do business in the State of Kansas or covenantto 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
manneraffectcost, progress or performanceof the Work, (c)familiarizehimselfwithfederal,
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 affectingcost, progress or performance of the Workwhichhavebeenrelieduponby
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. Beforesubmittinghis
Bideach Bidder will,athisownexpense,make such additional investigationsandtestsasthe
Bidder maydeemnecessarytodetermine his Bid for performance of the Workinaccordance
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 designatedfor use byContractorinperforming the Workareidentifiedinthe
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 aresufficientin scope anddetailtoindicateandconveyunderstanding of allterms,
and conditions for performance of the Work.
5. Interpretations.
All questions about the meaning or intent of the ContractDocumentsshall be submitted only through
the City of Topeka's e-ProcurementSystematleast 10 calendardays prior to the opening of Bids. All
questions andanswerswill be posted to the Bid Event. Questions andanswersthatresultin a material
changed to the scope of work or quantities will require issuance of an addendum. Only questions
answeredbyformalwritten Addenda will be binding. Oraland other interpretations or clarifications
will be without legaleffect.
6. BidSecurity.
6.1. Bid Security shall be made payable to Owner, in an amount of five percent of the
Bidder's maximum Bidprice (including alternates)andin 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. Allforms of BidSecuritymust be deliveredin original form. Facsimile
transmission of Bid Security documents will not beaccepted.
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 toexecuteanddeliver the Agreement andfurnishthe
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
receivingtheawardmay be retainedbyOwner until the seventhdayafter the "Effectivedateof
the Agreement"(whichtermisdefinedin the General Conditions) or the forty-sixth day after
the Bid opening, whicheverisearliest. BidSecurity of other Bidders will be returnedwithin
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.
The Contract, ifawarded,will be on the basis of materialand equipment describedin the Drawingsor
specified in the Specifications without consideration of possible substitute or "or equal" items.
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Whenever it is indicated in the Drawings or specified in the Specifications that a substitute or "or-
equal" item of material or equipment may be furnished or used by Contractor if acceptable to
Engineer, applicationforsuchacceptancewill not be consideredbyEngineer until after the "Effective
date of the Agreement". The procedure for submittal of any such application by Contractor and
consideration byEngineerissetforthinparagraphs 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. Thetotal amount of the workperformedbyall Subcontractors cannot exceedseventypercent
(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 materialand equipment) proposed to be usedby the bidder tocomplete
this project. Failure by the Bidder to provide this list with the cost amount for each
Subcontractor shall render the bid nonresponsive. If the totalamount of the workperformedby
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 evidenceof
qualificationsforeachsuch Subcontractor, personand organization listed on the BidForm. If
Owner or Engineer, after due investigation, has reasonable objection to any proposed
Subcontractor, otherperson or organization, eitherOwner or Engineermaybeforegivingthe
award of contract,request the apparentSuccessful Bidder to submit anacceptablesubstitute
without anincreaseinBidPrice. If the apparentSuccessful Bidder declinestomakeanysuch
substitution, the contract shall not be awardedtosuch Bidder, but his declining tomakeany
such substitution will not constitute grounds for sacrificing his Bid Security. Any
Subcontractor, otherperson or organization solistedandtowhomOwner or Engineerdoes not
makewritten objection prior to the giving the award of contract,will be deemedacceptableto
OwnerandEngineer. Substitutionstothislist 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 whois 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. BidForm.
11.1. TheBidFormis included inthisProjectManual.TheProjectManualwillbe posted to
the electronic Bid Event.
11.2. Bid Forms must be completed in the electronic Bid Event.
11.3. Bids by corporations must be executed in the corporate name by the president or a
vice-president (or other corporate officeraccompaniedby evidence of authority tosign) and
the corporate seal must beaffixedandattestedby the secretaryoranassistantsecretary. The
corporate address shall be shown below the signature. Signature pages shall be submitted
electronically as instructed in the Bid Event.
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11.4. Bidsby partnerships must be executedin the partnershipnameandsignedby a partner
whose title must appear under the signatureand the officialaddress of the partnership must be
shown below the signature. Signature pages shall be submittedelectronicallyasinstructedin
the Bid Event.
11.5. All names must be typed or printed below the signature, unless instructed in the
electronic Bid Event.
11.6. The Bid shall contain an acknowledgment of receipt of all Addenda (the numbers of
whichshall be filledin on the BidForm).Signed Addenda formsshall be uploaded to the Bid
Event by the bidder.
11.7. The address to which communications regarding the Bid are to be directed must be
shown, if different than that required above.
12. Submission of Bids.
12.1. Bids shall be submitted only through the City of Topeka's e-ProcurementSystem.
12.2. Bids shall be submitted at or before the stated time of closing. Bids received after the
closing time indicated in the Invitation to Bid will berejected.
TheCityattemptstomaintain continuous accessto the supplier portal. However,fromtime to
time, Bidder understands thataccessmay be interrupted or prevented due tomaintenance,site
problems, Internet problems, or problems experiencedby the user due toBidder's computer
system. Bidder acknowledges that City makes no warranties that the supplier portal will be
uninterrupted or error-free.Regardless of the source of anyproblem,Bidderacknowledgesthat
it is Bidder's sole responsibility to ensure that its bid is timely received. Because of the
discrepancies inherent in timing mechanisms (e.g. cell phone, computers, mobile devices),
Bidder acknowledges that the bid timewill be determinedbasedupon the timeindicated on the
Cityserverfor the Strategic Sourcing application. If Bidder does not submitits bid at or before
the time indicated on the City server for the strategic source application, the bid will be
electronically rejected by the Strategic Sourcing application asuntimely.
Bidder acknowledges that the City shall not be liable for any direct, indirect, incidental,
special,consequential or exemplarydamages, including but not limited to, damagesfor loss of
profits, goodwill, use,data or other intangiblelossesresultingfrom:(i) the use or the inability
to use the supplier portal; (ii) unauthorized accessto or alteration of the user'stransmissionsor
data; or (iii) any other matter relating to the supplier portal.
12.3. Bidswill not be acceptedfromany Contractor whois on the Owner's"ListofSuspended
Contractors" asof the date of the Opening of Bids. BidsreceivedfromsuspendedContractors
will automatically be rejected and returned unopened.
12.4. Bidsthat do not conform to the AffirmativeActionandNotification of MBEandWBE
requirements shall be deemed non-responsive and will not be accepted in accordance with
paragraphs 23 and 24 of this Instructions To Bidders.
13. Modification and Withdrawal of Bids.
13.1. Bids maybemodified or withdrawnbyan appropriate document duly executed(inthe
mannerthat a Bid must be executed)anddeliveredto the placewhereBidsareto be submitted
at any time prior to the opening of Bids.
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13.2. If,withintwenty-four hours afterBidsare opened, any Bidder files a duly signedwritten
notice with Owner and promptly thereafter demonstrates to the reasonable satisfaction of
Ownerthattherewas a materialand substantial mistakein the preparation of his Bid,Owner
may,atits sole discretion,allowthat bidder towithdraw his Bidand the BidSecuritywillbe
returned.
14. Opening of Bids.
Bids will be opened publicly and read aloud.
15. Bids to Remain Open.
AllBidsshallremain open forsixty (60) daysafter the day of the bid opening, but Ownermay,in his
sole discretion, release any Bid and return the Bid Security prior to that date.
16. Award of Contract.
16.1. Ownerreserves the righttorejectanyandallBids,towaiveanyandallinformalitiesand
tonegotiatecontracttermswith the SuccessfulBidderwithin the limitations of the Code of the
City of Topeka. Owner reserves the right to reject all nonconforming, nonresponsive or
conditional Bids. Discrepancies in the indicated multiplication of unit prices and quantities
shall be resolved in favor of the correct multiplication based on the unit prices indicated.
Discrepanciesbetween the indicated sum of any column of figuresand the correct sum thereof
will be resolved in favor of the correct sum.
16.2. InevaluatingBids,Ownershall consider the qualifications of the Bidders,whether or not
the Bids comply with the prescribedrequirements and alternatesand unit pricesifrequestedin
the Bid forms. It is Owner's intent to accept alternates (if any are accepted) in the order in
which they arelistedin the Bidform but Ownermayaccepttheminanyorder or combination.
16.3. Owner may consider the qualifications, experience and financial ability of
Subcontractors and other persons and organizations (including those who are to furnish the
principal items of material or equipment) proposed for those portions of the Workastowhich
the identity of Subcontractors and other persons and organizations must be submitted as
provided in the General Conditions. Operating costs, maintenance considerations,
performance data and guarantees of materials and equipment may also be considered by
Owner.
16.4. Owner reserves the right to reject the Bid of any Bidder who does not pass any such
evaluation to Owner's satisfaction.
16.5. Ifthecontractisto be awardeditwill be awardedto the lowest Bidder whose evaluation
by Owner indicates to Owner that the award will be in thebest interests of theOwner.
16.6. If the contract is to be awarded, Owner will notify the Successful Bidder within thirty
days after the day of the Bid opening.
17. Performance and Other Bonds.
Paragraph 5.1 of theGeneral Conditions setsforthOwner'srequirementsastoperformanceand other
Bonds. When the Successful Bidder delivers the executed Agreement to Owner, it shall be
accompanied by the required ContractSecurity.
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18. Signing ofAgreement.
When Owner notifies the Successful Bidder of the award of contract, it will be accompanied by at
leastthree unsigned counterparts of theAgreementandallotherContractDocuments. Withintendays
thereafter Contractor shallsignand deliver allcounterparts of the AgreementtoOwnerwithall other
Contract Documents attached. TheContractorshallalsosubmitcertificatesofinsuranceinaccordance
with paragraph 2.1 of theGeneral Conditions andanestimated construction schedule inaccordance
with paragraph 2.6 of the General Conditions with the executed Agreement. Within ten days
thereafter Owner will deliver all fully signed counterparts to Contractor.
19. SalesTaxes.
19.1. For all projects, payment of Kansas State Sales Tax or Compensating (Use) tax is not
necessaryand should not be included in unit prices bid formaterialsto be incorporated inthe
work. The City of Topeka will furnish an exemption certificate (including exemption
certificate number) obtained from the Sales and Compensating Tax Division of the
Department of Revenue of the State of Kansastothe Contractor, Subcontractor or repairmen
making purchases of any tangible personal property to be incorporated in this project. The
Contractor, Subcontractor or repairmenmustfurnishall suppliers with a copy of theproperly
executedexemptioncertificatesecuredforthisproject. Hemay reproduce asmanycopiesof
the certificate as he mayneed.
20. State Registration of Out-of-State Contractors.
Bidders areadvisedthatK.S.A. 79-1008, 79-1009 requires the registrationof out-of-state contractors
with the Director of Revenue for collection of tax.
21. Non-ResidentBidders.
AttentionisdirectedtoSection 16-113 and 16-114 of the KansasStatutes Annotated whichrequires
thatanyNon-Resident Contractor who undertakes the construction of any public improvement tobe
paidfor out of public funds, must appoint inwritingandfilewith the KansasSecretary of State,some
person (residentinShawnee County, Kansas) on whom servicemay be had inanycivilactionwhich
may arise out of such contractualrelation.
22. Equal Employment Opportunity.
Itis the policy of the City of Topeka,Kansastorequirethatallcontracts of the Cityanditsagencies
include specific provisions to ensure equal employment opportunity andthatall Contractors provide
evidence of the adoption of an affirmative action program. To comply with these requirements, all
persons wishing to enter into a contract with the City shall abide by the following conditions:
22.1. Comply with K.S. A. 44-1030 requiring that:
a. The Contractor shall observe the provisions of the Kansas act against
discrimination and shall not discriminate against any person in the performance of
work under the presentcontractbecause of race, religion, color,sex,physicalhandicap
unrelated to such person's ability to engage in the particular work, national origin or
ancestry;
b. Inallsolicitations or advertisementsforemployees, the Contractorshallincludethe
phrase, "equal opportunity employer," or a similar phrase to be approved by the
commission;
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