Westside Library Commissioning Services

Agency: City of Cedar Rapids
State: Iowa
Type of Government: State & Local
NAICS Category:
  • 541330 - Engineering Services
  • 541690 - Other Scientific and Technical Consulting Services
Posted Date: Feb 17, 2024
Due Date: Feb 28, 2024
Solicitation No: PUR0224-200
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Bid Information
Type Request for Bid
Status Issued
Number PUR0224-200 (Westside Library Commissioning Services)
Issue Date & Time 2/16/2024 05:03:16 PM (CT)
Close Date & Time 2/28/2024 03:00:00 PM (CT)
Notes

Notice of Request for Bid

Notice is hereby given that sealed bids will be received electronically before 3:00 PMon Wednesday, February 28, 2024, for Westside Library Commissioning Services as requested by the City of Cedar Rapids Public Library . The City will only accept bids submitted through the City’s Online E-Procurement portal system (IonWave). Email, fax or hard copy Submittals are not acceptable.

Suppliers are solely responsible for correctly submitting their response into the electronic system (IonWave). The City bears no responsibility for delays or errors in submittal of response by the Supplier.

Bids will be opened on Wednesday, February 28, 2024, at 3:00 PM CST (our clock).

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 Bids may be withdrawn any time prior to the scheduled closing time for receipt of bids; no bid may be modified or withdrawn for a period of sixty (60) calendar days thereafter.

Contact Information
Name Jessica Wilson
Address 101 First Street SE
Cedar Rapids, IA 52401
Phone (319) 286-5068
Fax
Email j.wilson@cedar-rapids.org

Attachment Preview

PUR0224-200
Westside Library Commissioning Services
Issue Date: 2/16/2024
Questions Deadline: 2/22/2024 03:00 PM (CT)
Response Deadline: 2/28/2024 03:00 PM (CT)
Purchasing
Contact Information
Contact: Jessica Wilson
Address: Purchasing Services
City Hall
101 First Street SE
Cedar Rapids, IA 52401
Phone: (319) 286-5068
Email: j.wilson@cedar-rapids.org
Page 1 of 13 pages
Deadline: 2/28/2024 03:00 PM (CT)
PUR0224-200
Event Information
Number:
PUR0224-200
Title:
Westside Library Commissioning Services
Type:
Request for Bid
Issue Date:
2/16/2024
Question Deadline: 2/22/2024 03:00 PM (CT)
Response Deadline: 2/28/2024 03:00 PM (CT)
Notes:
Notice of Request for Bid
Notice is hereby given that sealed bids will be received electronically before 3:00
PMon Wednesday, February 28, 2024, for Westside Library Commissioning
Services as requested by the City of Cedar Rapids Public Library . The City will only
accept bids submitted through the City’s Online E-Procurement portal system
(IonWave). Email, fax or hard copy Submittals are not acceptable.
Suppliers are solely responsible for correctly submitting their response into the
electronic system (IonWave). The City bears no responsibility for delays or errors in
submittal of response by the Supplier.
Bids will be opened on Wednesday, February 28, 2024, at 3:00 PM CST (our
clock).
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.
Billing Information
Address: Accounts Payable
PO Box 2148
Cedar Rapids, IA 52406-2148
Email: accountspayable@cedar-rapids.org
Bid Attachments
Insurance - 3 endorsements.pdf
Insurance Requirements.
Certificate to Obtain Insurance.pdf
Certificate to Obtain Insurance.
RFB Contract T&C.pdf
Terms & Conditions.
Local Preference.pdf
Local Preference Forms.
Page 2 of 13 pages
Deadline: 2/28/2024 03:00 PM (CT)
Download
Download
Download
Download
PUR0224-200
Requested Attachments
Certification Regarding Ability to Obtain Required Insurance
(Attachment required)
Please attach the completed Certification Regarding Ability to Obtain Required Insurance Form.
Buy Local Packet
Please attach completed Buy Local Packet if applicable.
Bid Attributes
1 INSTRUCTIONS TO BIDDERS
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 Commissioning Services for the Westside Library
Project for the Cedar Rapids Public Library . 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 Dara Schmidt, CRPL Director, who is the designated coordinator and
administrator for the Work under this project.
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.
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.
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.
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 Bid.
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".
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.
Page 3 of 13 pages
Deadline: 2/28/2024 03:00 PM (CT)
PUR0224-200
2 FEDERAL FUNDING PROVISIONS
This Project is not federally funded.
3 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 the Insurance Requirements Attachment.
4 SPECIAL TERMS AND CONDITIONS
Term of Contract
The initial term of the Contract shall commence on February 29, 2024 and shall end on February 28, 2026.
The Contract may be extended by written mutual agreement by the City and the Contractor.
A Contract, prepared by the City and signed by the City Manager, shall become the document that authorizes the
Work to begin, assuming the insurance requirements have been met. Each section contained herein, the
attachments, and any addenda and the response from the successful Bidder shall also be incorporated by
reference into the resulting agreement.
The City reserves the right to make changes to the Work to be provided which are within the Project. No
assignment, alteration, change, or modification of the terms of the Contract shall be valid unless made in writing and
agreed to by both the City and the Contractor. The Contractor shall not commence any additional work or change
the scope of the Work until authorized in writing by the City. Contractor shall make no claim for additional
compensation in the absence of a prior written approval and amendment of the Contract executed by both the
Contractor and the City. The Contract may only be amended, supplemented or modified by a written document
executed by the Contractor and the City Manager.
In accordance with the provisions and conditions of the Contract, Contractor shall freely enter into the Contract for
the purpose of providing Work to the City and to be compensated for the Work.
No price escalation will be allowed during the initial term of the contract. If it is mutually decided to renew beyond the
initial period and the Contractor requests a price increase, the Contractor shall provide sufficient written certification
and documentation to substantiate the request. Documentation shall include, but not be limited to; actual materials
invoices, copies of commercial price lists, provision of appropriate indices, which reflect said increases. The City
reserves the right to accept or reject price increases, to negotiate more favorable terms or to terminate without cost,
the future performance of the contract.
Payment Terms and Invoice Submittals
Payment terms for Work authorized under the contract shall be net forty-five (45) days upon receipt of an
acceptable original invoice and after Work is performed, inspected and accepted and all required documentation
and reports are received in a format acceptable to the City.
Invoices shall include the following information:
ꞏ Contractor name and address
ꞏ Date of Work
ꞏ City PO number
ꞏ Description of Work
ꞏ The total amount being invoiced
ꞏ The Contract Number (RFB #PUR0224-200)
Page 4 of 13 pages
Deadline: 2/28/2024 03:00 PM (CT)
PUR0224-200
Surcharges (i.e. fuel surcharges, restocking) shall NOT be allowed to be added to invoices as an additional line
item.
All invoices and supporting documentation shall be submitted at the intervals as agreed upon:
a) In a pdf format via e-mail to: accountspayable@cedar-rapids.org
or
b) Via US mail to: City of Cedar Rapids, Finance Department – Accounts Payable,
101 First Street SE, PO Box 2148, Cedar Rapids, IA 52406-2148.
The City may withhold payment for reasons including, but not limited to the following:
a) Work that is defective, inaccurate, flawed, unsuitable, nonconforming or incomplete due to negligence of
the Contractor;
b) Damage for which Contractor is liable under the Contract;
c) Valid liens or claims of lien;
d) Valid claims of Subcontractors or other persons;
e) Delay in the progress or completion of the Work;
f) Inability of Contractor to complete the Work;
g) Failure of Contractor to properly complete or document any pay request or invoice;
h) Any other failure of Contractor to perform any of its obligations under the Contract; or
i) The cost to City, including attorneys’ fees and administrative costs, of correcting any of the aforesaid
matters or exercising any one or more of City’s remedies set forth in the Contract.
Actual travel time to and from the work location is not reimbursable under the Contract.
Treatment of Documents and Records
Ownership
All Documents and other materials prepared by the Contractor in connection with this project are the City’s sole property in which the
Contractor has no proprietary or other rights or interests. All reports, documents, information, and any materials or equipment
furnished to the Contractor by the City shall remain the sole property of the City. Nothing written in this paragraph, however, will be
interpreted to forbid the Contractor from retaining a single copy of information for its files.
Confidentiality
Any individual subcontracted or employed by the Contractor with authorized access to personnel information documents, if any, is
given access to use any personnel information in the documents solely for the purpose of performing the Work of the Contract and
must not divulge this information to anyone without a need to know. Confidentiality of personnel information contained in the
documents shall survive the completion or termination of the Contract subject to applicable state statutes.
Disposal
If at any time during the performance of the Contract or following completion or termination of the Contract, Contractor and/or its
subcontractors chooses to dispose of Documents, disposal of Documents shall:
a) comply with any retention requirements of the agreement, and
b) be in a manner such that documents or information in the Documents is unable to be read, interpreted,
reproduced, copied or duplicated in any fashion.
Access/Retention
During the term of the Contract or following completion or termination of the Contract the Contractor and its Subcontractors, if any,
shall maintain all accounting records and other documentation generated in performing the Work under the Contract.
The City or any duly authorized representative of the City shall have access to all such information for the purpose
of inspection, audit and copying during normal business hours. All such information shall be retained for five (5)
years from the date of final payment and after all other pending matters under the Contract are closed.
This access shall be made available to the City or duly authorized agent and shall be considered incidental to the
Scope of Work contained herein. As such, there shall be no additional compensation allowed the Contractor for
maintaining this information and allowing the herein described access.
If Project is funded in any way utilizing Federal Funds the Contractor acknowledges that it may be required to
submit to an audit of funds paid through the Contract and as may be conducted in accordance with provisions of
the Office of Management and Budget Circular A-133 (Audit of States, Local Government and Non-Profit
Organizations).
Amount of Work
Page 5 of 13 pages
Deadline: 2/28/2024 03:00 PM (CT)
PUR0224-200

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