26-400 WTP Chlorine Scrubber Rehab

Water Treatment Plant
Chlorine Scrubber Rehab
BID NO. : 26-400

CONTRACT DOCUMENTS
Including
Bid Documents, Contract, Bonds, Affidavits
Site Drawings, and Specifications

Issued by:

The City of Ardmore
23 South Washington
Ardmore, Oklahoma 73401

April 11, 2026

ADVERTISEMENT FOR BIDS
NOTICE TO BIDDERS

City of Ardmore, 23 South Washington, Ardmore, OK 73401; (580) 226-2100

Separate sealed Bids for Bid No.: 26-400 - WATER TREATMENT PLANT CHLORINE SCRUBBER
REHAB and all appurtenances thereto, will be received at the office of the Purchasing Department,
at the above address until 2:00 P.M., Local Time., on May 5, 2026, and then publicly opened and
read aloud in the First Floor Conference Room.

The purpose of this project is to restore full operation to the existing Emergency Chlorine Vapor
Scrubber at the City Water Treatment Plant by acid washing to remove solids accumulation,
supply new caustic solution and perform an inspection and miscellaneous repairs as necessary to
restore system to a full functional system.

Pre-Bid Conference: Refer to Instructions for Bidders

Each Bid must be accompanied by a BID BOND payable to the OWNER for Five Percent (5%) of the
total amount of the BID. A certified check may be used in lieu of a BID BOND. PERFORMANCE,
MAINTENANCE AND STATUTORY PAYMENT BONDS in the amount of 100 hundred percent (100%)
of the Contract Price, with a corporate surety approved by the OWNER, will be required for the
faithful performance of the contract.

The OWNER may waive any informalities or minor defects or reject any and all BIDS. Any BID may
be withdrawn prior to the above scheduled time for the opening of BIDS or authorized
postponement thereof. Any BID received after the time and date specified shall not be considered.
No BIDDER may withdraw a BID within sixty (60) calendar days following the actual date of the
opening thereof.

The OWNER reserves the right to: change dates the bid will be considered; waive all informalities;
reject any and all bids; choose whether to accept alternates, if applicable; adjust quantities; and
add or omit items of work as deemed necessary to conform with budget or other constraints; and
to accept that bid deemed most advantageous for value received.

Bids shall be made in accordance with the Instructions for Bidders contained in the Contract
Documents. Contract Documents may be examined or obtained at the City of Ardmore's
Purchasing Office, located on the 1st floor of City Hall at 23 South Washington, Ardmore,
Oklahoma. The Purchasing Department may be reached at (580) 221-2582. Plans may be obtained
via electronic file transfer at no charge. This Contract may be subject to the Oklahoma Local Bidder
Preference Law.

City of Ardmore, Oklahoma

Published in The Ardmoreite on Saturday, April 11, 2026 and Saturday, April 18, 2026

INSTRUCTIONS FOR BIDDERS
Preface

Bids will be received by the City of Ardmore, Oklahoma, (hereinafter called the "City"), at the City
of Ardmore Purchasing Office, 23 South Washington, Ardmore, OK, 73401, until 2:00 p.m. local
time, on the 5th day of May, 2026, and then publicly opened and read aloud in the First Floor
Conference Room.

Obtaining Contract Documents

The Contract Documents may be obtained or examined at the offices of the City Purchasing
Coordinator, 23 South Washington, Ardmore, OK 73401. Plans may be obtained via email at no
charge. The Purchasing Department may also be reached at (580) 221-2582.

Project Analysis and Bid Preparation

Each bidder is responsible for inspecting the site and for reading and being thoroughly familiar with
the Contract Documents. The failure or omission of any bidder to do any of the foregoing shall in
no way relieve any bidder from any obligation with respect to its bid.

Bidders must satisfy themselves on the accuracy of the estimated quantities in the Bid Proposal by
examination of the site and a review of the drawings and specifications, including addenda. After
bids have been submitted, no bidder shall assert that there was a misunderstanding concerning the
quantities of work or of the nature of the work to be done.

A mandatory pre-bid meeting will be held at the Public Works Facilty, 317 Veterans Blvd.,
Ardmore, OK, at 10:00 A.M., April 22, 2026.

The Contract Documents contain the provisions required for the execution of the project.
Information obtained from an officer, agent, or employee of the City, or any other person, shall not
affect the risks or obligations assumed by the contractor or relieve the contractor from fulfilling any
of the conditions of this contract.

Inthe event that alternate bids are solicited, they will be listed in numerical order with the highest
priority being number one (#1), second priority being number two (#2), etc. Ifand when alternates
are used, the low bidders will be selected by the lowest and best bid, considering all bids, which
include the selected alternate bids. The alternates will be listed in consecutive priority order to
remain within the funds available for the project. This contract is subject to the Oklahoma Local
Bidder Preference Law.

Bid Submittal

All bids must be made on the required bid proposal form. All blank spaces for bid prices must be

filled-in, in ink or typewriter, and the bid form must be fully completed and executed when
submitted. Two (2) copies of the bid form are required. A conditional or qualified bid will not be
accepted.

Each bid must be submitted in a sealed envelope addressed to:

City of Ardmore
Attn: Purchasing

23 South Washington
Ardmore, OK 73401

Each sealed envelope containing a bid must be plainly marked on the outside:

WATER TREATMENT PLANT
CHLORINE SCRUBBER REHAB
BID NO: 26-400

along with the bidder's name, address, and phone number.

If the bid is forwarded by mail, the sealed envelope containing the bid must be enclosed in another
envelope addressed to the Purchasing Department, as described above.

The City may waive any informalities or minor defects or reject any and all bids. Any bid may be
withdrawn prior to the above-scheduled time for the opening of bids or authorized postponement
thereof. Any bid received after the time and date specified shall not be considered, No bidder may
withdraw a bid within sixty (60) days after the actual date of the opening thereof.

Each bid must be accompanied by a bid bond payable to the City for five percent (5%) of the total
amount of the bid. In lieu of a bid bond, bidders may submit certified checks or irrevocable letters
of credit. As soon as the bid amounts have been compared, the City will return the bonds of all
except the three (3) lowest responsible bidders. When the agreement is executed, the bonds of
the two (2) remaining unsuccessful bidders will be returned. The bid bond of the successful bidder
will be retained until the statutory payment bond, performance bond, and maintenance bond have
been executed and approved, after which it will be returned.

Bid Opening
Sealed bids will be opened shortly after 2:00 pm local time on May 5, 2026, in random order and
read aloud. Bids will be opened in the First Floor Conference Room, at 23 South Washington,
Ardmore, OK 73401. Upon opening, City staff will verify that the bid is presented on the designated
Bid Proposal and that the bid is accompanied by the required Bid Bond or suitable substitute. Bids
without bid surety and executed affidavits will not be read nor tabulated.

Submittal of Bonds and Execution of Contract

The City will cause the bids to be tabulated and thereafter contact the apparent low and qualified

bidder. The City may choose then to make such investigations as deemed necessary to determine
the ability of the bidder to perform the work; and the bidder shall furnish to the City all such
information and data for this purpose as the City may request. The City reserves the right to reject
any bid if the evidence submitted by, or investigation of, such bidder fails to satisfy the City that
such bidder is properly qualified to carry out the obligations of the contract and specifications and
to satisfactorily complete the work contemplated therein. The low bidder shall supply the names
and addresses of previous clients, major material suppliers, and subcontractors, when required to
do so by the City. Should there be reasons why the contract cannot be awarded within the
specified period, the time may be extended by mutual agreement between the City and the bidder.

A performance bond, maintenance bond, and a statutory payment bond, each in the amount of
one-hundred percent (100%) of the contract price and each with a corporate surety approved by
the City, shall be required for the faithful performance of the contract. The party to whom the
contract is to be awarded will be required to execute the contract and obtain the performance
bond, statutory payment bond and maintenance bond within fifteen (15) calendar days from the
date when Notice of Award is delivered to the bidder.

Attorneys-in-fact who sign bid bonds, payment bonds, and performance bonds must file with each
bond a certified copy of their Power of Attorney bearing the effective date of such appointment as
attorney-in-fact.

In case of failure of the bidder to execute the contract, the City may consider the bidder in default,
in which case the bid bond accompanying the proposal shall become the property of the City.

The City, within fifteen (15) days of receipt of acceptable performance bond, statutory payment
bond, maintenance bond, and contract signed by the bidder, shall sign the contract and return to
such party an executed duplicate of the contract. Should the City not execute the agreement
within such period, the bidder may, by written notice, withdraw the signed contract. Such notice of
withdrawal shall be effective upon receipt of the notice by the City.

Upon or within ten (10) days following execution of the construction contract, the City and selected
contractor shall conduct a Pre-Work Conference, following which, the Notice to Proceed shall be
issued. Should there arise reasons why the Notice to Proceed cannot be issued within such period,
the time may be extended by mutual agreement between the City and contractor. If the Notice to
Proceed has not been issued within the ten (10) day period or within the period mutually agreed
upon, the contractor may terminate the contract without further liability on the part of either

party.

Prospective Bidders are further advised that, if awarded the Contract, the bidder shall be required
to complete the work required under the Base Bid in 90 calendar days of issuance of the Notice to
Proceed. Furthermore, the contract includes a provision for liquidated damages in the amount of
five hundred dollars ($350.00) per day if all work required under the Base Bid is not completed in
the stipulated period(s).

SPECIAL NOTE TO BIDDERS:
As a part of the bid on this project, the successful bidder will be required to meet all requirements

of the Underground Facilities Damage Prevention Act when engaged in work within the public
right-of-way in the same manner as in private right-of-way. Successful Bidder shall assist the City
by verifying the location/size/type of their existing facilities within the project limits.

BID PROPOSAL
FOR
WATER TREATMENT PLANT
CHLORINE SCRUBBER REHAB
BID NO: 26-400

To the Mayor and the Board of Commissioners for the City of Ardmore, Oklahoma:

(Name of Bidder)

hereinafter called the "Bidder", organized and existing under the laws of the State of Oklahoma,
hereby proposes and agrees to furnish all the necessary labor, materials, equipment, tools and
services necessary for:

The purpose of this project is to restore full operation to the existing Emergency Chlorine Vapor
Scrubber at the City Water Treatment Plant by acid washing to remove solids accumulation,
supply new caustic solution and perform an inspection and miscellaneous repairs as necessary to
restore system to a full functional system.

In compliance with the pertinent advertisement for bids, in strict accordance with the Contract
Documents within the time set forth therein and at the prices stated below.

Bidder understands and certifies that:
The unit prices or lump sums shall be full compensation to compensate bidder for all expense,
including those for furnishing all materials, equipment, labor, tools, power and transportation

necessary to complete the Project;

The quantities shown in this Bid Proposal are approximate and are used as a basis for
estimating probable cost of the work to be accomplished;

e The materials furnished may differ somewhat from these estimates;

In addition, the City reserves the right to increase, reduce, or delete any item(s) in the bid
proposal as deemed to be in the best interest of the City;

Payment shall be based on the unit price for the actual amount of such work completed
and/or the material furnished;

(C) The undersigned has examined the location of the proposed work and the Contract
Documents and is familiar with the local conditions at the place where the work is to be
performed;

e The Proposal Guaranty attached, without endorsement, in the sum of not less than five
percent (5%) of the amount of the Bid, is furnished to the City as a guarantee that the Contract

will be executed and a Performance Bond, Statutory Payment Bond, and Maintenance Bond
will be furnished within fifteen (15) days after award of the Contract to the undersigned, or
that the undersigned will pay to the City the difference between the total amount of this
Proposal and such larger amount for which the City may in good faith contract with another
party to perform the work covered by this Proposal, provided that such payment shall be
limited to the amount of the Proposal Guaranty;

Within fifteen (15) days after being awarded the Contract, the undersigned agrees to execute
the form of Contract included as one of the Contract Documents, and to furnish a Performance
Bond in an amount equal to one hundred percent (100%) of the Contract Amount, a Statutory
Payment Bond in an amount equal to one hundred percent (100%) of the Contract Amount,
and a Maintenance Bond in an amount equal to one hundred percent (100%) of the Contract
Amount;

If awarded the Contract, the Undersigned agrees to complete the work within the time frame
stipulated below following issuance of the Notice to Proceed;

The Undersigned agrees that in lieu of actual damages, liquidated damages in the amount of
five hundred dollars ($350.00) per day will be assessed if all work required under the Base Bid
is not completed in 90 calendar days;

The undersigned understands that the City reserves the right to reject any or all Proposals or
to waive any formality or technicality in any Bid Proposal in the interest of the City; and that;

W-9 Form Required: Each bidder shall submit a completed W-9 form with their bid. In the
event of contract award, this information is required in order to issue purchase orders and
payments to your firm. A copy of this form can be downloaded from
http://www. irs.gov/pub/irs-pdf/fw9.pdf.

Materials furnished under this contract are exempt from Oklahoma Sales Tax and City of
Ardmore Sales Tax therefore no sales taxes should be included in the bid. Upon award of the
contract, the successful contractor will be provided documentation for the sales tax
exemption.

Bid Proposal continued on next page

BID SCHEDULE

CITY OF ARDMORE
BID No, 26-xxxx
CHLORINE VAPOR SCRUBBER REHAB

Quantities shown are approximate and may vary due to actual work performed and measured in the field,
or requirements of the Owner. Owner may choose to have work performed on 1 or more filters based upon
which combination provided the best value for the Owner considering cost, time and delivery.

Bid Item
No. Quantity Unit Bid Description Unit Price Extension

1 4 LS MOBILIZATION, DEMOBILIZATION, INSURANCE
& BONDS
50% PAID UPON MOBILIZATION & 50%
AFTER DEMOBILIZATION

$ $

2 4 LS EMERGENCY VAPOR SCRUBBER REHAB
$ $
TOTAL BID $

TOTAL BID AMOUNT IN WORDS

EEE EEE nnn arses eel
CONTRACT TIME

Contract Duration: Project will be completed within
Calendar days from receipt of the Notice to
Proceed.
(Contractor to input their proposed contract duration necessary to
complete the work)

Anticipated Date to Mobilize
to Site

Submitted by:

Page 1

Company Name

Signature

Title

(Seal - if Bid by Corporation)

Page 2

Address

City State

Zip Code

Telephone Number

ATTEST:

Title