Request for Bids BID #1058

Transcription

1 Request for Bids BID #1058 Case Community Park Shade Structures February 27, 2018

2 NOTICE TO BIDDERS Case Community Park Shade Structures BID #1058 The City of Sand Springs will accept sealed bids from interested and qualified is soliciting bids for SEVEN (7) total shade structures as outlined in the bid specifications. Bids shall include materials and documents as outlined below. Construction labor to erect the structures and concrete will not be a part of this bid requirement. The City of Sand Springs will self-install the shade structures per the manufacturer s specifications. Bids must be received by the City Clerk of the City of Sand Springs, 100 East Broadway, Room 200, Sand Springs, Oklahoma, no later than 9:45 a.m. on Tuesday, February 27, 2018 with the bid opening to follow at 10:00 a.m. in the City Council Chambers. Failure to deliver bid on time will result in rejection of the Bidder's proposal. Inquiries regarding this Bid may be directed in writing to: Jeff Edwards, Parks Director City of Sand Springs PO Box W Wekiwa Rd Sand Springs, OK Telephone: jjedwards@sandspringsok.org

3 GENERAL TERMS AND CONDITIONS OF BIDS (These items apply to and become a part of the bid. No exceptions to these terms and conditions will be considered.) 1. Bids must be submitted on this form only, including signature of authorized agent. Envelope must be completely and properly identified and sealed, showing the bid number and date in the lower left hand corner. Bids must be time stamped in the office of the City Clerk before the specified time on the opening date. Seven (7) copies of your Bid must be submitted. 2. No Bidder may withdraw his/her proposal for a period of thirty (30) days after the date and hour set for the opening of bids. 3. All prices shall be quoted F.O.B. Sand Springs, Oklahoma and delivery to a City of Sand Springs location without additional charge. 4. The Bidder shall show in the proposal both the unit prices and total amount, where required, of each item listed. In the event of error or discrepancy in the mathematics, the unit prices shall prevail. 5. The Bidder shall attach the manufacturer s name of the equipment or material to be furnished, type, model numbers, manufacturer s descriptive bulletins and specifications. All guarantees and warranties should be clearly stated. This data shall be in sufficient detail to describe accurately the equipment or material to be furnished. Manufacturer s specifications, in respect to the successful Bidder, shall be considered as part of his/her contract with the City of Sand Springs. 6. Any exceptions or deviations from written specifications shall be shown in writing and attached to the bid form. 7. The enclosed forms regarding non-collusion and financial interest must be signed, notarized and returned with the bid. 8. The City of Sand Springs reserves the right to reject any and all bids, to waive any technicalities in the bidding, and to award each item to different Bidder s or all items to a single Bidder. 9. In the event cash discounts are offered by the Bidder, the discount date shall begin with the date of invoice, the date of receipt of all material covered by the purchase order, or the date of receipt by the City of Sand Springs of the original copy of the purchase order with properly executed Affidavit of Claimant, whichever is the later date. 10. Purchases of products for the City of Sand Springs are exempt from Federal Excise Tax and Oklahoma Sales Tax. Bidder shall quote prices which do not include these taxes. 11. Bid must show number of days required for delivery under normal conditions. Failure to state delivery time obligates bidder to complete delivery in fourteen (14) calendar days. Unrealistically short or long delivery promises may cause bid to be disregarded. Contractor must keep Purchasing Department advised at all times of status of order. Default in promised delivery or failure to meet specifications authorizes the Purchasing Agent to purchase supplies elsewhere and charge full increase of cost and handling to defaulting contractor. Consistent failure to meet delivery promises without valid reason may cause removal from bid list. 12. Bid prices shall be valid for a period of sixty (60) days after the Bid opening date. 13. Bidders are to bid on furnishing new, current production model product. Prototype product will not be accepted. 14. Bidder agrees to defend and save the City of Sand Springs from and against all demands, claims, suits, costs, expense, damages and judgments based upon infringement of any patent relating to goods specified in this order or the ordinary use or operation of such goods by City or use or operation of such goods in accordance with Bidder s direction.

4 Bid No City of Sand Springs Case Community Park Shade Structures The City of Sand Springs (CITY) is soliciting bids for SEVEN (7) total shade structures as outlined in the bid specifications. Bids shall include materials and documents as outlined below. Construction labor to erect the structures and concrete will not be a part of this bid requirement. The City of Sand Springs will self-install the shade structures per the manufacturer s specifications. 1. Description of Product a. The shade structure company shall be responsible for the design, engineering, fabrication, and supply of the product(s) specified within. b. The shade structure company shall provide bidding including the cost of engineered stamped drawings. Drawings do NOT need to be submitted with the bidding. c. The intent of the inverted roof shade structures is to match the existing inverted roof architecture of the outdoor stage located in the park. An example of the inverted roof architecture is provided via photo below in section 4a. If you would like to view the existing structure on site, you can do so by visiting 2300 South River City Park Road in Sand Springs, OK d. The shade structure(s) shall consist of: 1) (1) 36 foot by 25 foot by 9 foot entry double wing canti (inverted roof), including 2 tops and 2 posts. The posts and framing shall be black in color. The posts shall be in-ground mounted posts, and allow appropriate length per manufacturer s specifications for footing(s) and a 5 inch slab on grade. The shade fabric shall be silver in color. 2) (3) 20 foot by 15 foot by 9 foot entry double wing canti (inverted roof), including 2 tops and 2 posts. The posts and framing shall be black in color. The posts shall be in-ground mounted posts, and allow appropriate length per manufacturer s specifications for footing(s) and a 5 inch slab on grade. The shade fabric shall be silver in color. 3) (1) 21 foot by 21 foot by 9 foot entry cantilever single post flower shade representing a petals-flat configuration. The post color shall be forest green, the top structure framing shall be yellow. The posts shall be in-ground mounted posts, and allow appropriate length 1

5 per manufacturer s specifications for footing(s) and a 5 inch slab on grade. The shade fabric shall be sunflower yellow in color. 4) (1) 21 foot by 21 foot by 9 foot entry cantilever single post flower shade representing a petals-flat configuration. The post color shall be forest green, the top structure framing shall be blue. The posts shall be in-ground mounted posts, and allow appropriate length per manufacturer s specifications for footing(s) and a 5 inch slab on grade. The shade fabric shall be royal blue in color. 5) (1) 21 foot by 21 foot by 9 foot entry cantilever single post flower shade representing a petals-flat configuration. The post color shall be forest green, the top structure framing shall be red. The posts shall be in-ground mounted posts, and allow appropriate length per manufacturer s specifications for footing(s) and a 5 inch slab on grade. The shade fabric shall be red in color. d. Bidding shall include appropriate anchor bolts, as specified below. e. Bidding shall include appropriate shipping cost, as specified below. g. Minimum clearance height shall be 9 foot, and indicates the lowest height of a member from finish grade for clearance under the structure. 2. Product Requirements a. The structures shall be manufactured as specified above and include structural steel frame, fabric roof, steel cables, and all fasteners. b. All shade structures shall be engineered and designed to meet a minimum of 90 mph wind load, exposure C, and live load of 5 lbs/sf2. All shade structures shall be engineered with a zero wind pass-through factor on the fabric. c. All non-hollow structural steel members shall comply with ASTM A-36. All hollow structural steel members shall be cold formed, high strength steel and comply with ASTM A-500, Grade C. All steel plates shall comply with ASTM A-572, Grade 50. d. All shop-welded connections of the shade structure shall be designed and performed in strict accordance with the requirements of the American Welding Society specifications. Structural welds shall be made in compliance with the requirements of the prequalified welded joints where applicable by certified welders. e. Powder coating shall be sufficiently applied, with a minimum 3 mils thickness and cured at the recommended temperature to provide proper adhesion and stability to meet salt spray and adhesion tests as defined by ASTM. f. Steel cables shall be based on calculated engineering loads. g. All anchor bolts shall be hot dipped galvanized. h. Fabric roof system shall be made of UV stabilized cloth and UV stabilized high-density polyethylene mesh. Mesh shall be raschel knitted with monofilament and tape yarn filler to ensure that material will not unravel if cut. i. Fabric shall have a minimum life expectancy of 8 years continuous to sun exposure. j. Fabric shall have minimum fading after 5 years, or 3 years for red. 2

6 k. Fabric stitching and thread shall be double stitched, and be manufactured from 100% expanded PTFE (Teflon), be mildew resistant and exterior approved. l. Any bidding not meeting these requirements, yet submitting as an approved equal, shall submit the product documentation, fabric samples, and quality assurance criteria at least 10 days prior to bid date. m. Touch-up powder coat paint matching the manufacturers color shall be supplied for all colors associated with the bid, upon delivery of the materials. 3. References a. Shade structures shall comply with the latest revision of applicable codes and regulations including IBC b. American Society for Testing Materials (ASTM) c. American Welding Society (AWS) d. American Institute of Steel Construction (AISC): Specifications for the design and fabrication of structural steel. 4. Inverted Roof Reference a. 5. Submittals a. Provide proof of installed reference site with 6 structures for similar scope of project that are engineered to IBC 2012 specifications. 3

7 b. Provide fabric samples for the colors as outlined above in the description of product. c. Provide powder coat samples for the colors as outlined above in description of product. d. Provide a list of 3 reference projects that have been installed in the last 10 years. e. Provide required footing size and layout, and in-ground post locations for shade structures. f. Provide supplemental warranty from the manufacturer for a period of 10 years (pro-rated) on fabric and 10 years on the structural integrity of the steel from the date of acceptance of delivery. g. Provide engineered stamped drawings for the shade structures (upon delivery of structures by successful bidder). Drawings shall include column layout for applicable anchor bolts or buried columns, foundation design, more than 1 dimensional view of the frame, member locations, structural connection details including bolt sizes, and fabric roof connection details for installation clarity. 6. Owner's Responsibilities a. Owner (City) shall answer any questions regarding the specifications of this bid package. b. Owner (City) shall self-install the shade structures as outlined by provided drawings and specifications. c. Contact: Jeff Edwards, Parks and Recreation Director 1050 West Wekiwa Road ~ Sand Springs, OK jjedwards@sandspringsok.org Shipping and Handling a. City's representative shall inspect each piece of the structure upon delivery of the materials. b. Bidding shall include appropriate shipping costs from manufacturer to City of Sand Springs. c. All steel surfaces touched by tie down straps are to be padded before clinching. d. Smaller and loose pieces must be padded and separate from painted surfaces. e. Shipping costs shall be included in the bid. 8. Manufacturer Warranty a. Shade structure must have a (10) year limited warranty on steel frame members. b. Shade structure must have a (10) year limited warranty on powder coat system. c. Fabric shall have a (10) year pro-rated limited warranty. 9. Cost of the Work a. All bids submitted shall include the sum of all costs associated with manufacturing and delivering the shade structures as outlined in the specifications. 10. Bidding Instructions a. There are a total of seven (7) shade structures in this bid. b. The BASE BID, shall consist of the total cost to provide shades as outlined in Section 1d.1 and 1d.2, which consists of 4 total shade structures. 4

8 c. Section 1d.3 shall be listed as Alternate No. 1, and bidder shall list the total cost to deliver the specified product, which consists of 1 shade structure. d. Section 1d.4 shall be listed as Alternate No. 2, and bidder shall list the total cost to deliver the specified product, which consists of 1 shade structure. e. Section 1d.5 shall be listed as Alternate No. 3, and bidder shall list the total cost to deliver the specified product, which consists of 1 shade structure. f. Any RFI s must be submitted in writing to jjedwards@sandspringsok.org 48 hours prior to the bid opening. 11. Payment a. Upon receiving written notice from CITY, and upon delivery of all components of the shade structures within the description for this bid, CITY shall take action to recommend to the Sand Springs City Council that full payment shall be made to supplier. Following action of the City Council of the City of Sand Springs, full payment by the City shall occur. Bid Form Submittal Instructions: 1. Bidders Response FORM (included below) must be completed, signed and delivered with associated insurance materials to the City Clerk, City of Sand Springs Municipal Building 100 E. Broadway, Room 200, Sand Springs, OK Sealed Bidders Response FORM is to be submitted by no later than 9:45 a.m. on Tuesday, February 27, Any Bidders Response FORM which is received after the above time and date shall be rejected. 2. At 10 a.m. at the above date, Bidders Response FORMs that have been duly received will be opened and read aloud. The City shall review the Bidders Response FORM and make a recommendation to the Sand Springs City Council for the most successful bidder. It is anticipated that a bid recommendation shall appear before Sand Springs City Council on March 26, A notice to proceed and corresponding signed paperwork shall occur immediately following council action. 3. No Bidders Response FORM may be withdrawn within a period of sixty (60) days after the date established for opening bids. 4. Due to the nature of this bid, the successful bidder will NOT be required to furnish to City a Bid Bond, Performance Bond or a Payment Bond. Payment to the successful bidder will be made upon delivery and acceptance of materials. The City of Sand Springs will provide a detailed purchase order, once the bid has been accepted by Sand Springs City Council. 5

9 Bidders Response FORM Submit this form to City Clerk, City of Sand Springs, 100 E. Broadway Room 200 on or before 9:45 a.m. on Tuesday February 27, 2018 Bid No City of Sand Springs Case Community Park Shade Structures Contractor Company Name: Responsible Party (Individual Name)/ Title: Address: City: State: Zip: PH: Bid Prices: 1. (contractor name) has agreed to provide shade structures as outlined in the bid package at the total BASE BID price of $ for structures identified in 1d.1 and 1d.2 as described below. 1d.1 (1) one 36 foot by 25 foot by 9 foot entry double wing canti (inverted roof), including 2 tops and 2 posts. The posts and framing shall be black in color. The posts shall be in-ground mounted posts, and allow appropriate length per manufacturer s specifications for footing(s) and a 5 inch slab on grade. The shade fabric shall be silver in color. 1d.2 (3) three 20 foot by 15 foot by 9 foot entry double wing canti (inverted roof), including 2 tops and 2 posts. The posts and framing shall be black in color. The posts shall be in-ground mounted posts, and allow appropriate length per manufacturer s specifications for footing(s) and a 5 inch slab on grade. The shade fabric shall be silver in color. Responsible Party for the Contractor Date 6

10 2. (contractor name) has agreed to provide shade structures as outlined in the bid package at the total ALTERNATE No. 1 price of $ for structure identified in 1d.3 as described below. 1d.3 (1) one 21 foot by 21 foot by 9 foot entry cantilever single post flower shade representing a petals-flat configuration. The post color shall be forest green, the top framing shall be yellow. The post shall be in-ground mounted posts, and allow appropriate length per manufacturer s specifications for footing(s) and a 5 inch slab on grade. The shade fabric shall be sunflower yellow in color. 3. (contractor name) has agreed to provide shade structures as outlined in the bid package at the total ALTERNATE No. 2 price of $ for structure identified in 1d.4 as described below. 1d.4 (1) one 21 foot by 21 foot by 9 foot entry cantilever single post flower shade representing a petals-flat configuration. The post color shall be forest green, the top framing shall be blue. The post shall be in-ground mounted posts, and allow appropriate length per manufacturer s specifications for footing(s) and a 5 inch slab on grade. The shade fabric shall be royal blue in color. 4. (contractor name) has agreed to provide shade structures as outlined in the bid package at the total ALTERNATE No. 3 price of $ for structure identified in 1d.5 as described below. 1d.5 (1) one 21 foot by 21 foot by 9 foot entry cantilever single post flower shade representing a petals-flat configuration. The post color shall be forest green, the top framing shall be red. The post shall be in-ground mounted posts, and allow appropriate length per manufacturer s specifications for footing(s) and a 5 inch slab on grade. The shade fabric shall be red in color. Responsible Party for the Contractor Date 7

11 Bidder understands, agrees, and warrants: BIDDER S DECLARATION 1. That Bidder has carefully read and fully understands the full scope of the specifications. 2. That Bidder has the capability to successfully undertake and complete the responsibilities and obligations in said specifications. 3. That the materials and/or services proposed by this bid meet the specifications. 4. That the City of Sand Springs reserves the right to reject any or all bids and to accept that bid which will, in its opinion, best serve the public interest. The City reserves the right to waive any technicalities and formalities in the bidding. 5. That by submission of this bid, the Bidder acknowledges that the City has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement information supplied by the Bidder. Bidder: Signed by: Title: (SEAL) if bid is by a corporation If a partnership, a general partner must sign; if a corporation, an authorized corporate officer must sign and the corporate seal must be affixed to this declaration

12 BIDDER S NON-COLLUSION AFFIDAVIT STATE OF ) ) SS COUNTY OF ) (1) Of lawful age, being first duly sworn, on oath says that (s)he is the agent authorized by the bidder to submit the attached bid. Affiant further states that as a bidder, (s)he has not been a party to any collusion among bidders in restraint of competition by agreement to bid at a fixed price or to refrain from bidding; or with any official of the City of Sand Springs or any of their employees as to quantity, quality, or price in the prospective contract, or any other terms of said prospective contract; or in any discussion between bidders and any official of the City of Sand Springs or any of their employees concerning exchange of money or other things of value for special consideration in submitting a bid. Signature and Title Subscribed and sworn to before me this day of, 20. Notary Public My commission expires: (1) Owner, General Partner, or Officer of the Firm; Company Name and Address

13 STATE OF ) ) SS COUNTY OF ) BUSINESS RELATIONSHIPS AFFIDAVIT, of lawful age, being first duly sworn on oath says, that he/she is the agent authorized by the bidder to submit the attached bid. Affiant further states that the nature of any partnership, joint venture, or other business relationship presently in effect or which existed within one (1) year prior to the date of this statement with the architect, engineer, or other party the project is as follows: Affiant further states that any such business relationship presently in effect or which existed within one (1) year prior to the date of this statement between any officer or director of the bidding company and any officer or director of the architectural or engineering firm or other party to the project is as follows: Affiant further states that the names of all persons having any such business relationships and the positions they hold with their respective companies or firms are as follows: (If none of the business relationships hereinabove mentioned exist, affiant should so state.) Subscribed and sworn to before me this day of, 20. My Commission Expires: Notary Public