INSTRUCTIONS TO BIDDERS
01
1
DEFINITION OF TERMS
A
Bidding Documents includes the Invitation to Bid Instructions to Bidders Bid Form
Subcontractor List sample bidding and contract forms proposed Contract Documents as
defined in the General Conditions and any Addenda issued prior to receipt of bids
B
Lump Sum Base Bid the amount stated on the Bid Form for which the Bidder offers to
perform the Work as described in the Bidding Documents as a base to which Alternate
Bid work amounts may be added to or deducted from
C
Addenda written and graphic documents issued by the EngineerOwner prior to the
execution of the Contract to modify or interpret the Bidding Documents
02
1
PREQUALIFICATION REQUIREMENTS
This project does not require a formal prequalification of bidders All bidders must submit
qualifications to perform the work with their bid All bidders must document at least ten 10
years experience in water tank repair and painting See Invitation to Bid for additional
requirements See Specifications for other references and documents to be submitted with the
bid All bidders must have a valid General Contractor
s License for the work to be performed
03
1
BIDDING DOCUMENTS
A
Complete sets of Bidding Documents may be obtained from the Owner as stated in the
Invitation to Bid
B
Complete sets of Bidding Documents shall be used by bidders in preparation of bids and
the Owner does not assume any responsibility for errors or misinterpretations resulting
from the use of incomplete sets
C
any changes to the Bidding Documents occurring after the Mandatory PreBid
Meeting will be posted on the City website and e
mail notification will be sent to all
Addenda
eligible bidders It is the bidder
s responsibility to retrieve addenda from the City
website and to review modifications and base bids on the most recent information
04
1
EXAMINATION OF DOCUMENTS AND SITE
A
Bidders shall visit the sites of the proposed work and become familiar with the nature and
extent of work to be performed and local conditions that may affect the work
B
The Bidding Documents were prepared to present an essentially accurate representation
of existing conditions interpreted from available information on the site The bidder is
not relieved however of the responsibility of becoming fully informed as to existing
conditions at the site
INB 1
C
Bidders shall examine existing site improvements existing buildings utilities and streets
to determine all conditions which will affect the work
D
05
1
Bidders are advised that no soils investigations have been performed for this project The
Bidder may elect to provide his own soils investigation prior to bid to determine the
conditions affecting the work
INTERPRETATION OF BIDDING DOCUMENTS
A
All questions requiring clarification or interpretation of the Bidding Documents shall be
made in writing via email and shall reach the Owner at least 5 days prior to the date for
receipt of bids Direct all requests to the attention of Tim Townsend Project Manager at
us
ttownsend@coab
B
Any modification or interpretation of the Bidding Documents will be made by Addendum
to all who are recorded by the City as having received a complete set of Bidding
Documents
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1
07
1
C
Interpretations or modifications of Bidding Documents made in any manner other than by
Addendum will not be binding
D
A bidder prior to submitting his bid shall ascertain that he has received all Addenda
issued and shall acknowledge their receipt in the Bid Form
SUBSITUTIONS
A
Bidders represent that their Bid is based upon the materials and equipment described in
the Bidding Documents
B
Requests for substitutions will be considered prior to receipt of bids if they reach the
Owner at least ten 10 days prior to the date for receipt of bids and are submitted in
accordance with requirements of Section 01600
C
Acceptance by the Owner of a proposed substitution will be issued in the form of an
Addendum or Substitution Request Form
PREBID MEETING
A
08
1
A MANDATORY PreBid meeting will be held on Tuesday February 18 2014 at the
Public Utilities Office at 902 Assisi Lane Atlantic Beach FL at 1
00 p
m At that time
any bidder may ask questions concerning the project Prior to the meeting all questions
shall be directed to Tim Townsend Project Manager at ttownsend
us
ccoab
BID PREPARATION
A
Prepare bids on the forms provided by the Owner with all blanks on the Bid Form filled
in by typewriter or written in ink
B
Lump Sum requested on the Bid Form shall be bid
INB 2
C
Bids shall include the legal name and address of the Bidder and indicate whether the
Bidder is a sole proprietor a partnership a corporation or some other legal entity
1
Individual provide name and post office address
2
Partnership provide name and post office address of each member of the
partnership
3
Corporation provide name and post office address of person signing the form
and legal evidence of his authority to do so names and addresses of the
corporation president secretary and treasurer name of state where chartered and
affixed with the seal of the corporation attested by the secretary
09
1
BID SUBMITTAL
A
Submit three copies of the Bid Form the bid security the list of Subcontractors and
other requested attachments enclosed in a sealed opaque envelope addressed to the
entity receiving the bids as stated in the Invitation to Bid The envelope shall be further
identified with the Project name the Bidder
s name and address and the words BID
ENCLOSED
B
Deposit Bids at the designated location on or before the time and date for receipt of Bids
indicated in the Invitation to Bid Bids received after the time and date indicated for
receipt of bids will be returned unopened
10
1
BID SECURITY
A
Each Bid shall be accompanied by a cashiers check drawn on any State or National Bank
in Florida or an acceptable Bidders Bond payable unconditionally to the Owner in an
amount of five
B
percent 5
of the amount of the total Bid
Failure of the successful Bidder to enter into the Contract in accordance with his Bid or
failure to furnish the required bonds will be just cause for an annulment of the award with
the amount of the bid security being forfeited to the Owner as liquidated damages not as
a penalty
C
Should a Bid Bond be used acceptable Surety companies shall be determined from the
latest United States Treasury Department
s list of companies holding certificates of
authority as acceptable Sureties on Federal Bonds
D
The Owner may retain the bid security of those Bidders to whom an award may be
considered until successful execution of the Contract and bonds or the specified time for
holding bids has elapsed or all Bids have been rejected
11
1
MODIFICATION AND WITHDRAWAL OF BID
A
Prior to the time of bid opening a Bidder may withdraw his Bid at any time but may not
resubmit it Bids may not be modified after submittal
B
After the bid opening no Bid may be withdrawn canceled or modified for a period of 90
days after the time and date designated for the receipt of bids
INB 3
12
1
OPENING OF BIDS
A
Bids submitted will be opened publicly and read aloud at the time and place stated in the
Advertisement for Bids
The City of Atlantic Beach reserves the right to postpone the date and time announced for
opening of bids Such postponement may be made at any time prior to the time
announced for the opening of bids City of Atlantic Beach will give written notice of any
such postponement to each party to whom bid documents have been issued followed by
issuance of an addendum confirming the changing of the announced date and time for
opening of bids
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1
GOVERNING LAWS AND REGULATIONS
A
Bidders shall be familiar with all federal state and local laws ordinances rules and
regulations that may in any way affect the Work
B
Public Entity Crimes A person or affiliate who has been placed on the convicted
vendor list following a conviction for a public entity crime may not submit a bid on a
contract to provide any goods or services to a public entity may not submit a bid on a
contract with a public entity for the construction or repair of a public building or public
work may not submit bids on leases of real property to a public entity may not be
awarded or perform work as a contractor supplier subcontractor or consultant under a
contract with any public entity and may not transact business with any public entity in
excess of the threshold amount provided in Section 287
0 17 for CATEGORY TWO for
a period of 36 months from the date of being placed on the convicted vendor list
Section 287
2 FLORIDA STATUTES
133
C
Discrimination Any entity or affiliate who has been placed on the discriminatory
vendor list may not submit a bid on a contract to provide goods or services to a public
entity may not submit a bid on a contract with a public entity for the construction or
repair of a public Building or public work may not submit bids on leases of real property
to a public entity may not award or perform work as a contractor supplier subcontractor
or consultant under contract with any public entity and may not transact business with
any public entity FIB 2127
D
AntiCollusion Requirement Under no circumstances shall any prospective proposer
or any person or persons acting for or on behalf of any said prospective bidder seek to
influence or gain the support of any member of the City Commission or the City Staff
favorable to the interest of any prospective bidder or seek to influence or gain the support
of any member of the City Commission or City Staff against the interest of any
prospective bidder Any such activities shall result in the exclusion of the prospective
proposer from consideration by the City
INB 4
14
1
LIQUIDATED DAMAGES
A
The Owner will incur financial loss if the Work is not substantially complete by the date
set forth in the Bid Form The Contractor and his Surety shall be liable for liquidated
damages in accordance with the Supplementary Conditions and the Agreement
15
1
PERFORMANCE BOND AND LABOR AND MATERIAL PAYMENT BOND
A
With the execution and delivery of the Contract the Bidder shall furnish the following
Surety bonds of the forms contained herein
1
Performance Bond guaranteeing full and faithful execution of the Work in an
amount
equal
to 100
percent 100
of the Contract Sum and including guaran
teed repair and maintenance of all defects due to faulty materials and
workmanship that appear within one 1 Year after completion of contract
2
Labor and Material Payment Bond guaranteeing full and proper protection of all
claimants supplying labor and materials in the Work in an amount equal to 100
percent 100
B
of the Contract Sum
Bonds shall be executed by Surety authorized to do business in the State of Florida and
listed on the latest U
S Treasury Department list of companies holding certificates of
authority as acceptable sureties on Federal Bonds
C
Bonds executed by an AttorneyinFact on behalf of the Surety shall have affixed thereto
a certified and current copy of Power of Attorney indicating the monetary limit of such
power
16
1
SUBCONTRACTOR LIST
A
In conjunction with the Bid Form Bidder shall submit a list of names of the
subcontractors and major material suppliers proposed for the principal portions of the
Work Submit list on form provided by the Owner
B
Prior to award of Contract the Owner will notify the Bidder in writing if the Owner has
an objection to any person or entity listed Upon such reasonable objection the Bidder
shall propose an acceptable substitute person or entity in accordance with Article 6
06 of
the General Conditions
17
1
CONTRACT AWARD AND EXECUTION
A
Until final award of Contract the Owner reserves the right to reject any and all Bids with
or without cause to waive any informality or irregularity or to accept the Bid which is in
the best interest of the Owner
B
It is the intent of the Owner to award a Contract to the lowest responsible Bidder whose
Bid is in conformance with the Bidding Documents and does not exceed the funds
available
INB 5
C
The successful bidder must submit Certified Financial Statements for the past two years
prior to award of Contract
L18
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1
D
Upon acceptance of a Bid and award of Contract the successful Bidder shall deliver the
executed Contract along with required bonds and any other items requested to the
Owner within 10 days Failure to do so will be deemed as a breach of agreement by the
Bidder and result in forfeiture of bid security as described in the Instructions to Bidders
E
Failure on the part of the successful bidder to execute the Contract as required or to
perform under the Purchase Order will be cause for the annulment of the award and in
the event of annulment of the award the bidder shall forfeit the bid guaranty The award
may thereafter be made to the next lowest acceptable bidder or the work readvertised as
the City Commission may elect
PRECONSTRUCTION CONFERENCE
A
Before starting any construction work on this project a conference will be held in the
s office for the purpose of verifying general procedures reviewing schedules and
Owner
traffic plans and other items as described in the specifications and General Conditions
B
Present at the conference shall be representatives of the Owner a responsible
representative of the Contractor Resident Observer Job Superintendent major Sub
Contractors and representatives of private utilities if applicable
UNABLE TO BID
A
If the Contractor cannot submit a bid at this time the City requests they complete the No
Bid Form If not submitting a bid do not return the entire bid package but only the
completed No Bid Form to Mr Tim Townsend Project Manager 902 Assisi Lane
Atlantic Beach FL 32233 or Fax the form to 904 242 3475
END OF SECTION
INB 6