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HomeMy WebLinkAboutAward Quote - Light-Up South Bend – Lighted Decorative Bollard Replacements – Proj No. 119-005B - All Phase Electric Supply1316 COUNTY -CITY BUILDING 227 W.JEFFERSON BOULEVARD SOI ITH BEND. INDIANA 46601-1 930 CITY OF SOUTH BEND PETE BUTTIGIEG, MAYOR BOARD OF PUBLIC WORKS December 19, 2019 Mr. Larry Futa All Phase Electric Supply 1385 N. Bendix Dr. South Bend, IN 46628 PHONE 574/235-9251 FAX 574/235-9171 RE: Quotation Award — Lighted Decorative Bollard Replacements — Project No. 119- 005B Dear Mr. Futa: The Board of Public Works at its meeting held on December 19, 2019, awarded the above referenced quotation to you in the amount of $1,936.25/each for a total of $29,043.75. Please forward the following documents in one submittal by January 6 2020 to my attention for Board of Public Works approval: 1) One (1) original of the Contract (enclosed); and 2) Certificate of Insurance naming the City of South Bend as an additional insured, If you have any further questions regarding this matter, please call this office at (574) 235-9251. Sincerely, a Linda M. Martin, Clerk Enclosure GARY A. GILOT GENEVIEVE E. MILLER ELIZABETH A. MARADIK LAURA L. O'SULLIVAN THERESE J. DORAU BOARD OF PUBLIC WORKS CITY OF SOUTH BEND INDIANA PUBLIC WORKS CONTRACT THIS AGREEMENT, made and entered into this 191h day of December, 2019, by and between, All Phase Electric Supply, 1385 N. Bendix Dr., South Bend, IN 46628, HEREINAFTER called the Contractor, and the Board of Public Works herein called the 'Board". WITNESSETH: That the Contractor covenants and agrees to make the following improvement, as fully set out in the Request for Quotations, Standard Specifications, Special Provisions, Plans, and Bid Proposals, all of which are set forth as a part of this Contract, for: PROJECT NO. 119-005B DESCRIPTION: LIGHT UP SOUTH BEND LIGHTED DECORATIVE BOLLARD REPLACEMENTS COMPLETION DATE: SEE SPECIFICATIONS AMOUNT: UNIT" PRI E $1 936-, TOTAL $29 04175 FUNDING: COIT The unit prices for this improvement were those prices as received and accepted by the Board on December 19, 2019. The Contractor further agrees to notify the Engineer when this improvement is completed. This notification shall be in the form of a Completion Affidavit, signed by the Contractor. Upon final acceptance of the improvement by the Engineer, the Contractors final estimate will be presented to the Board for final Payment with one (1) copy of the Completion Affidavit and one (1) copy of a Waiver of Lien. B RD OF PUBLIC' ' R S ALL PHASE ELECTTIC SUPPLY �m u Gar A. +C tit, President I� .._ . �.. ..� � � _.. �W...... ,,,�...........��......._ y 1�°�h A. Ma,ra Member Printed Name .. ..�� ............... . Genevieve E. Miller Laura L. O Sulli Signature Member Mmber J A ember fit6st: Linda M. M rtln, Clerk CERTIFICATION (To be completed if Contractor is a Corporation) I, _ , certify that I am Secretary of the Corporation named as Contractor herein; that __. who signed this Agreement on behalf of the Contractor was then of said Corporation; that said agreement was duly signed for and in behalf of said Corporation by authority of its governing body, and is within the scope of its corporate powers. Corporate Secretary Seal Vow QUOTE/PROPOSAL CITY OF SOUTH BEND QUOTE NAME 119-005B Lighted Decorative Bollard Replacements FOR QUOTES DUE December 10th 2019 by 9:30 AM Local Time Item..._..— ... ��.. _ ......... No. Description Quantity Unit Unit Price Total Amount Lighted Decorative Bollard E 1 Replacements up to 15 EA Quoter (Firm): i Address: i City/State/Zip: Telephone Number: Number: - BOARD OF PUB tC'�PtIO K . .._. . . aryA. Gilt, Fresuderat =arnes—A-Mue r.eber L.04u j-.q' 0 Swc% vo-C By (Signature) !"' `l 7— (Printed Name) (Title) Elwza th M. ara- ,Member The use J.4DOU,l4Mber A TEST: Linda M. Martin, Clerk Version 8 - 02/25/14 CITY OF SOUTH BEND, INDIANA SELLERS QUOTE FOR SALE OR LEASE OF MATERIALS AND NON -COLLUSION AND NON DEBARMENT AFFIDAVIT AND 4 ;. NON-DISCRIMINATION COMMITMENT FOR SELLERS QUOTE NAME 119-0056 Lighted Decorative Bollard Ike l4ceme!jjs IT ITITm ........... _... .� FOR QUOTES DUE December loth. 2019Wby 9:30 AM Local Time Date: - g ' l Firm: L- L A. LE 1 " Address:a�� City/State/Zip: _-v,&4Telephone Number: M �; Agent of Firm (if Applicable): When the prospective Contractor is unable to certify to any of the statements below, it shall attach an explanation to this Affidavit. CONTRACTOR'S NON -COLLUSION AND NON -DEBARMENT AFFIDAVIT, CERTIFICATION REGARDING INVESTMENT WITH IRAN, EMPLOYMENT ELIGIBILITY VERIFICATION, NON-DISCRIMINATION COMMITMENT AND CERTIFICATION OF USE OF UNITED STATES STEEL PRODUCTS OR FOUNDRY PRODUCTS (Must be completed for all quotes and bids. Please type or print) STATE OF ,, ) SS: � COUNTY ) The undersigned Contractor, being duly sworn upon his/her/its oath, affirms under the penalties of perjury that: 1. Contractor has not, nor has any other member, representative, or agent of the firm, company, corporation or partnership represented by him, entered into any combination, collusion or agreement with any person relative to the price to be bid by anyone at such letting nor to prevent any person from bidding nor to induce anyone to refrain from bidding, and that this bid is made without reference to any other bid and without any agreement, understanding or combination with any other person in reference to such bidding. Contractor further says that no person or persons, firms, or corporation has, have or will receive directly or indirectly, any rebate, fee, gift, commission or thing of value on account of such sale; and 2. Contractor certifies by submission of this proposal that neither contractor nor any of its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency; and 3. Contractor has not, nor has any successor to, nor an affiliate of, Contractor, engaged in investment activities in Iran. Version 8 — 02/25/14 a. For purposes of this Certification, "Iran" means the government of Iran and any agency or instrumentality of Iran, or as otherwise defined at Ind. Code § 5-22-16.5-5, as amended from time -to -time. b. As provided by Ind. Code § 5-22-16.5-8, as amended from time -to -time, a Contractor is engaged in investment activities in Iran if either: Contractor, its successor or its affiliate, provides goods or services of twenty million dollars ($20,000,000) or more in value in the energy sector of Iran; or Contractor, its successor or its affiliate, is a financial institution that extends twenty million dollars ($20,000,000) or more in credit to another person for forty-five (45) days or more, if that person will (i) use the credit to provides goods and services in the energy sector in Iran; and (ii) at the time the financial institution extends credit, is a person identified on list published by the Indiana Department of Administration. 4. Contractor does not knowingly employ or contract with an unauthorized alien, nor retain any employee or contract with a person that the Contractor subsequently learns is an unauthorized alien. Contractor agrees that he/she/it shall enroll in and verify the work eligibility status of all of Contractor's newly hired employees through the E-Verify Program as defined by I.C. 22-5-1.7-3. Contractor's documentation of enrollment and participation in the E-Verify Program is included and attached as part of this bid/quote; and 5. Contractor shall require his/her/its subcontractors performing work under this public contract to certify that the subcontractors do not knowingly employ or contract with an unauthorized alien, nor retain any employee or contract with a person that the subcontractor subsequently learns is an unauthorized alien, and that the subcontractor has enrolled in and is participating in the E-Verify Program. The Contractor agrees to maintain this certification throughout the term of the contract with the City of South Bend, and understands that the City may terminate the contract for default if the Contractor fails to cure a breach of this provision no later than thirty (30) days after being notified by the City. 6. Persons, partnerships, corporations, associations, or joint venturers awarded a contract by the City of South Bend through its agencies, boards, or commissions shall not discriminate against any employee or applicant for employment in the performance of a City contract with respect to hire, tenure, terms, conditions, or privileges of employment, or any matter directly or indirectly related to employment because of race, sex, religion, color, national origin, ancestry, age, gender expression, gender identity, sexual orientation or disability that does not affect that person's ability to perform the work. In awarding contracts for the purchase of work, labor, services, supplies, equipment, materials, or any combination of the foregoing including, but not limited to, public works contracts awarded under public bidding laws or other contracts in which public bids are not required by law, the City, its agencies, boards, or commissions may consider the Contractor's good faith efforts to obtain participation by those Contractors certified by the Version 8 — 02/25/14 State of Indiana as a Minority Business ("MBE") or as a Women's Business Enterprise ("WBE") as a factor in determining the lowest, responsible, responsive bidder. In no event shall persons or entities seeking the award of a City contract be required to award a subcontract to an MBE/WBE; however, it may not unlawfully discriminate against said WBE/MBE. A finding of a discriminatory practice by the City's MBE/WBE Utilization Board shall prohibit that person or entity from being awarded a City contract for a period of one (1) year from the date of such determination, and such determination may also be grounds for terminating the contact for which the discriminatory practice or noncompliance pertains. 7. The undersigned contractor agrees that the following nondiscrimination commitment shall be made a part of any contract which it may henceforth enter into with the City of South Bend, Indiana or any of its agencies, boards or commissions. Contractor agrees not to discriminate against or intimidate any employee or applicant for employment in the performance of this contract with privileges of employment, or any matter directly or indirectly related to employment, because of race, religion, color, sex, gender expression, gender identity, sexual orientation, handicap, national origin or ancestry. Breach of this provision may be regarded as material breach of contract. I, the undersigned bidder or agent as contractor on a public works project, understand my statutory obligations to the use of steel products or foundry products made in the United States (I.C. 5-16-8-1). I hereby certify that I and all subcontractors employed by me for this project will use steel products or foundry products made in the United States on this project if awarded. I understand I have an affirmative duty to notify the City in my bid that my proposal does not include the use of steel products or foundry products made in the United States. I understand it is my sole obligation and responsibility to provide a justification to the City, subject to review and approval, why the cost of United States made steel or foundry products is unreasonable. Prior to award and upon submission of bid which does not use steel products or foundry products made in the United States, the City, through its director of public works, shall make a determination if the price of United States made steel or foundry is unreasonable. I understand that violations hereunder may result in forfeiture of contractual payments. Version 8 — 02/25/14 I hereby affirm under the penalties of perjury that the facts and information contained in the foregoing bid for public works are true and correct. Dated this _........................ 9th day of Dec . , 20 19 Subscribed and sworn to before me this 9th My Commission Expires - U13 2022 County of Residence All Phase Electric ..... Cont71�c�r/Bid 1cr (Firm) Signature of lr tr aaor/Bidder or Its Agent Larry Futa, Outside Sales Rep. Printed Name and Title day of December 20 19 471 Notary Public G' therine J. Gruber St. Joseph Version 8 — 02/25/14 (To be completed only by Contractors/Bidders claiming to be a "local Indiana business" pursuant to I.C. 36-1-12-22) INDIANA LOCAL BUSINESS PREFERENCE CLAIM A "local Indiana business" refers to any of the following: (1) A business whose principal place of business is located in an affected county. (2) A business that pays a majority of its payroll (in dollar volume) to residents of affected counties. (3) A business that employs residents of affected counties as a majority of its employees. (4) A business that makes significant capital investments in the affected counties as defined in rules adopted by the political subdivision. (5) A business that has a substantial positive economic impact on the affected counties as defined by criteria in rules adopted by the political subdivision. An "affected county" refers to St. Joseph County, Indiana, or the following counties located adjacent to St. Joseph County: Elkhart County, Marshall County, Starke County and LaPorte County There are the following price preferences for supplies purchased from a local Indiana business: • 5% for a purchase expected by the purchasing agency to be less than $50, 000 • 3 % for a purchase expected by the purchasing agency to beat least $50, 000 but less than $100, 000. • 1 % fora purchase e pecled b the purchasing agency to be at least $100, 000. Date: Pursuant to I.C. 36-1-12-22, _8LL 2aASG -, 'GT l claims a local Indiana business preference for Project ( � e (P ble # Z�22) located within the City of South Bend, St. Joseph County, Indiana. err The,,location of the principal place of business R. (Address) St. Joseph County, Indiana The following county located adjacent to St. Joseph County, Indiana: ❑ The majority of the business's payroll for the 12 months prior to the date of this Bid is to residents of St Joseph County, Indiana or the adjacent county noted above. ❑ The majority of the business's employees for the 12 months prior to the date of this Bid are residents of St. Joseph County, Indiana, or the adjacent county noted above. If the business is deemed to be the apparent lowest, responsible, responsive bidder, then it shall provide supporting documentation for the 12 month period prior to the date of the Bid of (i) the total payroll amount paid to all employees of the business, and (ii) the total payroll amount paid to employees who are residents of St. Joseph County and the adjacent county noted above. WHEN SUPPLYING SUPPORTING PAYROLL RECORDS, BIDDER SHALL REDACT ALL SOCIAL SECURITY NUMBERS. Dated this day of M er,-20 1 ._.�. � 4- '1-1 1 f GT2l C_ Contr ,tor/Bidder (Firm) ouu Signatur f Co' ntractorlBidder or Its Agent r tJ7 Printed Name and Title Version 8 — 02/25/14 'ESL,,SPECTRuN Badett Phase II DIV B ONLY tA n ER ER 0 O ,1► D A C m Or O rn uz D O pOD m w m Z rO w 70 O y Ul Z ¢ O •d r m --1 C A m m ."0 I'+S y C 01m r S C� Cp n rq ZC=rn C n n 0 7c n UI D [4/4 n 0 Z � O z K N D rn y n `" r M � 0 r w z� c w z m Z m D 0 Ln n rn m A easy power connections and fixture installa- tion. It shall have overload, overheat and short circuit protection, and have a DC voltage out- put, constant current design, 50/60HZ. It shall be supplied with line -ground, line -neutral and neutral -ground electrical surge protection in ac- cordance with IEEE/ANSI C62.41.2 guidelines. It shall be a high efficiency driver with a THD less than 20% and a high power factor greater than .9. It shall be dimming capable using a 0-10v signal, consult factory For more information. Installation Four 1/2" diameter, hot -dipped galvanized "L" type anchor bolts shall be provided with the bollard For anchorage, they shall be mounted in a 7" bolt circle. The bollard will be provided with a slipping base cover which shall be secured with tamper proof stainless steel hardware, the baseplate includes a grounding stud. Photocell The photocontrol shall be mounted on the bol- lard. The electronic button type photocontrol is instant on with a 5-10 second turn off, and shall turn on at 1.5 footcandles with a turn-off at 2-3 footcandles. Photocontrol is 120-277 volt and warranted For 6 years. Warranty Seven-year limited warranty. See product and finish warranty guide For details. Finish Refer to website for details. 4555LED-42" Performance 7" Bolt Circle PCD & CL2 Optional Photocell & Double Chain Loops o ' BBiou �YV a ii iol GFI LPIUC Optional Duplex GFCI 800-621-3376 Sternberg Lighting 555 Lawrence Ave., Roselle, IL 60172 info@sternberglighting.com ESTABLISHED 1923 / EMPLOYEE OWNED www.sternberglighting.com 9119 STERNRERG LIGHTING, ALL RIGHTS RESERVED, PRINTED IN THE USA, SPECIFICATIONS CITY OF SOUTH BEND - QUOTE NAME 119-005B Lighted Decorative Bollard Replacements FOR QUOTES DUE December 101h 2019 by 9:30 AM Local Time Pursuant to notices given, the undersigned offers Quote(s) to the City of South Bend in accordance with the following attachment(s) which specify the class or item number or description, quantity, unit, unit price. F.O.B destination is the City of South Bend VPA Facilities and Grounds Headquarters. Delivery Address 1020 High Street South Bend, IN 46601 1.. DESCRIPTION A. This project includes the furnishing of all materials needed to install lighted decorative bollard replacements at existing locations within the City of South Bend, IN. The City of South Bend intends to install the lighted decorative bollard replacements with their own forces. II. PREVAILING SPECIFCIATIONS AND DESIGN & CONSTRUCTION STANDARDS A. The City of South Bend's PREVAILING SPECIFICATIONS, most recent version, and DESIGN & CONSTRUCTION STANDARDS, most recent version, are to be used on this project. B. Each Quote provider is specifically instructed to become completely familiar with the most recent version of the PREVAILING SPECIFICATIONS and the DESIGN & CONSTRUCTION STANDARDS prior to submitting a quote. C. Wherever the PREVAILING SPECIFICATIONS refer to "State Specifications," it shall mean the 2018 INDOT Standard Specifications for the letting effective after September 1, 2017. D. These SPECIAL PROVISIONS will list only "Additions" or "Deletions" to the PREVAILING SPECIFICATIONS and are to be used only in conjunction with the PREVAILING SPECIFICATIONS. E. In the event of conflict between the SPECIAL PROVISIONS and the PREVAILING SPECIFICATIONS, the SPECIAL PROVISIONS will govern. Ill. TERM "OR EQUAL" A. Prevailing Specifications: None B. Additions 1. Where the term "or equal" is used in these specifications, the Quote provider deviating from specified item shall file with his/her Quote a letter fully explaining and justifying his/her proposed article or equal. The City of South Bend shall be the sole judge in determining if the "or equal" offered meets the specification. IV.. TAX EXEMPT A. Prevailing Specifications: None B. Additions 1. Materials and properties purchased under contract with the Owner that becomes a permanent part of the structure or facilities constructed are not subject to the Indiana Gross Retail Tax (Sales Tax). The exemption number will be furnished to the Contractor upon award. V. INDEMNIFICATION A. Prevailing Specifications: None B. Additions 1. Contractor agrees to indemnify, defend and hold harmless the City of South Bend, its agents, officers and employees, from all costs, losses, claims and suits, including court costs, attorney fees, and other expenses, arising from or out of the negligent performance of this Contract by Contractor, or because of arising out of any defect in the goods, materials or equipment supplied by the Quote provider. Version 8 — 02/25/14 VI. CONTROL OF WORK A. Prevailing Specifications: 2018, INDOT Standard Specifications Section 105 B. Additions: 1. The complete responsibility for this project lies with the Director of Public Works of the City of South Bend, Indiana acting through his authorized representatives. VII. DELIVERY A. Prevailing specifications/INDOT Standard Specification Section: None B. Additions: 1. Within thirty (30) days after receipt of formal purchase order. 2. Shipping costs included in total package price. 3. F.O.B. Destination Vill. TERMS OF PAYMENT A. Prevailing Specifications: None B. Additions 1. One payment after product is received and accepted IX. COMPLETION A. The City reserves the right to cancel the order if the complete materials are not delivered by thirty (30) days from time of receipt of formal purchase order. X. WARRANTY A. Prevailing Specifications: None B. Additions 1. All Parts shall include the following: a. Performance specifications b. Bill of Materials c. Warranties on all parts d. Installation and safety requirements XI.. Lighted Decorative Bollard Replacements Specifications A. Prevailing Specifications: None B. Additions 1. The Contractor shall provide cut sheets of Lighted Decorative Bollard Replacements AT THE TIME OF QUOTE, Quotes received without supplemental cut sheets will be rejected. 2. Lighted Decorative Bollard Replacements are intended to replace existing lighted decorative bollards at various locations within the City of South Bend. The Lighted Decorative Bollard Replacements shall be Sternberg Lighting Parkside Lighted Bollard, 4555LED/3S45TLCA/ML/FHD/BK, black powder coated finish, or approved equal. 4. The pay item Lighted Decorative Bollard Replacements shall include all materials as specified for up to fifteen (15) units to be paid for at the unit price established herein, and shall include the cost of all necessary hardware needed to mount the fixture to the existing foundations in accordance with manufacturer recommendations, and all delivery costs. Version 8 — 02/25/14 y� " U7,11 CITY OF SOUTH BEND INSTRUCTIONS TO BIDDERS ryas BID FORMS AND EXECUTION A. Bidders are expected to examine the Drawings, Specifications, Proposal and all Instructions. Failure to do so will be at the Bidder's risk. B. Each Bidder shall furnish all information required by the Notice, Instructions to Bidders and Specifications. Bids must be made on the form provided. The Bidder shall sign the Proposal and Non -Collusion Affidavit, which is a part of the provided form, where indicated, provide a notary signature and provide all other information required. C. The Bidder shall sign the Proposal in the following manner: If the Proposal is made by an individual, his/her name and post office address must be shown. If made by a partnership or joint venture, the name and post office address of each member of the partnership or joint venture must be shown. If made by a corporation, the Proposal must be signed by an officer of the corporation or by a representative duly authorized by the corporation to execute the Proposal in its behalf. 2. SEALED BIDS ONLY A. Bids, Proposals, Guaranty, and other required documents must be submitted in a sealed envelope marked on the outside with the general classification of material Bids, i.e. "Bid for Computer Equipment," "Bid for Front End Loader," or "Bid for Office Supplies." B. When samples are required, such samples shall be delivered or shipped at the Bidder's expense to the address specified in the Invitation to Bid. Samples must be shipped separately from Bid documents and labeled clearly with the Bidder's name, address and the commodity or equipment classifications and documents, the item (and item number, if any), and Material Safety Data Sheets (if applicable). All samples must be representative of the commodities or equipment which will be supplied by the successful Bidder. All samples will become the property of the City of South Bend and none will be returned, unless otherwise stated in the Specifications. C. In the event of an inconsistency between provisions of the contract documents, the inconsistency shall be resolved by giving precedence in the following order: 3. ORDER OF PRECEDENCE A. Bid Form attached Proposal B. Amendments to Specifications C. Specifications D. Special Provision E. Instructions to Bidders F. Notice to Bidders 4. DELIVERY OF BIDS A. Bids must be delivered to the Office of the Board of Public Works, 131h Floor, County -City Building, Room 1316, 227 West Jefferson Boulevard, South Bend, Indiana 46601 (574) 235- 9251, by the time specified (local time) in the Notice to Bidders. If not delivered personally, the sealed envelope containing the Bid must be mailed to the following address: City of South Bend Clerk of the Board of Public Works 1316 County -City Building 227 West Jefferson Boulevard South Bend, Indiana 46601 B. The Post Office Department will be considered agent of the Bidder in delivering the Bid. The City will not be responsible for deliveries. Any Bids received after the time specified will be returned unopened. C. Bids will be opened and read publicly at the time and place designated in the Notice to Bidders. Bidders, their authorized agents, and the public are invited to be present. Version 8 — 02/25/14 D. The Board may reject any Bid that does not conform to these requirements as non- responsive. ADDENDA —.NO VERBAL INTERPRETATIONS A. No inquiries by Bidders relative to interpretation of Plans, Specifications, Special Provisions, or other Quoting Documents will be answered verbally. If any prospective Bidder is unable or unwilling to comply with one or more requirements of the Quoting document, such Bidder should so inform the Board of Public Works in writing. Upon receipt of such information, consideration will be given to the advisability of issuing an Addendum which would thereupon become applicable to all Bidders. Any such inquiry must be submitted at least seven (7) days prior to the Bid opening date in order to give the Board sufficient time to consider any necessary Addendum. All answers to such inquiries, in the form of Addenda, will be furnished to all prospective Bidders who have registered with the City. All Bidders are required to acknowledge receipt of any Addenda by inserting the Addendum number and the issuing date on executed Proposals. REJECTION OF PROPOSALS CONTAINING ALTERATION ERASURES INCOMPLETE BIDS AND ETC. A. Proposals shall be rejected if they show any alteration of form, additions not called for, conditional or alternate Bids (except when and insofar as are invited), incomplete Bids, erasures or irregularities of any kinds. B. All blank spaces for Bid prices must be filled in, in ink, with the unit price and total price for each item (This does not apply to divisible Bids). In case of incorrect totaling of amounts and where the unit price and the extension thereof do not agree, the unit price for each item shall govern, and the City is authorized to correct all erroneous extension and totals for the purpose of comparing Bids. TRADE DISCOUNTS A. Trade discounts shall not be shown separately, but shall be incorporated in the Bidder's unit price, unless otherwise specified. VEHICLE BIDS A. Bidders may Bid on one (1) or more vehicles, provided however, that the Bid submitted for each vehicle is delivered in a separate, sealed envelope, by vehicle, with the envelope clearly labeled on Bidders may Bid on one (1) or more vehicles, provided however, that the Bid submitted for each vehicle is delivered in a separate, sealed envelope, by vehicle, with the envelope clearly labeled on the outside as to the specific vehicle for which the Bid is being submitted. Bidders may submit separate Bid bonds for each vehicle being Bid upon OR may submit one (1) Bid bond equal to 10% of the combined total of all vehicle Bids submitted. 9. The Board may reject any Bid that does not conform to these requirements as non- responsive. 10. TAX EXEMPTIONS A. The City of South Bend is exempt from the payment of federal excise and transportation taxes levied under the provision of the Internal Revenue Code. It is also exempt from the Indiana State Gross Retail Tax (sales tax). The City will furnish the successful Bidder with any certificate of exemption required. 11, WITHDRAWAL OF BIDS A. Withdrawal of Bids will be allowed only in those cases in which a written request to withdraw a Bid is received by the Board of Public Works prior to the date and hour for receiving and opening Bids. In such cases, the same will be returned to Bidder unopened. 12. ESCALATOR OR CONTINGENT CLAUSES A. The use of escalator clauses or other contingent clauses by the Bidder is prohibited, unless requested or permitted by the Invitation to Bid. No Proposal shall contain nor be accompanied by any writing purporting to limit or qualify the City's right to accept such Proposal or purporting to alter such Proposal or any Contract which may be executed pursuant thereto. Version 8 — 02/25/14 13. PRICES MUST BE DELIVERED PRICES A. The Bid price shall be a delivered price. All materials shall be shipped F.O.B. destination as specified in the Invitation to Bid. No fuel surcharges accepted. 14. AWARD —WAIVER OF TECHNICALITIES A. The Award of Bid, if any award be made, will be made within sixty (60) calendar days after the opening of Proposals to the lowest responsible and responsive Bidder who's Proposal complies with all the requirements prescribed, exclusive of technicalities waived. Until the final award of the Bid, however, the right is reserved by the City to reject any and all Proposals and to waive technical errors. 15, SPLITTING OF AWARDS/DIVISIBLE BIDS A. Bids will be awarded on the basis of the total dollar amount for all items in the Proposal unless the Bid is described by the City as a Divisible Bid. The City may award a Divisible Bid to the lowest responsible and responsive Bidder for each item or class of items as indicated in the Bid documents. W BIDDER QUALIFICATION A. The City may require any Bidder to submit evidence of qualifications, and may consider any evidence of the financial, technical, and other qualifications and abilities of the Bidder. The City will not award a Contract to a Bidder who, in its opinion, is not fully qualified on the basis of financial resources and responsibility, possession of adequate equipment, personnel, experience, and past record of performance to perform the obligations to be undertaken competently and without delay. 17. PURCHASE ORDERS A. A Purchase Order will be issued to the successful Bidder after formal acceptance of the Bid is made by the City. 18., NEW MANUFACTURE A. Unless otherwise specified in the Invitation to Bid, the items offered shall all be new and the latest model of manufacture. 19, SOURCE OF SUPPLY A. If the Bidder is not a manufacturer, the source of supply must be shown and all sub- contractors must be identified. 20, PACKAGING A. All items shall be delivered strongly packed and marked according to accepted commercial practice unless otherwise directed in the Specifications. No charge shall be made for containers and the City shall have no obligation to return containers unless otherwise provided by the Specifications or Special Provisions. Any items not received in good condition will be rejected. 21, INSPECTION OF GOODS A. The City of South Bend reserves the right to inspect and have any goods tested after delivery for compliance with the specifications. Notice of latent defects, which would make the item unfit for the purposes for which they are required, may be given at any time within one year after discovery of the defects. B. All items rejected must be removed immediately by the Contractor at the expense of the Contractor. If the Contractor fails or refuses to remove the rejected items, they may be sold by the City of South Bend. C. In some cases, at the discretion of the City, inspection of the commodities or equipment will be made at the factory, plant, or other establishment where they are produced before shipment. D. The above provision shall not be construed in limitations of any rights the City may have under any laws including the Uniform Commercial Code. Version 8 — 02/25/14 22. ASSIGNMENTS A. No person to whom a Contract has been awarded may assign his interest in the Contract without the consent, in writing, of the City. 23. CANCELLATION A. The City of South Bend reserves the right to cancel any Contract for failure or refusal of performance, fraud, deceit, misrepresentation, collusion, conspiracy, or any other misconduct on the part of the Contractor. 24. DEDUCTION OF DAMAGES A. If the City cancels the contract for any cause, it shall deduct from whatever is owed the Contractor on the Contract or any other Contract, any amount sufficient to compensate the City for any damages suffered by it because of the Contractor's wrongdoing. 25. METHOD OF INVOICING FOR PAYMENT A. Contractor shall bill the City of South Bend 1. On regular invoice form giving a complete and detailed description of the goods delivered, including purchase order number. 2. If the Contractor allows a discount, the period of time in which the City must make payment to qualify for the discounts shall be computed from the date the City received the invoice (completely filled out), or the date the goods are delivered and accepted, whichever may be later, and shall not be less than twenty (20) days. 3. If more than one shipment is made under the Contract and on the same purchase order, the City will make partial payments on a basis that is agreeable to both parties. 26. OWNERSHIP OF GOODS A. The goods which are the subject of the Contract shall remain property of the Contractor until delivered to and accepted by the City of South Bend. 27. ESTIMATED QUANTITIES A. If the quantity set forth in the Notice to Bidders and Proposal is approximate and represents the estimated requirements of the City for a specified period of time, the unit price and the extended total price thereof shall be used only as a basis for the evaluation of Bids. The actual quantities necessary may be more or less than the estimate, but the City shall neither be obligated nor limited to any specific amount. The City will, if at all possible, restrict increases to twenty percent (20%) of the estimated quantity and will, if at all possible, restrict decreases to twenty percent (20%) of the estimated quantity. 28. TERM "OR EQUAL" A. Where the term "OR EQUAL" is used in these Specifications, the Bidder deviating from specified item shall file with his/her Bid a letter fully explaining and justifying his/her proposed article or equal. The City of South Bend shall be the sole judge in determining if the "OR EQUAL" offered meets the Specifications. 29. INDEMNIFICATION CLAUSE. A. The Contractor agrees to indemnify, defend, and hold harmless the City of South Bend, its agents, officers, and employees from all costs, losses, claims and suits, including court costs, attorney fees, and other expenses, arising from or out of the negligent performance of this Contract by the Bidder or because or arising out of any defect in the goods, materials or equipment supplied by the Bidder. NOTE: Incoming mail does not reach the Board of Public Works until after 9:30 a.m. If you are sending your Bid via Federal Express or another overnight source, please confirm that your package will arrive before the Bid opening time and date. Version 8 — 02/25/14 BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date 12/11/19 . .......... Name Alicia Czarnecki Department ,pine BPW Date 12/19/19 Phone Extension 5903 Re uircq Prior to Submittal to Board BPW Attorney ❑ Attorney Name Dept. Attorney ❑ Attorney Name Purchasing Check the Appropriate Item Type - Ret a El Professional Services Agreement Contract ❑ Open Market Contract ❑ Amendment/Addendum Bid Opening ❑ Bid Award ❑ Quote Opening ® Quote Award Proposal Opening C/O & PCA No. Chg. Order, No. Traffic Control El Other: Rear li;red Information All Submissions LJ Proposal ❑ Special Purchase, QPA EJ Req. to Advertise ❑ Reject Bids/Quotes PCA Resolution ❑ Ease./Encroach ❑ Title Sheet Company or Vendor Name All Phase Electric S,91 aI New Vendor Yes If Yes, Approved by Purchasing ❑ No MBE/WBE Contractor Completed E-Verify Form Attached F] Nos ❑ WBE Project Name Lighl Up South Bend - Lighted Decorative Bollard Replacements Project Number 119-005B Funding Source ....................................... ....__ COIT Account No. --------- __ ........... .. 404-0602-431.22-40 Amount $29,043.75 Terms of Contract .................................. Purpose/Description .._.._................................................. .._...................... � For Change Orders .! l Amount of Increase $ ❑ Decrease ($ ) Previous Amount .............. ___........... .......... ........................ .................. $ _.___ .. _......__...._ .._._____........_ Increase % Current Percent of Change: Decrease ( %) New Amount $ ........... Increase % Total Percent of Change: o ) Decrease ( /o Time Extension Amount:: New Completion Date: tl�4 INTER -OFFICE MEMORANDUM ITACK DEPARTMENT OF PUBLIC WORKS " DIVISION OF ENGINEERING TO: Linda M. Martin, Clerk Board of Public Works FROM: Alicia Czarnecki, Project Engineer klko SUBJECT: Award Project No. 119-005B Light Up South Bend — Lighted Decorative Bollard Replacements DATE: December 11, 2019 miwiwwwwwrx��wwvwuww.v wwmu�wwwwwwww�r On December 10 2019 the Board of Public Works opened and read quotes for the above project. The quotes ranked as follows: Bidder Quote Amount 1. All -Phase Electric Supply $29,043.75 recommend award of a contract for Light Up South Bend Lighted Decorative Bollard Replacements to the lowest responsive / responsible bidder, _All -Phase Electric Supply in the amount of $29,058.75. Sufficient funds have been has appropriated from COIT, 404-0602-431.22,40 . Please call with your questions. Page 1 of 1 BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date 12/02/19 Name Alicia Czarnecki Department En ►i.neerir�� BPW Date 12/10/19 Phone Extension 5903 mmomimimimmmnnmim RNulr° d Prior to Submittal to Board BPW Attorney ❑ Attorney Name Dept. Attorney Purchasing Check the At H Professional Services Agreement ❑ Open Market Contract Bid Opening Quote Opening Proposal Opening [� Chg. Order, No. ❑I Other: Attorney Name ate Item Type Contract F-1 Amendment/Addendum Bid Award E] Quote Award C/O & PCA No. ❑ Traffic Control eeeed Information All Submissions Proposal ❑j Special Purchase, QPA R Req. to Advertise F Reject Bids/Quotes ❑ PCA ❑ Resolution Ease./Encroach ❑ Title Sheet Company or Vendor Name TBD Yes❑ If Yes, Approved by Purchasing New Vendor No ❑ MBE/WBE Contractor WBE Completed E-Verify Form Attached No Project Name Light Up South Bend—,Lihted Decorative Bollard Replacements Project Number 119-005B Funding Source ........ ......�w.......w ��..�....-........��.�.....�.............�. COIT Account No. ....................................... 404-0602-431.22-40...... _m_ _�...._ Amount ................._...................................._.. ................. TB D Terms of Contract __.. Purpose/Description ........................................ .____.. .......................... Amount of Increase $........ ..... .._.. �....w. Decrease ($ ) Previous Amount $ ..Increase ������__���__���.�_�...._��... �..�.�........................................................_�........_...... . Current Percent of Change: g Decrease %) ..._ ____.. ._....................w New Amount $ Increase %.���_�..� �..��� .......�w Total Percent of Change: ._ _. _...... ....................... Decrease ( %) Time Extension Amount: New Completion Date: BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date 12/3/2019 Department Public Name Becca Plantz Works BPW Date 12/10/19 Phone Extension 5998 R quirod Prior to Submittal to Board ........... _M.... BPW Attorney ® Attorney Name Clara McDaniels Dept. Attorney ❑ Attorney Name Purchasing ❑ Check the Ap�;]at Item f Professional Services Agreement ❑ Contract Open Market Contract ❑ Amendment/Addendum Bid Opening F Bid Award Quote Opening F] Quote Award Proposal Opening F C/O & PCA No. E] Chg. Order, No. E] Traffic Control 0 Other: Company or Vendor Name New Vendor MBE/WBE Contractor Project Name Project Number Funding Source Account No. Amount Terms of Contract Purpose/Description Information All Submissions Proposal [ Special Purchase, QPA ❑ Req. to Advertise [] Reject Bids/Quotes PCA E] Resolution Ease./Encroach ❑ Title Sheet U YesU If Yes, Approved by Purchasing F'No E] MBE Completed E-Verify Form Attached Yes F] WBE No _West Side uiet Zone - Commercial Drive Relocation -0..1...1............_._W................................. 120011.. - LRSA Ma j,or Projects 251-0608-431.42-96 Lump Sum Partial demolition of an overhang structure and removal and replacement of fencing. For Cali Orders Onl Amount of �I Increase $ ..... Decrease ($ ) Previous Amount $ Current Percent of Change: New Amount Total Percent of Change: Time Extension Amount: New Completion Date: Increase % Decrease Increase % Decrease ( %