HomeMy WebLinkAboutOpening of Bids - Police Department Headquarters Roof Rehabilitation & Replacement Proj No. 119-080 - No BidsBOARD OF PUBLIC WORKS
AGENDA ITEM REVIEW REQUEST FORM
Date 8/4/2021
Name Leslie Biek, PE Department PW
BPW Date 8/10/2021 Phone Extension 9323
Review and Approval Required Prior to Submittal to Board Diversity Compliance
and Inclusion Officer Officer Name BPW Attorney Attorney Name
Dept. Attorney Attorney Name
Purchasing
Check the Appropriate Item Type – Required for All Submissions
Professional Services Agreement Contract Proposal
Open Market Contract Amendment/Addendum Special Purchase, QPA
Bid Opening Bid Award Req. to Advertise Title Sheet
Quote Opening Quote Award Reject Bids/Quotes
Proposal Opening C/O & PCA No. PCA
Chg. Order, No. Traffic Control Resolution
Other: Ease./Encroach
Required Information
Company or Vendor Name
New Vendor Yes If Yes, Approved by Purchasing
No
MBE/WBE Contractor MBE
WBE Completed E-Verify Form Attached Yes
No
Project Name Police Dept HQ Roof Rehabilitation
Project Number 119-080
Funding Source
Account No. PR-10330
Amount
Terms of Contract
Purpose/Description
For Change Orders Only
Amount of
Increase
Decrease
$
($ )
Previous Amount $
Current Percent of Change:
Increase
Decrease
%
( %)
New Amount $
Total Percent of Change:
Increase
Decrease
%
( %)
Time Extension Amount:
New Completion Date:
Version 4/2/2015
CITY OF SOUTH BEND, JAMES MUELLER, MAYOR
BOARD OF PUBLIC WORKS
1316 COUNTY-CITY BUILDING
227 W. JEFFERSON BOULEVARD
SOUTH BEND, INDIANA 46601-1830
PHONE 574/ 235-9251
FAX 574/ 235-9171
TDD 574/ 235-5567
Date: August 5, 2021
To: All Plan holders
From Anne Fuchs, Clerk, Board of Public Works
Subject Addendum Number: 1
Project Name: Police Department Headquarters Roof Rehabilitation and Replacement
Project Number: 119-080
ACKNOWLEDGEMENT OF RECEIPT OF ADDENDUM
Date Received:
This addendum is being forwarded to you for the above referenced project.
Please sign below and acknowledge receipt of this Addendum
by faxing this sheet to the Board of Public Works at (574) 235-9171
within 48 hours of receipt. A copy MUST also be included with your
bid package upon submittal.
THIS ADDENDUM MAY AFFECT YOUR BID.
Notes: \
The attached documents are hereby added to the Specifications and Contract
Documents and become a part of herein.
Company:
Authorized Signature:
Date:
Police Dept HQ Roof Rehab and Replacement
(119-080)
ADDENDUM NO. 1
Date: August 5, 2021
To: All Plan Holders
From: Anne Fuchs, Clerk of the Board of Public Works
1, The Time of Completion noted in Special Provisions paragraph XIII and
announced at the Pre-Bid Conference is revised to August 10, 2022.
2.The following BID/PROPOSAL page is to be added/changed to the
contract documents:
The attached BID/PROPOSAL page replaces the original page.
3.The following is to be added to the Contract Documents
The Pre-Bid Conference Agenda and meeting notes from July 20, 2021 are attached
A FULL AND COMPLETE COPY OF EACH CORRECTED PAGE IS
ATTACHED TO THIS ADDENDUM.
You must acknowledge receipt of this addendum by signing the first page,
returning it via facsimile to (574) 235-9171, and a copy of the first page must be
included with your bid.
–This addendum consists of a total of 7 pages –
Version 4/2/2019
Version 01/13/2021 Contractor’s Bid for Public Works - 7
BID/PROPOSAL CITY
OF SOUTH BEND
Project Name: Police Department Headquarters Roof Rehabilitation and Replacement
Project Number: Project No. 119-080
For Bids Due: August 10, 2021, 9:00 a.m. local time
Contractor Name:
BASE BID
Item
No. Description Quantity Unit Unit Price Total Amount
1 Materials cost delivered to and
unloaded at project site including
prorated portion of Bidders overhead
and profit
2 Labor, and all other costs other than
materials, including prorated portion of
Bidders overhead and profit
BASE BID TOTAL
Bidder (Firm):
Address:
City/State/Zip: Telephone Number: ( )
By
(Signature)
(Printed Name of Person Signing)
PRE-BID CONFERENCE AGENDA
Project: 119-080
Police Department Headquarters Roof Rehabilitation and Replacement
July 20, 2021
10:00AM (Local Time)
I.Welcome and Introductions
Leslie Biek, Assistant City Engineer – City of South Bend
Ron Adams- Designer, Architect – WDi Architecture, Inc.
Larry King- Contract Compliance Administrator (MWBE resource)- City of South Bend
Direct all questions, in writing, during bidding:
Leslie Biek, lbiek@southbendin.gov
Questions due by 4:00 p.m., Local Time on Wednesday August 4, 2021
Bids are due electronically by 9:00 a.m., Local Time on August10, 2021
1.Project Overview
W ork includes rehabilitation and partial replacement of the roof at the South Bend Police
Headquarters at 701 W Sample St in South Bend, Indiana.
II.Critical Schedule
The project will have a final completion date of February 7, 2022.
The contract time will start when the Notice to Proceed is delivered and signed.
Liquidated Damages - $500 / calendar day – Special Provisions Section XVI.B.2
III.Bidding Overview
A.Plans and Specifications
The Contract Documents are on file and available for public inspection or purchase
commencing on the first advertise date during regular working hours at American
Reprographics Company (“ARC”, located at 1303 Northside Blvd., South Bend, Indiana,
46615), www.e-arc.com/location/south.bend/ (574) 287-2944, toll free at (800) 783-7231.
There will be a non-refundable charge for reproduction as set by ARC for every set of
documents for all bidders. Additionally, the Contract Documents will be available that
same day for inspection at MACIAF, 212 W. Colfax Ave. South Bend, IN 46601.
B.Bid Requirements
The City of South Bend, Indiana, Board of Public Works will receive sealed electronic
bids at southbendin.gov/bids until 9:00 a.m., Local Time, on August 10, 2021.
The Title of the Bid and Project Number (where applicable) as described above must be
included in the subject line of the email to which you have attached your bid. The name of
the company/vendor, address, contact email address and phone number must be
included in the body of the email. Detailed instructions and information, including the
link to the Reserved Mailbox for electronic bid submittals, is available at
southbendin.gov/bids.
A checklist for bidders is included in the Contractor’s Bid for Public Works, sheet 1. The
Responsible Bidder checklist is in General Conditions, sheet 9, and will need to be
completed in its entirety for the contractor to be eligible for award. All documents related
to the Responsible Bidder checklist may be submitted electronically. Note that ll. Pre-
Qualification Checklist (for bidders that are not qualified) (b) is titled “Attachments.” Each
check of that list should have an accompanying document for review.
Acknowledgement of receipt of any Addendum to be included in bid submission. Simply
attach signature page of addendum and not the addendum in its entirety.
Electronic bids must be on the City of South Bend Contractor’s Bid for Public Work Form,
accompanied by an electronic copy of a Bid Bond or Certified Check in the amount of not
less than five percent (5%) of the base bid plus any alternates. The awarded bidder will
be required to send the original check or bid bond via USPS.
MWBE Goal Requirements:
MBE: 0.6%
WBE: 2.1%
MWBE forms that MUST be submitted with the bid proposal:
-FORM MWBE 1.0 MWBE Utilization Plan
-FORM MWBE-2.0 Evidence of Good Faith Efforts
-FORM MWBE-2.1 MWBE Contacted
If bidder does not meet MBE and WBE goals and are not able to show a good
faith effort has been made to do so, the project will not be able to be awarded to
lowest bidder and will move on to the next lowest bidder.
C.Award of Bid
Upon award, the successful Bid provider shall supply the following bonds:
•Payment Bond within seven (7) days of the Notification of Award for an amount
equal to one hundred percent (100%) of the contract amount.
•Performance Bond within seven (7) days of the Notification of Award for an
amount equal to one hundred twenty-five percent (125%) of the contract amount.
•Maintenance Bond within ten (10) days of acceptance of the project by the City of
South Bend, for an amount equal to ten percent (10%) of the final contract price,
guaranteeing for a period of three (3) years after the date of acceptance of the
project by the City of South Bend.
MWBE Good Faith Effort Forms must be completed, signed, and handed in with the bid
submission. These forms are shown in the bid proposal, Contractor’s Bid for Public
Works, sheets 22 through 24. There is a goal requirement of MBE: 0.6% and WBE
2.1% for this project.
Payments for work completed during this project will be made every thirty (30) calendar
days. The pay estimates will be made through the Project Inspector along with electronic
payrolls for the billed time period. Consistent with provisions of IC 36-1-12-14, the Board
of Public Works shall retain a percentage of payments throughout the duration of the
project.
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.Comments by Department of Public Works
Questions due in writing by 4:00 p.m., Local Time on Wednesday August 4, 2021.
IV.Contractor Comments/Questions
-The February completion date is not possible. It has been taking 29 weeks to get
materials which is abnormal. 12 months to complete the project might not be long
enough.
-Suppliers are not honoring the bid/quote prices. The cost is subject to change up until it
ships.
-Could they bid with an allowance based on the suppliers prices? There is a lot of gray
area right now. Otherwise they would be guessing what the prices will be and will error
on the side of not losing money and may increase to bid prices overall.
Bill Bush McDonald Roofing (virtually)
ken.hoy@slatile.com