HomeMy WebLinkAbout163-08 RESOLUTIONRESOLUTION NO. 163-08
A RESOLUTION AWARDING BID #08-54 AND APPROVING A
CONTRACT WITH HILL ELECTRIC, INC. IN THE AMOUNT OF
$139,875.00 FOR THE INSTALLATION OF STREET LIGHTING ALONG
COLLEGE AVENUE FROM ROCK STREET TO MAPLE STREET; AND
APPROVING A 10% PROJECT CONTINGENCY IN THE AMOUNT OF
$13,988.00.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas hereby awards Bid
#08-54 and approves a contract with Hill Electric, Inc. in the amount of $139,875.00 for the
installation of street lighting along College Avenue from Rock Street to Maple Street. A copy of
the contract, marked Exhibit "A," is attached hereto and made a part hereof.
Section 2. That the City Council of the City of Fayetteville, Arkansas hereby approves a
10% contingency in the amount of $13,988.00.• 'R�RWT
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PASSED and APPROVED this 2nd day of September, 2008.
APPROVED:
By:
DAN COODY, Mayor /
ATTEST:
By: O,l w
SONDRA E. SMITH, City Clerk/Treasurer
City of Fayetteville
Bid 08-54, College Avenue Lighting Construction
Contract
This contract executed this aAd day of oitp$eni 2 K' , 2008, between the City of Fayetteville, Arkansas, and
Hill Electric, Inc. In consideration of the mutual covenants contained herein, the parties agree as follows:
Hill Electric, Inc. at its own cost and expense shall furnish all labor, materials, supplies, machinery,
equipment, tools, supervision, bonds, insurance, tax permits, and all other accessories and services
necessary to complete items bid per bid 08-54 as stated in Hill Electric, Inc. bid proposal, and in
accordance with specifications attached hereto and made a part hereof under Bid #08-54, all included
herein as if spelled out word for word.
2. The City of Fayetteville shall pay Hill Electric, Inc. based on their bid proposal in an amount not to
exceed $139,875.00. Payments will be made after approval and acceptance of work and submission of
invoice. Payments will be made approximately 30 days after receipt of invoice.
3. The Contract documents which comprise the contract between the City of Fayetteville and Hill Electric,
Inc. consist of this Contract and the following documents attached hereto, and made a part hereof:
A. Bid form identified as Invitation to Bid 08-54 with the specifications & conditions typed thereon.
B. Hill Electric, Inc. bid proposal.
C. The Notice to Prospective Bidders and the Bid Tabulation.
4. These Contract documents constitute the entire agreement between the City of Fayetteville and Hill
Electric, Inc. and may be modified only by a duly executed written instrument signed by the City of
Fayetteville and Hill Electric, Inc.
5. Hill Electric, Inc. shall not assign its duties under the terms of this agreement.
6. Hill Electric, Inc. agrees to hold the City of Fayetteville harmless and indemnify the City of Fayetteville,
against any and all claims for property damage, personal injury or death, arising from Hill Electric, Inc.
performance of this contract. This clause shall not in any form or manner be construed to waive that
tort immunity set forth under Arkansas Law.
7. Hill Electric, Inc. shall furnish a certificate of insurance addressed to the City of Fayetteville, showing
that he carries the following insurance which shall be maintained throughout the term of the Contract.
Any work sublet, the contractor shall require the subcontractor similarly to provide worker's
compensation insurance. In case any employee engaged in work on the project under this contract is
not protected under Worker's Compensation Insurance Hill Electric, Inc. shall provide and shall cause
each Subcontractor to provide adequate employer's liability insurance for the protection of such of his
employees as are not otherwise protected.
Workmen's Compensation Statutory Amount
Comprehensive General &
Automobile Insurance
Bodily Injury Liability
$500,000 for each person injured.
$1,000;000 for each accident.
Property Damage Liability $1,000,000 aggregate.
City of Fayetteville
Contract: Bid 08-54, College Avenue Lighting Construction
Page 1 of 2
The premiums for all insurance and the bond required herein shall be paid by Hill Electric, Inc.
8. Hill Electric, Inc. to furnish proof of licensure as required by all local and state agencies.
9. This contract may be terminated by the City of Fayetteville or Hill Electric, Inc. with 10 days written
notice.
10. Freedom of Information Act: City of Fayetteville contracts and documents prepared while performing
city contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of
Information Act request is presented to the City of Fayetteville, the contractor will do everything
possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas
Freedom of Information Act (A.C.A. 25-19-101 et. Seq.).. Only legally authorized photo coping costs
pursuant to the FOIA may be assessed for this compliance.
11. Changes in Scope or Price: Changes, modifications, or amendments in scope, price or
fees to this contract shall not be allowed without a prior formal contract amendment approved by
the Mayor and the City CouncilfGin advance of the change in scope, cost or fees.
WITNESS OUR HANDS THIS l4- DAY OF 2008.
CITY OF FAYETTEVILLE,
VETTE LLE, ,RKANSAS
DAN GOODY, Mayor
Attes
Sondra mith, City Clerk
rCfrrr .ie1C
CONTRATORY �lrryd-od
NAME AND TITLE
ATT ST: COMPANY SECRETARY
41u,1 Si tdevt.CJ
107,0 iti,,V1X01
BUSINESS ADDRESS
City of Fayetteville
Contract: Bid 08-54, College Avenue Lighting Construction
Page 2 of 2
Matt Mihalevich
Submitted By
City of Fayetteville Staff Review Form
City Council Agenda Items
and
Contracts, Leases or Agreements
9/2/2008
City Council Meeting Date
Agenda Items Only
Engineering
Division
Action Required:
Operations
Department
Approval of a resolution awarding Bid # 08-54 and approving a contract with Hill Electric, Inc. in the amount of
$139,875.00 for the complete installation of street lighting for College Avenue from Rock Street to Maple Street; and
approving a 10% project contingency in the amount of $13,988.00.
153,863.00
Cost of this request
4520-9520-5809.00
Account Number
06035.1920
Project Number
Budgeted Item
X
$
23,992,298.00
Category / Project Budget
Transportation Bond Street Improvements
Program Category / Project Name
4,428,931.49 Transportation Improvements
Funds Used to Date Program / Project Category Name
19,563,366.51 Sales Tax 2006A Construction Fund
Remaining Balance Fund Name
Budget Adjustment Attached
OS
Department Director Date
City Attorney
i_f_re-
4 Original Contract Number:
Da
Previous Ordinance or Resolution #
Original Contract Date:
Finance and Internal Service Director
Mayor
Date
Date
Comments:
Revised April 16, 2007
City Council Meeting of September 2, 2008
CITY COUNCIL AGENDA MEMO
To: Mayor and City Council
Thru: Ron Petrie, City Engineer `?
Gary Dumas, Director of Operations
From: Matt Mihalevich, Trails Coordinator
Date: August 15th, 2008
Subject: College Avenue Lighting Installation — Bid 08-54
RECOMMENDATION:
Approval of a resolution awarding Bid # 08-54 and approving a contract with Hill
Electric, Inc. in the amount of $139,875 for the complete installation of street lighting for
College Avenue from Rock Street to Maple Street; and approving 10% project
contingency in the amount of $13,988.
BACKGROUND:
As College Avenue improvements continue to progress, the installation of street lighting
is now necessary to complete the project. 70 new street lights are planned for the 0.6
mile section of College Avenue from Rock Street to Maple Street.
Bid #08-54 includes the complete installation of the street lights and the associated
electrical wiring. The transportation crews are installing the electrical conduit under the
new sidewalks along with the concrete pole base footing and anchor bolts for the street
lights. The contractor of Bid #08-54 will complete the installation of the street lights by
pulling the wire, building of two electrical service panels, erecting the poles, and making
sure everything is working properly.
DISCUSSION:
The Style of the street light fixtures and poles will match the recently installed street
lighting leading up to and around the outside of the square. See the attached light style
information sheet.
BUDGET IMPACT:
This payment will be funded by the 2006 Transportation Bond Street Improvement
proceeds.
1
RESOLUTION NO.
A RESOLUTION AWARDING BID #08-54 AND APPROVING A
CONTRACT WITH HILL ELECTRIC, INC. IN THE AMOUNT OF
$139,875.00 FOR THE INSTALLATION OF STREET LIGHTING
ALONG COLLEGE AVENUE FROM ROCK STREET TO MAPLE
STREET; AND APPROVING A 10% PROJECT CONTINGENCY IN
THE AMOUNT OF $13,988.00.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas
hereby awards Bid #08-54 and approves a contract with Hill Electric, Inc. in the
amount of $139,875.00 for the installation of street lighting along College Avenue
from Rock Street to Maple Street. A copy of the contract, marked Exhibit "A," is
attached hereto and made a part hereof.
Section 2. That the City Council of the City of Fayetteville, Arkansas
hereby approves a 10% contingency in the amount of $13,988.00.
PASSED and APPROVED this 2nd day of September, 2008.
APPROVED: ATTEST:
By: By:
DAN COODY, Mayor SONDRA E. SMITH, City Qerk/Treasurer
„Q Aok
P -;1;/3r'
City of Fayetteville
Bid 08-54, College Avenue Lighting Construction
Contract
This contract executed this day of 2008, between the City of Fayetteville, Arkansas, and
Hill Electric, Inc. In consideration of. the mutual covenants contained herein, the parties agree as follows:
1. Hill Electric, Inc. at its own cost and expense shall furnish all labor, materials, supplies, machinery,
equipment, tools, supervision, bonds, insurance, tax permits, and all other accessories and services
necessary to complete items bid per bid 08-54 as stated in Hill Electric Inc. bid proposal, and in
accordance with specifications attached hereto and made a part hereof under Bid #08-54, all included
herein as if spelled out word for word.
2. The City of Fayetteville shall pay Hill Electric, Inc. based on their bid proposal in an amount not to
exceed $139,875.00. Payments will be made after approval and acceptance of work and submission of
invoice. Payments will be made approximately 30 days after receipt of invoice.
3. The Contract documents which comprise the contract between the City of Fayetteville and Hill Electric
Inc. consist of this Contract and the following documents attached hereto, and made a part hereof:
A. Bid form identified as Invitation to Bid 08-54 with the specifications & conditions typed thereon.
B. Hill Electric, Inc. bid proposal.
C. The Notice to Prospective Bidders and the Bid Tabulation.
4. These Contract documents constitute the entire agreement between the City of Fayetteville and Hill
Electric, Inc. and may be modified only by a duly executed written instrument signed by the City of
Fayetteville and Hill Electric, Inc.
5. Hill Electric. Inc. shall not assign its duties under the terms of this agreement.
6. Hill Electric, Inc. agrees to hold the City of Fayetteville harmless and indemnify the City of Fayetteville,
against any and all claims for property damage, personal injury or death, arising from Hill Electric, Inc.
performance of this contract. This clause shall not in any form or manner be construed to waive that
tort immunity set forth under Arkansas Law.
7. Hill Electric, Inc. shall furnish a certificate of insurance addressed to the City of Fayetteville, showing
that he carries the following insurance which shall be maintained throughout the term of the Contract.
Any work sublet, the contractor shall require the subcontractor similarly to provide worker's
compensation insurance. In case any employee engaged in work on the project under this contract is
not protected under Worker's Compensation Insurance, Hill Electric, Inc. shall provide and shall cause
each Subcontractor to provide adequate employer's liability insurance for the protection of such of his
employees as are not otherwise protected.
Workmen's Compensation Statutory Amount
Comprehensive General &
Automobile Insurance
Bodily Injury Liability
$500,000 for each person injured.
$1,000,000 for each accident.
Property Damage Liability $1,000,000 aggregate.
City of Fayetteville
Contract: Bid 08-54, College Avenue Lighting Construction
Page 1 of 2
The premiums for all insurance and the bond required herein shall be paid by Hill Electric, Inc.
8. Hill Electric, Inc. to furnish proof of licensure as required by all local and state agencies.
9. This contract may be terminated by the City of Fayetteville or Hill Electric, Inc. with 10 days written
notice.
10. Freedom of Information Act: City of Fayetteville contracts and documents prepared while performing
city contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of
Information Act request is presented to the City of Fayetteville, the contractor will do everything
possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas
Freedom of Information Act (A.C.A. 25-19-101 et. Seq.). Only legally authorized photo coping costs
pursuant to the FOIA may be assessed for this compliance.
11. Changes in Scope or Price: Changes, modifications, or amendments in scope, price or
fees to this contract shall not be allowed without a prior formal contract amendment approved by
the Mayor and the City Council in advance of the change in scope, cost or fees.
WITNESS OUR HANDS THIS DAY OF , 2008.
CITY OF FAYETTEVILLE,
FAYETTEVILLE, ARKANSAS
DAN COODY, Mayor
Attest:
Sondra Smith, City Clerk
ATTEST: COMPANY SECRETARY
BUSINESS ADDRESS
City of Fayetteville
Contract: Bid 08-54, College Avenue Lighting Construction
Page 2 of 2
CONTRACTOR
BY
NAME AND TITLE
STREET LIGHTING STYLE:
City Council Meeting of September 2, 2008
Shaft Details
5" OD Fluted
.155 wall 3 -OD
Tenon
(
13'-7"
FIXTURE ORDFRING GUIDF
0733A01AC-T3/175 MH - 240V/CC/FDR
POLE ORDERING GUIDE
D1305-14 - 5° OD FLUTED - 3" TENON
CUSTOM COLOR TO MATCH FIXTURE
17 1/4"
le—t7"—+I
D1305-14
FEATURES
17' diameter fluted and tapered aluminum
base case from a permanent mold
5' OD fluted (15 flat Butes) .155 wall
Extruded shaft is circumferentially welded
to the base
3" tenon for luminaire mounting
Strong yet lightweight for ease of
installation
Galvanized anchor bolts included
Access door for anchor bolts and wiring is
secured with tamper resistant stainless steel
screws
Ground lug provided Inside base
Capable of supporting multiple light
brackets
MATERIALS
Base -Cast aluminum (A319)
Shaft- Extruded Aluminum (600545)
Tenon Cast aluminum (A319)
Author Bolts - Hot dipped galvanized steel
'CUSTOM COLOR FOR POLE AND FIXTURE TO MATCH THE NEW LIGHTS INSTALLED
AROUND THE SQUARE. SAMPLE COLOR CHIP IS ON FILE WITH DYNAMIC LIGHTING.
2
os
da
Expected Delivery Date:
1ASAP
Quotes Attached
Yes: . No: X
Divison Head Approval: q -Zi,
(Fixed Asset #
Subtotal: $139,875.00
Tax: 50.00
Total: 5139,875.00
Purchasing Manager:
Finance & Internal Services Director: Budget Manager: IT Manager:
Dispatch Manager: Utilities Manager: Other:
se
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77,%
Taxable
Yes:_ No:_X_
Extension:
416
'Project/Subproject #
06035/1920
City Of Fayetteville
Vendor #: Vendor Name:
• 16665 I Hill Electric, Inc.
Fob Point:
Zip Code: Ship to code:
104
Requester's Employee #:
2509
Account Numbers
4520.9520-5809.00
'Special Instructions:
Per Bid #08-54 and Res #
Approvals:
Mayor Department Director:
Address:
v�
>_
Extended Cost
$139,875.00
50.00
Unit Cost
139,875.00
Unit of Issue
LOT
Lot
City:
a
Street Lighting Installation for
College Avenue Improvements
Shipping/Handling
cc 2 E
.- ry n v 4n Cc r CO rn o
P.4.08) Clarice Pearman - Res. 163-08
1!
From: Clarice Pearman
To: Mihalevich, Matt
Date: 9.4.08 3:34 PM
Subject: Res. 163-08
Attachments: 163-08 Hill Electric Inc.pdf
CC: Audit
Matt:
Attached is a copy of the resolution passed by the City Council, September 2, 2008 regarding Hill Electric, Inc. I am
forwarding to Purchasing your purchase requisition. I will also forward to you two of three original signed agreements.
Please let me know if there is anything else needed for this item. Have a good day.
Thanks.
Clarice
aye
011...e
ARKANSAS
City of Fayetteville, Arkansas
Purchasing Division — Room 306
113 W. Mountain
Fayetteville, AR 72701
Phone: (479) 575-8289
INVITATION TO BID: BI 1 08-54 College Avenue Lighting Construction
DEADLINE: Friday, August 15, 2008 at 2:00 PM, Central Standard Time
PRE-BID MEETING: Thursday, July 31, 2008 at 2:00 PM, City Hall, Room 326
DELIVERY LOCATION: Room 306 -113 W. Mountain, Fayetteville, AR•72701
PURCHASING AGENT: Andrea Foren, CPPB, aforen a(�ci.fayetteville.ar.us, 479.575.8220
DATES OF ADVERTISEMENT: 7/23/08 and 7/30/08 - Issued July 30th, 2008
INVITATION TO BID
BID 08-54, College Avenue Lighting Construction
No late bids will be accepted. Bids shall be submitted in sealed envelopes labeled "Bid 08-54, College Avenue Lighting
Construction" with the name and address of the bidder.
All bids shall be submitted in accordance with the attached City of Fayetteville specifications and bid documents attached
hereto. Each bidder is required to fill in every blank and shall supply all information requested; failure to do so may be
used as basis of rejection.
The undersigned hereby offers to furnish & deliver the articles or services as specified, at the prices & terms stated
herein, and in strict accordance with the specifications and general conditions of bidding, all of which are made a part of
this offer. This offer is not subject to withdrawal unless upon mutual written agreement by the Proposer/Bidder and City
Purchasing Manager.
Name of Firm: 41ill c
2z2C
Contact Person: K44 /4 / Title:
E -Mail: ac /„,,, Ca`rv) Phone: 1-17y— 57/- 3 0`/7
Business Address: /Sbg0 cxlu.%? Cg lop f j,[ 4t
City: r:;irrru/4
Signature:
City of Fayetteville, Arkansas
Bid 08-54, College Avenue Lighting Construction
Page 1 of 49
State: � Zip: —72_7 dy
Date: -d Q-
City of Fayetteville
Bid 08-54, College Avenue Lighting Construction
Bid Index Page
SECTION:
PAGE NUMBER
Advertisement
3
Project Terms and Conditions
4
Section 16010 - General Electrical Requirements
8
Section 16110 - Raceways
14
Section 16120 - Wires and Cables
18
Section 16130 - Boxes and Enclosures
21
Section 16140 - Wiring Devices
23
Section 16190 - Supporting Devices
25
Section 16195 - Electrical Identification
28
Section 16450 - Grounding
31
Section 16471 - Circuit Breaker Lighting Panelboards 240 VAC Max
33
Section 16485 - Contactors
35
Section 16510 - Lighting Fixtures
37
Bid Form — SHALL BE SUBMITTED WITH ALL BIDS -
44
Bid Item Detail — SHALL BE SUBMITTED WITH ALL BIDS
46
Sample Contract
47
Statement of No Bid (if applicable)
49
ATTACHMENTS:
# OF PAGES
Attachment A: Lighting Unit Diagram
1 Page
Attachment B: Arkansas Department of Labor — Wage Determination
3 Pages
Attachment C: College Avenue Lighting Construction - Plans
9 Full Sheets
City of Fayetteville, Arkansas
Bid 08-54, College Avenue Lighting Construction
Page 2 of 49
City of Fayetteville
Bid 08-54, College Avenue Lighting Construction
Advertisement
The City of Fayetteville is accepting bids from properly licensed professionals to bid on a project for
the College Avenue Lighting Construction. Any questions should be addressed to Andrea Foren, City
of Fayetteville Purchasing Agent at aforen a(7ci.favetteville.ar.us or by calling (479) 575-8220.
Bids must be submitted in a sealed envelope or package labeled "Bid 08-54, North College Avenue
Lighting Construction". All bids must be received on or before 2:00 PM, Central Standard lime
(CST) on August 15th, 2008 to the City of Fayetteville, Purchasing Division - Room 306, 113 W.
Mountain, Fayetteville, Arkansas 72701.
A non -mandatory pre-bid conference will be held on Thursday, July 31, 2008 at 2:00 PM CST at
Fayetteville City Hall, Room 326, 113 W. Mountain, Fayetteville, AR 72701
Bidding documents and plans must be picked up from one of the locations listed below. No partial
sets will be issued.
Southern Reprographics
2905 Point Circle
Fayetteville, AR 72704
(479) 582-4022
Northwest Arkansas Planning Room
103-A Apple Blossom Road
Lowell, AR 72745
(479)750-7704; Fax (479)750-7709
Each bid must be accompanied by a certified check or bid bond, in an amount riot less than five (5)
percent of the amount bid.
A one hundred percent (100%) performance and payment bond is required with a contract awarded
amount of $20,000.00 or more. A State of Arkansas Contractor's License is required for any bid
exceeding $20,000.00.
Bidders shall be qualified to do business and licensed in accordance with all applicable laws of the
state and local governments where the Project is located.
Bids received from Bidders who are not recorded by Southern Reprographics or Northwest Arkansas
Plan Room as having received the Bid Documents will not be opened.
"Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified
small, minority and women business enterprises to bid on and receive contracts for goods, services,
and construction. Also, City of Fayetteville encourages all general contractors to subcontract portions
of their contract to qualified small, minority and women business enterprises."
By: Andrea Foren, CPPB, City of Fayetteville, Purchasing Agent
City of Fayetteville, Arkansas
Bid 08-54, College Avenue Lighting Construction
Page 3 of 49
City of Fayetteville
Bid 08-54, College Avenue Lighting Construction
Project Terms & Conditions
1. All bids shall be submitted in a sealed envelope, labeled "Bid 08-54, College Avenue Lighting
Construction" and must contain valid Arkansas Contractors License number related to
company submitting the bid. All bids must be submitted on forms acquired by the vendor from
the City of Fayetteville. All packaging and shipping containers must be labeled in this same
manner.
2. Bids with missing pages or missing any requested attachment could be deemed incomplete.
3. Bids received after the date and time set for receiving bids will not be considered.
4. The City reserves the right to accept or reject any or all bids, waive informalities in the bidding
and make a bid award deemed to be in the best interest of the City.
5. The bid price shall remain good and firm until project is completed. Payment to the vendor by
the City will be made within 30 days following delivery and acceptance in accordance with
these specifications and the City's Purchase Order to the vendor. Payments can also be made
from City to contractor via Visa through a Purchasing Card for faster payment processing.
6. All products and services delivered shall comply with applicable standards of quality.
7. Any exceptions to the specification requirements of the City ,of Fayetteville must be noted on
the Bid Pricing Form.
8. Prices shall include all labor, materials, overhead, profit, insurance, etc., to cover the
completion of the project being bid. This includes any federal, state, and local applicable.
taxes.
9. Failure to deliver on or before the time specified in the contract may subject the contractor to
payment of damages or other appropriate sanctions.
10. Copy of any warranties shall accompany the bid, and any exceptions to the warranty shall be
clearly noted on the bid form. Written warranties shall specify the greater of the manufacturer's
standard warranty or the minimum warranty specified herein by the City.
11. Bidders must provide the City with their bids signed by an employee having legal authority to
submit bids on behalf of the bidder. The entire cost of preparing and providing responses. shall
be borne by the bidder.
12.The City reserves the right to request any additional information it deems necessary from any
or all bidders after the submission deadline.
13. The request for bid is not to be construed as an offer, a contract, or a commitment of any kind;
nor does it commit the city to pay for any costs incurred by bidder in preparation of bid.
City of Fayetteville, Arkansas
Bid 08-54, College Avenue Lighting Construction
Page 4 of 49
• 14. Bids must be received by mail or hand delivery in the Purchasing Office, Attention: Andrea
Foren, Room 306, 113 W. Mountain St. Fayetteville, AR 72701, on or before Friday, August
15, 2008 at 2:00 PM, Central Standard Time.
15. The City will not be responsible for misdirected bids. Vendor should call the Purchasing Office
at (479) 575-8220 to insure receipt of their bid documents prior to opening time and date listed
on the bid form.
16.Bidder shall conform to the requirements listed below and include appropriate evidence for
each with bid.
a. Workers Compensation as required by Arkansas State Statutes
b. A bid bond of five percent (5%) must be submitted with all bids.. A cashier's check for
five percent (5%) of the amount bid will also be acceptable as a replacement to a bid
bond. In the event a cashiers check is submitted AND that vendor is awarded the bid,
the bid bond will not be returned until the City of Fayetteville has a valid one hundred
(100) percent performance and payment bond for the project.
17. A one hundred percent (100%) performance bond is required after the project has been
approved by City Council. Work shall not begin until the City of Fayetteville has a valid 100%
performance and payment bond, stamped as being filed with the Washington County Clerk's
Office. Bidder is responsible for filling a copy, including any cost, of the 100% performance
bond with the Washington County Clerks Office and all fees associated with such filing. Such
performance and payment bond shall be provided to the City within ten (10) calendar days of
notice of award.
18. Plans are included with these bid documents (Attachment C). Any discrepancy between the
specifications and plans should be brought to the attention of the Purchasing Agent
immediately.
19. All new, used and excess construction materials related to this project, including those enticed
via change order, belongs to the contractor and shall be removed from the property and job
site by the contractor at no additional cost to the City of Fayetteville. Such removal of excess
new and used construction materials shall be completed in a timely manner during and after
project. Clean up requirements are also as follows:
a) Area associated with trenching and construction shall be restored to its original
condition.
b) All damaged vegetation associated with this project shall be restored to its original
condition
c) Clean up all waste materials, rubbish, and debris resulting from this project weekly
or at such frequencies as required by the City of Fayetteville.
d) Place waste materials, rubbish, and debris in area designated by the City of
Fayetteville project manager.
City of Fayetteville, Arkansas
Bid 08-54, College Avenue Lighting Construction
Page 5 of 49
e) Oversee cleaning and ensure grounds, job, and all associated construction areas
are maintained free from accumulations of debris.
f) At reasonable intervals, and at a minimum of once a week, clean up site and access
and dispose of debris off site.
g) Be responsible for procuring permits, if required, for hauling and dumping rubbish,
waste materials and debris to a dump site that is approved for the types of materials
to be disposed of from this project.
h) Recycle all excess and waste materials that are capable of being recycled.
i) Contractor shall use the City of Fayetteville Solid Waste Division for all dumpster
and waste disposal needs.
j) Remove waste materials, debris, rubbish, etc., periodically and dispose off-site in
accordance with other bid specifications, federal, state, and local regulations.
20. Bidders shall be licensed as required by the Arkansas Contractors License Board. Evidence
of such license shall be submitted with all bids.
2/.Any reference to a particular brand, manufacturer, or model is done in an effort to establish an
acceptable level of quality for this purchase. Brands or manufacturers that are included in a
bid that are of at least equal quality, size and specification as to what has been specified, will
be acceptable for consideration. All requests for approved equals shall be submitted no
later than Monday, August 4`h• 2008 at 2:00 PM, CST via e-mail to Andrea Foren
faforen(a ci.favetteville.ar.us).
22. Any inquiries or requests for explanation in regard to the City's requirements, bid specifications
and associated plans should be made within seventy two hours prior to bid opening to Andrea
Foren, City of Fayetteville Purchasing Agent via e-mail (aforen(a�ci.favetteville.ar.us) or
telephone (479.575.8220). No oral interpretation or clarifications will be given as to the
meaning of any part of this invitation to bid. All questions, clarifications, and requests, together
with answers, if any, will be provided to all firms that have indicated an interest or intention to
submit a bid, but the names of any firms submitting any questions,. clarifications, or requests
will not be disclosed until after the award of a contract.
23. Insurance requirements are listed below. Proof of appropriate insurance must be provided
before work begins and is not required for bid opening. Within ten (10) days of notice of
award, bidder must provide a Certificate of Insurance within the following minimal requirements
and list the City of Fayetteville as an additional insured:
* Worker's Compensation: Statutory Amount
Comprehensive General & Automobile Insurance:
- Bodily Injury Liability $500,000 for each person injured.
$1,000,000 for each accident.
City of Fayetteville, Arkansas
Bid 08-54, College Avenue Lighting Construction
Page 6 of 49
* Property Damage Liability $1,000,000 aggregate
24. DEFINITIONS — The following definitions apply to all areas of this bid:
a. "Lighting Unit(s)" is hereby defined as the pole, lighting fixture, and 175 Watt Metal
Halide light bulb; manufactured by GE, Sylvania, or approved equal. There is a total of
70 lighting units included with this bid. The lighting units to NOT include the base of the
unit as it will be provided by the City.
b. "Total Turn -Key Bid Amount" is hereby defined as the entire cost of complete job,
including, but not limited to the following: insurance, bonds, all materials, applicable
state, local and federal taxes, labor, site preparation, vegetation restoration, 70 lighting
units, etc. This amount listed on the Bid Form includes the figure calculated for
"Deductive Alternate #1".
c. "Deductive Alternate #1" is hereby defined the amount to subtract from figure listed as
"Total Turn -Key Bid Amount" in the event that such is exercised. The amount for
"Deductive Altemate #1" shall be calculated as the cost to omit (remove or not include in
the contract) for the City of Fayetteville to provide 70 lighting units. This figure will be
used to calculate a per lighting unit price (total divided by 70 lighting units).
25. Contractor shall be responsible for lighting unit assembly. This will apply no matter who
the lighting units are purchased from (whether the purchase is from the City direct or
through the contractor).
26.AII pole bases shall be furnished and installed by the City of Fayetteville.
27.AII underground conduits to be furnished and installed by the City of Fayetteville.
28. Bidders shall meet all requirements set forth in the following attachments:
a. Attachment A — Lighting Unit Diagram
b. Attachment B — Arkansas Department of Labor Prevailing Wage Determination
c. Attachment C — College Avenue Lighting Construction Plans/Drawings
City of Fayetteville, Arkansas
Bid 08-54, College Avenue Lighting Construction
Page 7 of 49