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Invitation to Bid INVITATION TO BID Sealed bids will be received by the Kent County Road Commission, 1500 Scribner Avenue NW, Grand Rapids, Michigan 49504 until Thursday, February 27, 2020, 8:30 AM deadline, at which time they will be publicly opened and read in the H.T. Conference Room for: Contract #20-15: Street Sweeping on State Trunklines, Local and Primary Roads All bids are to be in sealed envelopes and plainly marked as to the equipment, material, or service being bid upon and the name of the Bidder. The Board reserves the right to reject any and all Proposals or to waive irregularities therein, and to accept any Proposals which, in the opinion of the Board, may be most advantageous and to the best interest of the County. BOARD OF COUNTY ROAD COMMISSIONERS OF THE COUNTY OF KENT By: Mark E. Rambo, Chairman ----------------------------------------------------------------------------------------------------------- PLEASE ACKNOWLEDGE RECEIPT OF THIS INVITATION TO BID AND FAX BACK TO 616.242.6980 or EMAIL [email protected] Company _____________________________________________________ Authorized Signature ___________________________________________ Date ________________________________ INSTRUCTION TO BIDDERS Sealed bids will be publicly opened at the offices of the Board of County Road Commissioners of the County of Kent, State of Michigan, located at 1500 Scribner Avenue NW, Grand Rapids, MI 49504. Refer to the INVITATION TO BID for the exact timing and for the identification of the bids as related to furnishing materials, services, equipment, work and/or supplies with the terms, conditions, specifications, drawings, plans, and special provisions as stated herein and hereto attached. The Board's normal practice is to open and read the bids then refer the file to Staff for tabulation and analysis. During this period, the files are closed until this action is complete. Generally, this involves three or four days depending upon the nature of the bid. Copies of the bid tabulations are made available only after this time and upon request to the Purchasing Department, by mail or phone (616) 242-6928. 1. All bids must be submitted on the Board's bid blank form when provided. The bid shall be legibly prepared in ink or typewriter. Erasures or alterations must be initialed by the bidder. 2. Specifications and plans should not be returned with bid unless otherwise stated herein. 3. Bid shall be mailed or delivered. It shall be in a sealed envelope and identified on the outside as to the bid concerned. If a printed label is enclosed, bidders are requested to complete it and attach it to the envelope. 4. Bids will not be accepted after the time designated for the opening of the bids. The bidder shall assume full responsibility for delivery of bids prior to the appointed hour for opening same and shall assume the risk of late delivery or non-delivery regardless of the manner he/she employs for the transmission thereof. Bids will be accepted at the Purchasing Department on behalf of the Board at any time during normal business hours only, said hours being 7:30 AM to 4:00 PM Mondays through Fridays, legal holidays excepted. 5. It is understood that the Board of County Road Commissioners is a Governmental unit and as such, is exempt from the payment of all State and Federal taxes, except as allowed by the regulatory agencies to be included in the cost of materials and services. 6. The bidder, by execution of the bid proposal, thereby declares that the bid is made without collusion with any other person, firm, or corporation, and agrees to furnish all bid items in strict adherence with all Federal regulatory measures. 7. The Board reserves the right to reject any and all bids, to waive any irregularities therein, and to accept any bid which, in the opinion of the Board, may be most advantageous and to the best interest of the County. In case of error in the extension of prices in the bid or other arithmetical error, the unit prices will govern. Specifications for Contract #20-15: Street Sweeping It is the intent of the Kent County Road Commission to contract for the Regular and Emergency Pickup and Kickoff Type Street Sweeping Services for 2020, with two one-year renewal options. Scope: Contractor shall be responsible for furnishing all labor, equipment, tools, apparatus and traffic control devices to clean all loose materials from the designated streets as required in the performance of this contract. Contractor shall be responsible for obtaining all water permits from the jurisdictions as required. General Specifications A. Standard Specifications: Where the Standard Specifications are referred to, the Michigan Department of Transportation, the 2012 Standard Specification for Construction shall be used, with the exception that all units specified herein will be in English Units. B. Pre-qualification: New contractors must fill out the Pre-qualification record and submit with their bid or the standard Michigan Department of State Highway’s Pre-qualification Rating will be accepted. For contractors who are currently under contract with the Kent County Road Commission, this requirement may be waived upon authorization from the Road Commission. C. All Bidders shall be required to conform to all Federal, State and Local Commercial Drivers License (CDL) regulations and standards. D. All Bidders shall provide local telephone numbers, cellular communications, be available 24 hours a day, 7 days a week and provide an emergency phone list. E. Traffic Control: 1. Traffic control shall be in compliance with the minimum requirements set forth in Part VI of the current "Michigan Manual of Uniform Traffic Controls". This section is inclusive of traffic control requirements for equipment. 2. Contractor must supply arrowboards in those areas designated by Kent County Road Commission personnel. 3. Contractor shall supply two (2) truck attenuators with arrow boards on all State trunkline areas that require a lane closure. Cost of all traffic control shall be included in the bid price per mile. 4. Truck mounted attenuators (TMA) will be required, on State trunklines and County primaries, as specified in section F, item 2 of the bid price structure. 5. Any questions on this subject should be directed to Kent County Road Commission Traffic Department - (616) 242-6923. Specifications for Contract #20-15: Street Sweeping, contd. 2 F. Bid Price Structure: 1. Pickup Type a. Regularly scheduled sweeping shall be figured on a price per mile of each type of sweeping treatment "A" and "B". b. If a fraction of a mile is contemplated, it shall be priced to the nearest 1/10 mile. c. Submit a cost per hour for special call-out non-emergency sweeps. d. Submit a cost per hour for call-out emergency sweeping after accidents, material spills, etc. e. Submit a cost per mile for each type of sweeping treatment “A” and “B”. f. Amounts shall be submitted on attached bid forms for the scheduled first year of work. The same amount shall be applicable to the second and third years. 2. Truck Mounted Attenuators (TMA) Contractor is required to provide two (2) TMA’s on all US-131, I-96 and I-196 State Trunklines and one (1) for all other State trunklines and County primary roads. The cost of the TMA’s shall be included in the cost per mile bid and NO added cost shall be allowed without prior approval from the Deputy Managing Director – Operations or designated Maintenance Department personnel. 3. Kickoff Type Submit a cost per hour for each type specified on bid form. 4. Per mile and hourly rates must remain firm for the three-year period. 5. Pay Item Quantities or Hours, if an hourly rate contract, may be substantially decreased or increased depending on Legislative action taken on the jurisdictional changes to the highway system during the life of this contract. Unit prices or hourly rates as bid must apply for three years regardless of the final contract quantities. No additional compensation will be allowed for changes in the contract quantities. G. Award of Bid: Bids will be evaluated, but not limited to, the following: 1. Per mile and hourly rates 2. Responsiveness to bid 3. Equipment list and condition of equipment 4. References/experience 5. Past performance Specifications for Contract #20-15: Street Sweeping, contd. 3 H. Method of Payment – All areas must be complete before submitting an invoice: 1. Pickup Type a. Contractor must invoice the Kent County Road Commission by area number. b. Contractor must notify the Kent County Road Commission within 24 hours of completion of an area so inspection can be made and logged. c. Upon receipt of invoice and approval as indicated in log, payment shall be made in accordance with the predetermined mileage and bid rate. 2. Kickoff Type Contractor must submit an invoice stating kickoff type, location and sweeping hours. I. Insurance Requirements: 1. To the fullest extent permitted by law, the Contractor shall indemnify and hold harmless the Kent County Road Commission and its agents and employees from and against all claims, damages, losses and expenses including, but not limited to, attorneys’ fees arising out of or resulting from the performance of this Contract including claims, damages, losses and expenses attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property, but only to the extent caused by the fault, negligent acts, or omissions of the Contractor, a Subcontractor, anyone directly or indirectly employed by them or anyone for whose acts they may be liable, regardless of
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