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Thursday, April 11, 2013 Re: CITY OF HOOVER, ALABAMA INVITATION TO BID BID # 10-13 MUNICIPAL STREET SWEEPING – ADDENDUM #2 Dear Potential Bidder, Our records indicate that you were recently provided with an Invitation-To-Bid document related to City of Hoover Bid # 10-13 for Municipal Street Sweeping Services. The purpose of this letter is to advise you that the original version of the Invitation-To-Bid document contained discrepancies regarding whether or not the proposal must be notarized. This Addendum #2 has, therefore, been issued to clarify that the proposal must be signed in the spaces provided by an authorized company representative but the proposal does not need to be notarized. Also, on page 19, the proposal form has been revised to remove text that was inadvertently inserted in a space that should have been blank. We have revised pages 1, 3, and 19 of the Invitation-To-Bid document and we ask that you replace your original versions of these pages with the attached revised versions of these pages. In order to ensure that you have received, understand, and concur with the revised and/or updated Bid Specifications, please sign this document in the appropriate space below and submit this page with your bid proposal. As a reminder, the sealed bids for MUNICIPAL STREET SWEEPING for the CITY OF HOOVER will be received by the City Clerk’s Office, 100 Municipal Lane, Hoover, Alabama 35216, Wednesday, April 24, 2013, until 3:00 p.m. CST at which time they will be publicly opened and read. If you have any questions concerning this bid invitation or any part thereof, please contact Barbara Janchus at [PHONE REDACTED]. Yours truly, Margie Handley City Clerk Attachments Invitation-To-Bid #10-13 Addendum #2 has been received, reviewed, and is understood: Name of Bidder/Company Signature of Authorized Bidder Representative Date of Signature ---PAGE BREAK--- 1 Friday, March 22, 2013 CITY OF HOOVER INVITATION TO BID BID # 10-13 MUNICIPAL STREET SWEEPING Sealed bids for MUNICIPAL STREET SWEEPING for the CITY OF HOOVER will be received by the City Clerk’s Office, 100 Municipal Lane, Hoover, Alabama 35216, Wednesday, April 24, 2013, until 3:00 p.m. CST at which time they will be publicly opened and read. This cover letter, the specifications, bid information, and proposal form will comprise the total bid invitation package and should be read carefully. On the proposal form, each bidder should respond to all information requested. Each proposal must be signed by an appropriate company representative. If the document is not submitted as requested, it may be such that we cannot classify the offer as a legitimate bid. Bid proposals will be maintained on public record at the office of the City Clerk. The City of Hoover reserves the right to reject any and/or all bids and to waive all formalities in awarding this bid. If you have any questions concerning this bid invitation or any part thereof, please contact Barbara Janchus at [PHONE REDACTED]. Yours truly, Margie Handley City Clerk Attachments ---PAGE BREAK--- 3 B. Failure to sign the bid document; C. Failure to include requested information or other details of the bid; D. Excessive errors in calculating prices or totals; E. Failure to include bid bond, if applicable. III. METHOD OF AWARD A. The award will be made to the lowest responsible bidder meeting product specifications. That bidder will then be responsible for furnishing all materials requested by the City of Hoover. B. In the event the low bidder refuses to accept the entire requirements without deviation, his bid will then be considered non-respondent. After refusal by the first bidder, the bid may be awarded to the next lowest bidder. Failure to deliver as specified and in accordance with the bid submitted, including promised delivery, will constitute sufficient grounds for cancellation of the contract at the option of the City of Hoover and forfeiture of performance bond, if applicable. C. The City of Hoover may award the bid in any manner that is in the best interest of the City. D. The City of Hoover reserves the right to purchase any item from the Alabama State bid contract. E. In compliance with SECTIONS 9 and BEASON-HAMMON ALABAMA TAXPAYER AND CITIZEN PROTECTION ACT, Code of Alabama, Sections 31-13-9 and the successful vendor will be required to submit proof of Immigration Compliance as the law applies. By submitting this bid, the bidder affirms that, for the duration of the service agreement period, the bidder will not violate federal immigration law or knowingly employ, hire for employment, or continue to employ an unauthorized alien within the State of Alabama. If the successful bidder is found, at any time during the service agreement period, to be in violation of Federal or State immigration laws, then it shall be deemed to be a breach of the terms and conditions of the bid award and/or the resulting service agreement thereof. In such case, the service agreement shall be terminated immediately and the bidder/service company shall be responsible for all damages resulting therefrom. IV. CONTRACT PERIOD This contract is for a period of one year, beginning June 1, 2013. The City has the option to extend the contract for two additional years, renewed annually, upon mutual agreement. It is the City’s preference to retain same Service Contractor for all three consecutive years if service is satisfactory. At the beginning of each contract year two and three, the unit prices of the Contract may be amended to reflect any change (whether increase or decrease) in the United States Department of Labor, Bureau of Labor Statistics, the “Consumer Price Index for all Urban ---PAGE BREAK--- 19 BID 10-13 PRICING: Weekly curb miles: The bid will be awarded based on best-case scenario should all weekly curb miles be swept for a fifty-two week period, although services will be billed on an as-swept basis. Per curb mile pricing includes disposal. Best-case scenario: 48 4/10 curb mile swept 52 times per year. Per curb mile price including disposal = (in figures) (price per curb mile in words) Annual potential value = 48.4 X 52 X per curb mile bid price = $ (in figures) (in words) (annual potential value) Quarterly curb miles: The bid will be awarded based on best-case scenario should all quarterly curb miles be swept for the four quarter period, although services will be billed on an as-swept basis. Per curb mile pricing includes disposal. Best-case scenario: 19.2 curb mile swept 4 times per year (quarterly). Per curb mile price including disposal = $ (in figures) $ (price per curb mile in words) Annual potential value = 19.2 x 4 x per curb mile bid price = $ (in figures) $ (price per curb mile in words) Bidder Name: Bid Company: Bid 10-13 Municipal Street Sweeping