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N-1 Bid No. 2012-032 Bid Date: 6/14/12 City of Lewiston, Maine Notice to Contractors The City of Lewiston is accepting sealed proposals for the repair of the Chestnut Street Parking Garage Deck, which includes two thousand (2000) square feet of traffic membrane removal, surface preparation, and furnishing and installing three coats of polyurethane-based traffic membrane system including sand all other incidental work as necessary to satisfactorily complete the project as outlined or implied in the Plans and Specifications. Proposals will be received by the City of Lewiston, Maine at the office of the Director of Budget/Purchasing until 2:00 p.m., on June 14, 2012 and then at said office publicly opened and read aloud. Each bidder is required to state in his/her Proposal his/her name and place of residence and the names of all persons or parties interested as principals with him/her; and that the Proposal is made without any connection with any other bidder making any Proposal for the same work; and that no person acting for, or employed by, the City of Lewiston is directly or indirectly interested in the Proposal or in any contract which may be entered into to which the Proposal relates, or in any portion of the profits therefrom, except as provided by the City Charter. The Proposal must be signed by the bidder with his/her full name and address and be enclosed in a sealed envelope together with the bid security. The sealed envelope shall be marked with the name and address of the bidder and entitled: CHESTNUT STREET PARKING GARAGE DECK MEMBRANE REPAIR PROJECT and addressed to: “Director of Budget/Purchasing, City Hall, Lewiston, Maine”. If the Proposal is forwarded by mail, the sealed envelope containing the Proposal and marked as above must be enclosed in a second envelope which shall be addressed to: “Director of Budget/Purchasing, City Hall, 27 Pine St., Lewiston, Maine 04240.” All mailed Proposals should be sent by registered mail to insure delivery. Any bidder may withdraw his/her Proposal prior to the scheduled time for the opening of Proposals upon presentation to the Director of Budget/Purchasing of a request, in writing, to do so. Any bidder who withdraws his/her Proposal within thirty (30) days after the actual opening thereof shall be considered to have abandoned his/her Proposal and the bid security accompanying the Proposal will be forfeited to the City of Lewiston. Any Proposal received after the scheduled opening time will not be considered. The Finance Committee reserves the right to waive any formality and may consider as informal any Proposal not prepared and submitted in accordance with these provisions. The Finance Committee reserves the right to accept any Proposal or reject any or all Proposals if it is deemed to be in the public interest to do so. The Contract must be signed within ten (10) days, Saturdays, Sundays, and holidays excepted, after the date of notification to the bidder by the Director of Budget/Purchasing of the acceptance of his/her Proposal and readiness of the Contract to be signed. If the bidder fails or neglects, after such notification, to execute the Contract, the Finance Committee may determine that the Proposal has been abandoned; and, in such case, the bid security accompanying the Proposal shall be forfeited to the City of Lewiston. ---PAGE BREAK--- N-2 The work is to be commenced within ten (10) days after the date of the Contract signing unless otherwise specified in the Specifications or directed by the Director of Budget/Purchasing, in writing, and is to be continued with diligent regularity until its completion within the time limit specified. All Proposals must be made on the blank Proposal Form bound in the Contract Documents, or as otherwise provided for in the Specifications. Bidders shall state prices for each separate item of work as called for in the Proposal Form. These prices are to cover all the expenses incidental to the completion of the work in full conformity with the Contract Documents. The prices must be stated both in words and figures. Should a discrepancy be found between the prices written in words and the prices written in figures, the prices written in words shall govern. Proposals which do not contain prices for all items which are called for or which otherwise are not in conformity with this Notice may be rejected. Each bidder shall make his/her Proposal from his/her own examinations and estimates, and shall not hold the City, its agents or employees responsible for, or bound by, any schedule, estimate, sounding, boring, or any plan thereof; and shall, if any error in any plan, drawing specifications or direction relating to anything to be done under this Contract comes to his/her knowledge, report it at once, in writing, to the Engineer. All materials and labor required to complete the work shall be supplied by the Contractor unless otherwise provided for in the Supplemental Specifications. The cost and expense of all the necessary labor, tools and equipment required to complete the work shall be included in the prices stated in the Proposal. Plans and Specifications can be obtained on the City Website at: www.lewistonmaine.gov under Purchasing and “Bids and Awards”. Contract documents can also be viewed at the following locations: Office of the Director of Budget/Purchasing, City Hall - Tel. [PHONE REDACTED] Ext. 3259 Office of the Director of Public Buildings, 103 Adams Ave. - Tel. [PHONE REDACTED] Ext. 3412 All questions by prospective bidders pertaining to the Contract Documents, Plans and Specifications must be received, in writing, by the Director of Public Buildings, at least five days before the date set for the opening of the Proposals. Any questions which, in the opinion of the Director of Public Buildings, require interpretation, will be sent by registered mail, with the interpretation, in the form of a numbered Addendum, to each person or firm who has taken out a set of Contract Documents, not later than three days prior to the scheduled opening of the Proposals. Addenda issued later than three days prior to the scheduled opening of the Proposals may be by telephone. Bidders shall acknowledge receipt of all Addenda in the space provided therefor in the Proposal Form, whether the Addenda are in response to questions or otherwise issued by the City and whether the Addenda are received by mail or telephone. The Supplemental Specifications and the Contract Plans delineate the particular project to which the Contract Documents pertain. Should any discrepancy be found to exist between the Supplemental Specifications and the Standard Specifications and/or the Contract Plans, the Supplemental Specifications and/or Contract Plans shall govern. The whole Contract shall be awarded to one successful bidder based on the Grand Total amount submitted in the proposal. The City may, however, award only one part of the project based on the availability of funds. “The City may set off any unpaid taxes, fees or other charges or other amounts owed by the contractor against the contract price, in full or partial satisfaction.” ---PAGE BREAK--- N-3 If the Bid Price of any or several bid items submitted with this Proposal appear to be extremely low or high, compared to the actual cost of performing the work, the Bidder may be asked to explain, in writing, how the work in question is to be performed at the price or prices bid before a decision is made by the City to award a Contract or reject the Bid. Proposals will be considered irregular and will be rejected for the following reasons: If the Proposal is on a form other than that furnished by the City or if the form is altered in any way. If there are unauthorized additions, conditional or alternate bids or irregularities of any kind which may make the Proposal incomplete, indefinite or ambiguous as to its meaning. If the Bidder adds any provisions reserving the right to accept or reject an award or to enter into a Contract pursuant to an award. If the Proposal does not contain a unit price for each pay item listed unless otherwise specified. If any of the bid prices are unbalanced, or do not reflect the actual cost required to perform the work, as outlined in the Plans and Specifications. ---PAGE BREAK--- City of Lewiston Proposal For CHESTNUT STREET PARKING GARAGE DECK MEMBRANE REPAIR PROJECT To: Director of Budget/Purchasing City Hall, Lewiston, Maine Dear Sir/Madam: The undersigned hereby declares that he/she has carefully examined the location of the proposed work, the proposed Contract Form and the Contract Documents therein referred to and that he/she proposes and agrees, if this Proposal is accepted, that he/she will contract with the City of Lewiston, by its City Administrator to provide all machinery, tools, labor, equipment and other means of construction and to do all the work and to furnish all the materials, except those specified in the Specifications to be furnished by the City, necessary to complete the work in the manner and time therein prescribed, in accordance with the conditions and requirements set forth in the Contract Documents and the requirements of the Director of Public Buildings and/or Director of Public Works as provided for therein; and that he/she will accept in full payment therefor the following sums to wit: ITEM EST. QTY.& NO. PAY UNIT ITEM DESCRIPTION & UNIT TOTAL 1. 2,000 S.F. Removal of Existing Membrane, Surface Preparation and Three Coats of Traffic Membrane System including Sand as Specified: Number of years the work is warranted for 2. 100 L.F. Route and Seal Construction Joints as Specified: Number of years the work is warranted for 3. Lump Sum Traffic Control Traffic Coating Manufacturer and Product Name The undersigned acknowledges the receipt of Addenda numbered: The undersigned further agrees that, after notification by the Director of Budget/Purchasing of the acceptance of his/her Proposal and the readiness of the Contract for signature, he/she will execute the Contract within ten (10) days, Saturdays, Sundays and Holidays, excepted, and that he/she will commence the work within ten (10) days after the execution of the Contract, unless otherwise specified in the Supplemental Specifications or directed by the Director of Public Works or Director of Public Buildings in writing; and that he/she will prosecute the work to its completion within the time limit specified in the Supplemental Specifications. P-1 ---PAGE BREAK--- The undersigned further agrees that there shall be deducted from monies due the Contractor, not as a penalty, but as inspection costs, the sum of two hundred dollars ($200.00) for each working day beyond the time limit specified in the Supplemental Specifications which is required by the Contractor to complete the whole work to the satisfaction of the Director of Public Buildings and the Director of Public Works. The undersigned further agrees that in the employment of labor, preference will be given, all other things being equal, to the citizens of Lewiston and of the State of Maine, in that order. The undersigned hereby further declares that the only persons or parties interested in this Proposal, as principals, are named below; that the Proposal is made without any connection with any other person or party making any Proposal for the same work; and that no person acting for or employed by the City of Lewiston is directly or indirectly interested in this Proposal or in any contract which may be made under it or in profits expected to arise therefrom, except as provided by the City Charter. The full names and addresses of all persons and parties interested in this Proposal, as principals, are as follows: (Give first and last names in full; and in the case of a Corporation, give names and addresses of President, Treasurer and Manager; and in case of a Partnership, give names and addresses of members): Accompanying this Proposal is a bid security deposit in the amount of which is to become the property of the City of Lewiston, by forfeiture, if the undersigned fails, after notification by the Director of Budget/Purchasing of the acceptance of his/her Proposal, to execute a Contract with the City within the time agreed to herein; or, in case the undersigned withdraws his/her Proposal within thirty (30) days after the opening of the Proposals. Otherwise, the deposit will be returned to the undersigned in accordance with the provisions in the Notice to Contractors. Signature of person, firm, or corporation making bid: By: Legal Address: Principal place of business: FIRM’S I.R.S. IDENTIFICATION NO: Date: P-2 ---PAGE BREAK--- Address to which all correspondence and notifications are to be sent: Phone No: P-3 ---PAGE BREAK--- City of Lewiston, Maine Contract For CHESTNUT STREET PARKING GARAGE DECK MEMBRANE REPAIR PROJECT This Agreement, made and entered into this day of in the year two thousand twelve, by and between the City of Lewiston, Maine, a municipal corporation existing under the laws of the State of Maine, hereinafter called “Owner”, by its City Administrator, party of the first part, and hereinafter called “Contractor”, with legal address and principal place of business at party of the second WITNESSETH: That this Agreement includes the following documents, hereinafter referred to as Contract Documents, which are attached hereto and incorporated by reference into this Agreement: 1. Notice to Contractors 2. Proposal 3. Supplemental Specifications 4. Standard Specifications 5. Contract Plans, if any 6. Addenda, if any 7. Federal Conditions, if any That the party of the second part will do all the work, furnish all the materials, tools and equipment, except as otherwise specified, and do everything necessary and proper for performing and faithfully completing the work required by the Contract Documents in strict conformity with the provisions of the Contract Documents within the time specified in the Supplemental Specifications. That the party of the first part will pay the party of the second part as full compensation for well and faithfully completing the whole work according to the Contract Documents as follows: The party of the second part represents and warrants: ITEM EST. QTY.& NO. PAY UNIT ITEM DESCRIPTION & UNIT TOTAL 1. 2,000 S.F. Removal of Existing Membrane, Surface Preparation and Three Coats of Traffic Membrane System including Sand as Specified: Number of years the work is warranted for C-1 ---PAGE BREAK--- 2. 100 L.F. Route and Seal Construction Joints as Specified: Number of years the work is warranted for 3. Lump Sum Traffic Control Traffic Coating Manufacturer and Product Name The party of the second part represents and warrants: That he/she is financially solvent; and is experienced in and competent to perform the work; and is able to furnish the plant, materials, supplies, labor, and equipment to be furnished by him/her; and: That he/she is familiar with all Federal, State, Municipal and Departmental laws, ordinances and regulations which may in any way affect the work or those employed therein; and: That such temporary and permanent work required by the Contract Documents to be done by him/her can be satisfactorily constructed and used for the purposes for which it is intended; and that such construction will not injure any person or damage any property other than that damage caused by the construction; and: That he/she has carefully examined the Contract Documents and the site of the work; and from his/her own investigation has satisfied himself/herself as to the nature and location of the work, the character, quality and quantity of surface and subsurface material likely to be encountered, the character of equipment and other facilities needed for the performance of the work, the general and local conditions; and all the other materials and conditions which may in any way affect the work or its performance. IN WITNESS WHEREOF, the said City, by its City Administrator and the said by its_________________thereunto duly authorized have hereunto set their hands and seals the day and year first above written. Signed in the presence of: City of Lewiston, Maine Edward A. Barrett, City Administrator ,Contractor Witnessed C-2