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INVITATION TO BID: OTSEGO COUNTY BUILDING IMPROVEMENTS 225 W. MAIN STREET GAYLORD, MICHIGAN Otsego County is seeking bids from General Contractors to provide a construction bid for the interior/ exterior improvements at the County Building located at 225 W. Main Street in Gaylord, Michigan. Bids for the work will be received by the County Administrator located in Room 203 of the County Building at 225 W. Main Street in Gaylord, Michigan until 3:00 pm local time, on Tuesday, September 15, 2020. Bids may be hand delivered or mailed. No oral bids shall be accepted. The bids will be read aloud in Room 100 at 3:10 p.m. The principal items of work consist of the following: Exterior concrete replacement, Limestone cap installation, new rain gardens. Interior renovations to include a new transaction window, vestibule enlargement, patch and repair work. Bid and Construction Documents are completed and dated September 3, 2020. Two sets of bid documents will be given to each bidder. Bid Documents may be picked up at Sidock Group, Inc. at 757 S. Wisconsin Ave, Gaylord, MI. Please return the sets of documents to Sidock Group after bidding is complete. Bidders are encouraged to visit the site to observe existing exterior conditions. Access to interior spaces must be pre-arranged thru Christopher Churches at [PHONE REDACTED]. The intent of the Owner is to award one Contract for the entire project. Commencement of construction is intended to be in September 23, 2020. Bids shall remain firm and shall not be withdrawn for a period of sixty (60) calendar days after bid opening. The Owner reserves the right to accept any Bid, to reject any or all Bids, or to waive bidding formalities. Digital forms and formats are available on request. ---PAGE BREAK--- BF1 BID FORM PROJECT IDENTIFICATION: OTSEGO COUNTY BUILDING IMPROVEMENTS 225 W. MAIN STREET GAYLORD, MICHIGAN BID 2020-09 THIS BID IS SUBMITTED TO: Otsego County Administrator, Room 203 225 W. Main Street Gaylord, MI 49735 1.01 Sealed Bids for Window and Roof Replacement for Otsego County Court House will be received by the County Administrator located in Room 203 of the County Building until 3:00 pm local time, on Tuesday, September 15, 2020. Bids shall be sealed and clearly marked as Bid 2020-09 on the exterior. Bids may be hand delivered or mailed. No oral bids shall be accepted. The bids will be read publicly in Room 212 at 3:10 p.m. 1.02 No questions will be taken after 3:00 pm local time, on Friday, September 11, 2020. 2.01 The undersigned Bidder proposes and agrees, if this Bid is accepted, to enter into an Agreement with OWNER in the form included in the Bidding Documents to perform all Work as specified or indicated in the Bidding Documents for the prices and within the times indicated in this Bid and in accordance with the other terms and conditions of the Bidding Documents. 3.01 Bidder accepts all of the terms and conditions of the Invitation to Bid. The Bid will remain subject to acceptance for sixty (60) calendar days after the Bid opening, or for such longer period of time that Bidder may agree to in writing upon request of OWNER. 4.01 In submitting this Bid, Bidder represents, as set forth in the Agreement, that: A. Bidder has examined and carefully studied the Bidding Documents, the other related data identified in the Bidding Documents, and the following Addenda and Bid Clarifications, receipt of all which is hereby acknowledged. Addendum No. , , , , Bid Clarification No. B. Bidder has visited the Site and become familiar with and is satisfied as to the general, local and Site conditions that may affect cost, progress, and performance of the Work. C. Bidder is familiar with and is satisfied as to all Federal, State and Local laws and regulations that may affect cost, progress and performance of the Work. D. Bidder has obtained and carefully studied (or assumes responsibility for having done so) all additional or supplementary examinations, investigations, explorations, tests, studies and data concerning conditions (surface, subsurface and Underground Facilities) at or contiguous to the Site which may affect cost, progress, or performance of the Work or which relate to any aspect of the means, methods, techniques, sequences, and procedures of construction to be employed by Bidder, including applying the specific means, methods, techniques, sequences, and procedures of construction expressly required by the Bidding Documents to be employed by Bidder, and safety precautions and programs incident thereto. ---PAGE BREAK--- BF2 E. Bidder does not consider that any further examinations, investigations, explorations, tests, studies, or data are necessary for the determination of this Bid for performance of the Work at the price(s) bid and within the times and in accordance with the other terms and conditions of the Bidding Documents. G. Bidder has correlated the information known to Bidder, information and observations obtained from visits to the Site, reports and drawings identified in the Bidding Documents, and all additional examinations, investigations, explorations, tests, studies, and data with the Bidding Documents. H. Bidder has given ARCHITECT written notice of all conflicts, errors, ambiguities, or discrepancies that Bidder has discovered in the Bidding Documents, and the written resolution thereof by ARCHITECT is acceptable to Bidder. I. The Bidding Documents are generally sufficient to indicate and convey understanding of all terms and conditions for the performance of the Work for which this Bid is submitted. 5.01 Bidder further represents that this Bid is genuine and not made in the interest of or on behalf of any undisclosed individual or entity and is not submitted in conformity with any agreement or rules of any group, association, organization or corporation; Bidder has not directly or indirectly induced or solicited any other Bidder to submit a false or sham Bid; Bidder has not solicited or induced any individual or entity to refrain from bidding; and Bidder has not sought by collusion to obtain for itself any advantage over any other Bidder or over OWNER. 6.01 Bidder will complete the Work in accordance with the Contract Documents for the following price(s): Base Lump Sum Bid: For the window replacement, complete with all appurtenance, as specified herein and as shown on the plans, the Bidder agrees to perform all of the work of this Contract for the following lump sum bid price. Lump Sum Bid Price for window replacement: Base Lump Sum Bid (Alternate): Lump Sum Bid Price for window replacement, a fully adhered single ply membrane roof, asphalt shingles on felt paper at second floor roof and standing seam metal roof in lieu of shingles on all first floor mansard roof and clock tower only (see plans): 7.01 Bidder shall provide date of commencement and date of completion in the bid. Date of Commencement: Date of Completion: ---PAGE BREAK--- BF3 7.02 Contract Agreement will be AIA A101 (2007) Standard Form of Agreement between Owner and Contractor and A201 (2007) General Conditions of the Contract for Construction. If bidder chooses to use contract other than AIA A101, a sample of that contract shall be included in the bid. 8.01 The following documents are attached to and made a condition of this Bid: A. Bid Form B. Subcontractor Information (Attachment A) to be submitted with the bid. C. Proof of liability insurance coverage. D. Construction Documents E. Otsego County Purchasing Policy a. In addition to to these documents, contractors must follow procedures provided in the purchasing policy ---PAGE BREAK--- BF4 BID SUBMITTED on 2020. State Contractor License No. (REQUIRED) If Bidder is: An Individual Name (typed or printed): By: (SEAL) (Individual’s signature) Doing business as: Business address: Phone No. Fax No. A Partnership Partnership Name: (SEAL) By: (Signature of general partner attach evidence of authority to sign) Name (typed or printed): Business address: Phone No. Fax No. A Corporation Corporation Name: (SEAL) State of Incorporation: Type (General Business, Professional, Service, Limited Liability): By: (Signature attach evidence of authority to sign) Name (typed or printed): Title: (CORPORATE SEAL) Attest (Signature of Corporate Secretary) Business address: Phone No. Fax No. Date of Qualification to do business is ---PAGE BREAK--- BF5 ---PAGE BREAK--- B- 1 Attachment A Subcontractor Information A. Attachment A is to be submitted with the bid. B. Names and addresses of all subcontractors to be employed on this project and which work or item(s) they will perform. (Submit additional sheets if necessary) If any work items indicated below will be completed by the bidder, without the use of a subcontractor, enter the bidder’s name in the appropriate space. SUBCONTRACTOR WORK ITEMS ---PAGE BREAK--- COUNTY OF OTSEGO Administrative Policy Manual Policy Number 500.01 Page Number 1 of 9 Policy No Subject Date Issued 500.01 Purchasing 4/13/04 Application Revised General Fund Functions General Fund Departments 46th Trial Court Joint Building Authority Other Jointly Governed Organizations Special Revenue Functions Parks and Recreation Library Social Welfare (Family Independence Agency) Commission on Aging Other Special Revenue Funds Building Authority Business-Type Functions Delinquent Tax Revolving Commissary Bus System Administrative Services Building and Grounds Component Units University Center Road Commission Ambulance Other: 08/25/09 Applicable Forms Contact Department Contact Phone Number Contact Fax Number Contact E-Mail Administration [PHONE REDACTED] [PHONE REDACTED] [EMAIL REDACTED] Summary The purpose of this policy is to establish procedures for the purchase of all supplies, equipment, vehicles, and all construction or altering of County facilities for any department of the County of Otsego in a manner that maximizes the purchasing value of public funds in procurement. This policy includes capital leases on any such item as listed above. This policy shall apply to every expenditure of public funds. When the procurement involves the expenditure of federal or state assistance or contract funds, the procurement shall be conducted in accordance with any mandatory applicable federal or state laws and regulations. Nothing in this policy shall prevent any public agency from complying with the terms and conditions of any grant, gift or bequest that is otherwise consistent with law. Procedures 1. Definitions 1.1 Capital Outlay Items: Non-expendable items itemized in the County’s capital improvement budget/plan. 1.2 Competitive Bids: Prices received from vendors on items or services $10,001 or more. Competitive bids are received as sealed bids only and are opened at advertised public bid openings. The requirement for sealed competitive bids shall not apply to intergovernmental contracts, contracts for professional services or emergency repairs, or for the reauthorization of contracts, which have been previously approved by the Otsego County Board of Commissioners. 1.3 Expendable/Recurrent Supplies: Routine supplies needed to carry on the County’s daily business (i.e. food, medical supplies, office supplies). Expendable supplies are generally acquired using preferred vendors. ---PAGE BREAK--- COUNTY OF OTSEGO Administrative Policy Manual Policy Number 500.01 Page Number 2 of 9 Procedures 1.4 Final Approver: Person(s) designated to utilize the electronic purchasing system with the authority to convert requisitions to purchase orders. 1.5 Formal Bidding: Formal bidding procedure should be used for purchases from $5,001 to $10,000. It includes solicitation of written bids through the mail, e-mail, and facsimile. 1.6 Informal Bidding: Purchases of $501 to $5000 are subject to informal bidding. Informal bids (quotes) includes solicitation of written bids and may be solicited by telephone, personal contact, or in writing. 1.7 Public Bid Opening: A place, date and time established to open competitive bids received on items and/or services being procured. Adequate public notice of the invitation for bids shall be given not less than 10 calendar days prior to the date set forth therein for the opening of bids. Such notice may include publication in a newspaper of general circulation within the County for a reasonable time prior to the bid opening. 1.8 Request for Proposal (RFP): A document issued by the County Administrator, which contains specifications and County bidding procedures for procurement of items and/or services. An RFP is sent out to vendors as a mechanism to solicit for competitive bids. 1.9 Request for Quotation (RFQ): A document (less formal than an RFP) issued by the County Administrator/Management Team Member, which contains specifications for the procurement of items and/or services. An RFQ is sent out to vendors as a mechanism to solicit for competitive quotes. 2. POLICY: The County utilizes an electronic accounting system with a purchasing module that includes a requisition and purchase order system. Every purchase on behalf of the County (unless specifically exempted) shall require a requisition and purchase order. Except as otherwise specified herein, purchases / contracts will be awarded to a contractor or bidder based on price, record of performance, availability, dependability and experience. All purchases by contract, or otherwise, as herein authorized, will be in accordance with such appropriations as have been made by the Board of Commissioners for the support of the respective departments. It shall be unethical for any County employee to participate directly or indirectly in a procurement contract when (the County employee knows that) the County employee or any member of the County employee’s immediate family has a financial interest pertaining to the procurement contract. 2.1 Basic Purchases: Items valued at $500 or less are considered basic purchases. There are not any bidding requirements for these purchases; however, the requisition and purchase order system must be utilized. Management Team Members or their designee(s) are authorized to draft requisitions and act as the final approver. The responsible party shall exercise reasonable scrutiny when expending funds under the $500 threshold. ---PAGE BREAK--- COUNTY OF OTSEGO Administrative Policy Manual Policy Number 500.01 Page Number 3 of 9 Procedures 2.2 Informal Bidding: Purchases of $501 to $5000 are subject to informal bidding. Individual employees, with approval of their Management Team Member, may solicit informal bids as outlined below. Bids must be written. The Management Team Member (their designee when absent) must act as final approver. A. Bid Information: To insure fairness in, each vendor solicited should be given the same information. This information should include: Description of items to be purchased Special terms and/or specifications Desired delivery date B. Record of Bids: All bids solicited shall be in writing and will be electronically recorded in the requisition “Post It” note window. Each record should contain: Bid Information Record of all bids Manager’s explanation if lowest priced vendor not selected. 2.3 Formal Bidding: Purchases from $5,001 to $10,000 are subject to the formal bidding procedure. The respective department shall follow the formal bidding process. The Management Team Member must approve with the County Administrator or designee acting as the final approver. It includes solicitation of written quotations/bids through direct contact, public advertisement or any combination of the same. A. The solicitation/advertisement must include the following: Identification of item(s) to be bid upon Location bids are to be submitted Date and time of bid deadline for submission Contact for further information Statement of County’s rights to reject bids Contract compliance terms Product specifications B. Record of Bids: All bids solicited shall be electronically recorded in the requisition “Post It” note window. Each record should contain: Bid Information Record of all bids Department Head explanation if lowest priced vendor not selected. 2.4 Competitive Bidding: Purchases with an anticipated obligation of $10,001 or more are required to have sealed, competitive bidding and comply with Public Act 167 and 168 of 1993. Two competitive bids are required for purchases of $10,001 or more. ---PAGE BREAK--- COUNTY OF OTSEGO Administrative Policy Manual Policy Number 500.01 Page Number 4 of 9 Procedures Professional services and intergovernmental contracts and emergency repairs, or reauthorization of contracts that have been previously approved are exempted from this policy. A copy of all bid document material must be provided to the Administration Department. A. If a bid document must be prepared ($10,001 or more), it shall include: Bid Reference Number as assigned by the Administration Department Bid advertisement Bid preparation instructions Proposal Contract General conditions Special conditions General specifications Detailed specifications State or Federal guidelines (if necessary) The County reserves the right to accept, reject or negotiate any or all bids, to waive or not waive informalities or irregularities in bids or bidding procedures, to rebid the project/purchase, and to accept any bid determined by the County to be in the best interest of the County, regardless of price. The reason for rejection may include past performance issues, and compatibility with existing equipment or software. Vendors located in Otsego County are hereby granted a 5% cost variance for low bid determination. A “local vendor” is defined as a vendor that operates a business within the legally defined boundaries of Otsego County. To be considered a local vendor, the vendor must provide a verifiable business address (not a PO Box) at which business is being conducted. B. All bids shall be opened at the time, date and place specified, and the opening and inspection of all bids shall be made by the County Administrator. A complete summary of the bids, including the bidding firm’s name, cost, qualifying data, and any other relevant information, shall be kept on file. Final approval, acceptance and selection of bids that are low bid and meet specifications shall be recommended by the County Administrator to the Board of Commissioners. 2.5 Expendable Supplies: For each expendable category of purchases, the County Administrator, with the assistance of the respective department staff (i.e. maintenance/jail food staff), will compile and maintain a list of preferred suppliers. Such lists will be reviewed and updated periodically. Typically one –three vendors will be listed to provide comparison pricing and selection options. 2.6 Open Purchase Orders: Open Purchase Orders shall be utilized for vendors that provide ---PAGE BREAK--- COUNTY OF OTSEGO Administrative Policy Manual Policy Number 500.01 Page Number 5 of 9 Procedures routine repetitive services. Open Purchase Orders may be opened and closed within any calendar month. Examples of authorized open purchase orders include: oil changes, car wash and other similar services. 2.7 Emergency Purchase Orders: In case of emergency needs, appropriate departments (maintenance, sheriff) are authorized to make emergency procurements of supplies, services or construction items when there exists a threat to public health, welfare or safety. Electronic access shall be provided to authorize the issuance of emergency purchase orders. Emergency procurements shall be made with such competition as is practicable under the circumstances and the cost shall not exceed $5,000. An emergency purchase of up to $10,000 may be made by the County Administrator without prior approval by the chair or vice-chair of the Board of Commissioners. The very nature of emergency expenditures may necessitate a significant financial decision without prior approval. All emergency expenditures in excess of $10,000 shall be reported to the Board of Commissioners, in writing, within three business days. In the case of emergency repairs where delays may cause further damage to county property, the County Administrator is authorized to spend up to $10,000 without prior approval by the chair or Vice-Chair. Emergency repairs in excess of $10,000 may be made by the County Administrator with advanced authorization from the chair or vice-chair. 2.8 Cooperative Government Contracts: Bidding requirements shall be waived if the County is able to secure favorable prices on purchases by joining with other local governments, or participating with the State of Michigan or the Federal Government in purchasing. The County Administrator is authorized to enter into the necessary agreements or contracts on behalf of the County. 2.9 Exempted Purchases: Exempted purchases include maintenance agreement billings, utility billings, contracted service invoices, insurance payments, and other like services as noted in the Otsego County Payables Policy. The appropriate account number and signature of a Management Team member is required for exempted purchases, and shall appear across the invoice. 2.10 Payment Procedure: The respective Management Team member will be responsible for inspection of all orders, upon receipt of the order and prior to the acceptance of the delivery. Upon acceptance of items, verification that the packing slip matches the purchase order must accompany the invoice in order to obtain payment. Whenever a department rejects any orders, the County Administrator shall be notified immediately and given the reason for the rejection. 2.11 Capital Leases: The process for bidding capital leases shall be similar to other purchases. Should the price of the purchase not be reasonably known prior to engaging the bidding process, the Formal Bidding Process shall be used. ---PAGE BREAK--- COUNTY OF OTSEGO Administrative Policy Manual Policy Number 500.01 Page Number 6 of 9 Procedures 2.12 Bid Specification Changes: All changes in bid specifications shall be reported to all known potential bidders. Such notification shall provide appropriate time for all such potential bidders to have adequate time to make adjustments to their bids. 2.13 Demo Models: Bidding requirements shall be waived if the County is able to secure favorable prices on purchases by purchasing a demonstration model. 2.14 Rebidding: Should it become necessary to rebid a project/purchase, the County Administrator may waive the newspaper posting requirement for Competitive Bids, with notification being given to the Budget & Finance Committee members. 2.15 Amending contracts on projects requiring bids: The County Administrator may approve minor amendments to capital project contracts up to an amount of $5,000, not to exceed more than 10% of the original contract amount. The County Administrator may approve minor amendments to capital project contracts up to an amount of $10,000, not to exceed 10% of the original contract amount, with pre-notification to the Budget & Finance Committee. Any contract amendment beyond the limits specified above requires approval by the Board of Commissioners. 2.16 Bond Requirements: Bid bonds are required for construction or repair projects in the amount of $100,000 or more. Bid bonds and performance bonds are required for construction or repair projects in the amount of $250,000 or more. Bid bonds shall be in the amount of 10% of the total contract price. Performance bonds will be in the amount of 100% of the total contract price. Bond requirements cannot be waived. 2.17 Lien Waivers: For construction or repair projects in the amount of $50,000 or more, the contractor is required to provide partial lien waivers, verifying all subcontractors and suppliers have been paid for their work to date, for payment requests beyond 25% of the total contract price. The final 10% of the contract price can be paid prior to receipt of lien waivers. The contractor will provide final lien waivers within 30 days of contract completion. In the event that a contractor does not provide the required lien waivers, the contract will not be eligible for future County projects without the consent of the County Infrastructure Committee. 2.18 Insurance Requirements: All contractors and/or vendors are required to have the following Insurance: A. Workers Compensation and Employers’ Liability, Michigan Statutory Limits of Liability. B. Commercial General Liability Insurance C. Motor Vehicle Liability Coverage, and Michigan No-Fault Coverages including all owned, non-owned, and hired vehicles. D. Otsego County will be named as Additional Insured on all insurance coverage, with ---PAGE BREAK--- COUNTY OF OTSEGO Administrative Policy Manual Policy Number 500.01 Page Number 7 of 9 Procedures the exception of Workers Compensation and Employers’ Liability insurance. Limits of Liability for General Liability, and Vehicle Liability shall be within the following guidelines based on contract amount: Projects up to $750,000: Minimum of $1,000,000 per occurrence and aggregate. Projects $750,001 to $1,750,000: Minimum of $2,000,000 per occurrence and aggregate. Projects $1,750,001 to $2,750,000: Minimum of $3,000,000 per occurrence and aggregate. The required amounts continue to escalate by adding $1,000,000 to the beginning and ending project range and to the minimum insurance requirement. A Waiver of Subrogation is required on the certificate of liability insurance. The certificate of liability insurance is required to have a 30-day notice of cancellation. 2.19 Professional Services Contracts Requirements: Professional Liability Coverage (Errors and Omissions) is required for all contracts for professional services such as architect, engineer, design firm or similar professions, and the medical professions, etc. Limits of Liability for Professional Liability Coverage shall be within the following guidelines based on contract amount: Projects up to $750,000: Minimum of $1,000,000 per occurrence and aggregate. Projects $750,001 to $1,750,000: Minimum of $2,000,000 per occurrence and aggregate. Projects $1,750,001 to $2,750,000: Minimum of $3,000,000 per occurrence and aggregate. The required amounts continue to escalate by adding $1,000,000 to the beginning and ending project range and to the minimum insurance requirement. A Waiver of Subrogation is required on the certificate of liability insurance. The certificate of liability insurance is required to have a 30-day notice of ---PAGE BREAK--- COUNTY OF OTSEGO Administrative Policy Manual Policy Number 500.01 Page Number 8 of 9 Procedures cancellation. 2.20 Other Contractor Insurance Requirements: For projects of over $250,000, all vendor insurance must be obtained through an insurance company that has a financial strength rating of A or better by a reputable insurance rating company such as A.M. Best. The County of Otsego will accept delivery of and authorize payment of only those services, supplies, merchandise or articles authorized for purchase, and acceptable under terms of the purchase agreement, in accordance with the procedures stated herein. Payment for any services, supplies, merchandise or articles not authorized for purchase by the County Administrator and/or the Otsego County Board of Commissioners in accordance with the policies and procedures stated herein becomes the responsibility of the person or persons requesting such service, supplies, merchandise or article and the County may deny payment of the claim. Any service being performed for the County that has not been authorized in accordance with the policies and procedures stated herein, shall be immediately discontinued and the original conditions restored at the expense of the person or persons requesting such service. Payment in full for any service, supplies, merchandise or articles not acceptable for delivery or the use required, as put forth in the bid specifications or purchase agreement for such service, supplies, merchandise or articles, will be held in abeyance until such time as a replacement or replacements meeting the specifications put forth in the purchase agreement and acceptable for the use required are received. TABLE 1 Dollar Amount Bidding Requirement Final Approval $0 - $500 None Management Team Member or Designee $501 - $5,000 Informal Bid County Administrator $5,001 - $10,000 Formal or Competitive Quote County Administrator $10,001 or more Competitive Bids Board of Commissioners ---PAGE BREAK--- COUNTY OF OTSEGO Administrative Policy Manual Policy Number 500.01 Page Number 9 of 9 Procedures Approvals (name and department) Board of Commissioners April 13, 2004