Request for Proposal - Greening Projects
ROSS COUNTY LAND REUTILIZATION CORPORATION
Mailing Address: 35 S. Paint St., Chillicothe, OH 45601
4/18/2019
REQUEST FOR PROPOSAL (RFP)
Greening Project #2019-G-R1-369
Greening Project #2019-G -R1-623
The Ross County Land Reutilization Corporation is soliciting proposals from qualified Contractors to perform necessary property restoration through hydroseeding at several residential properties in Chillicothe, Ross County, Ohio. Due to our funding source, each parcel must be bid for and invoiced separately.
BID DEADLINE: April 26, 2019
GOAL PROJECT TIMELINE:
Notice to Proceed: Issued April 29, 2019
Greening Start Date: TBD
Greening Completion Date: TBD
NOTICE TO CONTRACTORS
Sealed proposals for the “Greening Projects #2019-G-R1-369 and 2019-G-R1-623 will be received by the Ross County Land Reutilization Corporation at the Development Director’s Office, 35 South Paint Street until 2:00 pm, April 26, 2019. Bids shall be sealed and marked as Bid for: Demolition Project #2019-G-R1-369 and 2019-G-R1-623. Property addresses are in Chillicothe, Ohio and are as follows:
Greening Project #2019-G-R1-369 – 369 Neal Avenue
Greening Project #2019-G-R1-623 – 623 Glencroft Avenue
After opening all bids, each one must be evaluated using the criteria established herein. The award will be made to the lowest responsive and responsible bidder whose bid conforms to the bid document and is deemed to be in the best interest of the mission of the RCLRC. Normal policy and legal guidelines provide that bids shall be awarded to the lowest bidder who submits a responsive bid, however, the RCLRC reserves the right to award bids deemed to be in the best interest of the mission of the RCLRC. (“Best interest of the mission of the RCLRC” MAY include: past history, expected workload, and timeline requirements.)
The structures on these properties are set to be demolished, leaving vacant lots, backfilled with dirt and 4” of topsoil, compacted to a construction grade. The completion date for demolition shall be no later than May 22, 2019. The greening start and completion date must coincide with the actual demolition completion date.
No official interpretation of specifications or other pre-bid documents will be made to any bidder orally. Every request for such interpretation should be emailed to traci.harris@chillicotheoh.gov not later than 24 hours prior to the date fixed for the opening of bids.
If bidding on multiple parcels each individual bid form must be placed in a separate, sealed envelope and marked accordingly and placed together in a larger envelope with one (1) copy of each of the other documents required within this bid packet.
INSTRUCTIONS TO BIDDERS
1. RECEIPT AND OPENING OF BIDS: The Contracting Agency, Ross County Land Reutilization Corporation (herein called the “RCLRC”), invites bids on the form attached hereto, all blanks of which must be appropriately filled in. The envelopes containing the bids must be sealed, addressed to Ross County Land Reutilization Corporation, 35 S. Paint St., Chillicothe, OH, and designated as a bid for: #2019-G-R1-369 and 2019-G-R1-623.
until 2:00 p.m., April 26, 2019, at said office and opened by authorized RCLRC personnel after that time.
RCLRC may consider unacceptable any bid not prepared and submitted in accordance with the provisions hereof and reserves the right to waive any informalities or reject any and all bids. Any bid may be withdrawn prior to the above scheduled time for the opening of bids or authorized postponement thereof. Any bid received after the time and date specified shall not be considered.
RCLRC personnel responsible for the acquisition of goods and services must abide by the Anti-Kickback Act of 1986 (41 U.S.C. 51-58) and act in a manner that brings the best overall value to RCLRC acquisitions and to not solicit and/or accept personal gain from any procurement transactions. Bidder must be knowledgeable and understand Ohio Ethics and Conflict of Interest Laws.
2. CONTRACTOR FORMS: Each contractor is required to submit to RCLRC for RCLRC to keep on file a W-9, the Drug-Free Workplace Notification, and copy of Contractor’s policy regarding Equal Employment Opportunity. All of the above forms must be valid for the dates within the timeline the work will be completed. If the required forms are not already on file, contractor must submit forms with bid package.
3. PREPARATION OF BID: Each bid must be submitted on the prescribed form. All blank spaces for bid prices must be completed in ink or typewritten. Each bid must be submitted in a sealed envelope, bearing on the outside, the name of the bidder, his/her address, and the name of the project for which the bid is submitted.
4. QUALIFICATIONS OF BIDDER: RCLRC makes such investigations as it deems necessary to determine the ability of the bidder to perform the work, and the bidder shall furnish to RCLRC all such information and date for this purpose as RCLRC may request. RCLRC reserves the right to reject any bid if the evidence submitted by, or investigation of, such bidder fails to satisfy RCLRC that such bidder is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein. Conditional bids will not be accepted.
5. REAL ESTATE TAXES: In compliance with the RCLRC purchasing policies, the Certification of Paid Real Estate Taxes must be completed. The bidder(s) or corporations must certify that all real estate taxes within Ross County are paid or that no property is owned by the bidders(s) or corporation within Ross County.
6. INSURANCE: Contractor and all tiers of Subcontractors shall at all times during the period in which the Contract is in force and effect, provide and maintain the following insurance at their own expense. All insurance shall be purchased from insurance carriers authorized to do business in the State of Ohio. All insurance required herein shall be written
on an “occurrence” basis and not a “claims-made” basis. In no event shall work be performed until the required evidence of insurance has been furnished. If Contractor fails to obtain or maintain the required insurance, the RCLRC shall have the right to treat such failure as a material breach of contract and to exercise all appropriate rights and remedies. The insurance shall provide for at least thirty (30) days prior written notice to be given to the RCLRC in the event coverage is materially changed, canceled or non-renewed.
(a) Automobile Liability Insurance covering all owned and hired automobiles. Such insurance shall provide coverage not less than that of the Standard Comprehensive Automobile Liability policy (or Business Auto Policy) with limits compliant with Ohio law.
(b) Contractor shall procure and maintain Certificate of Liability Insurance with a minimum of $1,000,000for damages to a single person and shall deliver such certificate of insurance evidencing the required coverage to RCLRC prior to the commencement of demolition services. Contractor shall cause RCLRC to be named as an additional insured.
(c) Workers’ Compensation Insurance for all operations: In statutory limits of the Workers’ Compensation Law of the State of Ohio and having Employers Liability Limits:
(d) Owned or Leased Equipment/Tools: Contractor and all tiers of Subcontractors shall maintain insurance on their owned or leased equipment, tools, trailers, etc.
(e) Additional Insured Provision: The insurance policies identified in paragraphs (a) and (b) above shall include an endorsement naming the Ross County Land Reutilization Corporation, and its officers, employees and agents as additional insured’s including Excess or Umbrella Liability Policies if applicable.
(f) Primary Insurance: The insurance policy identified in Paragraph (b) above shall include an endorsement stating that the coverage afforded the Additional Insured’s described in Paragraph (e) above will be primary and non-contributory to any other coverage available to them.
7. AWARD OF BID: Project bids will be awarded after April 27, 2019 by the RCLRC Executive Director. Bidder understands that greening of property CANNOT begin until the date listed on the Notice to Proceed and all applicable terms and conditions listed herein have been met.
8. CONDITIONS OF WORK: Each bidder must inform himself/herself fully of the conditions relating to the Project and the employment of labor necessary to carry out the provisions of his/her contract. Insofar as possible, the contractor is carrying out the work must employ such methods or means as will not cause any interruption of or interference with the work of any other contractor. All rules and regulations of the utility companies, the City and/or County codes must be complied with before, during, and after the demolition project.
9. OBLIGATION OF BIDDER: At the time of the opening of bids, each bidder will be presumed to have inspected the sites and to have read and to be thoroughly familiar with the Scope of Work and contract documents (including all addenda(s)). The failure or
omission of any bidder to examine any form, instrument, or document shall in no way relieve any bidder from any obligation in respect of his/her bid.
10. EXAMINATION OF SITE: Each bidder shall, and is hereby directed to, inspect the site of the proposed work and must fully apprise themselves of the conditions and difficulties that may be encountered in the execution of the work, determine all circumstances affecting the cost and progress of the work, and shall assume all patent and latent risks in connection herewith.
11. SITE SOIL CONDITIONS: Subject to the convenience of RCLRC, prospective bidders will be permitted to explore the site by making borings or digging test pits. In such event, the work shall be done at the sole expense and risk of the bidder, and he shall maintain and restore the site to original condition.
RCLRC does not guarantee the condition of the soil that may be encountered in the prosecution of the proposed work, neither does the RCLRC represent that the specifications drawn are based upon any data so obtained. RCLRC does not make any representations as to the soil which may be encountered or of soil or water which underlies the work or is adjacent thereto, including any difficulties that may be due to unfavorable conditions that may be encountered in the work, whether apparent upon surface inspection or disclosed in the process of carrying forward the work.
12. WORK SPECIFICATIONS:
• Insure work is being completed at the correct address;
• SECURE REQUIRED PERMITS, IF ANY, AND HAVE ON HAND;
• Notify local law enforcement and fire authorities that work is in progress, if required;
• Secure permission from adjacent property owners if access to their property is required and if normal right of ways will be blocked;
• Ensure proper safety precautions and equipment are employed with all machinery and personnel as well as site security. Once greening has started, no unauthorized personnel are allowed to be on site. Authorized personnel include the demolition contractor/subcontractor, their employees, local police and fire officials, utility employees, government inspectors, and RCLRC officials;
• All rubbish and debris found on the lot at the start of work as well as that resulting from the activities or deposited on the site by others during the duration of the Contract shall be removed and legally disposed of by the contractor who shall keep the lot and public right-of-way reasonably clear at all times. Upon completion of the work, the Contractor shall remove any and all temporary equipment and debris of all kind leaving each lot in a neat condition;
• Hydroseeding of the site at a rate of at least six (6) pounds per 1000 square feet, so grass is growing on the site and the site can be safely mowed and maintained.
13. COMPLETION TIME: The greening start and completion date must coincide with the actual demolition completion date.
14. FINAL GRADE, SEED AND STRAW: It is the policy of the RCLRC that we leave our demolition sites in a condition that improves the visual appearance and value of the property and surrounding neighborhoods. Site must be free from debris, tires, rocks and other foreign materials. Site grade must match existing grade unless otherwise instructed. Proposals may include other suggestions (with pricing) for landscaping, such as the planting of trees and/or installation of fencing. If submitting additional ideas, Contractor must list costs separately, indicating the projected costs of hydroseeding only.
15. WATER SUPPLY: All water for demolition purposes, as well as the expense of having water conveyed about the work, must be provided by the contractor. The source, quality, and quantity of water furnished shall, at all times, be satisfactory to RCLRC to keep the dust levels to a minimum.
16. SIGNATURE OF BIDDERS: The firm, corporate, or individual name of the bidder must be signed in ink in the space provided for the signatures on the proposed blanks. In case of a corporation, the title of the officer signing must be stated and such officer must be thereunto duly authorized and the seal of said corporations duly affixed. In the case of a partnership, the signature of at least one of the partners must follow the firm name, using the term “member of the firm”. In case of a Limited Liability Company (“LLC”), the signature of at least one of the members must follow the company name, using the term “authorized member of company”. In the case of an individual, use the terms “doing business as”, or “sole owner”. The bidder shall further state, in his proposal, the name and address of each person or corporation interested therein.
17. ADDITIONAL OBLIGATIONS UPON CONTRACT AWARD: Upon award of the contract, but prior to its execution, the contractor shall submit all of the following documents, completed as required.
• Acceptance of Notice to Proceed
• Contract Documents
• The contractor shall secure all necessary permits required to perform greening.
18. OBLIGATIONS UPON COMPLETION OF CONTRACT: Upon completions of the Contract, but prior to payment, the contractor shall submit all of the following documents:
• Before and after pictures
• Any and all paperwork indicating the type of seed planted, trees planted, etc.
19. PAYMENT: It is further understood and agreed that the RCLRC will pay the Contractor directly within thirty (30) working days after receipt of all items listed in paragraph 17. This payment or payments will be made and finalized only after inspection by the RCLRC
to determine if said work has been completed according to the Contractor’s work proposal/bid and in accordance with all special provisions and conditions. At this time a lien waiver showing payment to all sub-contractors (if applicable) will be required from the Contractor.
NON-COLLUSION AFFIDAVIT OF PRIME BIDDER
State of _____________________
{SS.
County of ____________________
_________________________________, being first duly sworn, deposes and says that:
1) He is the _________________________ of ____________________________________
(Title) (Company Name)
The Bidder that has submitted the attached bid;
2) He if fully informed regarding the preparation and contents of the attached Bid(s) and of all pertinent circumstances respecting such Bid(s);
3) Such bid(s) is/are genuine and is/are not a collusive or sham Bid(s);
4) Neither the said bidders firm nor any of its officers, partners, owners, agents, representatives, employees, or parties in interest, including this affidavit, has in any way colluded, conspired, connived or agreed, directly or indirectly with any other Bidder, firm, or person to submit a collusive or sham Bid(s) in connection with the Contract for which the attached Bid(s) has/have been submitted or to refrain from bidding in connection with such Contract, or has in any manner, directly or indirectly, sought by agreement, or collusion or communication or conference with any other Bidder, firm, or person to fix the price or prices in the attached Bid(s) or of any other Bidder, or to fix overhead, profit, or cost elements of the Bid price(s) of any other Bidder, or to secure through any collusion, conspiracy, connivance, or unlawful agreement any advantage against Ross County Land Reutilization Corporation or any person interested in the proposed Contract; and
5) The price or prices quoted in the attached Bid(s) are fair and proper and are not the result of any collusion, conspiracy, connivance, or unlawful agreement on the part of the Bidder or any of its agents, representatives, owner’s employees, or parties in interest, including this affidavit.
(Signed) __________________________________
(Contractor)
Subscribed and sworn to before me this ______ day of ____________________, 20____.
______________________________________
Notary
My commission expires ___________________________________
CERTIFICATION OF PAID REAL ESTATE TAXES
In compliance with the ROSS COUNTY LAND REUTILIZATION CORPORATION purchasing policies, the following certification on property owned within Ross County must be completed and returned with the quotations in accordance with the RCLRC’s policy on delinquent property taxes.
A. _____ “The bidder(s) or corporation hereby certifies that all real estate taxes within Ross County are paid.”
B. _____ “No property is owned by the bidder(s) or corporation within Ross County.”
DATE: _____________________________
COMPANY: ______________________________________________
PHONE: _______________________________
FAX: __________________________________
SIGNATURE: _______________________________________________________
NAME OF SIGNEE: __________________________________________________
TITLE OF SIGNEE: _______________________________________________
EMAIL: _________________________________________________________
DRUG FREE WORKPLACE COMPLIANCE
Ross County Land Reutilization Corporation is a recipient of federal funds and is required to comply with the Drug Free Workplace Act of 1988. The RCLRC is concerned with the effects drug or alcohol abuse can have on employees, their families, and the employee’s ability to perform their work safely and efficiently.
Before RCLRC enters into a contract for the purchase of materials, equipment, supplies, contracts, or insurance, or other services, the contractor must agree to the following:
1. That the contractor or subcontractor employed by RCLRC recognizes alcoholism and drug addiction as illnesses which are treatable, and encourages employees who may have an alcohol or drug problem to seek professional treatment or assistance on their own initiative.
2. That the unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance by any employee of a contractor or subcontractor which takes place in whole or in part in the RCLRC’s workplace is strictly prohibited and may result in criminal prosecution and discipline which may include termination of contract.
3. That is an employee of the contractor or subcontractor is convicted of any Federal or State criminal drug statute for a workplace related drug offense, the contractor or subcontractor shall notify the RCLRC Director of such within five (5) calendar days.
THE UNDERSIGNED AFFIRMS THAT THE NAMED CONTRACOT COMPLIES WITH ALL OF THE REQUIREMENTS SET OUT ABOVE, AND THAT SUCH CONTRACTOR WILL CONTINUE TO COMPLY WITH THESE REQUIREMENTS FOR THE TERM OF THE CURRENT CONTRACT WITH THE ROSS COUNTY LAND REUTILIZATION CORPORATION AND FOR THE DURATION OF ALL FUTURE CONTRACTS WITH THE RCLRC.
Company ___________________________________________________________
Address ____________________________________________________________
Signature ___________________________________________________________
Print Name ___________________________________________________________
Date _____________________