CITY OF BOISE. Finance and Administration and Parks & Administration Departments

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1 CITY OF BOISE TO: FROM: Mayor and Council Finance and Administration and Parks & Administration Departments RESOLUTION NUMBER: R DATE: October 30, 2009 SUBJECT: Approval of Contract, FB ; Fort Boise Lighting Project, Parks & Recreation Department, to Northwest Electrical Contractors in a total amount not to exceed $250,187. ACTION REQUIRED: Contract approval by resolution. RECOMMENDATION: Finance and Administration and Parks & Recreation recommends that FB is awarded to the lowest responsive and responsible bidder with significant local preference, Northwest Electrical Contractors, in a total amount not to exceed $250,187. Award of contract is subject to compliance with bonding and insurance requirements. FISCAL IMPACT/BUDGET IMPLICATIONS: Financial Services has confirmed sufficient funding is available for this obligation. BACKGROUND: This purchase is for new sports field lighting at Fort Boise softball fields. The majority of the existing wooden poles were installed approximately 50 years ago and have rotted over time and have become a safety concern. The poles are too short and do not provide effective lighting for today s standard. The Fort Boise fields are an essential part of the City s softball organization and losing the lighted fields could be detrimental to the program, by limiting schedules and possibly the number of teams that participate. ATTACHMENTS: Resolution, Contract, Bid Proposal and Bid Specifications.

2 RESOLUTION NO. BY THE COUNCIL: BISTERFELDT, CLEGG, EBERLE, JORDAN, SHEALY AND TIBBS A RESOLUTION AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE ON BEHALF OF THE CITY OF BOISE CITY, AN AGREEMENT FOR F/B , PURCHASE OF FORT BOISE LIGHTING PROJECT, PARKS & RECREATION DEPARTMENT, BETWEEN THE CITY OF BOISE CITY AND NORTHWEST ELECTRICAL CONTRACTORS; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, Finance and Administration and Parks & Recreation Departments staff recommended award of F/B ; Purchase of Fort Boise Lighting Project, Parks & Recreation Department to the lowest, responsible bidder, Northwest Electrical Contractors; and WHEREAS, during their meeting of, the City Council followed staff recommendation and awarded Resolution No., F/B ; Purchase of Fort Boise Lighting Project, Parks & Recreation Department to Northwest Electrical Contractors. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COUNCIL OF THE CITY OF BOISE CITY, IDAHO: Section 1. That the contract by and between the City of Boise City and Northwest Electrical Contractors, for F/B , Purchase of Fort Boise Lighting Project, Parks & Recreation Department, which is attached hereto and incorporated herein by reference, be, and the same hereby is, approved both as to form and content. Section 2. That the Mayor and City Clerk be, and they hereby are, authorized to respectively execute and attest said Agreement for and on behalf of the City of Boise City. Section 3. That this Resolution shall be in full force and effect immediately upon its adoption and approval. ADOPTED by the Council of the City of Boise, Idaho, this day of November, APPROVED by the Mayor of the City of Boise, Idaho this day of November, APPROVED: ATTEST: MAYOR CITY CLERK R

3 CITY OF BOISE CONSTRUCTION CONTRACT AGREEMENT Project: FB ; Fort Boise Lighting Project Contractor: Northwest Electrical Contractors Owner: Parks & Recreation Department, City of Boise, Ada County, Idaho, a municipal corporation THIS AGREEMENT, made this day of, 2, by and between the City of Boise, a municipal corporation organized under the laws of the State of Idaho, hereinafter referred to as "Owner", and Contractor, hereinafter referred to as Contractor, a corporation organized under the laws of the State of Idaho. 1. Statement of Work: The Contractor shall furnish labor, material and equipment for, and perform the work described herein for the consideration stipulated, and in compliance with State and City Codes. Contract documents consist of the following together with any amendments that may be agreed to in writing by both parties: Bid Proposal Contract Agreement Specifications Acknowledgements Performance Bond Labor & Payment Bond Liability Insurance Worker s Compensation 2. Amount of Contract: In an amount Not to Exceed: $ 250, Term of Contract: The work to be performed under this contract shall commence after receipt of the Notice to Proceed, and shall terminate one year after award date, a period of twelve months, unless sooner terminated as herein provided. 4. Indemnification and Insurance: The Contractor shall indemnify and save and hold harmless the Owner from and for any and all losses, claims, actions, judgments for damages, or injury to persons or property and losses and expenses caused or incurred by the Contractor, its servants, agents employees, guests, and business invitees, and not caused by or arising out of the tortious conduct of Owner or its employees. In addition, the Contractor shall maintain, and specifically agrees that it will maintain, throughout the term of this Agreement, liability insurance, in which the Owner shall be named an additional insured in the minimum amount as specified in the Idaho Tort Claims Act set forth in Title 6, Chapter 9 of the Idaho Code (currently, a minimum of $500,000). The limits of insurance shall not be deemed a limitation of the covenants to indemnify and save and hold harmless Owner; and if Owner becomes liable for an amount in excess of the insurance limits, herein provided, the Contractor covenants and agrees to indemnify and save and hold harmless Owner from and for all such losses, claims, actions, or judgments for damages or liability to persons or property. The Contractor shall provide Owner with a Certificate of Insurance, or other proof of insurance evidencing compliance with the requirements of this paragraph and file such proof of insurance with

4 the Owner. In the event the insurance minimums are changed, Contractor shall immediately submit proof of compliance with the changed limits. Additionally, the Contractor shall have and maintain during the life of this contract, statutory Workers Compensation, regardless of the number of employees, or lack thereof, to be engaged in work on the project under this agreement (including himself) in the statutory limits as required by law. In case any such work is sublet, the Contractor shall require that subcontractor provide Workers Compensation Insurance for himself and any/all the latter's employees to be engaged in such work. Proof of insurance must be provided to the owner prior to the start of work. Proof of insurance shall be provided to Department of Finance and Administration, Purchasing Office, City of Boise, P.O. Box 500, Boise, ID Independent Contractor: In all matters pertaining to this agreement, the Contractor shall be acting as an independent contractor, and neither the contractor nor any officer, employee or agent of the contractor will be deemed an employee of City. The selection and designation of the personnel of the Owner in the performance of this agreement shall be made by the Owner. 6. Compensation: For performing the services specified in Section 1 herein, Owner agrees to reimburse Contractor according to the attached bid specification. Payment will not include any subcontract or other personal services pay except as may be agreed to in writing in advance by the parties. Change Orders may be issued, subject to Purchasing/Council approval. 7. Method of Payment: Contractor will invoice the Parks and Recreation Department, 1104 Royal Blvd., Boise, Idaho directly for all current amounts earned under this Agreement. Owner will pay all invoices within forty five (45) days after receipt. 8. Notices: Any and all notices required to be given by either of the parties hereto, unless otherwise stated in this agreement, shall be in writing and be deemed communicated when mailed in the United States mail, certified, return receipt requested, addressed as follows: City of Boise Parks and Recreation Department 1104 Royal Blvd. Boise, Idaho Northwest Electrical Contractors 1471 E. Commercial Drive Meridian, Idaho Either party may change their address for the purpose of this paragraph by giving written notice of such change to the other in the manner herein provided. 9. Attorney Fees: Should any litigation be commenced between the parties hereto concerning this

5 Agreement, the prevailing party shall be entitled, in addition to any other relief as may be granted, to court costs and reasonable attorneys fees as determined by a Court of competent jurisdiction. This provision shall be deemed to be a separate contract between the parties and shall survive any default, termination or forfeiture of this Agreement. 10. Time is of the Essence: The parties hereto acknowledge and agree that time is strictly of the essence with respect to each and every term, condition and provision hereof, and that the failure to timely perform any of the obligations hereunder will constitute a breach of, and a default under, this Agreement by the party so failing to perform. 11. Force Majeure: Any delays in or failure of performance by Contractor shall not constitute a breach or default hereunder if and to the extent such delays or failures of performance are caused by occurrences beyond the reasonable control of Contractor, including but not limited to, acts of God or the public enemy; compliance with any order or request of any governmental authority; fires, floods, explosion, accidents; riots, strikes or other concerted acts of workmen, whether direct or indirect; or any causes, whether or not of the same class or kind as those specifically named above, which are not within the reasonable control of Contractor. In the event that any event of force majeure as herein defined occurs, Contractor shall be entitled to a reasonable extension of time for performance of its Services under this Agreement. 12. Assignment: It is expressly agreed and understood by the parties hereto, that the Contractor shall not have the right to assign, transfer, hypothecate or sell any of its rights under this Agreement except upon the prior express written consent of Owner. 13. Discrimination Prohibited: In performing the Services required herein, the Contractor shall not discriminate against any person on the basis of race, color, religion, sex, national origin or ancestry, age or physical disability. 14. Reports and Information: At such times and in such forms as Owner may require, there will be furnished to Owner such statements, records, reports, data and information as Owner may request pertaining to matters covered by this Agreement. 15. Audits and Inspections. At any time during normal business hours and as often as the Owner may deem necessary, there shall be made available to the Owner for examination all of Vendor's records with respect to all matters covered by this Agreement. Vendor shall permit the Owner to audit, examine, and make excerpts or transcripts from such records, and to make audits of all contracts, invoices, materials, payrolls, records of personnel, conditions of employment and other data relating to all matters covered by this Agreement. 16. Compliance with Laws. In performing the scope of services required hereunder, the Contractor shall comply with all applicable laws, ordinances, and codes of Federal, State, and local governments. 17. Changes: The Owner may, from time to time, request changes in the Scope of Work to be

6 performed hereunder. Such changes, and any increase or decrease in the contractor s compensation, which are mutually agreed upon by and between the Owner and the Contractor, shall be incorporated in written amendments to this Agreement. 18. Termination for Cause: If, through any cause, the contractor shall fail to fulfill in a timely and proper manner its obligations under this Agreement, or if the Contractor shall violate any of the covenants, agreements, or stipulations of this Agreement, the Owner shall thereupon have the right to terminate this Agreement by giving written notice to the contractor of such termination and specifying the effective date thereof at least fifteen (15) days before the effective date of such termination. If this agreement is terminated for cause the Contractor shall be entitled to receive just and equitable compensation for any work satisfactorily completed hereunder. Notwithstanding the above, the contractor shall not be relieved of liability to the Owner for damages sustained by the Owner by virtue of any breach of this Agreement by the Contractor, and the Owner may withhold any payments to the Contractor for the purposes of set-off until such time as the exact amount of damages due the Owner from the Contractor is determined. This provision shall survive the termination of this agreement and shall not relieve the contractor of its liability to the Owner for damages, provided that the amount of such damages shall not exceed the total compensation provided for in section two of this agreement. 19. Termination for Convenience of City: Owner may terminate this Agreement at any time by giving at least fifteen (15) days notice in writing to the Contractor. If the Agreement is terminated by Owner as provided herein, Contractor will be paid an amount which bears the same ratio to the total compensation as the work actually performed bear to the total services of Contractor covered by this Agreement, less payments of compensation previously made. If this Agreement is terminated due to the fault of Contractor, Section 18 hereof relative to termination will apply. 20. Contractor to Pay or Secure Taxes: The contractor in consideration of securing the business of providing: 1) To pay promptly when all taxes due (other than on real property), excises and license fees due the state, its subdivisions, and municipal and quasi-municipal corporations therein, accrued or accruing in accordance with conditions of this Agreement, whether or not the same shall be payable at the end of such term; 2) That if said taxes, excises and license fees are not payable at the end of said term, but liability for the payment thereof exists, even though the same constitute liens upon the Contractor s property, to secure the same to the satisfaction of the respective officers charged with the collection thereof; and 3) That, in the event of default in the payment or securing of such taxes, excises, and license fees, that Boise City may withhold from any payment due the Contractor hereunder the estimated amount of such accrued taxes, excises and license fees for the benefit of all taxing units to which said the Contractor is liable. 21. Construction and Severability: If any part of this Agreement is held to be invalid or unenforceable, such holding will not affect the validity or enforceability of any other part of this Agreement so long as the remainder of the Agreement is reasonably capable of completion. 22. Non-Appropriation: Should funding become not available, due to lack of appropriation, the Owner may terminate this agreement upon 30 (thirty) days notice.

7 23. Entire Agreement: This Agreement contains the entire agreement of the parties and supersedes any and all other agreements or understandings, oral of written, whether previous to the execution hereof or contemporaneous herewith. 24. Applicable Law. This Agreement shall be governed by and construed and enforced in accordance with the laws of the State of Idaho, and the ordinances of the City of Boise. 25. Approval Required. This Agreement shall not become effective or binding until approved by the City of Boise. 26. Acceptance and Final Payment: Upon receipt of notice that the work is ready for final acceptance and inspection, the Owner s representative will make such inspection and when he finds the work acceptable and the contract fully performed he will have the Contractor issue a final payment request. END OF CONTRACT

8 IN WITNESS WHEREOF, the City and the contractor/vendor have executed this Agreement as of the date first above written. CITY OF BOISE Northwest Electrical Contractors 1471 E. Commercial Drive APPROVED BY: Meridian, Idaho David H. Bieter, Mayor Date Signature Date ATTEST: Print Name City Clerk Date CONTRACT AMOUNT: $ 250,187 Tina McBride, Purchasing Agent Date APPROVED AS TO FORM AND CONTENT Department Date Legal Department Date Risk Management Date Page 6

9 ACKNOWLEDGMENT State of ) ) ss County of ) On this day of 20, before me personally appeared known to me and known by me to be the person who executed the above instrument, who, being by me first duly sworn, did depose and say that he/she is and that he/she executed the foregoing instrument on behalf of said firm for the use and purposes stated therein. Notary Public of Idaho Residing at Boise, Idaho My Commission Expires (SEAL) Page 7

10 CONTRACTOR'S AFFIDAVIT CONCERNING TAXES STATE OF Idaho ) COUNTY OF ) Pursuant to the Idaho Code, Title 63, Chapter 15, I, the above signed, being duly sworn, depose and certify that all taxes, excises and license fees due to taxing units in the State of Idaho, for which I or my property is liable then due or delinquent, have been paid, or secured to the satisfaction of the respective taxing units. Northwest Electrical Contractors (Contractor Name) 1471 E. Commercial Drive (Address) Meridian, Idaho (City and State) (Signature) Subscribed and sworn to before me the day of, 20. (Notary Republic) (City and State) Commission Expires: Page 8

11 PERFORMANCE BOND BOND NO. KNOW ALL MEN BY THESE PRESENTS: That (Here insert the name and address or legal title of Contractor) as Principal, hereinafter called Contractor, and, and as Surety, hereinafter called Surety, held and firmly bond unto, (Here insert name and address of legal title of the Owner) as Obligee, hereinafter called Owner, in the amount of Dollars being 100% of the contract price in lawful money of the United States, for the payment whereof Contractor and Surety bind themselves, their heirs, executors, administrators, successors and assigns jointly and severally, firmly by these presents. WHEREAS, Contractor has by written agreement dated, 20 enter into a contract contract with Owner of in accordance with drawings and specifications prepared by PARKS AND RECREATION DEPARTMENT, which contract is by reference made a part hereof, and is hereinafter referred to as the Contract. NOW THEREFORE, THE CONDITION OF THIS OBLIGATION is such that, if Contractor will promptly and faithfully perform said contract, then this obligation will be null and void; otherwise it will remain in full force and effect. The Surety hereby waives notices of any alteration or extension of time made by the Owner. Whenever Contractor will be, and is declared by Owner to be in default under the Contract, the Owner's obligations hereunder, the Surety may promptly remedy the default, or will promptly: 1) Complete the Contract in accordance with its terms and conditions, or 2) Obtain a bid or bids for submission to Owner for completing the Contract in accordance with its terms and conditions, and upon determination by Owner and Surety of the lowest responsible bidder, arrange for a contract between such bidder, arrange for a contract between such bidder and Owner, and make available as work progresses (even though there would be default or a succession of defaults under the contract or contracts of completion arranged under this paragraph) sufficient funds to pay the cost of completion less the balance of the contract price; but not exceeding, including other costs and damages for which the Surety may be liable hereunder, the amount set forth in the first paragraph, will mean the total amount payable by Owner to Contractor under the Contract and any amendments thereto, less the amount properly Page 9

12 paid by Owner to Contractor. Performance Bond (cont) Any suit under this bond must be instituted before the expiration of 2 years from the date on which final payment under the contract falls due. No right of action will accrue on this bond to or for the use of any person or corporation other than the Owner named herein or the heirs, executors, administrators or successors of Owner. Signed and Sealed this day of, A.D. 20 In the presence of: (Principal) (Seal) (Title) By: Note: This form or a reasonable facsimile is to be completed and delivered to City of Boise Purchasing Office when contracts are signed. Page 10

13 KNOW ALL MEN BY THESE PRESENTS: LABOR AND MATERIAL PAYMENT BOND That we (Here insert the name and address or legal title of Contractor) as Principal, and the corporation, as Surety, are held and firmly bound unto Boise City, a Municipal Corporation in the State of Idaho. As Obligee, in the sum of Dollars, being 100% of the contract price, in lawful money of the United States, for which sum, we bind ourselves, our heirs, executors, administrators, successors and assigns, jointly and severally, by these presents. WHEREAS, Contractor has by written agreement dated, 20 enter into a contract WHEREAS, on the Day of, 20, the principal entered into a contract with the Obligee for Which contract is by reference made a part hereof and, hereafter referred to as the Contract: NOW THEREFORE, THE CONDITION OF THIS OBLIGATION IS SUCH, that, if the principal will pay all laborers, mechanics, subcontractors, material suppliers and all persons who will supply said Principal or said subcontractors with provisions and supplies for the carrying on of such work, then this obligation will be null and void; otherwise to remain in full force and effect. Signed and Sealed this day of, A.D. 20 Principal Insurance Company Attorney-in-Fact By: Note: this form or a reasonable facsimile is to be completed and delivered to City of Boise Purchasing Office when contracts are signed. Page 11

14 GENERAL INFORMATION FB Base Bid Schedule: The scope of the item being sought to purchase is: Provide and install Musco Light structure Green Lighting system and Musco Control Link controller, or approved equal at Field 1 softball field at fort Boise Park. Remove and properly dispose of existing lighting including poles, per manufacturer s recommendations and plans and specifications. Alternate 1: Provide and install Musco Light Structure Green lighting system, or approved equal at Field 2 and connect to Control Link controller. Remove and properly dispose of existing lighting including poles, per manufacturer s recommendations and plans and specifications. The Contractor is required to adhere to the Boise City Erosion and Sediment Control Ordinance. This includes submittal and securing the necessary permits and adhering to all construction related requirements of the Responsible Person. Boise Parks and Recreation Department will be responsible for paying all Erosion and Sediment Control permitting fees directly with Boise City Building Department. The Contractor shall schedule all work under this contract to be a sustained and concerted effort to complete the project within the allotted time. A project construction schedule specific to the line item tasks shall be completed by the Contractor prior to beginning work on the project. The aforementioned construction schedule must be presented to and approved by the Boise Parks and Recreation Departments Park Development Coordinator prior to construction start up. The Contractor shall be responsible for the coordination with Dig Line and Boise Parks and Recreation Department staff to locate all existing utilities, irrigation laterals, heads, mainlines and valve/controller wires. Any damage to marked utilities or damage from utilities due to lack of coordination shall be repaired at the Contractor s expense. Boise Parks and Recreation Department (BPRD) will reimburse the contractor, on a time and materials basis, for damage to any utilities not marked by BPRD. The Contractor shall utilize qualified Landscaping personnel to provide turf and irrigation repairs to existing turf and irrigation areas that are damaged. Turf repair shall consist of utilizing a sod cutter to cut a clean edge, fine grading and laying new sod. The Contractor shall be responsible for the cost to repair any turf damage outside the construction limits. The contractor is responsible for damages to any and all facilities and appurtenances, plant material, underground utilities and other improvements and must repair and/or replace any or all items damaged in a timely and acceptable manner at no cost to the Owner. The limits of construction and indicated on the drawings shall be delineated on the site by temporary safety fence suitable for denying access by children. Such fencing shall be considered incidental to the contract and shall be barricaded and/or fenced to deny access when ever the Contractor is away and can not provide security for the facility. Barricades are to remain in place until final inspection has been made by the Project Coordinator and sufficient time has been allowed to surfacing to cure. The Contractor shall be responsible for pedestrian and vehicular safety and control within and about the work site. Special care shall be taken to ensure temporary warning signage is placed in both Page 12

15 directions of path and/or street travel. The Contractor shall obtain all permits and bonds required by and/all pertinent agencies and shall provide all necessary warning devices, barricades, signage and ground personnel needed to give safety, protection and warning to persons and vehicular traffic within the area. It is the Contractor s responsibility to make provision and pay for water and power necessary for work under this contract and to clean-up any spills or debris or residues created by their work. The Contractor shall become familiar with the site and its restrictions prior to bidding. He should also be familiar with all aspects of these specifications, pertinent to City Codes and the plans for this works. All tax liabilities imposed by the State Tax Commission must be met and verified prior to the release of the final payment. Attention to Idaho Code, Chapter 15, Title 63. The Boise Parks and Recreation Department, Project Coordinator my be reached by calling (208) ext. 324 Page 13

16 ADDENDUM 01 FB Ft Boise Lighting Parks & Recreation Department Date: October 9, 2009 Total Pages Transmitted (Including this sheet): (1) Boise City Purchasing Colin Millar P.O. Box 500 Boise, Idaho Phone (208) Fax (208) Page 1 Cover & Message Message: You are hereby notified of the following clarifications of and/or revisions to the Drawings and Specifications for the above referenced project. Correction Page F, WAS: F. Electric Power Requirements for the Sports Lighting Equipment: 1. Electric power: 240 Volt, 3 Phase 2. Maximum total voltage drop: Voltage drop to the disconnect switch located on the poles shall not exceed three (3) percent of the rated voltage. Page F, IS: F. Electric Power Requirements for the Sports Lighting Equipment: 1. Electric power: 208/240 Volt, 3 Phase 2. Maximum total voltage drop: Voltage drop to the disconnect switch located on the poles shall not exceed three (3) percent of the rated voltage. Clarification City will retain, re-use all existing light bulbs and glass covers. Contractor responsible for removing said items and delivering them safely to City. This Addendum 01 is hereby as of the above posted date made a part of the project requirements and contract documents for the referenced project. You are to note the receipt of, and compliance with this Addendum upon the space provided within the bid or proposal. Failure to acknowledge this Addendum does not relieve you from fulfilling the Addendum requirements. This is the only communication you will receive regarding this Addendum. IF ALL PAGES WERE NOT RECEIVED OR THERE IS A PROBLEM WITH THE TRANSMITTAL, PLEASE CONTACT OUR OFFICE.

17 ADDENDUM 02 FB Date: October 16, 2009 Fort Boise Lighting Project FACSIMILE TRANSMITTAL Boise City Purchasing Colin Millar P.O. Box 500 Boise, Idaho Phone (208) Fax (208) Total Pages Transmitted (Including this sheet): (1) Page 1 Cover & Message Message: You are hereby notified of the following clarifications of and/or revisions to the Drawings and Specifications for the above referenced project. DATE CHANGE: DATE WAS 1:30 PM DATE IS 1:30 PM This Addendum 02 is hereby as of the above posted date made a part of the project requirements and contract documents for the referenced project. You are to note the receipt of, and compliance with this Addendum upon the space provided within the bid or proposal. Failure to acknowledge this Addendum does not relieve you from fulfilling the Addendum requirements. This is the only communication you will receive regarding this Addendum. IF ALL PAGES WERE NOT RECEIVED OR THERE IS A PROBLEM WITH THE TRANSMITTAL, PLEASE CONTACT OUR OFFICE.

18 ADDENDUM 03 FB Date: October 21, 2009 Fort Boise Lighting Project FACSIMILE TRANSMITTAL Boise City Purchasing Colin Millar P.O. Box 500 Boise, Idaho Phone (208) Fax (208) Total Pages Transmitted (Including this sheet): (1) Page 1 Cover & Message Message: You are hereby notified of the following clarifications of and/or revisions to the Drawings and Specifications for the above referenced project. Question: Is three phase power available at the control shack? Response: Yes, three phase is available at the shack. This Addendum 03 is hereby as of the above posted date made a part of the project requirements and contract documents for the referenced project. You are to note the receipt of, and compliance with this Addendum upon the space provided within the bid or proposal. Failure to acknowledge this Addendum does not relieve you from fulfilling the Addendum requirements. This is the only communication you will receive regarding this Addendum. IF ALL PAGES WERE NOT RECEIVED OR THERE IS A PROBLEM WITH THE TRANSMITTAL, PLEASE CONTACT OUR OFFICE.

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27 CITY OF BOISE Parks and Recreation Department REQUEST FOR BIDS FB FORT BOISE LIGHTING PROJECT Addenda Rev 5/2009

28 Table of Contents Item Page # Invitation to bid 03 Bid Instructions and Information 04 General Conditions 05 General Conditions for Construction 10 Work Conditions 13 Or Equal Information 19 Or Equal From (also submit page 60) 20 Signature Page with Addenda Acknowledgement 21 Bid Schedule 22 References 25 Sub-Contractors 26 Public Agency 27 Bid Bond 28 Attachments 29 Contract 30 Contractors Affidavit Concerning Taxes 37 Performance Bond 38 Payment Bond 40 General Project Requirements 41 Rev 5/2009 2

29 Invitation to Bid September 30, 2009 The City of Boise, Idaho, invites you to submit a sealed Bid for FORT BOISE LIGHTING PROJECT. Bids will be received at the Department of Finance and Administration, Purchasing Office located at 150 N. Capitol Blvd., Boise, Idaho, until October 21, 2009 at 1:30 p.m. local time. The scope of the item being sought to purchase is: Provide and install Musco Light structure Green Lighting system and Musco Control Link controller, or approved equal at Field 1 softball field at fort Boise Park. Remove and properly dispose of existing lighting including poles, per manufacturer s recommendations and plans and specifications. Alternate 1: Provide and install Musco Light Structure Green lighting system, or approved equal at Field 2 and connect to Control Link controller. Remove and properly dispose of existing lighting including poles, per manufacturer s recommendations and plans and specifications. Bids will be prepared per the specifications detailed within the Request for Bid document. Bid packets are available at the Purchasing office located at 150 N. Capitol Blvd., Boise, Idaho. If you are from outside the Boise metro area, a Specification & Plan Request form is available at Bid packets may also be requested by calling (208) Important Dates: Pre Bid Meeting: October 8, 2009 at 1:30 p.m. on site at Field 1, 600 W Garrison St. Or Equal Request due: October 15, 2009 at noon, Local Time Questions & Clarifications due: October 16, 2009 at 10:00 a.m., Local Time Bids due: October 21, 2009 at 1:30 p.m., Local Time The City appreciates your interest in meeting the needs of the citizens of Boise. CITY OF BOISE, IDAHO Rev 5/2009 3

30 F/B FORT BOISE LIGHTING PROJECT BID INSTRUCTIONS AND INFORMATION Please include your original Bid along with one CD copy for the evaluators. Bids are to be received no later than October 21, 2009 at 1:30 P.M. local time. The submission package or envelope must be SEALED and plainly marked with the following: (1) Addressed to Boise City Purchasing Office 150 N. Capitol Blvd. Boise, ID 83702, (2) the Solicitation number, (3) the name of the item or service being sought, and (4) the opening date and time. The submitting Vendor s return address must appear on the envelope or package. Do not respond to more than one Solicitation in the same envelope. A submission made using "Express/Overnight" services must be shipped in a separate sealed inner envelope/package identified as stated above. No responsibility will attach to the City, or to any official or employee thereof, for the pre-opening of, post-opening of, or the failure to open a submission not properly addressed and identified. DO NOT FAX YOUR BID OR PROPOSAL. Bids and Proposals must be submitted in writing. No oral, telephone, facsimile, telegraphic, or late submissions will be considered. All submissions must be received at the City Purchasing Office and time and date stamped prior to the closing date and time. It is the submitting Vendor s responsibility to timely submit their Bid or Proposal in a properly marked envelope, prior to the scheduled closing, for receipt in sufficient time to allow the submission to be time and date stamped. Submit Bids to the Boise City Purchasing Office, 150 North Capitol Blvd. Boise, Idaho The Owner is the City of Boise. ALL BIDS MUST BE SIGNED. If a "Bid Schedule" is present, the Schedule should be completely filled in by the Bidder and included in their Bid. Where Bid formats are requested, Bidder is to comply with all specifications. The envelope in which the Bid is to be received is to be sealed and marked: Sealed Bid; F/B FORT BOISE LIGHTING PROJECT, and include the submitting company s name on the envelope. Additional sheets may be included if more room is needed for technical information, answers, and explanations. Rev 5/2009 4

31 F/B FORT BOISE LIGHTING PROJECT General Conditions These General Conditions are presented for clarification of the Terms and Conditions included with the Contract Agreement and are not intended to replace or take precedence over those Terms and Conditions. The scope of the base bid item being sought to purchase is: Contractor shall provide and install Musco Light-structure Green lighting components, and Control-Link controller, or approved equal, per manufacturer s recommendation, and remove existing softball field lighting at Field 1 at Fort Boise softball fields, per plans and specifications. Alternate bid item 1: Contractor shall provide and install Musco Light-structure Green lighting components, or approved equal, per manufacturer s recommendation, connect to new controller and remove existing softball field lighting at Field 2 at Fort Boise softball fields, per plans and specifications. The City of Boise reserves the right to award Bid Schedule #1 and all associated alternates and Bid Schedule #2 and all associated alternates to one or more Contractor(s), to reject any and all bids, to waive any irregularities in the bids received, to award on an "each item" basis, and to accept the bid deemed most advantageous to the best interest of the City. Intent of Bid It is the intent of this request for Bids to define F/B Fort Boise Lighting Project, in sufficient detail to secure comparable Bids. Bids shall be in accordance with Bid document requirements. Bids not conforming to the requested format or not in compliance with the specifications will be considered non-responsive. Bid Costs The Bidder will be responsible for all costs (including site visits where needed) incurred in preparing or responding to this bid. All materials and documents submitted in response to this bid become the property of the City and will not be returned. Reserved Rights The City of Boise reserves the right to accept or reject Bids. Public Records/Confidential Information The City of Boise is a Public Agency. All submittals, including bids, proposals, and any other information provided by a bidder or Bidder may be considered a public record and, except as noted below, will be available for inspection and copying by any person after the award of this Agreement. Any information submitted to the City is subject to release as provided for by Idaho Public Records Law, Idaho Code, Title 9, Chapter 338 through 350. Rev 5/2009 5

32 F/B FORT BOISE LIGHTING PROJECT The City will take reasonable efforts to protect any information marked "confidential", to the extent allowed by Idaho Public Records Law. Confidential information should be clearly identified in a cover letter, submitted with your response in a separate sealed envelope. It is understood, however, that the City will have no liability for disclosure of such information. Any proprietary or otherwise sensitive information contained in or with any Bid is subject to potential disclosure. Taxes The City of Boise is exempt from Federal and State taxes and will execute the required exemption certificates for items purchased and used by the City. Items purchased by the City and used by a contractor are subject to Use Tax. All other taxes are the responsibility of the Contractor and are to be included in the Contractor s Bid pricing. Request for Clarification, Protest of Bid Requirements, Standards, Specs, or Process Any Bidder who wishes to request clarifications, or protest the requirements, standards, specifications or processes outlined in this Request for Bid may submit a written notification to the Purchasing Division to be received no later than 10:00 A.M. three (3) working days prior to the Bid opening date. The notification will state the exact nature of the clarification, protest, describing the location of the protested portion or clause in the Bid document and explaining why the provision should be struck, added, or altered, and contain suggested corrections. The Purchasing Division may deny the protest, modify the Bid, and/or reject all or part of the protest. Changes to these specifications will be made by written addendum. Verbal responses will not be binding on the City or the Bidder. Written requests are to be directed to: Insert name of Purchasing Specialist City of Boise, Purchasing 150 N. Capitol Blvd. Boise, ID Fax Insert of Purchasing Specialist Addenda to the F/B If this bid is modified by the Purchasing Office, the modifications will be sent to each Bidder in writing, either by fax, , or mail. Verbal modifications are not binding on the City or the Bidder. No oral changes will be considered or acknowledged. Bidders are requested to acknowledge each addendum received in their Bid Response. Modification and Withdrawal of Bid A Bid may be modified or withdrawn by the Bidder prior to the set date and time for the opening of Bids. Bids may not be modified or withdrawn after the bid opening. Rev 5/2009 6

33 F/B FORT BOISE LIGHTING PROJECT Protest of Contractor Selection or Contract Award Any actual Bidder who is aggrieved in connection with the selection of a Contractor or award of the contract or Bid may submit a protest to the Purchasing Agent. The protest will be submitted in writing within seven (7) calendar days after such aggrieved person knows or should have known the facts which give rise to the protest. The protest must set forth in specific terms the alleged reason the Contractor selection or contract award is erroneous. Any protest addressed to the Mayor or City Council will be referred to the City Purchasing Agent. Written protests are to be directed to: Tina McBride, Purchasing Agent Fax tmcbride@cityofboise.org Disadvantaged Business Enterprises (D.B.E.) D.B.E. firms and business enterprises are encouraged to submit a Bid. Women owned and minority owned firms are encouraged to submit a Bid. The City actively encourages any Bids by D.B.E. firms for goods and services for the City. The City of Boise reserves the right to reject any and all Bids, to waive any irregularities in the Bids received, to award on an "each item" basis (however, the Bidder may indicate "all or none"), and to accept the Bid deemed most advantageous to the best interest of the City of Boise. Rev 5/2009 7

34 F/B FORT BOISE LIGHTING PROJECT Evaluation of Bidder Award will be whichever is determined to be in the best interest of the City. The award will be on the lowest cost to the City. Award Criteria Criteria will include pricing for options that best suit the needs of Boise and compliance with the specifications and may include significant local presence. Metropolitan Impact Area Includes and is limited to the counties of Ada, Boise, Canyon, Elmore, Gem and Payette in the state of Idaho. Significant Local Economic Presence To qualify as a bidder with a significant local economic presence, a firm must maintain in the Metropolitan Impact Area a fully staffed office, or fully staffed sales offices, or fully staffed sales outlets, or manufacturing facilities, or warehouses, and, if required, be registered with the Secretary of State of Idaho to do business in Idaho at the time of the bid opening. Bid and Price Guarantee It is desired that the submitted Bid remain in effect for a minimum of 90 days, along with all Bid pricing. If this is not accepted, Bidder is to so indicate. Payments and Billings The Awarded Bidder will submit all invoices to: City of Boise Parks and Recreation Department Attention Wendy Larimore 1104 Royal Blvd Boise, ID Payments are processed weekly. The awarded Bidder can expect issue and mail of payment within 45 days after receipt of invoice. Stop Work Order Any Stop Work Order given to Awarded Bidder will cause all physical work to stop and a complete cessation of all expenditures, ordering of materials, etc., on the part of the Awarded Bidder and/or his assigns. Delivery of Equipment: All proposals must include delivery and project completion. Rev 5/2009 8

35 F/B FORT BOISE LIGHTING PROJECT Inspection/Acceptance and Final Payment: Upon receipt of notice that the work is ready for final acceptance and inspection, the Owner s representative will make such inspection and when he finds the work acceptable and the contract fully performed he will have the Contractor issue a final payment request. The Owner may withhold, or in account of subsequently discovered evidence, nullify the whole or part of any certificate of payment to such extent as may be necessary to protect them from loss of account of: Defective work not remedied; Claims filed or reasonable evidence indication public filing or claims by other parties against the Contractor; Failure of the Contractor to make payments properly to all subcontractors or for material or labor; Damage to another Contractor; Waivers from subcontractors and material suppliers must be supplied to the Owner. When the above grounds are removed or the Contractor provides a surety bond satisfactory to the Owner which will protect the Owner in the amount withheld, payment will be made for amounts withheld because of them. Guarantee The contractor performing any part of the work and any subcontractors under the contract shall guarantee their respective work, and all workmanship performed, materials and equipment furnished, used or installed in the construction of the same, shall be free from defects and flaws, and shall be performed and furnished in strict accordance with the drawings, specifications, and other contract documents, that the strength of all parts of all manufactured equipment shall be adequate and as specified and that the performance test requirements of the contract shall be fulfilled. This guarantee shall be for a period of two (2) years from and after the date of completion and acceptance of the work as stated in the final estimate. The Contractor shall repair, correct or replace as required, promptly and without charge, all work, equipment and materials, or parts thereof, which fail to meet the above guarantee or which in any way fail to comply with or fail to be in strict accordance with the terms and provisions and requirements of the contract during such one year period, and also shall repair, correct or replace all damage to the work resulting from such failure. Rev 5/2009 9

36 F/B FORT BOISE LIGHTING PROJECT GENERAL CONDITIONS FOR CONSTRUCTION Definitions Contract Documents The contract documents should consist of the construction contract, conditions of the contract, drawings (if required) and specifications defining the scope of work. These should be issued prior to signing the construction contract. Scope of Work The term scope of work includes all labor, materials, equipment and transportation to complete the work as defined in the contract documents. Project The project is that total construction defined in the contract documents of which the work may be the whole or only a part. Owner The owner is the person or organization identified as such in the contract documents. The term owner means that person or his authorized representative. Contractor The Contractor is the person or organization identified as such in the construction contract. The term contractor means that person or his authorized representative. Construction Contract Execution The construction contract should be signed and dated by both owner and contractor. Contractor s Familiarity with Site and Work By executing the construction contract, the contractor acknowledges that he has visited the site, has familiarized himself with the local conditions under which the work is to be performed, and understands the scope of work as defined in the contract documents. Contractor s Responsibility Payment Terms and Insurance The contract documents should set forth requirements for payments and insurance. Electrical Power and Water The contractor shall furnish adequate electrical power and water at the construction site for the performance of the work. The contractor shall furnish, install, maintain and remove any temporary wiring or piping that may be additionally required. Rev 5/

37 F/B FORT BOISE LIGHTING PROJECT Permits and Taxes Unless otherwise provided, the contractor shall obtain and pay for all construction permits, fees, licenses, etc., as may be required by law. The contractor s contract sum shall include such federal state and local taxes as may be applicable to the performance of the contract. Review of Contract Documents The contractor shall carefully review the contract documents and shall promptly report any errors, inconsistencies or omissions he may discover. Layout of Work The work shall be laid out to true lines and grades in full accord with the drawings. Surveying of lines and grades, from base line and benchmark established by the owner at the construction site and staking thereof, shall be accomplished by the contractor. Monuments shall be substantially established, protected and maintained in place by the contractor for the duration of the contract or until such time as their removal must be authorized by the owner or his representative. Errors in the Contract Documents The contractor shall not be held liable to the owner for errors, inconsistencies or omissions in the contract documents. Corrective Work The contractor shall not be held liable to the owner for errors, inconsistencies or omissions in the contract documents. Schedule The contractor shall submit a schedule indicating the intended starting date of the work, the different phases and timetable, and the intended date of completion. Delays The contractor shall inform the owner of any delays, and causes of such, that affect the completion of the work. Supervision and Direction The contractor shall be responsible for the supervision and direction of the work. He shall direct his authorized staff and/or subcontractors as deemed necessary and consistent with good construction practices. Contractor s Responsibility The contractor shall be solely responsible for all construction means, methods, techniques, sequences and procedures, and for coordinating all portions of the work. Unless specifically noted otherwise, the contractor shall provide and pay for all labor, materials, equipment, tools, construction machinery and transportation necessary for proper execution and completion of the work. Rev 5/

38 F/B FORT BOISE LIGHTING PROJECT Protection of the Public The contractor shall erect and maintain barricades, canopies, guard, lights, and warning signs to the extent required by law or reasonably necessary for protection of the public. Premises The contractor shall at all times keep the premises clean and free of accumulated waste materials and rubbish caused by the operations. At the completion of the job, the contractor shall restore all areas damaged in the course of the work, unless the Contract Documents specify differently. Communications The contractor shall direct all communications regarding the work to the owner. Guarantee The contractor performing any part of the work and any subcontractors under the contract shall guarantee their respective work against defective materials or workmanship for 24 months from the date of filing notice of completion by the contractor and acceptance of such by the owner. Rev 5/

39 F/B FORT BOISE LIGHTING PROJECT WORK CONDITIONS Materials, Appliances, Employees Unless otherwise stipulated, the Contractor will provide and pay for all materials, labor, water, dust control, tools, equipment, light, power, transportation and other facilities. The Contractor is responsible for the security of all materials, appliances and employees necessary for the execution and completion of the work. All materials will be of good quality. The Contractor will if required, furnish satisfactory evidence as to the kind and quality of materials. Superintendence The Contractor will assign to the project work during its progress, a competent project manager, representative of his authority, and any necessary assistance, all satisfactory to the Owner's representative. If the Contractor and/or his project manager and employees, in the course of the work, finds any discrepancy between the plans and the physical conditions of the locality, or any errors or omissions in plans or the layout as given by survey points and instructions, he will immediately inform the Owner's representative, in writing, and the Owner's representative will promptly verify the same. Any work done after such discovery, until authorized by the Owner's representative, will be done at the Contractor's risk. Changes in Work The Owner, without invalidating the Contract, may order additions to or deductions from the work; the contract sum adjusted accordingly. Any claim for extension of time caused thereby will be adjusted at the time of ordering such change. In giving instruction, the Owner will have authority to make minor changes in the work not involving extra costs, and not inconsistent with the purpose of the work. The City will further have authority to issue written change orders in amounts as defined in Boise City Code Except in an emergency endangering life and property, no extra work or change will be made unless in pursuant of a written order and no claim for an addition to the contract sum will be valid unless the additional work was ordered. The Contractor will proceed with the work as changed and the value of any such work or change will be determined as provided for in the Agreement. Extension of Time All delays in the prosecution of the work are at the risk of the Contractor, but any delay caused by an act of the Owner will entitle the Contractor to a reasonable extension of time within which to complete the Contract. The extension will be determined by the Boise Parks and Recreation Department. Designee or his duly assigned representative, whose decision will be final. The Contractor will notify the Owner's representative within two days of any occurrence which in the Contractor's opinion entitles them to an extension of time for completion. Such notice will be in writing. The Owner's representative will acknowledge in writing receipt of any such claim by the Contractor within 2 days of its receipt. Contractor Delays and Liquidated Damages Failure of the Contractor to complete the work within the time allowed will result in damages being sustained by the Owner. Such damages are, and will continue to be, impracticable and extremely difficult to determine. For each consecutive calendar day in excess of the time specified for completion of the work the Contractor will pay to the Owner, or have withheld from monies due, the sum of $100, unless otherwise provided under Special Provisions if present. Rev 5/

40 F/B FORT BOISE LIGHTING PROJECT Execution of the Contract under these specifications will constitute agreement by the Owner and Contractor that $100 per day is the minimum value of the costs and actual damage caused by failure of the Contractor to complete the work within the allotted time, and that such sum is liquidated damages and will not be construed as a penalty, and that such sum may be deducted from payments due the Contractor if such delay occurs. It is further agreed that in case the work called for under the Contract is not finished and completed in all parts and requirements within the number of calendar days specified, the Boise PARKS AND RECREATION DEPARTMENT representative will have the right to increase the number of calendar days or not, as he may deem best to serve the interest of the Owner, and if he decides to increase the said number of working days, he will further have the right to charge to the Contractor, and to deduct from the final payment for the work, all or any part, as he may deem proper, of the actual cost of design, engineering, inspection, superintendence and other overhead expenses which are directly chargeable to the contract, and which accrue during the period of such extension, except that cost of final surveys and preparation of final estimate will not be included in such charges. The Contractor will be granted an extension of time and will not be assessed for liquidated damages or the cost of engineering and inspection for any portion of the delay in completion of the work beyond the time agreed for the completion of the project as a result of epidemics, quarantine restrictions, strikes, labor disputes, shortage of materials and freight embargoes, provided that the Contractor will notify the Boise PARKS AND RECREATION DEPARTMENT Representative in writing of the causes of delay within 5 days from the beginning of any such delay. The Boise PARKS AND RECREATION DEPARTMENT Project Manager will ascertain the facts and the extent of the delay, and his findings thereon will be final and conclusive. No extension of time will be granted for a delay caused by a shortage of materials unless the Contractor furnishes to the Boise PARKS AND RECREATION DEPARTMENT Project Manager documentary proof that he has diligently made every effort to obtain such materials from all known sources within reasonable reach of the work and further proof in the form of supplementary progress schedules, that the inability to obtain such materials when originally planned, did in fact cause a delay in final completion of the entire work which could not be compensated for by revising the sequence of the Contractor's operations. Payments withheld Prior to Final Acceptance of Work The Owner may withhold, or in account of subsequently discovered evidence, nullify the whole or part of any certificate of payment to such extent as may be necessary to protect them from loss of account of: Defective work not remedied; Claims filed or reasonable evidence indication public filing or claims by other parties against the Contractor; Failure of the Contractor to make payments properly to all subcontractors or for material or labor; Damage to another Contractor; Waivers from subcontractors and material suppliers must be supplied to the Owner. When the above grounds are removed or the Contractor provides a surety bond satisfactory to the Owner which will protect the Owner in the amount withheld, payment will be made for amounts withheld because of them. Rev 5/

41 F/B FORT BOISE LIGHTING PROJECT Protection of Existing Utilities The Contractor will be furnished such drawings as the City has available and the Contractor will be obligated directly to the City and/or any utility company for any damage or interruption of service. It will be repaired or restored promptly by the involved utility and at the expense of the Contractor. Assignment The Contractor will not assign the Contract or sublet it as a whole or in part without the written consent of the Owner, nor will the Contractor assign any moneys due or to become due to them hereunder, without the previous written consent of the Owner. Assigning or subletting the Contract will not relieve the Contractor of his surety from any contract obligation. Public Works Contractor's License Requirement ID Code and The Contractor will, upon the space provided in the bid proposal provide the names and addresses, and the Idaho Public Works Contractor's license number of each subcontractor that the Contractor will utilize for the construction, alteration or repair of the public works here involved, as required by the provisions of Sections & , Idaho Code. Failure to name subcontractor for plumbing, heating, air-conditioning and electrical as required by said Section will render any bid submitted by a general Contractor unresponsive and void. In addition a State Public Works License is required prior to the bid opening for all City Construction Contracts for amounts over $10,000.00, unless federally funded. Both Contractors and Subcontractors must have the appropriate Public Works License for the particular type of construction work involved as specified in State Code Section The prime contractor must perform at least 20% of the work under any City contract unless otherwise agreed to by the City. All provisions of the relevant State Code must be met in the project. On federally funded projects a State Public Works license is required by time of bid award and execution of any such contract. The Contractor agrees that he is as fully responsible to the City for the act and omissions of his subcontractors and of persons either directly or indirectly employed by them as he is for the acts and omissions of persons directly employed by them. Nothing contained in the contractual documents will create any contractual relation between the subcontractor and the City. Bonds The Contractor will furnish bonds acceptable to the City, within 7 days after date of award, for a sum equal to 100% of the amount of the contract for a Performance, and Labor and Material Bonds. Such bonds are to be conditioned on the faithful performance of the work required by these specifications. These bonds will be from the same surety. Default, Termination and Forfeiture If the Owner is compelled to incur any expenses including reasonable attorney's fees in /instituting and prosecuting any action of proceeding by reason of any default of Contractor hereunder, the sum or sums so paid by Owner with all interest, costs and damages will be deemed to be additional costs hereunder and will be due from Contractor to Owner on the first day of the month following the incurring of such respective expenses. This provision will be deemed to be a separate contract between the Owner and the Contractor and will survive any default, termination or forfeiture of this Contract. Rev 5/

42 Rev 5/ F/B FORT BOISE LIGHTING PROJECT Compliance with City Codes The Contractor agrees to comply with all specifications, the Boise City Code and Ordinances, and statutes of the State of Idaho relating to such work and construction. In case of a dispute arising hereunder, the Boise City Code will govern. In addition, each Contractor will certify complete compliance with all Idaho statutes with specific reference to the Public Works Contractors State License Law, Title 54, Chapter 19, Idaho Code, as amended, in connection with all work pertaining to all claims for payment under the terms of this contract. Notice of Amendment of Public Works Contractors License Act Title 54, Chapter 19, Idaho Code, as Amended The 37th Session of the Idaho Legislature passed and the Governor signed into law, effective March 27, 1963, House Bill 283 as amended, which amends Title 54, Chapter 19, Idaho Code, by adding a new section to the Public Works Contractors License Act, which reads as follows: A - Within 30 days after any public works Contractor who is required to be licensed pursuant to this chapter has been awarded a contract for construction to be performed with the State of Idaho involving the expenditure of any public moneys, the contract awarding agency will file with the tax collector a signed statement showing the date on which such contract was made or awarded, the names and addresses of home offices of the contracting parties, including all subcontractors, the state of incorporation if the party is a corporation, the project number and a general description of the type and location of the work to be performed, the amount of the prime contract and all subcontracts, and all other relevant information which may be required on forms which may be prescribed by the tax collector. Every Contractor and subcontractor whose name appears on any such notice will be required to file income tax returns with the State Tax Collector and to pay all income taxes which may be due thereon pursuant to law of all years in which any public moneys were received by them in connection with any construction work which was performed within the State of Idaho. A failure to pay any income taxes which may be due thereon, in addition to all other penalties therefore as provided by law, will constitute grounds for suspension or revocation of license as in this act provided. Payments under City Contract Compensation for City projects is paid by City warrants against budgeted funds and issued in accordance with the contract documents. City will withhold 5% retainage from each pay application until Final Acceptance. Payment will be made within 35 calendar days of City approval of pay application. Inspection of Site Each bidder should visit the site of the proposed work and fully acquaint themselves with the existing conditions there relating to the construction and labor and should fully inform themselves as to the facilities involved, the difficulties and the restrictions attending the performance of the Contract. The City will be justified in rejecting any claim based on facts regarding which should have been on notice as a result thereof. Termination by the Owner If the Contractor is adjudged as bankrupt, or if makes a general assignment for the benefit of this insolvency, or if he persistently or repeatedly refuses or fails, except in cases for which extension of time is provided, to supply enough properly skilled workmen or proper materials, labor, or persistently disregards laws,

43 F/B FORT BOISE LIGHTING PROJECT ordinances, or the instructions of the Owner's representative and the Owner, or otherwise be in substantial violation of any provision of the Contract, then the Owner may without prejudice to any right or remedy and after giving the Contractor and his Surety 7 days written notice, terminate the employment of the Contractor and take possession of the site and all materials, provided for the completion of the project, and may finish the work by whatever method he may deem expedient. In such cases the Contractor will not be entitled to receive any further payment until work is finished. If the unpaid balance of the contract price will exceed the expense of finishing the work, including compensation for additional administrative services, such excess will be paid to the Contractor. If such expense will exceed such unpaid balance, the Contractor and/or his surety will pay the difference to the Owner. Waiver of Liens It is agreed that no lien will be at any time be filed against the premises upon which the work is performed, or any part thereof, by Contractor or any of his subcontractors or other person employed by or furnishing labor, services, equipment or materials to Contractor or any of his subcontractors for, in or about the performance of the work. This clause will be inserted in all of the Contractor's or any of his subcontractor's purchase orders and material agreements. Indemnification and Insurance The Contractor will provide (from insurance companies acceptable to the City) the insurance coverage designated hereinafter and pay all costs. The Idaho Tort Claims Act sets a limit of $500,000 as a minimum requirement for liability coverage. The Contractor will also provide (from insurance companies acceptable to the City) Builder's Risk coverage in an amount equal to the value of the project. The Contractor will pay all costs. Any insurance policy, or certificate of insurance, will name the City as a named insured where appropriate, and such insurance policy or certificate of insurance will be kept and maintained in full force and effect at all times during the term or life of this contract. The insurance policy or certificate of insurance must be filed with Purchasing prior to commencing work under this contract and no insurer will cancel the policy or policies or certificate of insurance without first giving 30 days written notice thereof to Contractor and City, but the Contractor may, at any time, substitute a policy or policies or certificate of insurance of a qualified insurance company or companies of equal coverage for the policy or policies or certificate then on file with the Department. The Contractor will indemnify and save and hold harmless the City of Boise from and for any losses, claims, actions, judgments for damages, or injury to persons or property and losses and expenses caused or incurred by the Contractor, its servants, agents, employees, guests, and business invitees, and not caused by or arising out of the tortuous conduct of the City of Boise or its employees. In addition, the Contractor will maintain, and specifically agrees that it will maintain, throughout the term of the Agreement, liability insurance in which the City of Boise will be named insured in the minimum amount as specified in the Idaho Tort Claims Act set forth in Title 6, Chapter 9 of the Idaho Code. The limits of insurance will not be deemed a limitation of the covenants to indemnify and save and hold harmless the City of Boise and if the City of Boise becomes liable for an amount in excess of the insurance limits, herein provided, the Contractor covenants and agrees to indemnify and save and hold harmless the City of Boise from and for all such losses, claims, actions, or judgments for damages or liability to person or property. Rev 5/

44 F/B FORT BOISE LIGHTING PROJECT The Contractor will provide the City of Boise with a Certificate of Insurance or other proof of insurance evidencing the Contractor's compliance with the requirements of this paragraph and file such proof of insurance with the City of Boise, Idaho. In the event the insurance minimums of the Idaho Tort Claims Act are changed, the Contractor will immediately submit proof of compliance with the changed limits. Workers' Compensation Insurance Worker's Compensation Insurance, as listed by the Idaho Industrial Commission, must be valid in Idaho for the entire length of the project contracted by the City of Boise or supplier accepts full responsibility for all related tax penalties. The Contractor will have and maintain during the life of this contract, the statutory Workers' Compensation, regardless of any number of employees or lack thereof, for all those including themselves to be engaged in work on the project under this contract, and, in case any such work is sublet, the Contractor will require the subcontractor to provide Workers' Compensation Insurance for themselves and any/all the latter's employees to be engaged in such work. Proof of insurance must be provided to Owner prior to the start of work. Rev 5/

45 F/B FORT BOISE LIGHTING PROJECT Or-Equal Information These specifications are given as guidelines. Vendors are encouraged to propose equivalents to the specifications. It is not the intention of the specifications to restrict the competitive Bid process, nor to direct the Bidder to a specific make, model, or brand, unless there is a specific requirement by the City, in which case, that will be so stated within this Bid. All Bidders should state in writing any exceptions to these specifications. An Equal, Approved Equal, or Equivalent Request Form is at the end of this Bid Schedule for that purpose. No deviations will be considered after the date of Bid closing. Bidders may be contacted for clarification of features offered. The determination of what is equivalent or equal rest solely with the City of Boise. Deadline for submitting an or equal request is noon, four (4) days prior to public bid opening. The burden of proof is on the proposer, sufficient information must be provided to offer proof that the proposed equal meets or exceeds requested products. Requests with incomplete documentation may be declined or rejected. Rejection of or equal request is not grounds for protest. Submit an Equal, Approved Equal, or Equivalent Request Form for all substitutions. Please include marketing brochures, if available. Rev 5/

46 F/B FORT BOISE LIGHTING PROJECT Return four (4) Calendar Days or More Before Bid Opening (Optional) EQUAL, APPROVED EQUAL, OR EQUIVALENT REQUEST FORM TO: Boise City, Purchasing, 150 N Capitol Boulevard, Boise, ID PROJECT: F/B Insert Project Name. We hereby submit for your consideration the following product instead of the specified item for the above project: Specification # Proposed "Or Equal" Product Attach complete technical data, including laboratory tests, if applicable. NOTE: PAGE 60 SUBMITTAL INFORMATION Design Submittal Data Checklist and Certification MUST BE INCLUDED WITH YOUR REQUEST TO BE CONSIDERED. ALL REQUEST MUST BE RECEIVED NO LATER THAT 10/15 (NOON). Differences between "Or-Equal" request and specified item? What affect does "Or-Equal" request have on the use of the product? Bidder guarantees that proposed and specified items are: Same Different (explain on attachment) The undersigned certifies that the function and quality of or equal products are equivalent or superior to the specified product. Company: Address (City, State, Zip) Submitted by: (Please Print) Signature: Accepted Not accepted Accepted as noted Received too late By: Date: Remarks: Rev 5/

47 BID SCHEDULE F/B FORT BOISE LIGHTING PROJECT Return In Sealed Envelope Name of Business: Please print or type Address: City: State: Zip Code: Phone No.: Fax No.: Federal Tax ID: Signature: Printed Name: Title: Date: Idaho Public Works Contractor s License No. Significant Local Economic Presence: Yes; No (Misstatement of local presence may result in disqualification of the bid or proposal by the City Council). Bidders Acknowledge Receipt of the Following Addenda: Addendum # Date The above signed proposes to provide services in accordance with the specifications for F/B Roof Top Unit Replacements for the City of Boise, Idaho and to bind themselves, on the acceptance of this Bid, to enter into and execute a contract, of which this Bid, terms and conditions, and specifications will be part. The above signed acknowledges the rights reserved by the City to accept or reject any or all Bids as may appear to be in the best interest of the City. Rev 5/

48 BID SCHEDULE F/B FORT BOISE LIGHTING PROJECT Return In Sealed Envelope Bid Specification and Pricing Base Bid Schedule #1: Field 1 1. Prepare and obtain ESC Permit. Provide, install and maintain BMP s per plans and specifications. ESC Lump Sum 2. Provide and install electrical conduit and wiring min. 30 depth per plans and specifications. Approximately 1,100 lf. $ Trench with conduit and wiring l.f. 3. Provide and install Musco Light-Structure Green, or approved equal, lighting components per manufacturer s recommendation, including concrete footing per plans and specifications. 6 units Lighting unit EA 4. Provide and install Musco Control Link, or approved equal control system, per manufacturer s recommendation, including electrical permit, per plans and specifications. $ Electrical Permit lump sum Control System Lump Sum $ 5. Remove and properly dispose of all existing poles, lights and miscellaneous components, per plans and specifications. Demolition and disposal Lump Sum 6. Replace turf and irrigation components damaged as a result of construction activities. Approximately 500 sf $ Landscape repairs s.f. $ TOTAL BASE BID $ TOTAL BASE BID WRITTEN Rev 5/

49 BID SCHEDULE F/B FORT BOISE LIGHTING PROJECT Return In Sealed Envelope Alternate #1: Field 2 2. Provide and install electrical conduit and wiring min. 30 depth per plans and specifications. Approximately 1,100 lf. Trench with conduit and wiring l.f. $ 3. Provide and install Musco Light-Structure Green, or approved equal, lighting components per manufacturer s recommendation, including concrete footing per plans and specifications. 6 units Lighting unit EA $ 4. Remove and properly dispose of all existing poles, lights and miscellaneous components, per plans and specifications. Demolition and disposal Lump Sum 5. Replace turf and irrigation components damaged as a result of construction activities. Approximately 500 sf $ Landscape repairs s.f. $ TOTAL ALTERNATE BID TOTAL ALTERNATE BID WRITTEN Rev 5/

50 BID SCHEDULE F/B FORT BOISE LIGHTING PROJECT Return In Sealed Envelope Delivery Information: Company History as it pertains to your ability to supply the specified Equipment (attach additional information if necessary). Rev 5/

51 BID SCHEDULE F/B FORT BOISE LIGHTING PROJECT Return In Sealed Envelope References Please provide three references for similar successful projects: Reference 1 Organization Name Contact Name Contact Title/Role Contact Phone Number Address Reference 2 Organization Name Contact Name Contact Title/Role Contact Phone Number Address Reference 3 Organization Name Contact Name Contact Title/Role Contact Phone Number Address Other Vendors Comments: Rev 5/

52 BID SCHEDULE F/B FORT BOISE LIGHTING PROJECT Return In Sealed Envelope Subcontractors As required by Idaho Codes and the following list includes the names, addresses, Idaho Public Works License number and the percentage of project in dollars for all Subcontractors. Failure to name subcontractor (if used) for plumbing, heating, air-conditioning and electrical as required by said section will render any bid submitted by a general Contractor unresponsive and void. Electrical Name Address Idaho Public Works Contractor s License No. Insurance (Yes or No) Electrician License HVAC Name Address Idaho Public Works Contractor s License No. Insurance (Yes or No) HVAC License Plumbing Name Address Idaho Public Works Contractor s License No. Insurance (Yes or No) Plumbing License Number Of Days Price Will Be Guaranteed: * 90 Days Requested Other Vendors Comments: Rev 5/

53 BID SCHEDULE F/B FORT BOISE LIGHTING PROJECT Return In Sealed Envelope Proposal prices will be made available to other "Public Agencies", including agencies of the State of Idaho, and as defined in Section of the Idaho Code, which reads: "Public Agency" means any city or political subdivision of this state including, but not limited to counties; school districts; highway districts; port authorities; instruments of counties; cities or any political subdivision created under the laws of the State of Idaho. It will be the responsibility of the "Public Agency" to independently contract with the vendor and/or comply with any other applicable provisions of Idaho Code governing public contracts. Typically, other municipalities buy from our agreement. Accept Public Agency Clause?: Yes No Rev 5/

54 BID SCHEDULE F/B FORT BOISE LIGHTING PROJECT Return In Sealed Envelope BID BOND (Return this or other executable surety) KNOW ALL MEN BY THESE PRESENTS, that we, the above signed, as Principal, and as Surety, are hereby held and firmly bound unto as Owner in the penal sum of, which is 5% of the amount bid, for the payment of which, well and truly to be made, we hereby jointly and severally bind ourselves, successors and assigns. Signed, this day of, 20. The Condition of the above obligation is such that whereas the Principal has submitted to a certain BID, attached hereto and hereby made a part hereof to enter into a contract in writing, for the construction of new and other miscellaneous work as set forth in the plans and specifications for BID NUMBER. More specifically, this work includes and other related work. NOW, THEREFORE, The Bond will become null and void: (a) If said BID will be rejected. (b) If said BID will be accepted and the Principal will execute and deliver a contract in the Form of Contract attached hereby (properly completed in accordance with said BID) and will furnish a BOND for his faithful performance of said contract, and for the payment of all persons performing labor or furnishing materials in connection therewith, and will in all other respects perform the agreement created by the acceptance of said BID. OTHERWISE: The Bond will remain in force and effect; it being expressly understood and agreed that the liability of the Surety for any and all claims hereunder will, in no event, exceed the penal amount of this obligation as herein stated. The Surety for value received, hereby stipulates and agrees that the obligations of said Surety and its BOND will be in no way impaired or effected by an extension of time within which the OWNER may accept such BID; and said Surety does hereby waive notice of any such extension. IN WITNESS WHEREOF, the Principal and the Surety have hereunto set their hands and seals, and such of them as are corporations have caused their corporate seals to be hereto affixed and these presents to be signed by their proper officers, the day and year first set forth above. Principal Surety SEAL By IMPORTANT - Surety companies executing BONDS must be on the approved list of companies on file with the Idaho State Department of Insurance and be authorized to transact business in the state where the project is located. Rev 5/

55 F/B Insert Project Name ATTACHMENTS -Project Drawing (Attachment 1)- Rev 5/

56 CITY OF BOISE SAMPLE CONSTRUCTION CONTRACT AGREEMENT PURCHASING CONTRACT NUMBER FB Project: FB Fort Boise Lighting Project Contractor: (Contractor s Name) Owner: Parks and Recreation Department, City of Boise, Ada County, Idaho, a municipal corporation THIS AGREEMENT, made this day of, 2, by and between the City of Boise, a municipal corporation organized under the laws of the State of Idaho, hereinafter referred to as "Owner", and Contractor, hereinafter referred to as Contractor, a corporation organized under the laws of the State of Idaho. 1. Statement of Work: The Contractor shall furnish labor, material and equipment for, and perform the work described herein for the consideration stipulated, and in compliance with State and City Codes. Contract documents consist of the following together with any amendments that may be agreed to in writing by both parties: Bid Proposal Performance Bond Contract Agreement Labor & Payment Bond Specifications Liability Insurance Acknowledgements Worker s Compensation 2. Amount of Contract: In an amount Not to Exceed: $ (Insert Dollar Amount) 3. Term of Contract: The work to be performed under this contract shall commence after receipt of the Notice to Proceed, and shall terminate one year after award date, a period of twelve months, unless sooner terminated as herein provided. 4. Indemnification and Insurance: The Contractor shall indemnify and save and hold harmless the Owner from and for any and all losses, claims, actions, judgments for damages, or injury to persons or property and losses and expenses caused or incurred by the Contractor, its servants, agents employees, guests, and business invitees, and not caused by or arising out of the tortious conduct of Owner or its employees. In addition, the Contractor shall maintain, and specifically agrees that it will maintain, throughout the term of this Agreement, liability insurance, in which the Owner shall be named an additional insured in the minimum amount as specified in the Idaho Tort Claims Act set forth in Title 6, Chapter 9 of the Idaho Code (currently, a minimum of $500,000). The limits of insurance shall not be deemed a limitation of the covenants to indemnify and save and hold harmless Owner; and if Owner becomes liable for an amount in excess of the insurance limits, herein provided, the Contractor covenants and agrees to indemnify and save and hold harmless Owner from and for all such losses, claims, actions, or judgments for damages or liability to persons or property. The Contractor shall provide Owner with a Certificate of Insurance, or other proof of insurance Rev 5/

57 evidencing compliance with the requirements of this paragraph and file such proof of insurance with the Owner. In the event the insurance minimums are changed, Contractor shall immediately submit proof of compliance with the changed limits. Additionally, the Contractor shall have and maintain during the life of this contract, statutory Workers Compensation, regardless of the number of employees, or lack thereof, to be engaged in work on the project under this agreement (including himself) in the statutory limits as required by law. In case any such work is sublet, the Contractor shall require that subcontractor provide Workers Compensation Insurance for himself and any/all the latter's employees to be engaged in such work. Proof of insurance must be provided to the owner prior to the start of work. Proof of insurance shall be provided to City of Boise, (Insert Parks and Recreation Department), P.O. Box 500, Boise, ID Independent Contractor: In all matters pertaining to this agreement, the Contractor shall be acting as an independent contractor, and neither the contractor nor any officer, employee or agent of the contractor will be deemed an employee of City. The selection and designation of the personnel of the Owner in the performance of this agreement shall be made by the Owner. 6. Compensation: For performing the services specified in Section 1 herein, Owner agrees to reimburse Contractor according to the attached bid specification. Payment will not include any subcontract or other personal services pay except as may be agreed to in writing in advance by the parties. Change Orders may be issued, subject to Purchasing/Council approval. 7. Method of Payment: Contractor will invoice the (Insert Parks and Recreation Department and address) directly for all current amounts earned under this Agreement. Owner will pay all invoices within forty five (45) days after receipt. 8. Notices: Any and all notices required to be given by either of the parties hereto, unless otherwise stated in this agreement, shall be in writing and be deemed communicated when mailed in the United States mail, certified, return receipt requested, addressed as follows: City of Boise Parks and Recreation Department P. O. Box 500 Boise, Idaho (Insert Contractor s Name) (Insert Contractor s Address) (City), (State) (Zip Code) Either party may change their address for the purpose of this paragraph by giving written notice of such change to the other in the manner herein provided. Rev 5/

58 9. Attorney Fees: Should any litigation be commenced between the parties hereto concerning this Agreement, the prevailing party shall be entitled, in addition to any other relief as may be granted, to court costs and reasonable attorneys fees as determined by a Court of competent jurisdiction. This provision shall be deemed to be a separate contract between the parties and shall survive any default, termination or forfeiture of this Agreement. 10. Time is of the Essence: The parties hereto acknowledge and agree that time is strictly of the essence with respect to each and every term, condition and provision hereof, and that the failure to timely perform any of the obligations hereunder will constitute a breach of, and a default under, this Agreement by the party so failing to perform. 11. Force Majeure: Any delays in or failure of performance by Contractor shall not constitute a breach or default hereunder if and to the extent such delays or failures of performance are caused by occurrences beyond the reasonable control of Contractor, including but not limited to, acts of God or the public enemy; compliance with any order or request of any governmental authority; fires, floods, explosion, accidents; riots, strikes or other concerted acts of workmen, whether direct or indirect; or any causes, whether or not of the same class or kind as those specifically named above, which are not within the reasonable control of Contractor. In the event that any event of force majeure as herein defined occurs, Contractor shall be entitled to a reasonable extension of time for performance of its Services under this Agreement. 12. Assignment: It is expressly agreed and understood by the parties hereto, that the Contractor shall not have the right to assign, transfer, hypothecate or sell any of its rights under this Agreement except upon the prior express written consent of Owner. 13. Discrimination Prohibited: In performing the Services required herein, the Contractor shall not discriminate against any person on the basis of race, color, religion, sex, national origin or ancestry, age or physical disability. 14. Reports and Information: At such times and in such forms as Owner may require, there will be furnished to Owner such statements, records, reports, data and information as Owner may request pertaining to matters covered by this Agreement. 15. Audits and Inspections. At any time during normal business hours and as often as the Owner may deem necessary, there shall be made available to the Owner for examination all of Vendor's records with respect to all matters covered by this Agreement. Vendor shall permit the Owner to audit, examine, and make excerpts or transcripts from such records, and to make audits of all contracts, invoices, materials, payrolls, records of personnel, conditions of employment and other data relating to all matters covered by this Agreement. 16. Compliance with Laws. In performing the scope of services required hereunder, the Contractor shall comply with all applicable laws, ordinances, and codes of Federal, State, and local governments. Rev 5/

59 17. Changes: The Owner may, from time to time, request changes in the Scope of Work to be performed hereunder. Such changes, and any increase or decrease in the contractor s compensation, which are mutually agreed upon by and between the Owner and the Contractor, shall be incorporated in written amendments to this Agreement. 18. Termination for Cause: If, through any cause, the contractor shall fail to fulfill in a timely and proper manner its obligations under this Agreement, or if the Contractor shall violate any of the covenants, agreements, or stipulations of this Agreement, the Owner shall thereupon have the right to terminate this Agreement by giving written notice to the contractor of such termination and specifying the effective date thereof at least fifteen (15) days before the effective date of such termination. If this agreement is terminated for cause the Contractor shall be entitled to receive just and equitable compensation for any work satisfactorily completed hereunder. Notwithstanding the above, the contractor shall not be relieved of liability to the Owner for damages sustained by the Owner by virtue of any breach of this Agreement by the Contractor, and the Owner may withhold any payments to the Contractor for the purposes of set-off until such time as the exact amount of damages due the Owner from the Contractor is determined. This provision shall survive the termination of this agreement and shall not relieve the contractor of its liability to the Owner for damages, provided that the amount of such damages shall not exceed the total compensation provided for in section two of this agreement. 19. Termination for Convenience of City: Owner may terminate this Agreement at any time by giving at least fifteen (15) days notice in writing to the Contractor. If the Agreement is terminated by Owner as provided herein, Contractor will be paid an amount which bears the same ratio to the total compensation as the work actually performed bear to the total services of Contractor covered by this Agreement, less payments of compensation previously made. If this Agreement is terminated due to the fault of Contractor, Section 18 hereof relative to termination will apply. 20. Contractor to Pay or Secure Taxes: The contractor in consideration of securing the business of providing: 1) To pay promptly when all taxes due (other than on real property), excises and license fees due the state, its subdivisions, and municipal and quasi-municipal corporations therein, accrued or accruing in accordance with conditions of this Agreement, whether or not the same shall be payable at the end of such term; 2) That if said taxes, excises and license fees are not payable at the end of said term, but liability for the payment thereof exists, even though the same constitute liens upon the Contractor s property, to secure the same to the satisfaction of the respective officers charged with the collection thereof; and 3) That, in the event of default in the payment or securing of such taxes, excises, and license fees, that Boise City may withhold from any payment due the Contractor hereunder the estimated amount of such accrued taxes, excises and license fees for the benefit of all taxing units to which said the Contractor is liable. 21. Construction and Severability: If any part of this Agreement is held to be invalid or unenforceable, such holding will not affect the validity or enforceability of any other part of this Agreement so long as the remainder of the Agreement is reasonably capable of completion. 22. Non-Appropriation: Should funding become not available, due to lack of appropriation, the Owner may terminate this agreement upon 30 (thirty) days notice. Rev 5/

60 23. Entire Agreement: This Agreement contains the entire agreement of the parties and supersedes any and all other agreements or understandings, oral of written, whether previous to the execution hereof or contemporaneous herewith. 24. Applicable Law. This Agreement shall be governed by and construed and enforced in accordance with the laws of the State of Idaho, and the ordinances of the City of Boise. 25. Approval Required. This Agreement shall not become effective or binding until approved by the City of Boise. 26. Acceptance and Final Payment: Upon receipt of notice that the work is ready for final acceptance and inspection, the Owner s representative will make such inspection and when he finds the work acceptable and the contract fully performed he will have the Contractor issue a final payment request. END OF CONTRACT Rev 5/

61 IN WITNESS WHEREOF, the City and the contractor/vendor have executed this Agreement as of the date first above written. CITY OF BOISE APPROVED BY: (Insert Contractor s Name) (Insert Contractor s Address) (City), (State) (Zip Code) David H. Bieter, Mayor Date Signature Date ATTEST: Print Name City Clerk Date CONTRACT AMOUNT: $ (Insert Dollar Amount) Tina McBride, Purchasing Agent Date APPROVED AS TO FORM AND CONTENT Department Date Legal Department Date Risk Management Date Rev 5/

62 ACKNOWLEDGMENT State of ) ) ss County of ) On this day of 20, before me personally appeared known to me and known by me to be the person who executed the above instrument, who, being by me first duly sworn, did depose and say that he/she is and that he/she executed the foregoing instrument on behalf of said firm for the use and purposes stated therein. Notary Public of Idaho Residing at Boise, Idaho My Commission Expires (SEAL) Rev 5/

63 CONTRACTOR'S AFFIDAVIT CONCERNING TAXES STATE OF ) COUNTY OF ) Pursuant to the Idaho Code, Title 63, Chapter 15, I, the above signed, being duly sworn, depose and certify that all taxes, excises and license fees due to taxing units in the State of Idaho, for which I or my property is liable then due or delinquent, have been paid, or secured to the satisfaction of the respective taxing units. (Contractor Name) (Address) (City and State) (Signature) Subscribed and sworn to before me the day of, 20. (Notary Republic) (City and State) Commission Expires: Rev 5/

64 PERFORMANCE BOND BOND NO. KNOW ALL MEN BY THESE PRESENTS: That (Here insert the name and address or legal title of Contractor) as Principal, hereinafter called Contractor, and, and as Surety, hereinafter called Surety, held and firmly bond unto, (Here insert name and address of legal title of the Owner) as Obligee, hereinafter called Owner, in the amount of Dollars being 100% of the contract price in lawful money of the United States, for the payment whereof Contractor and Surety bind themselves, their heirs, executors, administrators, successors and assigns jointly and severally, firmly by these presents. WHEREAS, Contractor has by written agreement dated, 20 enter into a contract contract with Owner of in accordance with drawings and specifications prepared by PARKS AND RECREATION DEPARTMENT, which contract is by reference made a part hereof, and is hereinafter referred to as the Contract. NOW THEREFORE, THE CONDITION OF THIS OBLIGATION is such that, if Contractor will promptly and faithfully perform said contract, then this obligation will be null and void; otherwise it will remain in full force and effect. The Surety hereby waives notices of any alteration or extension of time made by the Owner. Whenever Contractor will be, and is declared by Owner to be in default under the Contract, the Owner's obligations hereunder, the Surety may promptly remedy the default, or will promptly: 1) Complete the Contract in accordance with its terms and conditions, or 2) Obtain a bid or bids for submission to Owner for completing the Contract in accordance with its terms and conditions, and upon determination by Owner and Surety of the lowest responsible bidder, arrange for a contract between such bidder, arrange for a contract between such bidder and Owner, and make available as work progresses (even though there would be default or a succession of defaults under the contract or contracts of completion arranged under this paragraph) sufficient funds to pay the cost of completion less the balance of the contract price; but not exceeding, including other costs and damages for which the Surety may be liable hereunder, the amount set forth in the first paragraph, will mean the total amount payable by Owner to Contractor under the Contract and any amendments thereto, less the amount properly paid by Owner to Contractor. Rev 5/

65 Performance Bond (cont) Any suit under this bond must be instituted before the expiration of 2 years from the date on which final payment under the contract falls due. No right of action will accrue on this bond to or for the use of any person or corporation other than the Owner named herein or the heirs, executors, administrators or successors of Owner. Signed and Sealed this day of, A.D. 20 In the presence of: (Principal) (Seal) (Title) By: Note: This form or a reasonable facsimile is to be completed and delivered to City of Boise Purchasing Office when contracts are signed. Rev 5/

66 KNOW ALL MEN BY THESE PRESENTS: LABOR AND MATERIAL PAYMENT BOND That we (Here insert the name and address or legal title of Contractor) as Principal, and the corporation, as Surety, are held and firmly bound unto Boise City, a Municipal Corporation in the State of Idaho. As Obligee, in the sum of Dollars, being 100% of the contract price, in lawful money of the United States, for which sum, we bind ourselves, our heirs, executors, administrators, successors and assigns, jointly and severally, by these presents. WHEREAS, Contractor has by written agreement dated, 20 enter into a contract WHEREAS, on the Day of, 20, the principal entered into a contract with the Obligee for Which contract is by reference made a part hereof and, hereafter referred to as the Contract: NOW THEREFORE, THE CONDITION OF THIS OBLIGATION IS SUCH, that, if the principal will pay all laborers, mechanics, subcontractors, material suppliers and all persons who will supply said Principal or said subcontractors with provisions and supplies for the carrying on of such work, then this obligation will be null and void; otherwise to remain in full force and effect. Signed and Sealed this day of, A.D. 20 Principal Insurance Company Rev 5/ Attorney-in-Fact By: Note: this form or a reasonable facsimile is to be completed and delivered to City of Boise Purchasing Office when contracts are signed.

67 GENERAL INFORMATION FB Base Bid Schedule: The scope of the item being sought to purchase is: Provide and install Musco Light structure Green Lighting system and Musco Control Link controller, or approved equal at Field 1 softball field at fort Boise Park. Remove and properly dispose of existing lighting including poles, per manufacturer s recommendations and plans and specifications. Alternate 1: Provide and install Musco Light Structure Green lighting system, or approved equal at Field 2 and connect to Control Link controller. Remove and properly dispose of existing lighting including poles, per manufacturer s recommendations and plans and specifications. The Contractor is required to adhere to the Boise City Erosion and Sediment Control Ordinance. This includes submittal and securing the necessary permits and adhering to all construction related requirements of the Responsible Person. Boise Parks and Recreation Department will be responsible for paying all Erosion and Sediment Control permitting fees directly with Boise City Building Department. The Contractor shall schedule all work under this contract to be a sustained and concerted effort to complete the project within the allotted time. A project construction schedule specific to the line item tasks shall be completed by the Contractor prior to beginning work on the project. The aforementioned construction schedule must be presented to and approved by the Boise Parks and Recreation Departments Park Development Coordinator prior to construction start up. The Contractor shall be responsible for the coordination with Dig Line and Boise Parks and Recreation Department staff to locate all existing utilities, irrigation laterals, heads, mainlines and valve/controller wires. Any damage to marked utilities or damage from utilities due to lack of coordination shall be repaired at the Contractor s expense. Boise Parks and Recreation Department (BPRD) will reimburse the contractor, on a time and materials basis, for damage to any utilities not marked by BPRD. The Contractor shall utilize qualified Landscaping personnel to provide turf and irrigation repairs to existing turf and irrigation areas that are damaged. Turf repair shall consist of utilizing a sod cutter to cut a clean edge, fine grading and laying new sod. The Contractor shall be responsible for the cost to repair any turf damage outside the construction limits. The contractor is responsible for damages to any and all facilities and appurtenances, plant material, underground utilities and other improvements and must repair and/or replace any or all items damaged in a timely and acceptable manner at no cost to the Owner. The limits of construction and indicated on the drawings shall be delineated on the site by temporary safety fence suitable for denying access by children. Such fencing shall be considered incidental to the contract and shall be barricaded and/or fenced to deny access when ever the Contractor is away and can not provide security for the facility. Barricades are to remain in place until final inspection has been made by the Project Coordinator and sufficient time has been allowed to surfacing to cure. The Contractor shall be responsible for pedestrian and vehicular safety and control within and about the work site. Special care shall be taken to ensure temporary warning signage is placed in both directions of path and/or street travel. The Contractor shall obtain all permits and bonds required by and/all Rev 5/

68 pertinent agencies and shall provide all necessary warning devices, barricades, signage and ground personnel needed to give safety, protection and warning to persons and vehicular traffic within the area. It is the Contractor s responsibility to make provision and pay for water and power necessary for work under this contract and to clean-up any spills or debris or residues created by their work. The Contractor shall become familiar with the site and its restrictions prior to bidding. He should also be familiar with all aspects of these specifications, pertinent to City Codes and the plans for this works. All tax liabilities imposed by the State Tax Commission must be met and verified prior to the release of the final payment. Attention to Idaho Code, Chapter 15, Title 63. The Boise Parks and Recreation Department, Project Coordinator my be reached by calling (208) ext. 324 Rev 5/

69 Division 1 General Requirements Section 02110, Staking and Layout 1. GENERAL The Contractor shall stake out the layout for all work under this contract from established elements, i.e. Points of Beginning, corner points and others, as indicated on the site plans. All staking shall be approved by Boise Parks & Recreation prior to commencement of any work. 2. MATERIALS 2.1. The Contractor shall layout all work from established elements indicated on the site plans. The Contractor shall incur all expenses for the provision of all stakes, templates, platforms, equipment, tools, materials, and labor as may be required in laying out any part of the work. After staking and prior to any construction, the Contractor shall work to make any necessary amendments to layout due to existing trees, etc., as incidental to submitted bid unit to gain Boise Parks & Recreation approval before construction. 3. INSTALLATION 3.1. Contractor shall take special care to avoid damage to any adjacent areas The Contractor shall also take special precautions to avoid damage to existing amenities on site (ie, pavement, curbs, irrigation, etc.). Any damage to such resultant of contract work shall be restored/repaired at Contractor's expense, and shall meet with Boise Parks & Recreation approval before proceeding with work. End Rev 5/

70 DIVISION 2, Site Work SECTION 02100, Site Preparation 4. GENERAL Scope Furnish all work, services, materials, and related items only as necessary to complete the work indicated on the specifications, plans and details Verification Contractor shall notify Boise Parks & Recreation of any complications regarding the demolition of plan designated items prior to work. All conflicting utilities shall be verified and Boise Parks & Recreation shall be notified as to their location, prior to work. 4.3.Existing Site Fence and/or otherwise protect from damage in an approved manner, structures, shrubs and single trees or groups of trees noted to remain around where construction is to take place. Light no fires under or near any trees or bushes to remain and place no materials or debris nor park any equipment, motor driven or otherwise, within the spread of any branches All perimeter fences adjacent to the construction sites shall remain and be protected from damage. 4.4.Damages All work shall be done in such a manner that damage to existing construction is avoided. Should damage occur, Contractor shall stop work in that area; repair all damage in accordance to Boise Parks & Recreation specification, and obtain approval of Boise Parks & Recreation for any/all repairs before resuming work in this area Damage to trees or shrubs during construction will be assessed against Contractor per dollar amount of replacement value. The value and damage amount will be determined by ratings of the International Society of Arboriculture Shade Tree Evaluation, Latest Edition, administered by Boise Park & Recreation; Resources Community Forestry. 5. CLEARING 5.1.Site Preparation The Contractor shall clear and grub the site of all excess debris to a depth as indicated on plans, prior to any contract work. This debris shall be hauled off the site, and disposed of in accord to local code and regulation, at the Contractor's expense. Rev 5/

71 DIVISION 2, Site Work SECTION 02100, Site Preparation 5.2.Fill/Topsoil Excess fill shall be cleared off site, and any topsoil or fill shall be stockpiled for use on site or hauled off site at the discretion and direction of Boise Parks & Recreation. 5.3.Demolition Contractor shall review site prior to any demolition work, and verify any site conditions that would impair satisfactory completion of work. Notification of these conflicting utilities/facilities shall be made to Boise Parks & Recreation prior to proceeding with work, and drawings shall be amended as necessary to facilitate work. 5.4.Excavation Contractor shall demolish all items as designated on plans and shall remove from site at Boise Parks & Recreation discretion to proper disposal per all local code and regulations. End Rev 5/

72 6. GENERAL Unless otherwise specified, all existing trees to remain within and adjacent to the property shall be protected from construction impacts before any work on the site begins. Contact BPR representative to arrange an on-site meeting prior to construction activities to specify protection boundaries and limits of proposed staging areas. Retain, protect and water the trees to remain on the site using the following procedures: 6.2. Existing trees that are to remain shall be protected before any demolition/work to the site is started. Removal of any such protection shall require the approval of Boise Parks & Recreation Protection shall consist of high visibility construction fencing to be placed within the specified area, a minimum of 10 outside of the dripline. (to be determined at a preliminary on-site review with applicant/representative). Fencing shall be maintained in good condition and erect until project closeout Absolutely no equipment, vehicles, building materials, chemicals, stockpiles or other debris shall be placed inside these barriers. In addition, vehicular and equipment traffic and storage of materials shall be limited in areas immediately adjacent to the barrier All work that must occur inside the physical barriers shall require approval of Boise Parks & Recreation. Note: Contact a BPR representative for an inspection of physical barriers immediately after they have been installed. Failure to comply with tree protection standards will jeopardize tree health and result in further delays to the project Before the applicant or Contractor leaves the site, all existing trees which have been damaged as a result of construction activities shall be repaired or replaced at the expense of Contractor by a city licensed, insured tree service No changes in grade shall be made within the dripline of existing trees unless otherwise specified by Boise Parks & Recreation. End Rev 5/

73 7. GENERAL Related standards regarding this work shall be adhered to in part or whole as applicable to the work specified in this contract; whereas they are not superseded by the following specifications: The Idaho Standards for Public Works Construction (ISPWC) Related work in other sections of these specifications: Concrete form work Concrete reinforcements Contractor shall submit mix design to Boise Parks & Recreation for review and approval 24 hours prior to first pour being made on site. 8. MATERIALS 8.1.Cement shall be standard brand Portland Cement ASTM C150, Type I or II, at Contractor's option. All cement to be of same brand with no interchanging of types allowed Concrete bonding agent shall be Grace Daraweld, Larson Products, Weldcrete, Sonneborn Sonobond Water shall be fresh, clean and free from deleterious amounts of acids, alkalis, or organic material Aggregates shall be ASTM C33. Fine and coarse aggregates shall be regarded as separate, ingredients. Each size of coarse aggregate as well as combination of sizes when two or more are used shall conform to grading requirements or appropriate ASTM specifications. Maximum size of aggregate shall be 7/8" (seven-eighth inch) Other ingredients shall conform to UBC Special Materials: Joint filler shall be "Homex" 300 by Homasote Slabs and curbs, curing compound: Hillyard Chemical Company Cem-Seal, or approved Latex compound with a fugitive die. Page 47

74 9. INSTALLATION 9.1.Concrete Quality Concrete Mix Proportion of ingredients shall produce proper placability, durability, strength, finish and required properties; shall produce a mixture which will work readily into corners, angles of forms around reinforcement by methods of placing and consolidation as specified, but without permitting materials to segregate or excessive free water to collect on surface The determination of other concrete mix shall be in accordance with either method 1 or 2 of U.B.C. In no case shall cement contents be less than those specified herein. Any necessary changes in concrete mixtures to meet requirements specified for finish, strength, proportions, consistency shall be made as directed without change in Contract price and to satisfaction of Boise Parks & Recreation Representative Compressive Strength All concrete work shall be at least 4000 psi at 28 days, unless otherwise stated on plans and/or details Standard Test Boise Parks & Recreation or designated testing laboratory, shall regularly during each day's pour, check the consistency of the concrete by means of a slump test and air entrainment test. Slump test shall be made in accordance with the "Method of Test for the Slump of Portland Cement Concrete", ASTM Designation C Compression Test A set of at least 3 (three) standard 6" (six inches) cylinders shall be made and tested for every 100 (one hundred) yards of concrete placed. These cylinders should be cured under laboratory conditions except that additional test cylinders cured entirely under fixed conditions may be required by Boise Parks & Recreation to check the adequacy of curing and protection of the concrete. All specimens shall be taken by Boise Parks & Recreation, air and slump tests shall also be made each time that a test cylinder is made. Test cylinders shall be made and laboratory-cured in accordance with the standard method of making and curing concrete compression specimens in the field (AASHTO T-22 and T-23). Cylinders will be tested by an approved testing laboratory, as approved by Boise Parks & Recreation and all charges made for testing cylinders will be paid for by Boise Parks & Recreation. Page 48

75 Of each of the 3 (three) cylinders taken for a pour, one shall be tested for strength at 7 (seven) days and 2 (two) tested for strength at 28 (twenty-eight) days. To conform to the requirements of this specification, the average of any five consecutive strength tests of the laboratory-cured cylinders representing each class of concrete shall be equal to or greater than the specified strength, and not more than 10% (ten percent) of the strength tests shall have values less than 90% (ninety percent) of the specified strength. A test shall consist of two cylinders broken at 28 (twenty-eight) days When it appears that the laboratory-cured specimens will fail to conform to the requirements for strength, Boise Parks & Recreation shall have the right to reject the concrete, change the mix proportions, or both, at the expense of the Contractor. The strengths of any specimens cured on the job are intended to indicate the adequacy of protection and curing of the concrete and may be used to determine when the forms may be stripped, shoring removed, or the structure placed in service. When the strength of the job-cured specimens is below those of the laboratory-cured specimens, the Contractor will be required to improve the procedures for protection and curing the concrete In addition, when concrete fails to conform to the requirements above or when tests of field-cured cylinders indicate deficiencies in protection and curing, Boise Parks & Recreation may order tests on the hardened concrete as described in Section 17.3 of ACI or order load tests as outlined in Chapter 20 of the ACI Building Code (ACE ) for that portion of the structure where the questionable concrete has been placed. No compensation will be allowed for load tests or coring, these costs will be the responsibility of the Contractor. In the event the load or core tests indicate that the structure is unsatisfactory, the Contractor shall, at his own expense, make such modifications as required by the Owner to make the structure sound Slump Test Boise Parks & Recreation shall regularly during each day's pour check the consistency of the concrete by means of a slump test. Slump test shall be made in accordance with AASHTO T-119/ASTM C-143 "Slump of Portland Cement Concrete". Slump shall not exceed 4" Air Content Test Boise Parks & Recreation shall regularly during each day's pour check the air content by either the "Method of Test for Air Content of Freshly Mixed Concrete by the Pressure Method" (ASTM C-231) or "Method of Test for Air Content of Freshly Mixed Concrete by the Volumetric Method" (AASHTO T-196). An air content test shall also be made by the Owner each time a compression test cylinder is made. Air content shall not exceed 5%. Page 49

76 9.7. Substitutes/Additions Unless approved otherwise, use of substitutes and other admixtures not permitted. 9.8.Slab Tolerances General: Deviation of finished surfaces from a true plane shall not exceed 1/8" (oneeighth inch) in 10 (ten feet) as measured by use of a 10 foot steel straight-edge. Disapproved areas will be removed and re-poured in accordance with these specifications. Where drains occur, take care in finishing surfaces adjacent to drains to assure that surface area will slope toward drain and water will flow into drain without being impounded by surface depressions. Slopes to drain shall be evenly graded at 1/4" (one-fourth inch) per foot unless otherwise shown. Contractor shall verify elevation of drains before pouring slabs and shall notify Owner's Representative. Surface which fails to drain completely will be considered defective work. 9.9.Cooperation It is the Concrete Contractor's responsibility to check on embedded items and/or openings in concrete for all trades. Schedule of work; notify other trades in ample time so that provisions for work can be made without delaying progress of project. Any patching, cutting made necessary by failure or delay in complying with this requirement shall be at the Concrete Contractor's expense. Whenever concrete bases or foundations are to be provided for equipment by other trades, verify dimensions 24 hours prior to any major concrete placement Workmanship Workmanship shall be done in a thorough manner, produce first class work in all respects. Provide uniform dense concrete of required strengths with uniform color. Where concrete is to be exposed, correct all imperfections of material and workmanship to provide finished appearance specified. Place concrete to maintain established alignment grade, dimensions for members of structures as shown. Meet established requirements within the following tolerances: Variation in cross-sectional dimensions in thickness: For slabs and other member 6" (six inches) or less in thickness. Minus 1/8" (one-eighth inch), plus 1/4" (one-fourth inch); for all other members, plus or minus 1/4" (one-fourth inch) Supply ready-mixed concrete; job mixed concrete not permitted. Mix, transport concrete in accordance with ASTM C94. Use of concrete which has partially hardened, been remixed or re-tempered is not permitted. Measurement of all materials shall be by weight. Transport concrete in truck and place concrete not later than one hour after addition of water. After leaving plant; do not add water into truck agitators. Page 50

77 9.11. Weather Conditions: Protection: Unless adequate protection is provided, place no concrete during rain, sleet or snow; allowing rain water to increase missing water or damage surface finish of concrete will not be permitted No concrete shall be placed on frozen ground. Reinforcement forms ground which concrete will contact, shall be free from frost. When temperature falls below 40 degrees F., or when conditions indicate that temperature will fall below 40 degrees F., within 72 hours, place no concrete unless otherwise approved. After placing, keep concrete at a temperature of at least 50 degrees F. for not less than 5 days Concrete deposited in hot weather shall have placing temperature which will not cause difficulty from loss of slump. Make arrangements for installation of windbreaks, shading, fog spraying, sprinkling, ponding, or wet covering of a light color in advance of placement, and such protective measures shall be taken as quickly as concrete hardening, finishing operations will allow Concrete Placing General: Conform to ACI 301, Chapter 8, as supplement or modified herein Place concrete only after all preparation for placing has been made by Contractor and Boise Parks & Recreation s representative's approval of completed installation of forms specified and reinforcement. Except for plywood forms specified to be treated with a sealer, wet down wooden forms immediately before placing concrete. Remove ice, water in footing trenches before concrete is deposited. Hardened concrete and foreign material shall be removed from conveying equipment at end of each operation Extent of pours: Rate of concrete placement shall not exceed rate at which the various placing and finishing operations can be performed in accordance with these Specifications Consolidate concrete by thoroughly compacting. Use suitable hand tools along form faces during concrete pour to force large particles away and bring the mortar to form surfaces. Responsibility for providing fully filled out, smooth, clean, properly aligned surfaces free from objectionable pockets and blemishes rests entirely on the Contractor. Mix each pour until water shows indication of rising but stop before water actually rises. For curbs and gutters-spade, tap concrete thoroughly into forms to provide a dense, compact concrete free of rock pockets Concrete bond: Where patching or joining new concrete with hardened concrete, coat hardened surfaces with concrete bonding agent. Mix, apply material in accordance with manufacturer's directions. Page 51

78 9.13. Joints and Stoppages: Arrangements of construction joints shall be such that placing of concrete between construction joints shall be completed in a continuous operation. Joints shall be constructed and located only as indicated. Other construction joints, if necessary and not specified herein, shall be placed only at locations approved. Continue reinforcing steel across joints Repair of Surface Defects: After removal of forms, any concrete not formed as indicated or which is out of alignment or level beyond required tolerances or which shows a defective surface which can not be repaired or patched properly, shall be removed at Contractor's expense, as directed by Boise Parks & Recreation s Representative. Also, remove and replace at Contractor's expense, curbs found with unsightly bulges, ridges or other defects Voids, cracks, gravel pockets: Correct all defects in concrete work. Chip voids to depth of at least 1" (one inch) with edges perpendicular to surface and parallel to form markings. Fill voids, surface irregularities, other similar defects by patching, rubbing, as directed by Boise Parks & Recreation's Representative; perform work at Contractors expense. Repair concrete surfaces to match appearance of unpatched work Finishing Formed Surfaces: General and patched concrete surfaces shall have fins removed; form ties, gravel pockets patched as specified above Interior Slab Finishes: After concrete has been thoroughly compacted, leveled and wood floated, finish to smooth surface with steel trowel. Brush surface with fiber hair brush or an approved type in an approved direction Protection, Curing and Cleaning: Protect concrete from injurious action of weather, from defacement of any nature during construction operations, in such a way as to not move heavy equipment on finished concrete until it has reached its designed strength Curing period: Keep concrete work moist, protected against rapid drying for not less than 5 (five) days. Cure concrete for longer periods if Owner's Representative so directs. Page 52

79 Contractor shall designate one area on site for wash out of concrete trucks. All debris, concrete and contaminated soil shall be removed and disposed of as per local code. Contractor is responsible for all repairs including import of Boise Parks & Recreation Department-approved topsoil and sod if necessary. End Page 53

80 SECTION SPORTS FIELD LIGHTING PART 1 GENERAL 1.1 SUMMARY A. Work covered by this section of the specifications shall conform to the contract documents, engineering plans as well as state and local codes. B. The purpose of these specifications is to define the performance and design standards for Fort Boise Park Softball Fields. The manufacturer / contractor shall supply lighting equipment to meet or exceed the standards set forth by the criteria set forth in these specifications. C. The sports lighting will be for the following fields at Fort Boise: 1. Softball Field 1 2. Softball Field 2 D. The primary goals of this sports lighting project are: 1. Life Cycle Cost: In order to reduce the operating budget, the preferred lighting system shall be energy efficient and cost effective to operate. All maintenance costs shall be eliminated, and the field(s) should be proactively monitored to detect fixture outages over a 25 year life cycle. To allow for optimized use of labor resources and avoid unneeded operation of the facility, customer requires a remote on/off control system for the lighting system. 2. Environmental Light Control: It is the primary goal of this project to minimize spill light and glare. 3. Guaranteed Light Levels: Selection of appropriate light levels impact the safety of the players and the enjoyment of spectators. Therefore the lighting system shall be designed such that the light levels are guaranteed for a period of 25 years. 1.2 LIGHTING PERFORMANCE A. Performance Requirements: Playing surfaces shall be lit to an average constant light level and uniformity as specified in the chart below. Light levels shall be held constant for 25 years. Lighting calculations shall be developed and field measurements taken on the grid spacing with the minimum number of grid points specified below. Measured average illumination level shall be +/- 10% of predicted mean in accordance with IESNA RP-6-01, and measured at the first 100 hours of operation. Area of Lighting Softball Field 1 & 2 Infield Softball Field 1 & 2 Outfield Average Constant Light Levels Maximum to Minimum Uniformity Ratio Grid Points Grid Spacing 50 footcandles 2.0: x footcandles 2.5: x 20 Page 54

81 B. Mounting Heights: To ensure proper aiming angles for reduced glare and to provide better playability, the pole mounting heights from the playing field surface shall be 60 minimum. 1.3 ENVIRONMENTAL LIGHT CONTROL A. Spill Light Control: Maximum horizontal footcandles at a distance of 150 feet from the perimeter of the field shall not exceed.3. Average horizontal footcandles at a distance of 150 feet from the perimeter of the field shall not exceed.2. Footcandle readings shall be taken at 30 intervals along the specified line. Measured average illumination level shall allow a 10% variance of predicted mean in accordance with IESNA RP-6-01, and be measured at the first 100 hours of operation. 1.4 LIFE CYCLE COSTS A. Energy Consumption: The average kwh consumption for the field lighting system shall be or less on both Field 1 and Field 2. B. Complete Lamp Replacement: Manufacturer shall include all group lamp replacements required to provide 25 years of operation based upon 300 usage hours per year. C. Preventative and Spot Maintenance: Manufacturer shall provide all preventative and spot maintenance, including parts and labor for 25 years from the date of equipment shipment. Individual lamp outages shall be repaired when the usage of any field is materially impacted. Owner agrees to check fuses in the event of a luminaire outage. D. Remote Monitoring System: System shall monitor lighting performance and notify manufacturer if individual luminaire outage is detected so that appropriate maintenance can be scheduled. The manufacturer shall notify the owner of outages within 24 hours, or the next business day. The controller shall determine switch position (Manual or Auto) and contactor status (open or closed). E. Remote Lighting Control System: System shall allow owner and users with a security code to schedule on/off system operation via a web site, phone, fax or up to ten years in advance. Manufacturer shall provide and maintain a twoway TCP/IP communication link. Trained staff shall be available 24/7 to provide scheduling support and assist with reporting needs. The owner may assign various security levels to schedulers by function and/or fields. This function must be flexible to allow a range of privileges such as full scheduling capabilities for all fields, to only having permission to execute early off commands by phone. Controller shall accept and store 7-day schedules, be protected against memory loss during power outages, and shall reboot once power is regained and execute any commands that would have occurred during outage. Page 55

82 F. Management Tools: Manufacturer shall provide a web-based database of actual field usage and provide reports by facility and user group. G. Communication Costs: Manufacturer shall include communication costs for operating the controls and monitoring system for a period of 25 years. H. 25-Year Life Cycle Cost: Manufacturer shall submit 25-year life cycle cost calculations as follows. Equipment price and total life cycle cost shall be entered separately on bid form. a. b. c. d. Luminaire energy consumption # luminaires x kw demand per luminaire x.06 kwh rate x 300 annual usage hours x 25 years Cost for spot relamping and maintenance over 25 years Assume 7.5 repairs at $ 500 each if not included with the bid Cost to relamp all luminaires during 25 years 300 annual usage hours x 25 years / lamp replacement hours x $125 lamp & labor x # fixtures if not included with the bid Extra energy used without base bid automated control system $ Energy consumption in item a. x 10% if control system not included with the bid TOTAL 25-Year Life Cycle Operating Cost = WARRANTY AND GUARANTEE A. 25-Year Warranty: Each manufacturer shall supply a signed warranty covering the entire system for 25 years. Warranty shall guarantee light levels; lamp replacements; system energy consumption; monitoring, maintenance and control services, spill light control, and structural integrity. Manufacturer shall maintain specifically-funded financial reserves to assure fulfillment of the warranty for the full term. Warranty may exclude fuses, storm damage, vandalism, abuse and unauthorized repairs or alterations. 1.6 DELIVERY TIMING A. Equipment On-Site: The equipment must be on-site 4-6 weeks from receipt of approved submittals and receipt of complete order information. 1.7 PRE-BID SUBMITTAL REQUIREMENTS A. Approved Product: Musco s Light-Structure Green System is the approved product. All substitutions must provide a complete submittal package for approval as outlined in Submittal Information at the end of this section by 9 a.m. three days prior to bid opening. Special manufacturing to meet the standards of this specification may be required. An addendum will be issued prior to bid listing any other approved lighting manufacturers and designs. Page 56

83 B. Design Approval: The owner / engineer will review pre-bid shop drawings from the manufacturers to ensure compliance to the specification. If the design meets the design requirements of the specifications, a letter will be issued to the manufacturer indicating approval for the specific design submitted. 1.8 ALTERNATE SYSTEM REQUIREMENTS A. Compliance to Specifications: Acceptance of a bid alternate does not negate the contractor and lighting manufacturer s responsibility to comply fully with the requirements of these specifications. Any exceptions to the specifications must be clearly stated in the prior approval submittal documents. B. Light Level Requirements: Manufacturer shall provide computer models guaranteeing light levels on the field over 25 years. If a constant light level cannot be provided, a maximum Recoverable Light Loss Factor of 0.70 shall be applied to the initial light level design to achieve the following Initial and target/maintained light levels. For alternate systems, scans for both initial and maintained light levels shall be submitted. Area of Lighting Softball Field 1 & 2 Infield Softball Field 1 & 2 Outfield Average Initial Light Levels 71.4 footcandles 42.3 footcandles Average Target/Maintaine d Light Levels Maximum to Minimum Uniformity Ratio Grid Points Grid Spacing 50 footcandles 2.0: x footcandles 2.5: x 20 C. Revised Electrical Distribution: Manufacturer shall provide revised electrical distribution plans to include changes to service entrance, panel, and wire sizing. PART 2 PRODUCT 2.1 LIGHTING SYSTEM CONSTRUCTION A. System Description: Lighting system shall consist of the following: 1. Galvanized steel poles and crossarm assembly 2. Pre-stressed concrete base embedded in concrete backfill allowed to cure for hours before pole stress is applied. Anchor bolts shall not be used. 3. All luminaires shall be constructed with a die-cast aluminum housing or external hail shroud to protect the luminaire reflector system. 4. Manufacturer will remote all ballasts and supporting electrical equipment in aluminum enclosures mounted approximately 10 above grade. The enclosures shall include ballast, capacitor and fusing for each luminaire. Safety disconnect per circuit for each pole structure will be located in the enclosure. Page 57

84 5. Wire harness complete with an abrasion protection sleeve, strain relief and plug-in connections. 6. Controls and Monitoring Cabinet to provide on-off control and monitoring of the lighting system, constructed of NEMA Type 4 aluminum. Communication method shall be provided by manufacturer. Cabinet shall contain custom configured contactor modules for 30, 60, and 100 amps, labeled to match field diagrams and electrical design. Manual Off-On-Auto selector switches shall be provided. B. Manufacturing Requirements: All components shall be designed and manufactured as a system. All luminaires, wire harnesses, ballast and other enclosures shall be factory assembled, aimed, wired and tested. C. Durability: All exposed components shall be constructed of corrosion resistant material and/or coated to help prevent corrosion. All exposed steel shall be hot dip galvanized per ASTM A123. All exposed hardware and fasteners shall be stainless steel of at least 18-8 grade, passivated and polymer coated to prevent possible galvanic corrosion to adjoining metals. All exposed aluminum shall be powder coated with high performance polyester. All exterior reflective inserts shall be anodized, coated with a clear, high gloss, durable fluorocarbon, and protected from direct environmental exposure to prevent reflective degradation or corrosion. All wiring shall be enclosed within the crossarms, pole, or electrical components enclosure. D. Lightning Protection: All structures shall be equipped with lightning protection meeting NFPA 780 standards. Contractor shall supply and install a ground rod of not less than 5/8 in diameter and 8 in length, with a minimum of 10 embedment. Ground rod should be connected to the structure by a copper main down conductor with a minimum size of #2 for poles with less than 75 mounting height and 2/0 for poles with more than 75 mounting height. E. Safety: All system components shall be UL Listed for the appropriate application. F. Electric Power Requirements for the Sports Lighting Equipment: 1. Electric power: 240 Volt, 3 Phase 2. Maximum total voltage drop: Voltage drop to the disconnect switch located on the poles shall not exceed three (3) percent of the rated voltage. 2.2 STRUCTURAL PARAMETERS A. Support Structure Wind Load Strength: Poles and other support structures, brackets, arms, bases, anchorages and foundations shall be determined based on the 2006 edition of the International Building Code, wind speed of 90 mph, exposure category C. Luminaire, visor, and crossarm shall withstand 150 mph winds and maintain luminaire aiming alignment. Foundation design will be based on 2006 IBC, 90mph. Page 58

85 B. Structural Design: The stress analysis and safety factor of the poles shall conform to AASHTO Standard Specifications for Structural Supports for Highway Signs, Luminaires and Traffic Signals. Soil Conditions: The design criteria for these specifications are based on soil design parameters as outlined in the geotechnical report. C. Foundation Drawings: Project specific foundation drawings stamped by a registered engineer in the state where the project is located are required. The foundation drawings must list the moment, shear (horizontal) force, and axial (vertical) force at ground level for each pole. PART 3 EXECUTION 3.1 FIELD QUALITY CONTROL A. Illumination Measurements: Upon substantial completion of the project and in the presence of the Contractor, Project Engineer, Owner's Representative, and Manufacturer's Representative, illumination measurements shall be taken and verified. The illumination measurements shall be conducted in accordance with IESNA RP-6-01, Appendix B. B. Correcting Non-Conformance: If, in the opinion of the Owner or his appointed Representative, the actual performance levels including footcandles, uniformity ratios, and maximum kilowatt consumptions are not in conformance with the requirements of the performance specifications and submitted information, the Contractor shall be liable to any or all of the following: 1. Contractor shall at his expense provide and install any necessary additional fixtures to meet the minimum lighting standards. The Contractor shall also either replace the existing poles to meet the new wind load (EPA) requirements or verify by certification by a licensed structural engineer that the existing poles will withstand the additional wind load. 2. Contractor shall minimize the Owner's additional long term fixture maintenance and energy consumption costs created by the additional fixtures by reimbursing the Owner the amount of $1, (one thousand dollars) for each additional fixture required. 3. Contractor shall remove the entire unacceptable lighting system and install a new lighting system to meet the specifications. Page 59

86 SUBMITTAL INFORMATION Design Submittal Data Checklist and Certification All items listed below are mandatory, shall comply with the specification and be submitted according to pre-bid submittal requirements Included Tab Item Description A B C D E F G H Letter/ Checklist On Field Lighting Design Off Field Lighting Design Life Cycle Cost calculation Structural Calculations Control and Monitoring Electrical distribution plans Performance Guarantee Listing of all information being submitted must be included on the table of contents. List the name of the manufacturer s local representative and his/her phone number. Signed submittal checklist to be included. Lighting design drawing(s) showing: a. Field Name, date, file number, prepared by, and other pertinent data b. Outline of field(s) being lighted, as well as pole locations referenced to homeplate for Softball/softball fields. Illuminance levels at grid spacing specified c. Pole height, number of fixtures per pole, as well as luminaire information including wattage, lumens and optics d. Height of meter above field surface e. Summary table showing the number and spacing of grid points; average, minimum and maximum illuminance levels in foot candles (fc); uniformity including maximum to minimum ratio, coefficient of variance and uniformity gradient; number of luminaries, total kilowatts, average tilt factor; light loss factor. f. Alternate manufacturers shall provide both initial and maintained light scans using a maximum 0.70 Light Loss Factor to calculate maintained values. Lighting design drawings showing spill light levels in footcandles as specified in section 1.3 A. Document life cycle cost calculations as defined in the specification. Identify energy costs for operating the luminaires, maintenance cost for the system including spot lamp replacement, and group relamping costs. All costs should be based on 25 Years. Pole structural calculations and foundation design showing foundation shape, depth backfill requirements, rebar and anchor bolts (if required). Pole base reaction forces shall be shown on the foundation drawing along with soil bearing pressures. Design must be stamped by a structural engineer in the state of Idaho. Manufacturer shall provide written definition and schematics for automated control system to include monitoring. They will also provide examples of system reporting and access for numbers for personal contact to operate the system. If bidding an alternate system, manufacturer must include a revised electrical distribution plan including changes to service entrance, panels and wire sizing, signed by a licensed Electrical Engineer in the state of Idaho. Provide performance guarantee including a written commitment to undertake all corrections required to meet the performance requirements noted in these specifications at no expense to the owner. Light levels must be guaranteed per specification for 25 years. I Warranty Provide written warranty information including all terms and conditions. J K L M Project References Product Information Non- Compliance Compliance Manufacturer to provide a list of project references of similar products completed within the past three years. Complete set of product brochures for all components, including a complete parts list and UL Listings. Manufacturer shall list all items that do not comply with the specifications. Manufacturer shall sign off that all requirements of the specifications have been met at that the manufacturer will be responsible for any future costs incurred to bring their equipment into compliance for all items not meeting specifications and not listed in item N Non-Compliance Manufacturer: Signature: Contact Name: Date: / / Page 60

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