INVITATION TO BID EOE

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1 INVITATION TO BID The 22 nd Judicial Circuit is currently soliciting bid proposals for asphalt repair, parking lot sealing and striping for the Family Courts Juvenile Division at 920 N. Vandeventer Ave and the Annex at 3827 Enright St. The bid package may be obtained at information/requests for proposals. Bids are due April 11, EOE 1

2 Request for Proposal Parking Lot and Playground Asphalt Repair, Sealing & Striping This Request for Proposal (RFP) is to provide the Parking Lot and Playground Asphalt Repair, Sealing & Striping for the Twenty-Second Judicial Circuit at the: Family Court Juvenile Division, 920 N. Vandeventer, St. Louis, MO 63108; Family Court Annex, 3827 Enright Avenue, St. Louis, MO The funding for these services is in the annual budget of the Twenty-Second Judicial Circuit and is subject to appropriation from the City of St. Louis. Specifications shall include: Scope of Work Miscellaneous asphalt repair for badly damaged areas: 1. Remove loose asphalt and haul debris from job site. 2. Clean foreign material from area to be repaired. 3. Prime (bonding agent) area.5 gallons per square yard. 4. Apply plant ready hot mix asphalt to primed areas. 5. Roll asphalt to compact using power equipment. 6. Hand-tamp those areas inaccessible to power equipment. Crack repair: 1. Remove vegetation from cracks and clean cracks. 2. Install sand base material in deep cracks. 3. Apply hot crafco crack filler to existing cracks. Double seal coat over existing asphalt: 1. Trim back overhanging vegetation from edges and remove excess vegetation from cracks, if necessary. 2. Clean surface of all foreign materials. 3. Apply by Squeegee No Power Spraying two coats of MAC-52 Sealer, a petroleum resistant product exceeding Government specifications R.P. 355D. Striping and ADA striping specifications: 1. White sprayed striping and designated ADA parking spots will use an approved grade acrylic, striping paint for new asphalt or coated asphalt. 2. Apply marking paint in dry weather when pavement and atmospheric temperatures are fifty (50) degrees F. or above (or mfg. Specification) and are anticipated to remain above fifty (50) degrees F. for four (4) hours after completing application. 3. Equipment: Commercial compressed air spray striping machine capable of applying an even coating at the manufacturer s recommended thickness in an even width across the stripe. Or Commercial airless spray striping machine capable of applying an even coating at the manufacturer s recommended thickness in an even width across the stripe. No free hand striping will be allowed. 4. Inspect existing pavement surfaces for conditions and defects that will adversely affect quality of work, and which cannot be put into an acceptable condition through normal preparatory work as specified. 5. Do not place marking over unsound pavements. If these conditions exist, notify the Facilities Manager. 6. Starting installation constitutes contractor s acceptance of surface as suitable for installation. 2

3 7. Layout markings using guide lines, templates and forms. Stencils and templates shall be professionally made to industry standards. Free hand painting of arrows, symbols, or wording shall not be allowed. 8. Thoroughly clean surfaces free of dirt, sand, gravel, oil and other foreign matter. 9. Protect adjacent curbs, walks, fences, and other items from receiving paint. 10. Apply marking paint at a rate of one (1) gallon per three to four hundred ( ) lineal feet of four (4) inch wide stripes (Or to mfg. specification). 11. Apply stripes straight and even. 12. Apply stripes and other markings in widths and colors will be detailed by the Facility Manager or Security Chief (Standard Line Width for all parking spaces shall be continuous Lines of 4 wide and length of parking spaces at 18 ). 13. Barricade marked areas during installation and until the marking paint is dried and ready for traffic. Scope of Work: For the Front lot, Detention turnaround and loading dock drive: Crack repair Alligator or badly damaged areas (spider web cracks) repair Striping for parking and handicap spots For the Bell parking lot, and Annex parking lot: Crack repair Alligator or badly damaged areas (spider web cracks) repair Sealing Striping and ADA parking area markings. FCJD Playground Alligator and/or spider web cracks Badly damaged areas repair may require resurfacing. All debris is to be removed from the area. Various sprayed lines/markings will be required per the Assistant Superintendent of the St. Louis City Juvenile Detention Center. Full court basketball markings for a high school basketball court including the key and all associated foul lines, half court line and circle, three point lines, out of bounds on all sides (new markings to be laid out around existing in-ground basketball standards) yard dash lanes (replaces existing). softball/kickball lines including foul lines, home plate and batters box, 3 bases and pitchers rubber (replaces existing). long jump lane up to 25 feet (replaces existing). All lots must be done on a Saturday & Sunday and must be ready for use on Monday morning. Scheduling of the work will be through the Facilities Manager. All bidders must make an appointment with the Facilities Manager prior April 1, 2014 for access to the lots for measurements, etc. The Court Facilities phone is (314) Contract Requirements Primary Court Contact The Facilities Manager of the Twenty-Second Judicial Circuit will be the primary contact and interface between the successful bidder and the Twenty-Second Judicial Circuit. Minority Business Enterprises The Twenty-Second Judicial Circuit hereby notifies all bidders that minority business enterprises will be afforded full opportunity to submit bids in response to this request for bids and will not be discriminated against on grounds of race, color, or national origin in consideration for an award. 3

4 Awardment of Contract The Twenty-Second Judicial Circuit reserves the right to reject any or all proposals and to waive any minor informality or irregularity in proposals received. The contract shall be awarded to the bidder whose proposal is determined to be lowest responsive and responsible bidder. Only complete proposals will be accepted and considered. All partial or incomplete proposals will be rejected. Contract Cancellation The Twenty-Second Judicial Circuit may terminate the contract in whole or in part, with or without cause, with a written notification. In the event of cancellation, the successful bidder shall take all steps necessary and reasonable to mitigate close out costs to the Twenty- Second Judicial Circuit. Upon cancellation, the successful bidder will be paid for all services, labor and material up to the effective date of the cancellation. Selection Process The selection process for this project will be based on the company s qualifications and costs. Written proposals will be received, reviewed and evaluated. Prospective companies may be required to perform a presentation or be required to attend an interview session. No fee is required with the proposal. After the evaluation process, a selection will be made by the Twenty-Second Judicial Circuit. All bidders will be notified of acceptance or rejection. Governing Law/Venue This Agreement shall be governed by and construed in accordance with the laws of the State of Missouri, excluding its conflicts of law principles. It is further agreed by the parties that any action at law, suit in equity, or other judicial proceeding to enforce or construe this Agreement, or regarding its alleged breach, shall be instituted in the Circuit Court of St. Louis City, Missouri (22 nd Circuit) or in the United States District Court for the Eastern District of Missouri. Any environmental laws, standards, or codes issued by the Environmental Protection Agency will be followed, including waste and disposal. The successful bidder is required to dispose of all waste generated by them. Indemnification: Contractor to protect, defend, indemnify and hold harmless the City, its officials, employee agents, and representatives against all claims, liabilities, losses, damages, amounts paid in settlement, and expenses including reasonable attorney's fees related to or arising from negligent or wrongful acts or omissions of Contractor s employees, agents or representatives relating to the subject matter of this agreement. Invoice Billing and Payment The Twenty-Second Judicial Circuit cannot process or make payment for any labor and materials that has not already been rendered. No advance charges or payments will be processed. Tax Exemption The Twenty-Second Judicial Circuit is tax exempt for all charges. Non-Payment of Invoice for Unsatisfactory Work or Invoice Discrepancies First quality work is required. Substandard and/or careless performance of work will not be accepted. Work that is unsatisfactory will be brought to the attention of the successful bidder and will be corrected at no additional expense to the Twenty-Second Judicial Circuit. Payment of the unsatisfactory work will not be processed until the work has been corrected to the satisfaction of the Facilities Manager. The Twenty- Second Judicial Circuit is the sole arbitrator of successful bidder performance. Proposal Submittal Mandatory pre-proposal meeting: April 1, 2014 at 9:00 a.m. at the: Family Court Juvenile Division 4

5 920 N. Vandeventer St. Louis, MO All bidders wishing to submit a proposal MUST be present at the meeting. A tour of the locations will follow the meeting. Proposals will be rejected from bidders that fail to be present for the pre-proposal meeting and complete tour of all locations. Proposal Questions Any request for information from a bidder regarding clarification or interpretation of this RFP must be e- mailed to the Facilities Manager by April 4, 2014 noon. All information resulting from requests for information will be furnished to all prospective bidders in the form of an addendum. Mark D. McGee, Facilities Manager, Twenty-Second Judicial Circuit Courts mmcgee@courts.mo.gov Proposal Due: April 11, 2014 at noon Proposals shall be delivered to: Kathryn S. Herman, Assistant Court Administrator Twenty-Second Judicial Circuit Family Court Juvenile Division 920 N. Vandeventer St. Louis, MO All bids shall be enclosed in a sealed envelope clearly marked Parking Lot and Playground Asphalt Repair, Sealing & Striping and submitted no later than date and time specified to address listed above. Bids received after date and time stated above will be rejected and will not be opened. Proposal Signature Required Each proposal form must be signed by an authorized company official and will be considered binding. Signed Exhibit A A signed Exhibit A form must accompany the submitted bid forms. The successful bidder must be currently enrolled in and actively participate in a federal work authorization program with respect to the employees working in connection with this contract, as required pursuant to Sections through of the Revised Statutes of Missouri, as amended. Pursuant to Sections through of the Revised Statutes of Missouri, as amended, the successful bidder must not knowingly employ any person who is an unauthorized alien in connection with this contract. Proposal Required Documents 1. Current Taxes, Business License and Federal ID Bidder must be current in payment of all City earnings taxes due, have filed all required returns of earnings tax and payroll expense tax with the City of St. Louis and have a current City of St. Louis business license. Bidder must supply a Federal Identification number. Bidder and all listed and/or proposed subcontractors must be free of any current legal actions relating to maintenance assignments and have no current liens of any kind placed on the company or subcontractors. 2. Surety Bond If the project cost exceeds $25,000, the selected contractor shall furnish a payment bond with good and sufficient sureties, in the amount of the contract, for the payment of any and all materials, incorporated, 5

6 consumed or used in connection with the construction of such work, and all insurance premiums, both for compensation, and for all other kinds of insurance, said work, and for all labor performed in such work whether by subcontractor or otherwise. 3. Workman s Comp Insurance The successful bidder will furnish a Certificate of Insurance on all required coverage prior to the commencement of work under this contract. The Certificate of Insurance shall list the City of St. Louis and the Twenty-Second Judicial Circuit as the insured. 4. Comprehensive General/Public Liability and Property Damage Insurance 1. Bodily Injury Liability - All sums which the successful bidder shall become legally obligated to pay as damages resulting from bodily injury, sickness or disease, including death at any time resulting therefrom, sustained by any person other than its employees and caused by occurrence. Bodily Injury Each Occurrence $1,000, Property Damage Liability - All sums that the successful bidder shall become legally obligated to pay as damages resulting from injury to or destruction of property, caused by occurrence. Property Damage Each Accident $1,000,000 Property Damage - Aggregate $1,000, Automobile Liability Insurance: 1. Bodily Injury Liability - All sums which the successful bidder shall become legally obligated to pay as damages resulting from bodily injury, sickness or disease, including death at any time resulting therefrom, sustained by any person other than its employees caused by occurrence and arising out of ownership, maintenance, or use of any automobile. Bodily Injury Each Person $250,000 Bodily Injury Each Accident $1,000, Property Damage Liability - All sums which the successful bidder shall become legally obligated to pay as damages resulting from injury to or destruction of property caused by occurrence and arising out of ownership, maintenance, or use of any automobile. Property Damage Each Accident $500,000 6

7 PROPOSAL FORM DATE: PROPOSAL OF: (Company Name) (Address) (City & Zip Code) (Phone Number) TO: Twenty-Second Judicial Circuit Kathryn S. Herman, Assistant Court Administrator Family Court Juvenile Division, 920 N. Vandeventer Ave St. Louis, MO 63108; Having carefully and completely examined the Request for Proposal documents pertaining to the scope of work and conditions for Parking Lot and Playground Asphalt Repair, Sealing & Striping RFP dated March 25, 2014, the undersigned agrees to furnish materials and labor on all work specified. Front Parking Lot $ Bell Parking Lot $ Detention Turn-Around $ Loading Dock Driveway $ Annex Parking Lot $ Playground $ Grand Total $ The signature of the bidder indicates that he/she understands and will comply with all terms and conditions as a part of this proposal and any subsequent contract. In compliance with the above, the undersigned offers and agrees if the proposal be accepted, to commence performance of the work specified in the documents. Name of Bidder (please print) Authorized Court Representative Signature Address of Bidder Title 7

8 EXHIBIT A STATE OF ) ) COUNTY OF ) AFFIDAVIT Before me, the undersigned Notary Public, personally appeared (Name) who, by me being duly sworn, deposed as follows: My name is (Name), I am of sound mind, capable of making this Affidavit, and personally acquainted with the facts herein stated: I am the (Position/Title) of. (Bidder) I have the legal authority to make the following assertions: 1. (Bidder) is currently enrolled in and actively participates in a federal work authorization program with respect to the employees working in connection with this contract, as required pursuant to Sections through of the Revised Statutes of Missouri, as amended. 2. Pursuant to Sections through of the Revised Statutes of Missouri, as amended (Bidder) does not knowingly employ any person who is an unauthorized alien in connection with this contract. Affiant IN WITNESS WHEREOF, I have hereunto subscribed my name and affixed my official seal this day of, 20. Notary Public My Commission Expires: 8