CITY HALL AUDIOVISUAL SYSTEMS UPGRADE CITY OF SAN MATEO, CALIFORNIA

Transcription

1 CONTRACT BOOK CITY HALL AUDIOVISUAL SYSTEMS UPGRADE February 18, 2015 CITY OF SAN MATEO Public Works Department 330 W. 20 th Avenue San Mateo, CA 94403

2 CITY COUNCIL AWARD CONTRACT BOOK CITY HALL AUDIOVISUAL SYSTEMS UPGRADE ***** CONTRACT DRAWINGS: Included in this Contract Book. TIME OF COMPLETION: 150 Calendar Days NOTICE INVITING SEALED PROPOSALS PROPOSAL FORM SCHEDULE OF BID ITEMS LIST OF SUBCONTRACTORS BIDDER'S STATEMENT CONTRACTOR REGISTRATION LAW NONCOLLUSION AFFIDAVIT ***** CONTENTS CERTIFICATION OF NON-DISCRIMINATION CERTIFICATION OF PAYMENT OF PREVAILING WAGE SCALE CERTIFICATION OF REQUIREMENT TO PAY WORKERS' COMPENSATION BIDDER EXPERIENCE AND QUALIFICATIONS SPECIAL PROVISIONS PART I -- GENERAL PROVISIONS PART II -- CONSTRUCTION MATERIALS PART III -- CONSTRUCTION METHODS TECHNICAL SPECIFICATIONS Section Common work results for Audiovisual Systems Section Grounding and Bonding for Audiovisual Systems Section Hangers and Supports for Audiovisual Systems Section Conduits and Backboxes for Audiovisual Systems Section Noise and Vibration Controls for Audiovisual Systems Section Identification for Audiovisual Systems Section Audiovisual Cabinets, Racks, Frames and Enclosures 02/19/15

3 Section Audiovisual Cable Management Section Integrated Audio-Video Systems and Equipment STANDARD DRAWINGS TA0.1 General Notes, Legends, Abbreviations, PBox and JBox Schedules TA0.1 Symbol Schedule TA1.1 Audiovisual Systems Overall Plan TA4.1 Audiovisual Room B Enlarged Plan TA4.2 Conference Room C Enlarged Plans & Elevations TA4.3 Council Chambers Enlarged Plans TA4.4 Audiovisual Booth Enlarged Plans & Elevations TA7.1 Council Chambers Existing Audio Demolition and Re-Use TA7.2 Council Chambers Functional Diagram - Audio TA7.3 Council Chambers Existing A/V Demolition and Re-Use (Clerks) TA7.4 Council Chambers Functional Diagram - Video TA7.5 Council Chambers Existing A/V Demolition and Re-Use TA7.6 Council Chambers Functional Diagram Broadcasting TA7.7 Audiovisual Systems Functional Diagram Conference Room B TA7.8 Audiovisual Systems Functional Diagram Conference Room C TA9.1 Details TA9.2 Details TA9.3 Details TA9.4 Details TA9.5 Details APPENDIX I AGREEMENT FOR PUBLIC IMPROVEMENT 02/19/15

4 NOTICE INVITING SEALED PROPOSALS CITY HALL AUDIOVISUAL SYSTEMS UPGRADE 1. Sealed bids will be received by the office of the City Clerk, City of San Mateo at 330 W. 20 th Avenue, San Mateo, California on Thursday, March 12, 2015 at 2:00 PM for the City Hall Audiovisual Systems Upgrade and other work as shown on the Contract Drawings and as described in this Contract Book and the Greenbook Standard Specifications for Public Works Construction, 2012 Edition. The work described requires that the bidder be licensed by the State of California as a C-7 Low Voltage Systems Contractor and/or a C-10 Electrical Contractor. 2. The Contract Book, plans and proposal forms are available as a free download from the City of San Mateo s website at Any questions regarding the contract documents should be directed to Gogo Heinrich, Project Manager, at (650) , or in writing at gheinrich@cityofsanmateo.org. 3. The estimated construction cost of this project is $450, This estimate is not based on a contractor s cost take off of the project, but is derived from an averaging of costs for work on similar projects in the area of which the City is aware. This figure is given to indicate the relative order of magnitude of this project and is not intended to influence or affect in any way the amount bid for this project. 4. The time of completion for this contract shall be one hundred fifty (150) calendar days, beginning from the date specified in the Notice to Proceed. Primary bidders are required to attend one of the scheduled site walk and pre-bid conferences which is mandatory for the primary bidder to be eligible to bid. The primary bidder must stay for the entire site walk and pre-bid conference. Roll-call will be taken at the end of the site walk to verify attendance. IMPORTANT FIXED DATES Monday, February 23, 2015 at 10:00 am Monday, March 2, 2015 at 10:00 am Wednesday, Mar. 4, 2015 at 4:00 pm Monday, Mar. 9, 2015 Thursday, Mar. 12, 2015 at 2:00 pm ESTIMATED DATES April 6, 2015 April 13, 2015 April June 2015 June 17-July 17, 2015 July - August 2015 A-1 MANDATORY SITE WALK and Pre-Bid City Hall Council Chambers 330 W. 20 th Avenue San Mateo, CA Bidders Written Questions Due Issuance of Addendum BIDS DUE at City Clerk 330 W. 20 th Avenue San Mateo, CA ATTN: Gogo Heinrich Council Award Notice to Proceed Submittals and Equipment Procurement On-site Construction Final Testing and Completion.

5 5. All bids shall be accompanied by a bid bond, cashier s check, or certified check made payable to the City of San Mateo in an amount not less than ten percent (10%) of the aggregate amount of the bid. 6. No contractor or subcontractor may be listed on a bid proposal for a public works project and no contractor or subcontractor may be awarded a contract for public work on a public works project unless registered with the Department of Industrial Relations pursuant to Labor Code Section This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations. 7. Contractor is notified that he shall comply with the requirements for Non-Discrimination as set forth in Special Provisions SP through SP Addenda issued during the time of bidding shall become a part of the documents furnished bidders for the preparation of bids, shall be covered in the bids, and shall be made a part of the Contract. Each bid shall include specific acknowledgement in the space provided of receipt of all Addenda issued during the bidding period. Failure to so acknowledge may result in the bid being rejected as not responsive. Failure of any bidder to receive such Addenda shall not be grounds for non-compliance with the terms of the instructions. Addenda will be posted on the City s website at It is the responsibility of the contractor to contact the City to determine the existence of any and all addenda. 9. The right is reserved, as the interest of the City may require, to reject any or all bids, to waive any informality in bids, and to accept, modify, or reject any items of the bid, or in the case of a single bid being received to extend the acceptance date by up to thirty (30) days with notice. The City of San Mateo is a charter City and any contract entered into is subject to the provisions of the City of San Mateo Charter, which may supersede certain provisions of the Public Contract Code and other provisions of state law. 10. In general, the prevailing wage scale, as determined by the Director of Industrial Relations of the State of California, in force on the day this bid was announced, will be the minimum paid to all craftsmen and laborers working on this project. In some cases, prevailing wage determinations have either a single asterisk (*) or double asterisks (**) after the expiration date in effect on the date of advertisement for bids. In cases where the prevailing wage determinations have a single asterisk (*) after the expiration date which are in effect on the date of advertisement for bids, such determinations remain in effect for the life of the project. Prevailing wage determinations which have double asterisks (**) after the expiration date indicate that the basic hourly wage rate, overtime, and holiday pay rates, and employer payments to be paid for work performed after this date have been predetermined. If work is extended past this date, the new rate must be paid and should be incorporated in contracts the Contractor enters into. A copy of the correct determination will be posted at the job site. It is understood that it is the responsibility of the bidder to determine the correct scale. The City will keep a copy of the wage scale in the City Clerk s office for the convenience of bidders. Any A-2

6 errors or defects in the materials in the City Clerk s office will not excuse a bidder s failure to comply with the actual scale then in force. 10. Said sealed proposals shall be delivered to the City Clerk at 330 W. 20 th Avenue, San Mateo, CA before Thursday, March 12, 2015 at 2:00 PM, and they shall be opened and read by a City Representative at said date and time at a public meeting called by her. 11. Said City Representative shall report the results of the bidding to the City Council at a later date, at which time the City Council may award the contract to the lowest responsible bidder as so reported; or as City s interest may dictate. The City Council may exercise its right to modify the award or to reject any or all bids. 12. To ensure performance, City reserves the right to retain five percent (5%) of the contract price for 35 days after it records the Notice of Completion. However, pursuant to the Public Contracts Code Section 22300, Contractor may substitute securities for said five percent (5%) retention or request that City make payments of retentions earned directly to an escrow agent at Contractor s expense. The provisions of the Public Contracts Code Section are hereby expressly made a part of the contract. Dated: February 18, 2015 /S/ Maureen Freschet, MAYOR A-3

7 PROPOSAL FORM (Entire proposal to be submitted as sealed bid.) CITY HALL AUDIOVISUAL SYSTEMS UPGRADE TO THE HONORABLE CITY COUNCIL DEAR COUNCIL MEMBERS FOR THE TOTAL SUM OF (use figures only) computed from the unit and/or lump sum prices shown on the attached schedule of bid items, the undersigned hereby proposes and agrees that if this proposal is accepted he will contract with the City of San Mateo, California, to furnish all labor, materials, tools, equipment, transportation, and all incidental work and services required to complete all items of work shown in the Contract Documents. All work shall conform to the lines, grades, and dimensions shown on said drawings and shall be done in accordance with this Contract Book and the Greenbook Standard Specifications for Public Works Construction, 2012 Edition. This proposal is submitted in conformance with the requirements of the Greenbook Standard Specifications for Public Works Construction, 2012 Edition; and is also subject to the terms and conditions of the attached LIST OF SUBCONTRACTORS and BIDDER S STATEMENT. The work shall be paid for at the unit and/or lump sum prices shown on the attached SCHEDULE OF BID ITEMS. Contractor s Signature Date Name of Company Phone Number ( ) A-4

8 SCHEDULE OF BID ITEMS (To be submitted with Proposal Form) CITY HALL AUDIOVISUAL SYSTEMS UPGRADE ITEM NO. DESCRIPTION OF WORK UNIT 01 Selective Demolition LS $ 02 Conduit Infrastructure LS $ 03 Communications Equipment and Installation LS $ 04 Integrated Audio-Video Systems and Equipment and Installation LS $ TOTAL COST 05 Allowance for unforeseen site conditions LS $ 25, TOTAL BASE BID $ Name of Company A-5

9 SUBCONTRACTING REQUIREMENTS AND LIST OF SUBCONTRACTORS (To be submitted with Proposal Form) CITY HALL AUDIOVISUAL SYSTEMS UPGRADE Each bidder acknowledges it is aware and familiar with the requirements related to subletting and subcontracting set forth in Section 2-3 of the Greenbook Standard Specifications, and in the Subletting and Subcontracting Fair Practices Act, commencing with Section 4100 of the Public Contract Code of the State of California. These requirements include a provision that the Contractor shall perform, with its own organization, contract work amounting to at least 50 percent of the contract price. Each bidder in submitting his bid for the doing of the work or improvement shall in his bid or offer, in accordance with the provisions of Section 4104 of the Public Contract Code of the State of California, set forth the following: 12. Name, contractor license number and address of the of business of each subcontractor who will perform work or labor or render service to the general contractor in or about the construction of the work or the improvement in an amount in excess of one-half (1/2) of one percent (1%) of the general contractor s total bid or $10,000, whichever is greater. 2. The specific work and dollar amount of work that will be done by each subcontractor. 3. If no portion of the work is to be subcontracted as provided in item 1, insert the word none in the space provided and sign below. NAME ADDRESS SPECIFIC WORK CA LICENSE NO. DOLLAR AMOUNT $ $ $ $ $ $ $ Contractor s Signature Contractor s Name A-6

10 BIDDER S STATEMENT SHEET 1 OF 3 (To be submitted with Proposal Form) CITY HALL AUDIOVISUAL SYSTEMS UPGRADE The undersigned has carefully read the Greenbook Standard Specifications for Public Works Construction, 2012 Edition, and realizes that any variation or deviation from these specifications, requirements and conditions shall be sufficient grounds for rejection of all or any part of the work performed. Such rejected work shall be replaced entirely at the Contractor s expense, and failure to do so within a reasonable length of time shall be sufficient reason for the withholding of payment for any part of or all of the work and forfeiture of the Contractor s bond. The undersigned further certifies that he is licensed by the State of California as a Class C-7 Low Voltage Systems Contractor and/or a Class C-10 Electrical Contractor, that the license is now in force, and that the number is and the expiration date is. Further the undersigned certifies that upon request he will provide evidence of said license. Pursuant to Business and Professions Code Section I,, declare under penalty of perjury that the foregoing and the statements contained in the bid for the above titled project are true and correct and that this declaration is made on this day of, 20, at, California. The undersigned understands he must meet the requirements of Section SP-7-2.3, NON- DISCRIMINATION POLICY prior to award of contract and conform to those guidelines throughout the duration of the contract. It is understood that the quantities set forth herein are approximate only and are to be used only for the comparison of bids and the guidance of the bidder. If awarded the contract, the undersigned hereby agrees to sign and file an agreement, attached as Appendix I, together with the necessary bonds, certificate(s) of insurance, related endorsements for general and automobile liability insurance, and proof of a San Mateo Business License in the office of the City Clerk within ten (10) calendar days after the date of the award and to commence work within five (5) days of the date specified in the notice to proceed, and to complete the work under said contract within the specified number of working days beginning from the date specified in the notice to proceed. Further, the undersigned agrees to insure that all subcontractors obtain a San Mateo Business License in accordance with Section SP-2-13, SAN MATEO BUSINESS LICENSE GUIDELINES. Contractor and all subcontractors also agree to keep the Business License current for the entire term of the contract. If the unit price and the total amount named by a bidder for any item do not agree, it will be assumed that the error was made in computing the total amount and the unit price alone will be considered as representing the bidder s intention. Unit prices bid must not be unbalanced. Contractor s Signature Company A-7

11 BIDDER S STATEMENT SHEET 2 OF 3 (To be submitted with Proposal Form) CITY HALL AUDIOVISUAL SYSTEMS UPGRADE The undersigned has checked carefully all the figures listed in the Schedule of Bid Items and understands that the City will not be responsible for any errors or omissions on the part of the undersigned in making up this bid. Enclosed find bond or certified check or cashier s check no. of the Bank for. Not less than ten (10) percent of this bid payable to the City of San Mateo, California, and which is given as a guarantee that the undersigned will enter into the contract if awarded to the undersigned. The undersigned agrees that this bid may not be withdrawn for a period of forty-five (45) days after the date set for the opening thereof. NOTE: IF THE PROPOSAL IS MADE BY AN INDIVIDUAL, HIS NAME AND POST OFFICE ADDRESS MUST BE SHOWN. IF THE PROPOSAL IS MADE BY A PARTNERSHIP, THE NAME AND ADDRESS OF EACH MEMBER OF THE FIRM OR PARTNERSHIP MUST BE SHOWN (if more than two members of a firm or partnership, please attach an additional page); OR IF MADE BY A CORPORATION, THE PROPOSAL SHALL SHOW THE NAME OF THE STATE UNDER THE LAWS OF WHICH THE CORPORATION WAS CHARTERED AND THE NAMES, TITLES AND BUSINESS ADDRESSES OF THE PRESIDENT, SECRETARY AND TREASURER OF SAID CORPORATION. A-8

12 SIGNATURES FOR BIDDER: BIDDER S STATEMENT SHEET 3 OF 3 (To be submitted with Proposal Form) CITY HALL AUDIOVISUAL SYSTEMS UPGRADE If INDIVIDUAL, sign below: Signature Print name Post Office Address If PARTNERSHIP, sign below (show names of non-signing partners): Date If CORPORATION, sign below (show names of non-signing officers): a CORPORATION Name of State Where Chartered Signature Print name of person signing bid Date Signature Name of Partner Post Office Address Signature Name of Partner Post Office Address (if different) Date Date Title List names of the following officers: PRESIDENT SECRETARY TREASURER Post Office Address A-9

13 CONTRACTOR REGISTRATION LAW - Senate Bill 854 requirements (To be submitted with Proposal Form) CITY HALL AUDIOVISUAL SYSTEMS UPGRADE Pursuant to Labor Code section , this project is subject to compliance monitoring and enforcement by the Department of Industrial Relations. No contractor or subcontractor may be listed on a bid proposal for a public works project and no contractor or subcontractor may be awarded a contract for public work on a public works project unless registered with the Department of Industrial Relations (DIR). Each bidder is responsible to list their registered information with the DIR in the space below provided and sign below. Contractor Name or subcontractor name DIR Registration Number License Type/Number Registration Date Expiration Date Contractor s Signature Contractor Name A-10

14 NONCOLLUSION AFFIDAVIT (To be submitted with Proposal Form) CITY HALL AUDIOVISUAL SYSTEMS UPGRADE State of California ) ) ss. County of ), being first duly sworn, deposes and says that he or she is of the party making the foregoing bid that the bid is not made in the interest of, or on behalf of, or any undisclosed person, partnership, company, association, organization, or corporation; that the bid is genuine and not collusive or sham; that the bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that the bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price, or of that of any other bidder, or to secure contract; that all statements contained in the bid are true; and, further, that the bidder has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid. Note: The above affidavit is part of the Proposal. Signing this Proposal on the signature portion thereof shall also constitute signature of this affidavit. Subscribed and sworn to before me, a Notary Public in and for the State of California, County of, this day of, 20. Signature of Notary Public (seal) My commission expires,. ***END OF AFFIDAVIT*** A-11

15 CERTIFICATION OF NON-DISCRIMINATION (To be submitted with Proposal Form) CITY HALL AUDIOVISUAL SYSTEMS UPGRADE On behalf of the bidder making this proposal, the undersigned certifies that there will be no discrimination in employment with regard to race, color, religion, sex, disability, or national origin; that all federal, state, local directives, and executive orders regarding non-discrimination in employment will be complied with; and that the principle of equal opportunity in employment will be demonstrated positively and aggressively. BIDDER By: (Name and title of person making certification) Date A-12

16 CERTIFICATION OF PAYMENT OF PREVAILING WAGE SCALE (To be submitted with Proposal Form) CITY HALL AUDIOVISUAL SYSTEMS UPGRADE On behalf of the bidder, the undersigned certifies that the Prevailing Wage Scale, as determined by the Director of Industrial Relations of the State of California, in force on the day this bid was announced, will be the minimum paid to all craftsmen and laborers working on this project. In some cases, prevailing wage determinations have either a single asterisk (*) or double asterisks (**) after the expiration date. In cases where the prevailing wage determinations have a single asterisk (*) after the expiration date which are in effect on the date of advertisement for bids, such determinations remain in effect for the life of the project. Prevailing wage determinations which have double asterisks (**) after the expiration date indicate that the basic hourly wage rate, overtime, and holiday pay rates, and employer payments to be paid for work performed after this date have been predetermined. If work is extended past this date, the new rate must be paid and should be incorporated in contracts the Contractor enters into. A copy of the correct determination will be posted at the job site. It is understood that it is the responsibility of the bidder to determine the correct scale. The City will keep a copy of the wage scale in the City Clerk s office for the convenience of bidders. Any errors or defects in the materials in the City Clerk s office will not excuse a bidder s failure to comply with the actual scale then in force. The undersigned understands that weekly certified payrolls must be submitted for verification. BIDDER By: (Name and title of person making certification) Date Questions shall be addressed to: Department of Labor Relations Division of Labor Statistics and Research Prevailing Wage Unit 45 Fremont Street, Suite 1160 P. O. Box San Francisco, CA A-13

17 CERTIFICATION OF REQUIREMENT TO PAY WORKERS COMPENSATION (To be submitted with Proposal Form) CITY HALL AUDIOVISUAL SYSTEMS UPGRADE I am aware of the provisions of Section 3700 of the Labor Code that require every employer to be insured against liability for workers compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract. BIDDER By: (Name and title of person making certification) Date A-14

18 BIDDER EXPERIENCE AND QUALIFICATIONS (To be submitted with Proposal Form) CITY HALL AUDIOVISUAL SYSTEMS UPGRADE Each Bidder shall submit this form for its experience and qualifications. Failure of a Bidder to submit this completed form shall be considered nonresponsive. Failure of a Bidder to fill out this form completely shall be considered nonresponsive. SCOPE OF EXPERIENCE AND QUALIFICATIONS. In order to allow the City to make a determination of the Bidder s responsiveness, the Bidder shall provide the information required herein as a part of its Bid. EVALUATION CRITERIA The evaluation and selection of the bidder will be based on the demonstrated competency and professional qualifications necessary for the satisfactory performance of the services required. Evaluation will also be based on the information submitted and obtained from references. The City reserves the right to request additional information and references Criteria for the evaluation of the bidder shall include but not be limited to: Safety Bidder s ability to perform Bidder s ability to manage subcontractors Quality of workmanship (City s representatives will call references) Bidder s willingness to work with Owner (City s representatives will call references) Criteria for determining a Non-responsive Bidder: An Experience Modification Rate (EMR) greater than DO NOT SUBMIT A BID IF YOUR EMR IS GREATER THAN Failure of the Bidder to submit completed forms shall render the bid non-responsive. A Bidder who has not completed at least one Audiovisual project in excess of $150,000 shall have its bid rendered non-responsive. A Bidder whose Principal has ever had his/her license suspended shall have its bid rendered non-responsive. A Bidder whose firm has ever been suspended from a project shall have its bid rendered non-responsive. A Bidder whose firm has ever been disqualified by another public agency from bidding shall have its bid rendered non-responsive. A-15

19 BIDDER S STATEMENT OF EXPERIENCE AND QUALIFICATIONS 1. Name of firm: Contact: Address for Contact Person: 2. Mailing address of firm: Physical address of firm, if different from mailing: Telephone No. (area code) Company Web Site URL: 3. State of organization: Date established: 4. CA State License No.: Types of valid CA contracting licenses Has the firm changed its name, license number and/or ownership within the past 5 years? Yes No If Yes, provide past names, license numbers and/or ownership 5. Bonding company: Bonding co. rating: Contact: Telephone No. (area code) Current capacity $ Have claims ever been made against surety? If Yes, attach statement of explanation. 6. Officers or Principals of firm: 7. Have Principals ever had licenses suspended? 8. Has firm ever been suspended from a project? 9. Has firm ever been disqualified by another agency from bidding public contracts? 10. In the past five years, has your firm filed a claim on a public works contract? Yes No Litigation? Yes No If Yes, attach a brief explanation and results of each claim and/or litigation. 11. In the past five years, has a claim been filed against your firm on a public works contract? Yes No Litigation? Yes No If Yes, attach a brief explanation and results of each claim and/or litigation. 12. CURRENT WORK IN PROGRESS 12.1 How many construction projects is the Bidder currently under contract to perform? current projects A-16

20 12.2 What is the total dollar amount of the construction contracts listed in Subsection 12.1? total dollar amount 12.3 What is the total bonding capacity of the firm at this time? total bonding capacity 12.4 List the name of the project and a client contact person, with an address and telephone number, for three successful audiovisual systems of a similar scope and nature of those required by the work of this Project within the past 3 years: Project Name Contract Amount City/Client Contact Name, and Phone Project Name Contract Amount City/Client Contact Name, and Phone Project Name Contract Amount City/Client Contact Name, and Phone 13. Safety Qualification, Experience Modification Rate (EMR) An EMR greater than 0.95 will render the bid non-responsive. DO NOT SUBMIT A BID IF YOUR EMR IS GREATER THAN Enter your firm s EMR for the most recent year (this information is provided by your workers comp insurance carrier) Year: EMR Name of Workers Comp. Insurance Carrier(s): Agent Name: Telephone No. 14. Bidder s Proposed Personnel PROJECT MANAGER NAME Number of Audiovisual Projects Completed w/ this company Number of Years with this company SUPERINTENDENT NAME Number of Audiovisual Projects Completed with this company A-17

21 No. of Years with this company 15. Bidder s Programming and Installation Staff Has documentation to demonstrate their successful completion of the relevant training programs for the types and versions of equipment proposed for installation on this Project Yes No 16. PENALTY OF PERJURY Bidder hereby declares and certifies under penalty of perjury that the information contained herein is true, correct, and complete. IN WITNESS WHEREOF, the undersigned represent and warrant that they have the right, power, legal capacity and authority to sign this document on behalf of the Bidder, and have caused this document to be executed by setting hereto their names, titles and signatures. BIDDER: Signature Date Printed or Typed Name Title Legal Name of Bidder Printed or Typed END OF BIDDERS QUALIFICATION SECTION A-18

22 SPECIAL PROVISIONS CITY HALL AUDIOVISUAL SYSTEMS UPGRADE The work embraced herein shall be done according to the Greenbook Standard Specifications for Public Works Construction, 2012 Edition, (hereinafter referred to as the Standard Specifications), and according to these Special Provisions. The Standard Specifications are in all other respects incorporated into and are a part of the contract, except where they conflict with these Special Provisions. The Special Provisions shall govern in lieu of conflicting provisions of the Standard Specifications, but shall in no way nullify nonconflicting portions of the Standard Specifications. Whenever the letters SP are used as a prefix in section numbering (e.g., SP-200-2) the sections so designated are in these Special Provisions and refer to modifications or additions to sections in the Standard Specifications which have the same first numbers (e.g., 200-2). PART 1 - GENERAL PROVISIONS SP-2-1 AWARD OF CONTRACT. The right is reserved to reject any an all proposals. The award of contract, if it be awarded, will be to the lowest responsible bidder whose proposal complies with all the requirements prescribed or has demonstrated, to the satisfaction of the City, adequate good faith efforts to do so. In determining the award, careful consideration by City shall be given to each item of bid. All bids will be compared on the basis of the Engineer s Estimate of the quantities of work to be done. The City reserves the right to amend or reject any or all proposals and also to select, modify, or reject any of the bid items as City see in its best interest. Such award, if made, will be made within 45 days after the opening of the proposals. This period will be subject to extension for such further period as may be agreed upon in writing between the Department and the bidder concerned. Any protests to award of contract shall follow the procedures outlined in City Council Resolution No. 61, dated June 2, SP-2-3 SUBCONTRACTS. The Contractor is prohibited from employing any subcontractor that is ineligible under Labor Code section SP-2-4 CONTRACT BONDS. Before execution of the contract by the Agency, the Contractor shall file with the agency surety bonds satisfactory to the City in the amounts and for the purposes noted below. Bonds shall be duly executed by a responsible corporate Surety, authorized to issue such bonds in the State of California and secured through an authorized agent with an office in California. The Contractor shall pay all bond premiums, costs, and incidentals. Each bond shall be signed by both the Contractor and Surety and the signature of the authorized agent of the Surety shall be notarized. The Contractor shall provide two acceptable surety bonds; one for labor and materials and one for performance. A-19

23 The "Payment Bond" (Material and Labor Bond) shall be for not less than 100 percent of the contract price, to satisfy claims of material suppliers and of mechanics and laborers employed by it on the work. The bond shall be maintained by the Contractor in full force and effect until the completed work is accepted by the Agency, and until all claims for materials and labor are paid, and shall otherwise comply with the Civil Code. The "Faithful Performance Bond" shall be for 100 percent of the contract price to guarantee faithful performance of all work, within the time prescribed, in a manner satisfactory to the City, and that all materials and workmanship will be free from original or latent developed defects. SP GUARANTEE. The Contractor warrants and guarantees that all material and equipment used or furnished and all workmanship are of the type and quality specified herein. The Contractor further guarantees that any latent fault in construction or defective material discovered within one year after acceptance of the work shall be remedied by him without cost to the City, upon written notice given to him. Other subsequent latent defects shall be covered by responsibilities set forth in the law. In the event of failure to comply with the above-mentioned conditions within a reasonable time after notice, the City will have the defects repaired and made good at the expense of the Contractor, who agrees to pay the costs and charges therefore immediately upon demand. The signing of the agreement by the Contractor shall constitute execution of the above guarantees. The Faithful Performance Bond shall remain in full effect during the guarantee period and will not be released until the expiration of such period. SP-2-5 PLANS AND SPECIFICATIONS. The plans and specifications for this project are included in the contract book as follows: Section Common work results for Audiovisual Systems Section Grounding and Bonding for Audiovisual Systems Section Hangers and Supports for Audiovisual Systems Section Conduits and Backboxes for Audiovisual Systems Section Noise and Vibration Controls for Audiovisual Systems Section Identification for Audiovisual Systems Section Audiovisual Cabinets, Racks, Frames and Enclosures Section Audiovisual Cable Management Section Integrated Audio-Video Systems and Equipment TA0.1 General Notes, Legends, Abbreviations, PBox and JBox Schedules TA0.1 Symbol Schedule TA1.1 Audiovisual Systems Overall Plan TA4.1 Audiovisual Room B Enlarged Plan TA4.2 Conference Room C Enlarged Plans & Elevations TA4.3 Council Chambers Enlarged Plans TA4.4 Audiovisual Booth Enlarged Plans & Elevations TA7.1 Council Chambers Existing Audio Demolition and Re-Use TA7.2 Council Chambers Functional Diagram - Audio TA7.3 Council Chambers Existing A/V Demolition and Re-Use (Clerks) TA7.4 Council Chambers Functional Diagram - Video A-20

24 TA7.5 Council Chambers Existing A/V Demolition and Re-Use TA7.6 Council Chambers Functional Diagram Broadcasting TA7.7 Audiovisual Systems Functional Diagram Conference Room B TA7.8 Audiovisual Systems Functional Diagram Conference Room C TA9.1 Details TA9.2 Details TA9.3 Details TA9.4 Details TA9.5 Details SP-2-6 WORK TO BE DONE. The Contractor shall perform all work necessary to complete the contract in a satisfactory manner. Unless otherwise provided, the Contractor shall provide all labor, materials, transportation and equipment to complete the furnishing, installation, assembly, set-up, and testing of the Sound and Audiovisual System work indicated on the drawings and specifications herein for the audiovisual systems upgrades in City Hall. SCOPE OF WORK INCLUDES BUT IS NOT LIMITED TO THE FOLLOWING: Demolition, re-use, and new equipment for the audiovisual systems for the Council Chambers (including the broadcast and projection booths); Conference Room B; and Conference Room C. Examine and report existing conditions. Demolition of existing A/V systems with selective re-use of (E) A/V equipment as set forth by the drawings. Coordinate (with a separate contractor under contract with the City) for the demolition of existing A/V Booth. Coordinate (with a separate contractor under contract with the City) for the removal of (E) video fill lights over dais and podium. Coordinate (with a separate contractor under contract with the City) for the patch and repair of existing furnishings, fixtures, and built assemblies. Coordinate (with a separate contractor under contract with the City) for the construction of a new A/V booth, partitions, doors, gypsum board lid, illumination, and ventilation for A/V rack assemblies. Supply, design, provision, and install (N) A/V systems in project areas, with selective reuse of (E) A/V equipment as set forth by the drawings. Install (N) video fill lights over dais and podium. Connection of A/V system feeds to Owner's CATV uplink. Programming, testing and Owner training of use of A/V systems. Other requirements not listed here, as set forthby the Contract Documents. A-21

25 The Contractor will have full access to the Council Chambers, AV control booth and rear projection area from June 17, 2015 through July 17, Access to these areas for periods other than that listed will be by special request. The Contractor shall provide a schedule of values for approval by the City ten days after the notice of award. The schedule of values will be used in determining partial payments to the contractor for equipment ordered but not yet installed. In addition, cooperation and scheduling coordination is required with the City s construction contractor who will be performing minor structural changes for the AV control booth. The name of the construction contractor will be provided prior to the on-site construction. SP EXAMINATION OF THE SITE. The bidder shall examine carefully the site of the work contemplated, the plans and specifications, and the proposal and contract forms therefor. The submission of a bid shall be conclusive evidence that the bidder has investigated and is satisfied as to the conditions to be encountered, as to the character, quality and scope of work to be performed, the quantity of materials to be furnished and as to the requirements of the proposal, plans, specifications and contracts. A MANDATORY SITE WALK AND PRE- BID CONFERENCE IS SCHEDULED FOR MONDAY, FEBRUARY 23, 2015 AT 10:00 AM AT THE COUNCIL CHAMBERS, City of San Mateo, 330 W. 20 th Avenue, San Mateo, CA The bidder represents that he or she is fully qualified to perform this examination and review. The primary bidder must attend to be eligible to bid. The primary bidder must stay for the entire site walk and pre-bid conference. Roll-call will be taken at the end of the site walk to verify attendance. If the bidder determines that any portion of the site or the plans and specifications present any interpretation problems of any kind, the bidder shall note such a determination upon this bid form. Failure to note any such determination shall be conclusive evidence of acceptance by the bidder of the sufficiency of the plans and specifications. SP-2-9 SURVEYING. Not applicable. SP-2-12 ATTORNEY FEES. Attorney fees in amount not exceeding $85 per hour per attorney, and in total amount not exceeding $5,000, shall be recoverable as costs (that is, by the filing of a cost bill) by the prevailing party in any action or actions to enforce the provisions of this contract. The above $5,000 limit is the total of attorney fees recoverable whether in the trial court, appellate court, or otherwise, and regardless of the number of attorneys, trials, appeals or actions. It is the intent that neither party to this contract shall have to pay the other more than $5,000 for attorney fees arising out of an action, or actions, to enforce the provisions of this contract. The parties expect and hope there will be no litigation and that any differences will be resolved amicably. SP-2-13 SAN MATEO BUSINESS LICENSE GUIDELINES. A business license shall be obtained as required by the San Mateo Municipal Code, Chapter 5. Section of said Chapter 5 provides that "Every person conducting the business of contractor shall pay an annual tax as follows: (1) General Contractor, $124.00; (2) all other contractors, $49.00." A-22

26 SP NOTICE OF POTENTIAL CLAIM. The Contractor shall not be entitled to the payment of any additional compensation for any cause, including any act, or failure to act, by the Engineer, or the happening of any event, thing or occurrence, unless he shall have given the Engineer due written notice of potential claim as hereinafter specified, provided, however, that compliance with this Section SP shall not be a prerequisite as to matters within the scope of the Protest Provision in Section 6-7, "Time of Completion," in the Standard Specifications, nor to any claim which is based on differences in measurements or errors of computation as to contract quantities. The written notice of potential claim shall set forth the reasons for which the Contractor believes additional compensation will or may be due, the nature of the costs involved, and, insofar as possible, the amount of the potential claim. The said notice as above required must have been given to the Engineer prior to the time that the Contractor shall have performed the work giving rise to the potential claim for additional compensation, if based on an act or failure to act by the Engineer, or in all other cases within 15 days after the happening of the event, thing or occurrence giving rise to the potential claim. It is the intention of this Section that differences between the parties arising under and by virtue of the contract be brought to the attention of the Engineer at the earliest possible time in order that such matters may be settled, if possible, or other appropriate action promptly taken. The Contractor hereby agrees that he shall have no right to additional compensation for any claim that may be based on any such act, failure to act, event, thing or occurrence for which no written notice of potential claim as herein required was filed. SP CHANGES INITIATED BY THE AGENCY. The City of San Mateo reserves the right to change the scope of this contract in order to align the contract price to the monies available. The City shall have full authority and discretion to determine the decrease or increase in quantities required as well as the sub-projects that will be altered, added or deleted. The Contractor shall not be entitled to any additional compensation or adjustment in the unit prices bid because of the above-stated alteration of this project. SP-3-3 EXTRA WORK. New or unforeseen work will be classified as extra work when the Engineer determines that it is not covered by contract unit prices or stipulated unit prices. When the price for the extra work cannot be agreed upon, the City will pay for the extra work based on the accumulation of costs as provided in Section 3-3, Extra Work, of the Standard Specifications. The mark-ups shall be as specified below. SP LABOR SURCHARGE To the actual wages as defined in Section (a) of the Standard Specifications for Public Works Construction, will be added a labor surcharge. The labor surcharge compensates the contractor for statutory payroll items stipulated by various governmental agencies. The six items included are Workers Compensation, Social Security, Medicare, Federal Unemployment, State Unemployment and State Training Taxes. The labor surcharge calculation for overtime work does not include workers compensation on the premium portion of, overtime, as provided by workers compensation regulations. A-23

27 The surcharge percentage to be applied to the actual wages paid as provided in Section (a) of the Standard Specifications for Public Works construction will be 16 percent for regular time (RT) and 14 percent for over time (OT). SP MARK-UP. A. Work by Contractor The following percentages shall be added to the Contractor's cost and shall constitute the mark-up for all overhead and profits: 1. Labor Surcharge (RT)... 16% 2. Labor Surcharge (OT)... 14% 3. Labor... 25% 4. Materials... 15% 5. Equipment Rental... 15% 6. Other Items and Expenditures... 15% To the sum of the costs and mark-ups provided for in this subsection, one percent (1%) shall be added as compensation for bonding. B. Work by Subcontractor When subcontractor performs all or any part of the extra work, the markup established in SP (a) shall be applied to subcontractor's cost as determined under In addition, a markup of 10 percent on first $5,000 of subcontracted portion of extra work and 5% on the work added in excess of $5,000 of subcontracted portion of extra work may be added by the contractor for overhead and profit. SP TRADE NAME OR EQUALS. The Contractor may supply any of the materials specified or offer an equivalent. The Engineer shall determine whether the material offered is equivalent to that specified. SP-5-1 LOCATION OF UTILITIES. The Contractor's attention is directed to Section 5-l of the specifications for Public Works Construction regarding the Contractor's responsibility for requesting utility companies' representatives to mark or otherwise indicate the location of their respective underground installations. At least forty-eight (48) hours prior to commencing work, the Contractor shall notify Underground Service Alert (USA) so that the various utility companies may field-mark said installations. Once the field marks are in place, the Contractor shall be responsible for all marked utilities damaged during construction or claims resulting from said damage. In addition, the City shall not be responsible for any unmarked utility damaged during construction or any claims resulting from this damage, except for damage to City of San Mateo utilities that the City has not marked within forty-eight (48) hours after receiving notice from USA to do so and which were not marked at the time the damage occurred. Attention is directed to the possible existence of underground utilities not indicated on the plans and to the possibility that underground utilities may be in a location different from that which is indicated on the plans. The Contractor shall ascertain the exact location of underground utilities whose presence is indicated on the plans, the location of their service laterals or other A-24

28 appurtenances, and for existing service lateral or appurtenances of any other underground facilities which can be inferred from the presence of visible facilities such as buildings, meters and junction boxes prior to doing work that may damage any such facilities or interfere with their service. SP COMMENCEMENT OF WORK. The Contractor shall begin work within 15 calendar days after receiving notice that the contract has been awarded by the City Manager and shall diligently prosecute the same to completion with the time limits provided in the special provisions. SP CONSTRUCTION OR FABRICATION AND DELIVERY SCHEDULE. After notification of award and prior to start of any work, the Contractor shall submit to the Engineer for approval its proposed construction or fabrication and delivery schedule. The schedule shall be in the form of a tabulation, chart, or graph and shall be in sufficient detail to show the chronological relationship of all activities of the project including, but not limited to, estimated starting and completion dates of various activities, submittal of shop drawings to the Engineer for approval, procurement of materials, scheduling of equipment, and delivery of finished product. The schedule shall be submitted and approved prior to any work being done. SP PRE-CONSTRUCTION CONFERENCE. A pre-construction conference will be held at a location selected by the City for the purposes of review and approval of said schedule and to discuss construction procedures and payment schedule. The Contractor shall be represented by his superintendent of work. The City will be represented by members of the organization having direct control of supervision of the project. SP DELAYS AND EXTENSIONS OF TIME. In the event that a disagreement shall arise between the City and the Contractor over Time of Performance as extended by the City due to an allowed suspension of work, the Contractor may request an extension from the City Manager. Such requests shall be filed with the City Clerk, addressed to the City Manager, at least twenty (20) days prior to the expiration of the Time of Performance as modified. The ruling of the City Manager shall be final and conclusive. SP-6-7 TIME OF COMPLETION. The Contractor shall prosecute and work to completion before the expiration of ONE HUNDRED FIFTY (150) calendar days, beginning from the date specified in the Notice to Proceed. The City will furnish the Contractor weekly a statement of working days remaining on the contract. SP-6-9 LIQUIDATED DAMAGES. Failure of the Contractor to complete the work within the time allowed will result in damages being sustained by the City of San Mateo. Such damages will be determined on the following basis. For each consecutive calendar day in excess of the time specified for completion of the work (as adjusted), the Contractor shall pay to the City of San Mateo, or have withheld from monies due it, the sum of the amount necessary to cover any add-on costs or lost revenue and by cost plus an estimate of overhead costs incurred by the City; e.g., inspection and administrative costs, loss of revenue or the cost of alternative services during delay, etc. A-25

29 Execution of the contract under these specifications shall constitute agreement by the City of San Mateo and Contractor that $250 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, that liquidated damages shall not be construed as a penalty, and that the amount calculated by the City may be deducted from payments due the Contractor if such delay occurs. SP-6-11 MEDIATION. Should any dispute arise out of this Agreement, any party may request a meeting between the parties to resolve the dispute. Only in the event the dispute is not resolved as a result of such a meeting, or the opposing party refuses to attend such a meeting, any party may request that it be submitted to mediation. The parties shall mediate the dispute within 30 days of such a request. The mediator shall be agreed to by the mediating parties: in the absence of an agreement, the parties shall each submit one name from the mediators listed by either the American Arbitration Association, the California State Board of Mediation and Conciliation, or other agreed-upon service. The mediator shall be selected by a "blindfolded" process. The cost of mediation shall be borne equally by the parties. Neither party shall be deemed the prevailing party. No party shall be permitted to file a legal action without first meeting in mediation and making a good faith attempt to reach a mediated settlement. The mediation process, once commenced by a meeting with the mediator, shall last until agreement is reached by the parties but not more than 60 days, unless the maximum time is extended by the parties. SP HOURS OF LABOR. Construction operations beyond the eight-hour normal workday and on legal holidays may occur on occasion if approved in advance by the City. The Contractor shall notify the Deputy Director in writing twenty-four (24) hours prior to any non-emergency type overtime operations or forfeit the sum of the job inspector's pay per day (or prorated portion thereof) for overtime work without written consent of the Deputy Director -- said sum to be deducted from any monies due the Contractor or paid directly to him. Normal working hours for this project shall be between 7:00 a.m. and 4:00 p.m. unless specifically modified in writing. SP NON-DISCRIMINATION POLICY. It is the policy of the City of San Mateo that all qualified persons are to be afforded equal opportunities of employment on any public works contract entered into with the City. SP LOWEST RESPONSIBLE BIDDER. In order to promote the policy declared above, contracts for public works will be awarded only to such bidders as are determined to meet the following qualifications of lowest responsible bidder. The lowest responsible bidder shall be the bidder who offers to perform the work involved according to the plans and specifications therefore for the least amount of money; provided the bidder has the ability, capacity and, when necessary and the required State or other license. In determining to whom the award is to be made, the awarding authority may consider, in addition to the bid or quotation received, the experience of the bidder for the particular service sought, the quality of work that the bidder has done, the quality of the product or materials provided by the bidder, the ability of the bidder to complete the project in a timely manner, the safety compliance record of the bidder, and the insurance carried by the bidder. A-26