INVITATION FOR BIDS FOR AIRFIELD MARKING PAINT AND REFLECTIVE MEDIA SOLICITATION NO. 2013-09 Issue Date: September 30, 2013 Pre-bid Conference: Pre-bid Question Deadline: Bid Deadline: Purchasing Contact: None October 11, 2013 at 2:00 PM Local Time October 15, 2013 at 2:00 PM Local Time MidAmerica St. Louis Airport Department of Engineering and Planning 9768 Airport Blvd. Mascoutah, IL 62258 Alice Tejada Phone: 618.566.5321 Fax: 618.566.5324 Email: alice.tejada@flymidamerica.com DESCRIPTION: St. Clair County, Illinois, through the Public Building Commission (herein after referred to as OWNER ), hereby gives notice that bids will be received from qualified vendors to supply waterborne airfield marking paint and reflective media for MidAmerica St. Louis Airport, Mascoutah, Illinois. St. Clair County promotes equal opportunities and encourages participation by Disadvantage Business Enterprise and Small Business firms. This solicitation may be downloaded from the MidAmerica St. Louis Airport website at: www.flymidamerica.com or, by submitting an email request to Purchasing Contact. Bids must be in the actual possession of the Department of Engineering and Planning at the location indicated on or prior to the exact date and time indicated above. Late bids shall not be accepted. Published by authority of the Public Building Commission, St. Clair County, IL.
INSTRUCTIONS 1) PRE-BID INFORMATION AND QUESTIONS: Each bid that is timely received will be evaluated on its merit and completeness of all requested information. In preparing bids, Bidders are advised to rely only upon the contents of this IFB and accompanying documents and any written clarifications or addenda issued by the Owner. If a Bidder finds a discrepancy, error, or omission in the IFB package, or requires any written addendum thereto, the Bidder is requested to notify the Purchasing contact noted on the cover of this IFB, so that written clarification may be sent to all prospective Bidders. THE OWNER IS NOT RESPONSIBLE FOR ANY ORAL INSTRUCTIONS. All questions must be submitted in writing to the Purchasing contact before the Pre-Bid Question Deadline indicated on the front of this document. 2) IFB MODIFICATIONS: The Owner has the right to correct, modify or cancel the IFB, in whole or in part, or to reject any Bid, in whole or in part. If any such changes are made, all known recipients of the IFB will be sent a copy of such changes. 3) BID SUBMISSION: a) The Bidder must include the following items, or the bid may be deemed non-responsive: i) All forms contained in this IFB, fully completed. ii) Where so indicated by the makeup of the Bid Form, sums shall be expressed in both words and figures, and in case of discrepancy between the two, the amount written in words shall govern. b) Bids must be submitted to MidAmerica St. Louis Airport, Department of Engineering and Planning, 9768 Airport Blvd., Mascoutah, IL 62258, before the date and time indicated as the deadline using the information on the attached Bid Form via email or hardcopy only. It is each Bidder s responsibility to insure that its bid is received by the Department of Engineering and Planning prior to the deadline. This responsibility rests entirely with the Bidder, regardless of delays resulting from postal handling or for any other reasons. Bids will be accepted from 8:00 a.m. to 4:00 p.m. Local Time, Monday through Friday, except for legal holidays observed by the Owner. The Department of Engineering and Planning timestamp shall be the official time. The bids will be opened in the order received and recorded as such time indicated as the deadline c) Submission of a bid establishes a conclusive presumption that the Bidder is thoroughly familiar with the Invitation for Bids (IFB), and that the Bidder understands and agrees to abide by each and all of the stipulations and requirements contained therein. d) All prices and notations must be typed or printed in ink. No erasures are permitted. Mistakes may be crossed out and corrections must be initialed in ink by the person(s) signing the bid. e) All costs incurred in the preparation and presentation of the bid are the Bidder s sole responsibility; no pre-bid costs will be reimbursed to any Bidder. All documentation submitted with the bid will become the property of the Owner. h) Bids must be held firm for a minimum of 90 days. i) Bidder must not be barred from bidding on the contract as a result of a conviction for either bidrigging or bid rotating under the provisions contained in Sections 33 E-3, 33 E-4, and 33 E-11 of the Criminal Code of 1961 and Section E-4 of the Illinois Revised Statutes. j) DUPLICATE BIDS: No more than one (1) bid from any Bidder, including its subsidiaries, affiliated companies, and franchises will be considered by the Owner. In the event multiple bids are submitted in violation of this provision, the Owner will have the right to determine which bid will be considered, or at its sole option, reject all such multiple bids. 1
k) WITHDRAWAL: Bids may only be withdrawn by written notice prior to the date and time set for the opening of bids. No Bid may be withdrawn after the deadline for submission. l) REJECTION: OWNER shall have the right to reject any or all Bids. A Bid not accompanied by data required by the Bidding Documents, or a Bid which is in any way incomplete or irregular is subject to rejection. m) PROCUREMENT POLICY: Procurement for the Owner will be handled in a manner providing fair opportunity to all businesses. This will be accomplished without abrogation or sacrifice of quality and as determined to be in the best interest of the Owner. St. Clair County promotes equal opportunities and encourages participation by Disadvantage Business Enterprise and Small Business firms. n) BID SIGNATURES: Bids must be signed by an authorized official of the Bidder. Each signature represents binding commitment upon the Bidder to provide the goods and/or services offered to the Owner if the Bidder is determined to be the highest responsive Bidder. o) CONTRACT AWARD: i. It is the intent of the OWNER to award a Contract to the lowest responsive, responsible Bidder provided the Bid has been submitted in accordance with the requirements of the Bidding Documents and does not exceed the funds available. The OWNER shall have the right to waive informalities and irregularities in a bid received and to accept the Bid which, in the OWNER'S judgment, is in the OWNER'S own best interests. ii. OWNER shall have the right to accept Alternates in any order or combination or, to not accept any, unless specifically otherwise provided. iii. OWNER shall have the right to reject any unit prices for additions to or deductions from the Work as given in the Bid, if the prices are considered excessive or unreasonable, or to accept any unit prices which may be considered fair and reasonable. p) CONTRACT TERM: i. The Contract is for a term of 1 year, effective October 18, 2013 thru October 17, 2014. ii. The Contract may be extended annually for up to two (2) additional years. The Owner and Contractor shall meet and mutually agree upon adjustments to be made in previous costs q) POST-BID INFORMATION: i. The Vendor shall submit all Certificates of Insurance (see Appendix A) ii. The Vendor shall submit Vendor/Contractor Profile Form iii. The Vendor shall submit IRS Form W-9 2
SPECIFICATIONS 1) SUMMARY: This item shall consist of paint and glass beads for the use of painting numbers, markings, and stripes on the surface of runways and taxiways. 2) DELIVERY: Vendor must be able to deliver paint products, per specifications, as needed, as instructed by the Owner when order is placed. a) Routine Delivery The Vendor shall deliver paints within seven (7) calendar days from receipt of order. Delivery hours are from 8:00 a.m. to 3:00 p.m., Monday Friday. b) Paint shall be delivered in 5-gallon pails. c) All ingredient materials shall be delivered in the original containers and shall be used without adulteration. The containers shall be marked with the type of material, name of manufacturer and lot number. d) All orders must be shipped complete unless arrangements for partial shipments are made in advance. The Vendor shall provide, with each delivery, an invoice showing the description of each item, quantity, and unit price. e) The Vendor shall advise the Purchasing Agent by telephone of back-ordered or out-of-stock parts. Back-ordered or out-of-stock parts shall be delivered within three (3) working days after receipt of order. 3) PAINT MATERIALS: a) Paint shall be waterborne meeting the requirements of the Illinois Standard Specifications for Construction of Airports (04/01/12) in the following colors: i. White ii. Yellow iii. Black 4) REFLECTIVE MEDIA MATERIALS: a) Glass beads shall meet the requirements of the Illinois Standard Specifications for Construction of Airports (04/01/12) and of the following type: i. Federal Specification TT B 1325D, Type I--gradation A, ii. and Federal Specification TT B 1325D, Type III. b) Glass beads shall be treated with all compatible agents recommended by the manufacturer of the paint and reflective media to ensure adhesion and embedment. 5) POST-BID SUBMITTALS: a) The Vendor shall furnish manufacturer s certified test reports for materials shipped to the project. The certified test reports shall include a statement that the materials meet the specification requirements. The reports can be used for material acceptance or the Engineer may perform verification testing. The reports shall not be interpreted as a basis for payment. The Vendor shall notify the Purchasing Agent upon arrival of a shipment of materials to the site. Vendor must provide Owner with a lab certification stating the chemical(s) conform to the applicable specification and a material safety data sheet (MSDS) for handling the product. Vendor must provide environmental data to include but, not limited to, information on pollutants the Environmental Protection Agency (EPA) and the Illinois State Department of Natural Resources (IDNR) request of the Owner in their discharge reporting requirements. 6) OTHER REQUIREMENTS a) SUBSTITUTIONS - The material shall be provided in strict compliance with these specifications. Any bid for material with deviations from these specifications shall be considered non-responsive and may not be considered. 3
STANDARD TERMS AND CONDITIONS OF AGREEMENT 1) Assignment/Transfer: Assignment or transfer of this contract without written consent of the Public Building Commission of St. Clair County, Illinois d/b/a MidAmerica St. Louis Airport (Owner) may be construed by the Owner as a breach of contract sufficient to cancel this agreement at the discretion of the Owner. 2) Inspection: All goods and services shall be subject to inspection and approval by Owner at all reasonable times including inspection during manufacture. Inspection and approval by Owner at Contractor s plant does not preclude rejection for defects upon discovery by subsequent inspection. Any goods and services rejected by Owner shall be promptly repaired or replaced at Seller s expense. Any and all costs incurred by Owner in connection with the return of goods rejected by Purchaser as defective shall be at Contractor s risk and expense. 3) Risk of Loss: Regardless of FOB point, Vendor agrees to bear all risks of loss, injury or destruction of goods and materials ordered herein which occur prior to delivery and acceptance; and such loss, injury, or destruction shall not release Seller from any obligation hereunder. 4) Warranty: Vendor warrants that it has good and merchantable title to the goods sold hereunder and that said goods shall conform to the descriptions and applicable specifications and samples. Such goods shall be of good merchantable quality and fit for the known purposes for which sold, and are free and clear of all liens and encumbrances. Vendor and Owner agree that this order does not exclude, or in any way limit, other warranties provided for in this agreement or by law. The Vendor shall submit a copy of the warranty upon contract award. 5) Excise and Sales Tax: The OWNER is not subject to the Illinois state and/or municipal or county retailer's occupation tax, or any other sales or use taxes. VENDOR shall not include in their Bids the cost of such taxes. Such taxes, if included, must be deducted by the VENDOR when submitting invoice for payment. 6) Invoices: Provided that an Invoice is received no later than the 5 th day of any given month, the OWNER shall make payment to the VENDOR no later than the 5 th day of the following month. If an Invoice is received after the 5 th day of the month, payment will not be made until the 5 th day of the month after the following month. In order to insure timely payment, Vendor must send Invoice to: MidAmerica St. Louis Airport Attn: Brian Gieseking 8837 Air Service Dr. Mascoutah, IL 62258 7) Governing Law: The Contract shall be governed by the laws of the State of Illinois with venue and jurisdiction in the St. Clair County Circuit Court 8) Amendments: No amendment, modification, or supplement to this contract shall be binding unless it is in writing and signed by authorized representatives of the parties. 9) Termination: When in Owner s best interest, Owner may unilaterally cancel this agreement at any time, whether or not Vendor is in default of any of its obligations hereunder. Under any such cancellation, Vendor agrees to waive any claim for damages, including loss of anticipated profit on account hereof. However, the Owner agrees that Vendor shall be paid for items and/or services already accepted by Owner, but in no event shall the Owner be liable for any loss of profits on the 4
order or portion thereof so terminated. Either party may terminate this agreement at any time for the failure of the other to comply with any of its material terms and conditions. 10) Waiver of Breach: No waiver by either party of any breach of any of the covenants or conditions herein contained performed by the other party shall be construed as a waiver of any succeeding breach of this same or of any other covenant or condition. 11) Complete Agreement: The parties agree that the conditions of purchase stated herein and all statements on the reverse side hereof or attachments hereto set forth their entire agreement and there are no promises or understandings other than those stated herein, and that any prior negotiations between the Vendor and Owner or terms or conditions of sales set forth in the Seller s quotation or order or sales acknowledgement shall not constitute a part of the agreement between the Purchaser and Seller concerning this purchase. The term agreement as used in this clause shall include any future written amendments, modifications, or supplements made in accordance herewith. 12) Liability and Indemnity: Vendor agrees to protect, defend, reimburse, indemnify and hold the Owner, its officers, affiliates, employees and agents harmless at all times from and against any and all claims, liabilities, expenses, losses, demands, damages, fines and causes of action of every kind and character made, incurred, sustained or initiated by any party hereto, any party acquiring any interest hereunder, any agent or employee of any party hereto, any third or other party whomsoever, or any governmental agency, arising out of, incident to, or in connection with this contract, or in the performance, nonperformance or purported performance of the work or services or breach of the terms hereof, except when Owner is solely at fault. 13) Insurance: Vendor, at its own expense and in its own name, must provide and keep in force during the term of this Agreement, the following insurance coverages, provided by a company(s) licensed to conduct business in the State of Illinois, acceptable to Owner, with limits not less than indicated for the respective items or as otherwise agreed. See Appendix A. 14) Records: The Owner reserves the right to inspect all vendor documents relating to this agreement for up to three (3) years after expiration. 5
BID FORM Failure to complete this form shall result in your bid being deemed nonresponsive and rejected without any further evaluation. TO: MidAmerica St. Louis Airport: OFFER The Undersigned hereby offers and agrees to furnish the goods and/or services in compliance with all terms, scope of work, conditions, specifications, and addenda in the Invitation for Bid. ADDENDA: The undersigned has read, understands and is fully cognizant of the Information to Bidders, Offer and Form of Agreement, all Exhibits thereto, together with any written addendum issued in connection with any of the above. The undersigned hereby acknowledges receipt of the following addendum(s):,,, (write none if none). In addition, the undersigned has completely and appropriately filled out all required forms. OBLIGATION: The undersigned, by submission of this Bid Form, hereby agrees to be obligated, if selected as the Contractor, to provide the stated goods and/or services to the Owner, for the term as stated herein, and to enter into an Agreement with the Owner, in accordance with the Conditions, Specifications, and Terms, as well as the Form of Agreement, together with any written addendum as specified above. NONCOLLUSION: The undersigned, by submission of this Bid Form, hereby declares that this Bid is made without collusion with any other business making any other Bid, or which otherwise would make a Bid. 6
BID PRICE: The undersigned agrees to abide by the pricing contained below:. UNIT PRICE SCHEDULE ITEM UNIT UNIT COST QUANTITY TOTAL COST 1. White Paint GAL $ 650 $ 2. Yellow Paint GAL $ 75 $ 3. Black Paint GAL $ 100 $ 4. 5. Type I (TT-B-1325D - Gradation A) Reflective Material Type III (TT-B-1325D) Reflective Material LB. $ 2000 $ LB. $ 6000 $ TOTAL CONTRACT PRICE $ (figures) Dollars (Total Contract Price Written) 7
I certify, under penalty of perjury, that I have the legal authorization to bind the firm hereunder: Company Name Address City State Zip Signature of Person Authorized to Sign For clarification of this offer, contact: Name: Phone: Fax: Printed Name Title Affix Seal Federal Tax ID Acknowledged before me by (name) as (title) of (company) this (day) of, 2013. Notary Signature: My Commission Expires: ACCEPTANCE OF OFFER: The Offer is hereby accepted. The Vendor is now bound to sell the materials or services listed by the attached contract and based upon the Invitation for Bids, including all terms, conditions, specification, amendments, etc. and the Vendor s Offer as accepted by the Owner. This contract shall henceforth be referred to as Contract No. 2013-09. The Vendor has been cautioned not to commence any billable work or to provide any material or service under this contract until Vendor receives a purchase order and/or a notice to proceed from the Owner. COUNTERSIGNED: M. Tim Cantwell, Airport Director Date 8
Invitation for Bid: Runway and Aircraft Deicer Solicitation Number 2013 08 APPENDIX A Contractor agrees: St. Clair County Standard Insurance Certificate Requirements Revised February 8, 2012 1. To procure and maintain for the life of their agreement, insurance coverage conforming to the minimum requirements stated below, and naming MidAmerica St. Louis Airport, St. Clair County and the Public Building Commission of St. Clair County as Additional Insured" on a primary/noncontributory basis on the Commercial General Liability and Automobile Liability policies. These policies as well as the workers compensation policies are to be endorsed with a waiver of subrogation in favor of same. All policies of insurance shall provide St. Clair County no less than 30 days advance written notice of any material change, cancellation or non renewal. All coverages shall be provided by insurance companies authorized to transact business under the Iaw of the State of Illinois, and acceptable to St. Clair County. The insurance companies providing coverage shall have a Best's Policyholder's Rating of "'A" or better, and a Financial Rating of not less than "VII." Contractor shall provide a standard ACORD Certificate(s) of Insurance as proof of insurance, and required Additional Insured" clauses, prior to the commencement of any agreement. Original certificate(s) shall be sent to: MidAmerica St. Louis Airport Department of Engineering & Planning 9768 Airport Blvd., #3 Mascoutah, IL 62258 Email: alice.tejada@flymidamerica.com A. Commercial General Liability Coverage shall be on an occurrence form providing the following coverages: Premises/Operations Products/Completed Operations Contractual Liability Independent Contractors Broad Form Property Damage Fire Legal Liability Personal Injury Medical Expense Limits for Commercial General Liability, including personal injury shall be no less than $1,000,000 per occurrence, $2,000,000 aggregate, $2,000,000 completed operations. B. Automobile Liability Coverage shall be afforded on all owned, non owned and hired vehicles whether private passenger or other than private passenger, and shall include Uninsured and Underinsured Motorists. Limits for the Automobile liability, Uninsured and Underinsured Motorists coverages, shall be no less than $1,000,000 combined single limit for Bodily Injury and Property Damage. C. Workers Compensation/Employer s Liability Workers Compensation coverage shall be afforded for all operations conducted under this Agreement as required by the State of Illinois statute. Coverage for Employer's Liability shall be no less than $1,000,000 for each accident, $1,000,000 disease each employee, and $1,000,000 disease each policy limit. APPENDIX A
Invitation for Bid: Runway and Aircraft Deicer Solicitation Number 2013 08 APPENDIX A D. Umbrella Liability Umbrella Liability providing coverage at least as broad as the underlying Commercial General Liability, Watercraft Liability (if required), Automobile Liability and Employers Liability, shall be no less than $1,000,000 each occurrence and $2,000,000 aggregate. E. Pollution Liability Pollution Liability that covers bodily injury and property damage liability arising from removal/abatement operations, with limits not less than $1,000,000. If you do not conduct these activities, this coverage does not apply. 2. These insurance requirements shall be subject to annual review, and may be modified due to changes in Contractor's operations or exposures, or necessitated by changes in legal requirements or insurance industry standard coverages. APPENDIX A