St. Charles City County Library District Invitation for bid HVAC Replacement at Winghaven Branch The St. Charles City-County Library is accepting bids pursuant to this Invitation for Bid from qualified businesses for HVAC replacement at our Winghaven Branch. BID OPENING: Monday, October 23rd at 10:00 a.m. LOCATION: District Administrative Office, 77 Boone Hills Dr., St. Peters, MO 63376. Completed bids in accordance with this Invitation for Bid, can be emailed, faxed or hand delivered to: Attention: Rachel Satterfield, Purchasing & Building Project Manager, rsatterfield@stchlibrary.org, Fax: 636-441-3132. To protect the integrity of the Bid selection process, any questions concerning this Invitation for Bid, the Bid process or Bid specifications shall be emailed only to rsatterfield@stchlibrary.org in accordance with this Invitation for Bid. A bidder shall complete the Bid as required in this Invitation for Bid. Bidders must bid on all Library District Locations for the Project. The Library District reserves the right to reject any and all Bids and to waive formalities in the best interest of the Library District. We are entertaining proposals to replace two (2) units. One unit (Art Council) needs a heat exchanger and the smaller unit (Library) needs refrigerant, which means there is an undetected leak in the system. Unit #1: TRANE - M # YSC072A3RMA0VA0 / 2431005521 Approximately 65 ft. of pipe (will need field verification) Unit #2: YSC048A3RMA0YA0/243100929L Approximately 60 ft. of pipe (will need field verification) The new units: Paint gas pipe Replace gas regulator New disconnects Must have hail guards Replace 1 GFI at Unit 1 Must have an economizer installed Plan to replace approximately 65 of gas pipe Unit 1 (will need field verification). Plan to replace approximately 60 of pipe Unit 2 (will need field verification). New auto changeover thermostats Install MUST take place in (1) day on a SUNDAY. Must be turnkey which includes: crane, electrical connections, gas connections (if applicable) and sheet metal work as necessary to fit the curb or curb adapter Please plan to visit the site to verify supply and return transitions into existing supply and return duct work. Vendor responsible for new transitions. All new supply and return duct work must be insulated properly to the existing insulation and meet local code. Site visit to be scheduled through the Facilities Manager, Tauquincy Neal, 636-441- 2300 or tneal@stchlibrary.org
All work must be scheduled through the Purchasing Manager The Facilities Manager, Tauquincy Neal, must be contacted to review the scope of work, tneal@stchlibrary.org; 636-441-2300. The District reserves the right to waive any irregularities in the bid process. All Bids must include removal and disposal of any existing HVAC units on site. The District will take into account reliability, past work experience, references, estimated duration of the project and any other factors deemed in the best interest of the District. The District reserves the right to split awards, make multiple awards and to reject any and all Bids. The District is tax exempt - a certificate of tax exemption will be provided. The winning bidder will be required to provide E-Verification - proof of legal residence in this country for all employees on this job. The winning bidder will be required to provide proof of OSHA training and provide a certificate of liability insurance. The winning bidder will be expected to work closely with the administrative staff to create a schedule and to execute the work. The winning bidder shall be familiar with all codes, regulations, and standards governing the specified work, including but limited to those for the County of St. Charles, Missouri. Any contradiction between the manufacturer s requirements and these specifications shall be brought to the attention of the manufacturer, the specifier and the Owner. This is a prevailing wage project. If you are not familiar with Missouri Prevailing Wage, please contact the Missouri Department of Labor. See attached applicable Annual Wage Order No. 24. Invitation for Bid - Timeline Invitation for Bid Issued Monday, October 16, 2017 Bids due Monday, October 23, 2017 by 10:00 a.m. Public bid opening at the District Administrative Offices Monday, October 23, 2017 by 10:00 a.m.
GENERAL INSTRUCTIONS TO BIDDERS 1.1 INSTRUCTIONS AS A PART OF THE ADVERTISEMENT FOR BIDS A. These Instructions to Bidders are a part of the advertisement for bids for the following Electrical Project for the St. Charles City County Library District: HVAC Replacement for Winghaven Branch B. To be considered, all bids must be submitted in accordance with these Instructions to Bidders. D. The Owner reserves the right to reject any and all bids, and to waive any informalities, irregularities or omissions in any bid. E. Time for Bids to Remain Open: 1.2 BIDS REQUESTED 1. Pricing to be guaranteed through to completion of installation. 2. No bids may be withdrawn without the written consent of the Owner. A. The Owner requests the following base bid: 1. Complete construction bids only, on a lump sum basis for all classes of work required by the contract documents for the project. B. Each bidder must also file: 1. Unit Prices as may be listed in the documents or as required by subsequent addenda. 2. Alternate bids as may be listed in the documents or as required by subsequent addenda. 1.3 BID INCLUDES ALL COSTS A. The amount of each bid shall be deemed to include entire cost and expense of every item of labor and material necessary to complete the work bid upon, in full detail ready for use and occupancy; and the risk of all such costs and expenses shall be deemed assumed by the successful bidder. Bidders will not be given extra payment for conditions that could have been determined by examining the site and contract documents and reviewing published addendums on website. 1.4 INTERPRETATION OF DOCUMENTS A. Bidders contemplating submitting a bid for the proposed project who are in doubt to the true meaning of any part of the bidding documents shall submit to the Owner at least 1 week prior to the date for opening bids (August 17th deadline) a written request for an interpretation. The bidder submitting the request shall be responsible for its prompt delivery. B. Requests for interpretation of the contract documents and any modifications of the contract documents will be made only by an Addendum issued by the Owner. A copy of such addendum will be emailed or delivered to each entity receiving a set of the bidding documents. 1.5 SITE CONDITIONS A. Bidders shall inform themselves of all conditions under which the work is to be performed, including the site of the proposed work, any obstacles that may be encountered thereon, and all other relevant matters concerning the proposed work
B. All bidders must visit the site and examine the location of the work required to become fully aware of the nature and extent of the work required. Facilities Manager must be contacted at 636-441- 2300 to schedule a meeting to review. C. Each bid shall be deemed to include all costs and expenses in connection with all such conditions, obstacles and matters. 1.6 SUBMISSION OF BID AND RELATED DOCUMENTS A. Each bid shall be submitted on the form included with the documents required. All information required on the bid form shall be filled in including the base bid amount. Alternative proposals, if required, unit prices, alternate prices, addenda bidder has incorporated, and any other data required on the form. B. Hand delivered bid documents shall be enclosed in sealed envelopes and clearly labeled as to their contents, the name of the project (Invitation for Bid HVAC Replacement for Winghaven Branch), the name of the bidder, and the time of the opening to guard against the premature opening of any bid document. Bids shall be delivered to: C. Certificate of Insurance: Rachel Satterfield, Purchasing & Building Project Manager St. Charles City-County Library District 77 Boone Hills Drive St. Peters, MO 63376-2410 1. The Contractor shall maintain in force at all times during the performance of the work hereunder policies of insurance providing protection against the following risks in the minimum limits or greater if required by law. a) Worker s Compensation: State Statutory Applicable Federal Statutory Employer s Liability $1,000,000.00 b) Comprehensive General Liability (including Premises Operations; Independent contractor s Protective; Products and Completed Operations; Broad Form Property Damage): Bodily Injury: $1,000,000.00 Each Occurrence $2,000,000.00 Annual Aggregate Property Damage: $1,000,000.00 Each Occurrence $2,000,000.00 Annual Aggregate Products and Completed Operations to be maintained for 2 years after final payment. Property Damage Liability Insurance will provide X, C, or U coverage as applicable. c) Contractual Liability Bodily Injury: $1,000,000.00 Each Occurrence $3,000,000.00 Aggregate Property Damage: $1,000,000.00 Each Occurrence $1,000,000.00 Annual Aggregate d) Personal Injury, with Employment Exclusion deleted:
D. Bid Signatures $1,000,000.00 Annual Aggregate e) Comprehensive Automobile Liability: Bodily Injury: $250,000.00 Each Person $500,000.00 Each Occurrence 1. Bids that are not signed by individuals making them shall have attached thereto a power-of-attorney evidencing authority to sign the bid in the name of the person for whom it is signed. 2. Bids that are signed for a partnership shall be signed by all partners or by an attorney-in-fact. If signed by an attorney-in-fact, there shall be attached to the bid a power-of-attorney evidencing authority to sign the bid, executed by the partners. 3. Bids that are signed by a corporation shall have correct corporate name thereof and the signature of the president or other authorized officer of the corporation manually written below the corporate name following the word By. E. Modification or Withdrawal of Bid: 1. Any bidder may withdraw his bid at any time prior to the scheduled time for the receipt of bids. 2. Bids may be modified any time prior to the scheduled time for receipt of bids. 1.7 PERFORMANCE BOND AND LABOR & MATERIAL PAYMENT BOND A. The successful bidder shall be required to submit a 100% performance and payment bond and current certificate of insurance naming the St. Charles City County Library District as additional insured. 5% bid bonds will be required. The insurance certificates shall include vehicle, workers compensation and general liability coverage. 1.8 PERMITS AND INSPECTION A. The successful bidder shall obtain permits, request inspections, etc., all as required by the building codes and local governmental agencies. 1.9 WAIVER OF LIEN A. Partial Waiver of Lien from each major material supplier shall accompany each payment request after the first payment, to confirm and acknowledge disbursement of the payments. Partial Waiver of Lien shall be properly completed and shall list the cumulative amount of payments received by the date of the waiver. This requirement shall not be waived unless agreed upon in writing by St. Charles City-County Library District. Final payments shall not be approved until St. Charles City- County Library District receives a Full Waiver of Lien for each major material supplier. 1.10 UNIT PRICES A. Bidders shall quote unit prices as outlined in the project documents, which will apply in the event addition to, or deduction from, the work to be performed under this contract are required. The unit prices shall include all incidental items, such as use of tools, scaffolding, equipment, contractor overhead and profit, taxes, insurance, etc. All quantities will be determined by measurements in place. B. The right is reserved to reject any and all unit prices that are considered excessive or unreasonable. 1.11 APPLICATION FOR PAYMENT
A. Invoices shall reflect percentage complete as verified by the Owner. The amount of invoices shall not exceed ninety (90%) percent of the labor and materials values of the work accomplished. The Owner will not pay for materials shipped to the job site. Approval of any progress payments will be at the discretion of the Owner. The Owner reserves the right to determine any additional amounts of retainage. 1.12 IDENTIFICATION & REMOVAL OF HAZARDOUS MATERIALS A. Removal, abatement, and disposal of the identified asbestos containing materials shall be the sole responsibility of the Contractor. B. Removal, abatement, and disposal of the identified asbestos containing materials shall be done in strict accordance with all Federal, State, and Local laws, codes, rules, and regulations. 1.13 MISSOURI SALES AND USE TAX A. The Missouri Sales and Use Tax will not apply to the purchase of materials under this Contract by the Owner from the Contractor to that effect. A tax exempt letter will be provided to the contractor (Form 5060 Missouri Department of Revenue Project Exemption Certificate). 1.14 WAGE RATES A. The required prevailing wage rate for St. Charles County shall be adhered to in accordance with Section 290.210 to 290.340 V.A.M.S, The Division of Labor Standards in performing work of this contract. The law provides that not less than the prevailing hourly wages determined by the Division shall be paid by a Contractor and or Subcontractor. 1. Before work can begin on the project, the Library District will send a PW-2 prevailing wage project notification contractor information notification which lists the successful bidder (contractor and any subcontractor). The successful bidder will be notified by the Library District when the notification requirement has been fulfilled. 2. The successful bidder shall post a copy of the applicable wage order on each Library District Location where it is to remain until the project s completion. 3. The successful bidder (contractor and subcontractors) must provide records of wages paid to all workers employed on the project for verification. 4. Before final payment is made the successful bidder (general contractor and subcontractors) must file a PW-4 Affidavit of Compliance. The affidavit must state the party has fully complied with Missouri Prevailing Wage Law. NO final payment will be made until the compliance has been verified. END OF INSTRUCTIONS FOR BIDDERS
BID PROPOSAL FORM Invitation for bid HVAC Replacement for Winghaven Branch (If bid is not submitted on the following bid forms, it will be rejected) Bidder shall utilize the following form. Please fill in all items. Bidder Name: _ The undersigned declares that he has carefully examined the instructions and specifications and will furnish the items as specified for the price set forth in this bid. The undersigned has checked carefully the bid figures and understands that he shall be responsible for any errors or omissions in this bid offer and is in receipt of all addenda as issued. Addendum through. It is understood and agreed that all items bid, will be delivered F.O.B. Pricing to be guaranteed through to completion of project. It is further understood and agreed that the St. Charles City County Library District (Owner), reserves the right to accept or reject any part of the completed bid and to waive any informality in the bid process. It is also understood that the St. Charles City County Library District requires that the work under said contract be completed in a timely manner without interruption and that by submission of a bid, the undersigned agrees to all terms and provisions set forth in the Specifications. Submit bid as follows: 1. Base bid for installation: Contractor is responsible for all site visits, measurements and conditions. 2. Bid must include all costs for all permits, electrical, disposal and labor. 3. Bidder must submit a projected installation date (following page states some preferred dates) By signing and submitting this bid, the bidder certifies that said guarantee from manufacturer will be furnished. In the event that the required manufacturer s warranty/guarantee cannot be provided, the contractor s bid will be rejected. By signing and submitting the bid, the bidder certifies that performance and labor and material payment bonds in amounts sufficient to cover the total proposed cost of the work will be furnished. The bonds will be amended and maintained current as required by Owner with all additions or deletions from the contract work. By signing and submitting this bid, the bidding contractor will identify the number of workdays anticipated for full completion and final sign-off for this project. Weather delay days will be exempt. Schedule anticipated for completion, including clean up and punch list items: (Sunday Installation Date) (Pricing) (Model # s of New Units) COMPANY: ADDRESS: PHONE #: FAX #: EMERGENCY PHONE #: E-MAIL: SIGNATURE & TITLE: DATE: END OF BID FORM