Reconstruct Lighting 6-24 and Reconstruct Runway Signage 6-24

CITY OF ANN ARBOR
INVITATION TO BID
Reconstruct Lighting 6-24 and
Reconstruct Runway Signage 6-24
ITB No. 4796
Due Date: September 17, 2026 by 11:00 AM (Local Time)
CITY ADMINISTRATOR AREA/FLEET & FACILITIES UNIT
Issued By:
City of Ann Arbor
Procurement Unit
301 E. Huron Street
Ann Arbor, MI 48104

TABLE OF CONTENTS
TABLE OF CONTENTS... ...................................................................................................... TC-1
INSTRUCTIONS TO BIDDERS.................................................................. IB-1 to 7
INVITATION TO BID............................................................................ ITB-1 to 3
BID FORMS.........................................................................................BF-1 to 11
CONTRACT............................................................................................C-1 to 5
MDOT-AERO REQUIRED FORMS.................................... MDOT-AERO Documents-1
BOND FORMS.......................................................................................... B-1 to 2
GENERAL CONDITIONS....................................................................... GC-1 to 18
STANDARD SPECIFICATIONS...................................................................... SS-1
DETAILED SPECIFICATION....................................................................... DS-1
ATTACHMENTS
City of Ann Arbor Prevailing Wage Declaration Form
City of Ann Arbor Living Wage Forms
City of Ann Arbor Vendor Conflict of Interest Disclosure Form
City of Ann Arbor Non-Discrimination Ordinance Declaration Form and Notice
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INSTRUCTIONS TO BIDDERS
General
Work to be done under this Contract is generally described through the detailed specifications
and must be completed fully in accordance with the contract documents. All work to be done
under this Contract is located at the Ann Arbor Municipal Airport.
The City of Ann Arbor is soliciting bids for the installation of new runway lighting and signage with
new cable in conduit. The work is funded using state and federal grant funds and based on the
timing of the receipt of these grant funds, work is not expected to occur until 2027 or later.
Additional information on the project is provided in the Project Drawings and Detailed
Specifications document.
Any Bid which does not conform fully to these instructions may be rejected.
Bid Security
Each bid must be accompanied by a certified check or Bid Bond by a surety licensed and
authorized to do business within the State of Michigan, in the amount of 5% of the total of the bid
price.
Pre-Bid Meeting
No pre-proposal meeting will be held for this ITB. Please contact staff indicated herein with
general questions regarding the RFP.
MDOT-Office of Aeronautics Requirements
Bidder Qualifications - Bidders shall submit evidence of qualification meeting the requirements of
General Contract Provisions 20-02. Possession by the prime contractor of MDOT prequalification
at the time of bidding shall be an acceptable form of evidence. In addition, this project includes
Designated Item classifications of L - Electrical. If the prime bidder is not prequalified in the
Designated Item classification(s), then it must use a subcontractor that is prequalified in such
classification(s). This subcontractor must be designated prior to award of the contract to the
confirmed low bidder.
There is a Disadvantage Business Enterprise (DBE) participation goal of 0% for this project.
Project Requirements -
Affirmative Action Requirement (41 CFR part 60-4, Executive Order 11246)
Notice of Requirement for Affirmative Action To Ensure Equal Employment Opportunity
1. The Offeror's or Bidder's attention is called to the "Equal Opportunity Clause" and the
"Standard Federal Equal Employment Opportunity Construction Contract Specifications".
2. The goals and timetables for minority and female participation, expressed in percentage
terms for the Contractor's aggregate workforce in each trade on all construction work in
the covered area as outlined in the Required Federal Contract Provisions for FAA Airport
Improvement Program Projects.
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Civil Rights-Title Assurance (49 USC 47123, FAA Order 1400.11)
Title VI Solicitation Notice
The City of Ann Arbor, in accordance with the provisions of Title VI of the Civil Rights Act of 1964
(78 Stat. 252, 42 USC 2000d to 2000d-4) and the Regulations, hereby notifies all bidders or
offerors that it will affirmatively ensure that any contract entered into pursuant to this
advertisement, select disadvantaged business enterprises will be afforded full and fair
opportunity to submit bids in response to this invitation and will not be discriminated against
on the grounds of race, color, or national origin in consideration for an award.
Buy American Preference
(Title 49 USC 50101)
Davis-Bacon Requirements
(2 CFR 200, Appendix II(D), 29 CFR Part 5)
Debarment and Suspension
(2 CFR part 180 (Subpart C). 2 CFR part 1200, DOT Order 4200.5)
Disadvantaged Business Enterprise
(49 CFR part 26)
Trade Restriction Certification
(49 USC 50104, 49 CFR part 30)
Lobbying and Influencing Federal Employees
(31 USC 1352 - Byrd Anti-Lobbying Amendment, 2 CFR part 200, Appendix II(J), 49 CFR part
20, Appendix A)
Procurement of Recovered Materials
(2 CFR 200.322, 40 CFR part 247, Solid Waste Disposal Act)
Preparation of Bids
Bids should be prepared providing a straight-forward, concise description of the Bidder's ability to
meet the requirements of the ITB. Bids shall be written in ink or typewritten. No erasures are
permitted. Mistakes may be crossed out and corrected and must be initialed and dated in ink by
the person signing the Bid.
Bids must be submitted on the "Bid Forms" provided with each blank properly filled in. If forms
are not fully completed it may disqualify the bid. No alternative bid will be considered unless
alternative bids are specifically requested. If alternatives are requested, any deviation from the
specification must be fully described, in detail on the "Alternate" section of Bid form.
Each person signing the Bid certifies that he/she is the person in the Bidder's firm/organization
responsible for the decision as to the fees being offered in the Bid and has not and will not
participated in any action contrary to the terms of this provision.
Questions or Clarifications / Designated City Contacts
All questions regarding this ITB shall be submitted via email. Emailed questions and inquires will
be accepted from any and all prospective Bidders in accordance with the terms and conditions of
the ITB.
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All questions shall be due on or before September 4, 2026 by 1:00 PM (local time) and
should be addressed as follows:
Specification/Scope of Work questions emailed to ckonopaska@a2gov.org
Bid Process and Compliance questions emailed to cspencer@a2gov.org
Should any prospective bidder be in doubt as to the true meaning of any portion of this ITB, or
should the prospective bidder find any ambiguity, inconsistency, or omission therein, the
prospective bidder shall make a written request for an official interpretation or correction by the
due date for questions above.
Addenda
If it becomes necessary to revise any part of the ITB, notice of the Addendum will be posted to
Michigan Inter-governmental Trade Network (MITN) www.mitn.info and/or City of Ann Arbor web
site www.A2gov.org for all parties to download.
Each Bidder must in its Bid, to avoid any miscommunications, acknowledge all addenda which it
has received; but the failure of a Bidder to receive, or acknowledge receipt of; any addenda shall
not relieve the Bidder of the responsibility for complying with the terms thereof.
The City will not be bound by oral responses to inquiries or written responses other than written
addenda.
Bid Submission
All Bids are due and must be delivered to the City of Ann Arbor Procurement Unit on or
before September 17, 2026, by 11:00 A.M. (local time). Bids submitted late or via oral,
telephonic, telegraphic, electronic mail or facsimile will not be considered or accepted.
Each Bidder should submit one (1) original Bid and two (2) Bid copies in a sealed envelope clearly
marked: ITB# 4796 - Reconstruct Lighting 6-24 and Reconstruct Runway Signage 6-24
Bids must be addressed and delivered to:
City of Ann Arbor
Procurement Unit,
c/o Customer Services, 1st Floor
301 East Huron Street
Ann Arbor, MI 48104
All Bids received on or before the Due Date will be publicly opened and recorded immediately.
No immediate decisions are rendered.
The following forms provided within this ITB Document should be included in submitted
bids.
City of Ann Arbor Prevailing Wage Declaration of Compliance
City of Ann Arbor Living Wage Ordinance Declaration of Compliance
Vendor Conflict of Interest Disclosure Form
City of Ann Arbor Non-Discrimination Ordinance Declaration of Compliance
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Bids that fail to provide these forms listed above upon bid opening may be rejected as
non-responsive and may not be considered for award.
MDOT-Aero required forms should be submitted with the bid but will not result in
immediate rejection of the bid as non-responsive.
Hand delivered bids may be dropped off in the Purchasing drop box located in the Ann Street
(north) vestibule/entrance of City Hall which is accessible to the public at all hours. The City will
not be liable to any Bidder for any unforeseen circumstances, delivery or postal delays.
Postmarking to the Due Date will not substitute for receipt of the Bid. Each Bidder is responsible
for submission of their Bid.
Additional time for submission of bids past the stated due date and time will not be granted to a
single Bidder; however, additional time may be granted to all Bidders when the City determines
in its sole discretion that circumstances warrant it.
Award
The City intends to award a Contract(s) to the lowest responsible Bidder(s). On multi-divisional
contracts, separate divisions may be awarded to separate Bidders. The City may also utilize
alternatives offered in the Bid Forms, if any, to determine the lowest responsible Bidder on each
division, and award multiple divisions to a single Bidder, so that the lowest total cost is achieved
for the City. For unit price bids, the Contract will be awarded based upon the unit prices and the
lump sum prices stated by the bidder for the work items specified in the bid documents, with
consideration given to any alternates selected by the City. If the City determines that the unit price
for any item is materially different for the work item bid than either other bidders or the general
market, the City, in its sole discretion, in addition to any other right it may have, may reject the bid
as not responsible or non-conforming.
The acceptability of major subcontractors will be considered in determining if a Bidder is
responsible. In comparing Bids, the City will give consideration to alternate Bids for items listed
in the bid forms. All key staff and subcontractors are subject to the approval by the City.
Official Documents
The City of Ann Arbor officially distributes bid documents from the Procurement Unit or through
the Michigan Intergovernmental Trade Network (MITN). Copies of the bid documents obtained
from any other source are not Official copies. Addenda and other bid information will only be
posted to these official distribution sites. If you obtained City of Ann Arbor Bid documents from
other sources, it is recommended that you register on www.MITN.info and obtain an official Bid.
Bidders do not need to be shown on the plan holders list provided by MITN to be considered an
official plan holder.
Withdrawal of Bids
After the time of opening, no Bid may be withdrawn for the period of two hundred forty (240) days.
Contract Time
Time is of the essence in the performance of the work under this Contract. The available time for
work under this Contract is indicated on page C-2, Article III of the Contract. If these time
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requirements cannot be met, the Bidder must stipulate on Bid Form Section 3 - Time Alternate its
schedule for performance of the work. Consideration will be given to time in evaluating bids.
Liquidated Damages
A liquidated damages clause, as given on page C-2, Article III of the Contract, provides that the
Contractor shall pay the City as liquidated damages, and not as a penalty, a sum certain per day
for each and every day that the Contractor may be in default of completion of the specified work,
within the time(s) stated in the Contract, or written extensions.
Liquidated damages clauses, as given in the General Conditions, provide further that the City
shall be entitled to impose and recover liquidated damages for breach of the obligations under
Chapter 112 of the City Code.
The liquidated damages are for the non-quantifiable aspects of any of the previously identified
events and do not cover actual damages that can be shown or quantified nor are they intended
to preclude recovery of actual damages in addition to the recovery of liquidated damages.
Human Rights Information
All contractors proposing to do business with the City shall satisfy the contract compliance
administrative policy adopted by the City Administrator in accordance with the Section 9:158 of
the Ann Arbor City Code. Breach of the obligation not to discriminate as outlined in Section 5,
beginning at page GC-2 shall be a material breach of the contract. Contractors are required to
post a copy of Ann Arbor's Non-Discrimination Ordinance attached at all work locations where its
employees provide services under a contract with the City.
Wage Requirements
Section 4, beginning at page GC-1, outlines the requirements for payment of prevailing wages
and for payment of a "living wage" to employees providing service to the City under this contract.
The successful bidder and its subcontractors must comply with all applicable requirements and
provide proof of compliance.
Pursuant to Resolution R-16-469 all public improvement contractors are subject to prevailing
wage and will be required to provide to the City payroll records sufficient to demonstrate
compliance with the prevailing wage requirements. Use of the Sample Certified Payroll form
provided in the Appendix section or a City-approved equivalent will be required along with wage
rate interviews.
For laborers whose wage level are subject to federal, state and/or local prevailing wage law the
appropriate Davis-Bacon wage rate classification is identified based upon the work including
within this contract. The U.S. Department of Labor (DOL) has provided explanations to assist with
classification in the following resource link: SAM.gov.
For the purposes of this ITB the Construction Type of Highway will apply.
Conflict Of Interest Disclosure
The City of Ann Arbor Purchasing Policy requires that prospective Vendors complete a Conflict
of Interest Disclosure form. A contract may not be awarded to the selected Vendor unless and
until the Procurement Unit and the City Administrator have reviewed the Disclosure form and
determined that no conflict exists under applicable federal, state, or local law or administrative
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regulation. Not every relationship or situation disclosed on the Disclosure Form may be a
disqualifying conflict. Depending on applicable law and regulations, some contracts may awarded
on the recommendation of the City Administrator after full disclosure, where such action is allowed
by law, if demonstrated competitive pricing exists and/or it is determined the award is in the best
interest of the City. A copy of the Vendor Conflict of Interest Disclosure Form is attached.
Major Subcontractors
The Bidder shall identify on Bid Form Section 4 each major subcontractor it expects to engage
for this Contract if the work to be subcontracted is 15% or more of the bid sum or over $50,000,
whichever is less. The Bidder also shall identify the work to be subcontracted to each major
subcontractor. The Bidder shall not change or replace a subcontractor without approval by the
City.
Debarment
Submission of a Bid in response to this ITB is certification that the Bidder is not currently debarred,
suspended, proposed for debarment, and declared ineligible or voluntarily excluded from
participation in this transaction by any State or Federal departments or agency. Submission is
also agreement that the City will be notified of any changes in this status.
Disclosures
After bids are opened, all information in a submitter's bid is subjected to disclosure under the
provisions of Michigan Public Act No. 442 of 1976, as amended (MCL 15.231 et seq.) known as
the "Freedom of Information Act." The Freedom of Information Act also provides for the complete
disclosure of contracts and attachments thereto except where specifically exempted.
Bid Protest
All Bid protests must be in writing and filed with the Purchasing Manager within five (5) business
days of any notices of intent, including, but not exclusively, divisions on prequalification of bidders,
shortlisting of bidders, or a notice of intent to award. Only bidders who responded to the
solicitation may file a bid protest. The bidder must clearly state the reasons for the protest. If a
bidder contacts a City Service Area/Unit and indicates a desire to protest an award, the Service
Area/Unit shall refer the bidder to the Purchasing Agent. The Purchasing Agent will provide the
bidder with the appropriate instructions for filing the protest. The protest shall be reviewed by the
City Administrator or designee whose decision shall be final.
Any inquiries or requests regarding this procurement should be only submitted in writing to the
Designated City Contacts provided herein. Attempts by any prospective bidder to initiate contact
with anyone other than the Designated City Contacts provided herein that the bidder believes can
influence the procurement decision, e.g., Elected Officials, City Administrator, Selection
Committee Members, Appointed Committee Members, etc., may lead to immediate elimination
from further consideration.
Cost Liability
The City of Ann Arbor assumes no responsibility or liability for costs incurred by the Bidder prior
to the execution of a contract with the City. By submitting a bid, a bidder agrees to bear all costs
incurred or related to the preparation, submission and selection process for the bid.
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Reservation of Rights
The City of Ann Arbor reserves the right to accept any bid or alternative bid proposed in whole
or in part, to reject any or all bids or alternatives bids in whole or in part and to waive irregularity
and/or informalities in any bid and to make the award in any manner deemed in the best interest
of the City.
Idlefree Ordinance
The City of Ann Arbor adopted an idling reduction Ordinance that went into effect July 1, 2017.
The full text of the ordinance (including exemptions) can be found at: www.a2gov.org/idlefree.
Under the ordinance, No Operator of a Commercial Vehicle shall cause or permit the Commercial
Vehicle to Idle:
(a) For any period of time while the Commercial Vehicle is unoccupied; or
(b) For more than 5 minutes in any 60-minute period while the Commercial Vehicle is
occupied.
In addition, generators and other internal combustion engines are covered
(1) Excluding Motor Vehicle engines, no internal combustion engine shall be operated except
when it is providing power or electrical energy to equipment or a tool that is actively in use.
Environmental Commitment
The City of Ann Arbor recognizes its responsibility to minimize negative impacts on human health
and the environment while supporting a vibrant community and economy. The City further
recognizes that the products and services the City buys have inherent environmental and
economic impacts and that the City should make procurement decisions that embody, promote
and encourage the City's commitment to the environment.
The City strongly encourages potential vendors to bring forward tested, emerging, innovative, and
environmentally preferable products and services that are best suited to the City's environmental
principles. This includes products and services such as those with lower greenhouse gas
emissions, high recycled content, without toxic substances, those with high reusability or
recyclability, those that reduce the consumption of virgin materials, and those with low energy
intensity.
As part of its environmental commitment, the City reserves the right to award a contract to the
most responsive and responsible bidder, which includes bids that bring forward products or
services that help advance the City's environmental commitment. In addition, the City reserves
the right to request that all vendors report their annual greenhouse gas emissions, energy
consumption, miles traveled, or other relevant criteria in order to help the City more fully
understand the environmental impact of its procurement decisions.
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INVITATION TO BID
City of Ann Arbor
Guy C. Larcom Municipal Building
Ann Arbor, Michigan 48107
Ladies and Gentlemen:
The undersigned, as Bidder, declares that this Bid is made in good faith, without fraud or collusion
with any person or persons bidding on the same Contract; that this Bidder has carefully read and
examined the bid documents, including City Nondiscrimination requirements and Declaration of
Compliance Form, Living Wage requirements and Declaration of Compliance Form, Prevailing
Wage requirements and Declaration of Compliance Form, Vendor Conflict of Interest Form,
Notice of Pre-Bid Conference, Instructions to Bidders, Bid, Bid Forms, Contract, Bond Forms,
General Conditions, Standard Specifications, Detailed Specifications, all Addenda, and the Plans
(if applicable) and understands them. The Bidder declares that it conducted a full investigation at
the site and of the work proposed and is fully informed as to the nature of the work and the
conditions relating to the work's performance. The Bidder also declares that it has extensive
experience in successfully completing projects similar to this one.
The Bidder acknowledges that it has not received or relied upon any representations or warrants
of any nature whatsoever from the City of Ann Arbor, its agents or employees, and that this Bid
is based solely upon the Bidder's own independent business judgment.
The undersigned proposes to perform all work shown on the plans or described in the bid
documents, including any addenda issued, and to furnish all necessary machinery, tools,
apparatus, and other means of construction to do all the work, furnish all the materials, and
complete the work in strict accordance with all terms of the Contract of which this Bid is one part.
In accordance with these bid documents, and Addenda numbered , the
undersigned, as Bidder, proposes to perform at the sites in and/or around Ann Arbor, Michigan,
all the work included herein for the amounts set forth in the Bid Forms.
The Bidder declares that it has become fully familiar with the liquidated damage clauses for
completion times and for compliance with City Code Chapter 112, understands and agrees that
the liquidated damages are for the non-quantifiable aspects of non-compliance and do not cover
actual damages that may be shown and agrees that if awarded the Contract, all liquidated damage
clauses form part of the Contract.
The Bidder declares that it has become fully familiar with the provisions of Chapter 14, Section
1:320 (Prevailing wages) and Chapter 23 (Living Wage) of the Code of the City of Ann Arbor and
that it understands and agrees to comply, to the extent applicable to employees providing services
to the City under this Contract, with the wage and reporting requirements stated in the City Code
provisions cited. Bidder certifies that the statements contained in the City Prevailing Wage and
Living Wage Declaration of Compliance Forms are true and correct. Bidder further agrees that
the cited provisions of Chapter 14 and Chapter 23 form a part of this Contract.
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