Fascia/Siding Repair and Exterior Painting Project

BID PROPOSAL PACKET

2026 Springfield Township Administration Building/Fire Station

Exterior Renovation and Painting Project

(aka Fascia/Siding Repair and Exterior Painting Project)

May 2026

The Board of Trustees of Springfield Township, Hamilton County, Ohio, 9150 Winton Road, Cincinnati, Ohio 45231 will receive sealed bids for the above-referenced project until June 1, 2026 at 11:30 a.m. These bids will be opened at 12:00 p.m. on June 1, 2026.

TABLE OF CONTENTS

1. Copy of Advertisement 2

2. Bid Instruction Sheet 4

3. Responsible Bidder Information Sheet 5

4. General Information Regarding Bidding 6

5. Specifications For Repair/Painting Project………………………………………………10

6. Bid Proposal Compliance Checklist 12

7. Bidder Acknowledgment Form 14

8. Sample Agreement 15

9. Bid Tabulation Form…………………………..……………………………………….. 28

10. Bid Sheet 29

11. Project Specification Drawings …………….……………………………………………32

12. Prevailing Wage Materials 35

LEGAL ADVERTISEMENT

REQUEST FOR BIDS

The Board of Trustees of Springfield Township, Hamilton County, Ohio, 9150 Winton Road, Cincinnati, Ohio 45231 will receive sealed bids, until June 1, 2026 at 11:30 a.m. These bids will be opened at 12:00 p.m. on June 1, 2026 for the following project:

2026 Springfield Township Administration Building/Fire Station

Fascia/Siding Repair and Exterior Painting Project:

Furnishing all labor, equipment, and material necessary in connection with the Administration Building/Fire Station exterior repair/replace/painting project located at 9150 Winton Road including:

• removing/replacing the existing damaged fascia materials;

• removing/replacing soffit with new vented soffit and gutter guards;

• removing and replacing the shake siding on the northern single level portion of building;

• removing and replacing trim on copulas, free-standing sign, and building;

• removing and replacing existing courtyard doors and frames;

• preparing, repairing, and painting entire building, including all trim areas, soffits, copulas, siding, shingles, fascia materials, columns, pergola elements, hollow metal doors and frames;

• preparing, repairing, and painting free-standing sign including lettering removal and reinstallation; and

• Performing related work and supplying necessary equipment

All bids must be submitted to the Township Fiscal Officer at the Springfield Township Administration Building located at 9150 Winton Road, Cincinnati, Ohio 45231 in a sealed envelope which indicates the name and address of the Contractor and the name of the Project being bid on the outside of the envelope. Bids will be publicly opened and read aloud at a special meeting on June 1, 2026 at 12:00 p.m.

Contractors must comply with the prevailing wage rates on public improvements in Hamilton County, Ohio, as ascertained by the Ohio Bureau of Employment Services, Wage and Hour Division, State of Ohio, as provided for in Section 4115.03 to 4115.14 inclusive of the Ohio Revised Code. Each Bid will be deemed to include this provision. A Bid Guaranty and Contract Bond in accordance with Section 153.54 of the Ohio Revised Code amounting to 100% of the Bid Amount or a certified check, cashier's check or letter of credit pursuant to R.C. Chapter 1305 in the amount of 10% of the Bid amount must accompany all Bids assuring a firm contract will be entered into upon acceptance of the Bid. Bonds and other forms of guaranty will be returned to unsuccessful contractors. Bid Security furnished in Bond form shall be issued by a Surety Company or Corporation licensed in the State of Ohio to provide said surety. A performance bond and a payment bond, each in the amount of 100% of the contract price, are also required to ensure the faithful performance of the contract.

Copies of the bid specifications, estimate, and bid forms prepared by the Township are available at the Springfield Township Administration Building. Questions pertaining to the Bid documentation or process should be addressed to Chris Gilbert, Township Administrator, by email at cgilbert@springfieldtwp.org.

The Board of Trustees reserves the right to reject any and all Bids, to accept the Bid which it deems to be in the best interest of Springfield Township, even if it is not the lowest, to waive any formalities or irregularities in the bid process, or to advertise for new Bids if in its judgment the best interests of the Township would be promoted thereby. Except as expressly permitted by law, no Bid may be changed, modified, altered, or withdrawn for a period of sixty (60) days after the opening of the Bids.

BID INSTRUCTION SHEET

Persons interested in bidding to furnish the labor, equipment and material necessary to perform the repair, siding, fascia, signage, and exterior painting work required for the Springfield Township Administration Building/Fire Station must complete all of the information requested and affix the signatures required on the Bidder Information Sheet, the Official Bid Tabulation(s) and the Bidder Acknowledgment Form. Failure to complete the required information and/or to affix the required signatures may result in the bid being rejected in its entirety.

All bids submitted must be typed or written legibly on this form and must be submitted to the Office of the Township Fiscal Officer, 9150 Winton Road, Cincinnati, Ohio 45231 (513) 522-1410.

All bids must be submitted in a sealed envelope which indicates the name and address of the Bidder and the name of the Project being bid on the outside of the envelope.

ALL BIDS MUST BE RECEIVED BY 11:30 A.M. (LOCAL TIME) ON JUNE 1, 2026, AT THE OFFICE OF THE TOWNSHIP FISCAL OFFICER.

RESPONSIBLE BIDDER INFORMATION FORM

Attach additional sheets as needed

Company Name:

Company Address:

Company Telephone Number (w/Area Code):( )

Company E-Mail Address:

Number of Years in Business:

Federal Tax ID No:

Contact Person’s Name & Title:

Indicate all occurrences of the following in the last 4 years (if none, so state). For verification attach documentation, and/or provide sufficient and appropriate detail information such as: Project name, Owner, contact person and telephone number, contract amount, etc.

a) Prevailing Wage violations:

b) Contract abandonment, contract termination or Surety takeover:

c) Debarment by state, federal or local jurisdiction:

d) OSHA violations:

e) Liquidated damages assessed:

I hereby certify that the information above is factual and complete.

Company Name

Authorized Official (please print or type)

Signature of Authorized Official Date:

I. GENERAL INFORMATION REGARDING BIDDING:

Bidders must bid on the complete project scope enumerated in the Bid Tabulation Form contained in this bid. Bids will be accepted on the aggregate total only on forms available from the Township.

BIDDERS MUST SUBMIT THE COMPLETED BID TABULATION FORM(S) TO BE CONSIDERED.

Bidders must comply with the prevailing wage rates on public improvements in Hamilton County, Ohio, as ascertained by the Ohio Bureau of Employment Services, Wage and Hour Division, State of Ohio, as provided for in Section 4115.03 to 4115.14 inclusive of the Ohio Revised Code. Each bid presented will be deemed to include this provision.

Bidders are expected to carefully read the specifications and examine the site of the proposed work. The submission of a bid shall be considered by the Township as evidence that the bidder has made such examination and has read the specifications and is satisfied as to the conditions to be encountered in performing the work.

Bidders are expected to carefully read the Sample Agreement included in this Bid Proposal Packet. The terms and conditions included in that agreement are necessary terms and conditions for awarding the contract for this project. The submission of a bid shall be considered by the Township as evidence that the bidder has reviewed the contract and is satisfied and agrees to comply with the terms and conditions outlined therein.

A Bid Guaranty and Contract Bond in accordance with Section 153.54 of the Ohio Revised Code amounting to 100% of the Bid Amount or a certified check, cashier’s check or letter of credit pursuant to R.C. Chapter 1305 in the amount of 10% of the Bid Amount must accompany all bids assuring a firm contract will be entered into upon acceptance of bid.

All bidders will be required to furnish a performance bond or certified check on a solvent bank payable to Springfield Township in the amount of one hundred percent (100%) of the total contract price as a guarantee of faithful performance of the contract. When not included in the contractor’s performance/payment bond, a one (1) year maintenance guarantee is required.

The successful bidder must present a certificate of insurance showing liability insurance in the amount of one million dollars and bodily injury in the amount of one million dollars and umbrella/excess insurance in the amount of not less than two million dollars. An official certificate of the Ohio Industrial Commission indicating that a premium required under the Ohio Workers’ Compensation Act has been paid and, as required by Ohio Revised Code Section 5719.042, the Contractors Statement as to Delinquent Taxes must also be presented.

INFORMATION REGARDING BIDDING (continued):

The successful bidder must supply all material, equipment and labor to complete the work specified for the Springfield Township Administration Building/Fire Station.

The successful bidder shall begin work on the date established in the Notice to Proceed or within twenty-one (21) days after being notified to commence, whichever is earlier. Attendance at a pre-construction meeting will be required following award of the contract and prior to start of work. All work shall be completed within the contract time established by Springfield Township.

The Board of Trustees intends to award this Project to the lowest and best bidder, but reserves the right to reject any and all bids, and to accept the bid which it deems to be in the best interest of Springfield Township, even if it is not the lowest, to waive any formalities or irregularities in bidding, or to advertise for new bids if in its judgment the best interests of the Township would be promoted thereby. Except as expressly permitted by law, no bidder may withdraw a Bid Proposal for a period of sixty (60) calendar days after the date of the opening thereof.

Questions regarding the Bid Packet or bid process should be addressed to Christopher Gilbert, Township Administrator, 9150 Winton Road, Cincinnati, Ohio 45231, cgilbert@springfieldtwp.org.

CRITERIA FOR DETERMINING “LOWEST AND BEST BIDDER”

Although Springfield Township has not adopted (and expressly rejects any requirement to use) the “lowest responsive and responsible bidder” standard established in Ohio Revised Code Section 9.312, Springfield Township intends to utilize some of the principles of that standard in determining the “lowest and best bidder.” Thus, in evaluating the bids submitted for this Project to determine the “lowest and best bidder,” Springfield Township intends to consider both the responsiveness of the Bid Proposal submitted by each bidder and the responsibility exhibited by each bidder in its past dealings and practices. The following items may be considered in determining the “lowest and best bidder.”

Responsiveness of the Bid Proposal: The determination of the responsiveness of a Bid Proposal involves an evaluation of the completeness and accuracy of the documents and items submitted by the Bidder in response to the request for bids.

1) Specific items which may be considered by Springfield Township in evaluating the level of responsiveness of the Bid Proposals received are as follows:

i. Completion of all aspects of Bid Proposal;

ii. Submittal of all additional documentation required by the Bid Proposal;

iii. Accuracy of the information contained in the Bid Proposal;

iv. Whether Bid is based on actual site evaluation; and

v. Lack of irregularities or deviations from the specifications.

2) Responsibility of the Bidder: The determination of the responsibility of a Bidder involves an evaluation of the quality of the Bidder. Specific items which may be considered by Springfield Township in evaluating the level of responsibility of Bidders are as follows:

The Bidder’s work history including:

i. Whether the Bidder has a record of consistent customer satisfaction;

ii. Whether the Bidder has a record of consistent completion of projects, especially projects which are comparable to or larger and more complex than Springfield Township’s Project;

iii. Whether the Bidder has a consistent record of completing work on time and in accordance with the contract documents;

(If the Bidder’s management (i.e., president or director) operates or has

operated another construction company, Springfield Township may consider the work history of that company in determining responsibility of the Bidder);

iv. The Bidder’s prior experience on other projects of Springfield Township or Hamilton County, including whether the Bidder was able to complete these projects on time and in compliance with the contract documents. The Bidder’s demonstrated ability or inability to work with Springfield Township, or Hamilton County during the past projects will also be considered;

v. The Bidder’s familiarity and experience with constructing improvements for public entities in Ohio;

vi. The number of years Bidder has been actively engaged as a contractor;

vii. The number of years Bidder has been actively engaged as a contractor in the trade for which his Bid has been submitted;

viii. The number of year Bidder has been in business;

ix. The Bidder’s recent experience record in the industry, including, but not limited to, the original contract price for each job undertaken by the Bidder, the amount of any change orders or cost overruns on each job and the reasons for any change orders or cost overruns; and

The Bidder’s financial resources, including, but not limited to:

i. The Bidder’s financial ability to complete work on time and in accordance with the contract documents without resort to its Surety;

ii. The Bidder’s ability to secure acceptable Performance and Payment bonds;

iii. Whether any claims have been made against Performance and/or Payment bonds secured by the Bidder on other projects; and

iv. The objective reasonableness of the Contract amount.

The quality, experience, continuity, quantity, and identity of the Bidder’s work force;

The Bidder’s management skills;

The quality, continuity, and quantity of the Bidder’s facility and equipment;

The Bidder’s compliance with federal, state, and local laws and regulations, including, but not limited to, the Occupational Safety and Health Act, Prevailing Wage laws, and the Fair Labor Standards Act;

The foregoing information with respect to each of the subcontractors which the Bidder intends to use on the Project; and

Depending upon the type of work, other essential factors determined by Springfield Township.

Each of the above enumerated factors, standing alone, shall not be considered determinative of the “lowest and best bid.” Springfield Township shall have complete discretion in assessing the level of importance to be placed upon any one or more of the factors enumerated and in determining the “lowest and best bid” and in awarding the Contract.

SPECIFICATIONS FOR SPRINGFIELD TOWNSHIP ADMINISTRATION BUILDING/FIRE STATION EXTERIOR RENOVATIONS AND PAINTING PROJECT

(AKA FASCIA/SIDING REPAIR AND EXTERIOR PAINTING PROJECT)

The successful Contractor shall be responsible for all aspects of the work specified for this Project, including the following:

1. Verifying the extent of work in the field for all repair, replacement, and preparation items shown on the drawings and notifying Owner of any discrepancies.

2. Coordinating all final paint colors with Owner. Finish key: PT-1 = shake siding; PT-2 = fascia, trim, columns, etc.; PT-3 = hollow metal doors and frames.

3. Preparing and painting existing shake siding at all locations marked "PAINT SHAKE, TYP."

4. Preparing and painting fascia at all locations marked "PAINT FASCIA, TYP."

5. Preparing and painting trim at all locations marked "PAINT TRIM, TYP."

6. Preparing and painting columns at all locations marked "PAINT COLUMNS, TYP."

7. Preparing and painting existing hollow metal doors and frames where indicated.

8. Repairing and/or replacing trim on copulas, verifying extent in field, and painting copulas and associated trim/shake finishes as indicated.

9. Repairing and/or replacing fascia and fascia boards where indicated; verifying extent in field where noted; painting repaired work.

10. Repairing and/or replacing trim where indicated, including damaged trim and trim associated with signage work; verifying extent in field where noted; painting repaired work.

11. Repairing and/or replacing damaged soffit and providing new vented soffit where required to match existing conditions and details.

12. Repairing and/or replacing existing gutter guards where indicated.

13. Repairing and/or replacing columns, pergola members, and column caps where indicated; verifying extent in field; painting repaired work.

14. Removing existing wood shingle siding and trim to sheathing at indicated areas; installing new weather barrier and new fiber-cement/cementitious siding to match existing; installing new trim as required; painting new work.

15. Removing existing doors and frames in the mechanical courtyard and installing matching new doors and frames; painting. Removing and salvaging lettering/signage where indicated and reinstalling after repairs. Removing signage backer/finish face where indicated; installing new MDO panel(s); repairing/replacing trim as required; painting and reinstalling signage. Cleaning and painting the monumental sign complete. Removing existing "clock," patching substrate, and painting to match adjacent finish. Excluding any item specifically identified on the drawings as "EXISTING ROOF, NO SCOPE."

Bidders must review the Project Specification Drawings included in this Packet for further information related to the specifications for this Project.

CONTINGENCY:

A contingency amount is included on the Bid Tabulation forms. Springfield Township will use this amount to cover changes to or additions of work directly relevant to the completion of the work in the Contract. The Township will issue a Change Order per the Contract for any and all work to be compensated utilizing the Contingency amount prior to the commencement of the work.

The Contingency amount will be available throughout the Contract and will be authorized through the required Change Order(s), but will only be dispensed if and when the need arises. If some, or all, of the Contingency amount is not expended during the Contract, the remaining Contingency amount will accrue to Springfield Township and NOT to the Contractor.

BID PROPOSAL COMPLIANCE CHECKLIST

THIS COMPLIANCE CHECKLIST IS PROVIDED FOR THE CONVENIENCE AND REFERENCE OF BIDDERS. HOWEVER, THE PROVISION OF THIS CHECKLIST DOES NOT OBVIATE BIDDERS’ RESPONSIBILITY TO DETERMINE FOR THEMSELVES THE INFORMATION AND FORMS WHICH ARE REQUIRED FOR SUBMISSION AND THE TIMING FOR SUBMITTING SUCH ITEMS. BIDDERS EXPRESSLY ACKNOWLEDGE THAT THE TOWNSHIP’S FAILURE TO LIST ANY REQUIRED SUBMISSION ITEMS SHALL NOT BE AN EXCUSE FOR ANY FAILURE TO SUPPLY SUCH ITEM AS REQUIRED BY THE BID PROPOSAL PACKET.

In order to ensure that items required for submission with the Bid Proposal are included, Bidders must complete the following Checklist by “checking” all items which have been submitted. Upon completion, all items in the Mandatory Submission Items For All Bidders -- Submitted Prior To Bid Opening Category must be “checked,” indicating that they have been properly submitted with the Bid Proposal prior to Bid Opening.

I. MANDATORY SUBMISSION ITEMS FOR ALL BIDDERS -- SUBMITTED PRIOR TO BID OPENING:

The following items are required to be submitted with this Bid Proposal. Failure to include any of the listed items may result in the rejection of the Bid Proposal in its entirety.

Responsible Bidder Information Form

Bidder Acknowledgment Form.

Bid Guaranty Bond in the Amount of 100 % of the Bid Amount Including Related Financial Statement and Power of Attorney Forms or Bid Security in the form of a Certified Check, Cashier’s Check or Money Order in the amount of 10% of the Bid Amount

Bid Tabulation Form

Bid Sheet

Bid Proposal Compliance Checklist

II. MANDATORY SUBMISSION ITEMS FOR SUCCESSFUL BIDDER -- SUBMITTED WITHIN TEN (10) DAYS AFTER MAILING OF NOTICE OF AWARD OF CONTRACT:

The following items are required to be submitted by the Successful Bidder within ten (10) days of the mailing of the Notice of Award of Contract. Failure to submit any of the listed items may result in the rejection of the Bid Proposal in its entirety.

Performance Bond Including Related Financial Statement

Certificate of Insurance showing liability insurance in the amount of one million dollars and bodily injury in the amount of one million dollars, and umbrella/excess insurance in the amount of not less than two million dollars.

Official certificate of the Ohio Industrial Commission indicating that the premium required under the Ohio Workers Compensation Act has been paid.

Contractors Statement as to Delinquent Taxes form.

BIDDER ACKNOWLEDGMENT FORM

The undersigned hereby attests that the information provided to the Springfield Township Board of Trustees pertaining to the bid for the Exterior Renovation and Painting Project (aka Fascia/Siding Repair and Exterior Painting Project) is true and accurate to the best of his/her knowledge, that he/she has read and understands the conditions of bidding and the equipment, material, and specifications provided, and has complied with those conditions and tailored his/her bids exclusively to the specifications provided. The undersigned understands that the Board of Trustees reserves the right to exclusively determine which, if any, version or phase of the proposed project to complete, the right to reject any and all bids, to accept the bid which it deems in the best interest of Springfield Township, even if it is not the lowest, to waive any formalities or irregularities in bidding, or to advertise for new bids if in its judgment the best interests of the Township will be promoted thereby. The undersigned further understands that he/she may not change, alter, modify or withdraw his/her bid, except as expressly permitted by law, for a period of sixty (60) days after the opening of the bids and that his/her bid is binding upon him/her during that period of time.

Signature

Printed or Typed Name

Company Name

Title of Individual Signing

Date

SAMPLE AGREEMENT

This Agreement is made this ______ day of , 2026, by and between (“Contractor”) whose address is , and the Board of Trustees of Springfield Township (“Springfield Township” or “the Township”) whose address is 9150 Winton Road, Cincinnati, Ohio 45231.

Contractor is a company which furnishes the labor, equipment and material necessary to perform exterior repair, replacement, and painting work, including fascia, trim, soffit, siding, signage, doors, columns, pergola elements, and related improvements.

Springfield Township is the owner of an Administration Building/Fire Station which are in need of fascia/siding repairs, localized replacement work, signage repairs, and exterior painting as described in the bid specifications upon which this Agreement is based.

.

NOW, THEREFORE, in consideration of the mutual promises contained in this Agreement, the parties agree as follows:

Article I

Contract Documents

The Contract Documents governing this Agreement are as follows:

a. Notice to Bidders (As advertised and as contained in the Bid Proposal Packets);

b. Bid Proposal Packet;

c. Responsible Bidder Information Sheet (Completed by Contractor);

d. Bidder Acknowledgment Form (Completed by Contractor);

e. Prevailing Wage Rate Materials for Hamilton County, Ohio;

f. Bid Tabulation Form & Bid Sheet (Completed by Contractor)

g. Bid Guaranty Bond;

h. Certified Power of Attorney;

i. Ohio Industrial Commission Certificate indicating payment of Workers’ Compensation Premium;

j. Contractor’s Statement as to Delinquent Taxes; and

k. Certificate of Liability Insurance.

Article II

Professional Standards and Contractor Responsibilities

Contractor agrees to furnish the services of its organization, to exert its best efforts, and to exercise the highest degree of professional skill and competence in performing all work specified in the Contract Documents designated in Paragraph 1 of this Agreement and as to any additional work required by Springfield Township and accepted by Contractor.

Contractor agrees to furnish all tools, equipment, labor and materials necessary to complete the work identified in the bid specifications and to perform all work incidental thereto, as described, detailed, and specified in the Contract Documents designated in Paragraph 1 of this Agreement.

Contractor agrees to provide all tools, equipment, labor and material in the manner and according to the specifications contained in the Contract Documents designated in Paragraph 1 of this Agreement.

Article III

Quantities/Surface Area

The quantities/surface area upon which Contractor’s bid were based were provided by Contractor and have been relied upon by the Township in awarding the bid to Contractor. During the term of this Agreement, the quantities will be decreased only in the event that the Township and Contractor agree in writing that the bidded quantity is not necessary. In such a case, the contract sum will be reduced by the unit price for the materials and the reduction in labor costs resulting from the decrease. Unless the Township increases the work to be performed, the quantities will not be increased unless the Township and Contractor agree in writing that the bidded quantity is insufficient due to circumstances unknown to Contractor at the time of bidding. Unless otherwise agreed by the Township, if the circumstances requiring additional materials were known to Contractor at the time of bidding, Contractor shall be responsible for the additional material and labor costs associated with such increases. If the Township increases the work to be performed from that specified in the Bid Packet, Contractor shall be entitled to additional compensation as established in Article IX. Contractor shall not be entitled to any claim for loss of profits or other damages in the event of any change in quantities/surface area of the Project.

Article IV

Date of Commencement and Completion Requirements

Unless an extension of the commencement date is granted in writing by the Township, Contractor shall begin work on the date established by the Township in the Notice to Proceed or within twenty-one (21) days of that date.

After the execution of this Agreement by both parties but prior to the commencement of any work, Contractor shall attend a pre-construction meeting at the time and date designated by the Township.

Contractor shall achieve one hundred percent (100%) completion of the work specified in the Contract Documents designated in Paragraph 1 of this Agreement within the contract time established by Springfield Township in the Notice to Proceed and related Contract Documents.

Article V

Liquidated Damages for Failure to Complete Work on Time

If Contractor neglects, fails, or refuses to complete the work specified in the Contract Documents designated in Paragraph 1 of this Agreement within the time specified herein, or fails to secure an extension of time from the Township, then Contractor agrees, as part consideration for awarding this Agreement, to pay the Township five hundred dollars ($500.00) per day, not as a penalty, but as liquidated damages for such breach after the time stipulated herein for completing work designated in the Contract Documents.

If Contractor neglects, fails, or refuses to complete the work specified in the Contract Documents designated in Paragraph 1 of this Agreement within the time specified herein, or fails to secure an extension of time from the Township, then Contractor agrees, as part consideration for awarding this Agreement, that the Township shall keep a record of all expenditures for inspection, supervision, engineering and administration after the end of the allotted time and shall deduct that amount from the final payment made to Contractor.

Article VI

Performance Bond and One-Year Maintenance Guarantee

Contractor shall furnish to the Township a performance bond in the amount of one hundred percent (100%) of the total contract price indemnifying the Township against damages that may be suffered due to Contractor’s failure to perform this Agreement according to its provisions and in accordance with the specifications designated in the Contract Documents outlined in Paragraph 1 of this Agreement.

Contractor agrees to guarantee the quality of its materials, workmanship, and results from any defects for a period of one (1) year after completion and payment of the full contract price. During that one-year period and pursuant to this guarantee, Contractor, at the request of the Township, will repair or replace any or all portion(s) of its work or materials determined by the Township to be defective.

The Guarantee specified in this Article relates to the Contractor only. The warranty provided for any materials utilized on this Project shall be as provided by the manufacturer.

Article VII

Insurance Required

In addition to the complete and adequate workers’ compensation insurance required by other provisions of this Agreement, the Contractor shall carry and maintain for a period of two (2) years after final completion of this Project:

a. Business automobile liability insurance (including owner, non-owned, and hired vehicles) in an amount not less than five hundred thousand dollars ($500,000.00) per occurrence.

b. Contractor’s General Public Liability and Property Damage Insurance issued to the Contractor and protecting him from all claims for destruction of, or damage to, property arising out of or in connection with any operation under this Contract, whether such operations be made by himself or by any subcontractor under him, or anyone directly or indirectly employed by the Contractor or by any subcontractor under him. All such insurance shall be written with a limit of liability of not less than $1,000,000.00 combined single limit for all damages arising out of bodily injury, including death, at any time resulting therefrom, and all damages arising out of injury or destruction of property, including the property of Springfield Township during the policy period.

c. Umbrella/Excess Insurance written with a limit of liability of not less than $2,000,000.00 combined single limit for all damages arising out of bodily injury, including death, at any time resulting therefrom, and all damages arising out of injury or destruction of property, including the property of Springfield Township during the policy period and which shall be in addition and supplemental to all insurance coverages listed in this Article.

d. Property Insurance issued to the Contractor and protecting him from all claims for destruction of, or damage to, materials owned by the Township and stored on Contractors business premises or other storage facility of the Contractor. All such insurance shall be written with a limit of liability of not less than $1,000,000.00 combined single limit for all damages arising out of injury or destruction of property, including the property of Springfield Township during the policy period.

All insurance must be procured from a company or companies that are authorized to do business within the state of Ohio.

Within ten (10) days of the Notice of Award of Contract, the Township shall receive a certificate of insurance indicating the above insurance policies are in force.

The Township’s acceptance of any certificate of insurance evidencing Contractor’s insurance coverage and limits does not constitute approval or agreement by the Township that the insurance requirements have been met or that the insurance policies shown in the certificates of insurance are in compliance with the requirements of this Agreement. Failure of the Township to demand such a certificate or other evidence of full compliance with these requirements or failure of the Township to identify a deficiency from the documentation or other evidence provided to it shall not be construed as a waiver of the Contractor’s obligations to maintain insurance in the types and amounts detailed in this Agreement.

If any of the Contractor’s liability coverages are provided on a claims-made basis, the policy date or retroactive date shall predate the Agreement and the termination date of the policy or applicable extended reporting period shall be no earlier than two (2) years after the termination date of the Project.

All insurance costs shall be paid by the Contractor and the required coverage and amounts shall be maintained without interruption during the entire term of this Agreement and for two (2) years after final completion of this Project. In addition, the Township’s property insurance requires a minimum deductible of $2,500.00 which deductible shall be paid by the Contractor in the event of loss.

The Contractor understands and agrees that it is required to ensure that every subcontractor retained or otherwise employed by the Contractor to perform services under this Agreement complies with the insurance requirements of this Article.

If Contractor sublets/subcontracts any portion of the work to be performed under this Agreement, Contractor shall be responsible for guaranteeing that the subcontracted work is covered by insurance equal to or greater than that required of the Contractor by this Agreement.

Article VIII

Township Duties And Responsibilities

The Township shall pay Contractor for Contractor’s performance under this Agreement a Contract Sum based upon the unit prices for labor and materials submitted by Contractor on its Bid Tabulation Form and Bid Sheet. Copies of these documents are attached hereto as Exhibit A. Based upon the current specifications for this Project, the Township agrees to pay to Contractor a Contract Sum of ($ ). This Contract Sum shall be decreased in the event that the area/material required by the Township is decreased. The Contract Sum due under this Agreement shall be paid to Contractor pursuant to Paragraphs 23, 24, and/or 25 of this Agreement.

Payment of the Contract Sum designated above may be made either via Progress Payments requested at the completion of major portions of work or via a lump sum payment at the conclusion of the work.

Requests for payment must be made as follows:

a. Application:

Applications for payment shall be submitted by the Contractor to the Township Finance Director, Kim Cox, at 9150 Winton Road, Cincinnati, Ohio 45231. Each application for payment shall only request payment for labor completed and materials incorporated since the prior request for payment, if any, was submitted.

Applications for payment shall be made on a notarized AIA Document G702 form, or such other form or forms, if any, required by the Township and shall include complete releases of all claims of Contractor, all subcontractors and suppliers of either material or labor relating to the work for which payment is requested as well as all required prevailing wage documentation. The Township Administrator will review the application for approval and, if it is approved, submit the application to the Township Prevailing Wage Coordinator for a determination that the prevailing wage requirements have been satisfied.

Applications for payment for materials shall indicate whether the materials have been incorporated into the Project or whether they are being stored in Contractor’s facilities. Applications for Payment for materials which are merely stored in Contractor’s facilities shall include proof, satisfactory to the Township, that the materials have been fully paid for and are adequately protected and insured against loss and damage. Applications for Payment shall contain an affidavit showing amounts owed to subcontractors and suppliers as well as all documentation required to evidence that the Contractor is complying with the prevailing wage requirements of this Agreement.

Each Application for Payment shall only request payment for labor completed and materials incorporated since the prior request for payment was submitted.

No more than one Application for Payment may be submitted per calendar month.

Failure to provide all of the information requested by the Township may result in rejection of the Application. Rejected Applications for Payment will be returned to Contractor by regular United States Mail, postage prepaid, within twenty-four (24) hours of being rejected. Contractor may resubmit a revised Application for Payment to the Township at any time. At its sole discretion, and in lieu of the above rejection methodology, Springfield Township may notify the Contractor of, and remedy, defective and/or incomplete Applications for Payment by alternative means such as telephone communications with Contractor and/or facsimile or email transmission of defective/incomplete Applications without mailing.

ALL APPLICATIONS FOR PAYMENT MUST BE SUBMITTED WITHIN THIRTY (30) DAYS AFTER FINAL COMPLETION UNLESS OTHERWISE DIRECTED BY THE TOWNSHIP. NO APPLICATIONS FOR PAYMENT WILL BE RECEIVED OR PAID AFTER THE DEADLINE ESTABLISHED BY THE TOWNSHIP.

b. Determination:

Payments shall be paid pursuant to the following procedure. Within five (5) business days of receiving a completed Application for Payment for Work, the Township Administrator shall review the Application for approval and shall determine whether the work for which payment has been requested has been completed in compliance with the specifications and requirements contained in the Contract Documents designated in Paragraph 1 of this Agreement, all subcontractors and suppliers have been paid for the materials and labor utilized to complete the portions of the work itemized and paid for as a result of prior Applications for Payment for Work, and whether any reason exists not to pay the amount requested by Contractor. Upon making such determination in the affirmative, the Township Administrator shall submit the Application to the Township Prevailing Wage Coordinator for a determination that the prevailing wage requirements have been satisfied. After it is determined that the prevailing wage requirements have been satisfied, the Township Administrator shall forward the request for payment to the Township Finance Director. The Township Finance Director will deduct the required amount to be retained per subsection c of this paragraph, and shall pay the remaining approved portion of the Payment Application.

c. Retainage Requirements:

i. Retainage:

The amount retained (withheld from payment) for labor shall be four percent (4%). The amount retained for material shall be eight percent (8%). The amount retained will be withheld from payment until released pursuant to Paragraph 24(c)(iii) of this Agreement.

ii. Escrow Account:

No Escrow Account will be established as the retainage required by this Agreement will be achieved through Contractor deduction of the retainage amount from its Payment Application.

iii. Substantial Completion:

Upon Substantial Completion, acceptance of the entire work by the Township Administrator, delivery by Contractor to Springfield Township of complete releases of all claims of Contractor, all subcontractors and suppliers of either material or labor, and determination by the Township that no reason exists to withhold payment of the retainage amount, the Township will authorize the payment of the retainage amount to Contractor, withholding only that amount necessary to assure completion. Springfield Township makes no representation as to the timing of the payment of the retainage amounts.

For purposes of this Agreement, Substantial Completion shall mean completion of at least ninety-five percent (95%) of the work specified in the Contract Documents designated in Paragraph 1 of this Agreement and any additional work requested by Springfield Township and accepted by Contractor.

d. Prompt Payment of Subcontractors and Suppliers:

Upon receipt of payment, Contractor shall promptly pay each subcontractor and each supplier, out of the amount paid to the Contractor, the amount to which each subcontractor is entitled, which amounts are listed in the affidavit submitted by Contractor with the Application for Payment for Work. After payment, but prior to or contemporaneously with, Contractor’s next Application for Payment for Work, Contractor shall obtain and submit to the Township complete releases of all claims of subcontractors and suppliers of either material or labor relating to the Work itemized in, included in, and paid for as a result of, the prior Application for Payment for Work.

Failure to obtain and submit complete releases from each subcontractor or supplier for all claims related to Work which was included in prior Application(s) for Payment for Work shall be grounds for delaying the payment of, or refusing to pay a potion or the entire amount of, Contractor’s subsequent Application(s) for Payment for Work.

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