Traffic Signal Upgrades

Agency:	City of Albany
State:	Georgia
Type of Government:	State & Local
Category:	J - Maintenance, Repair, and Rebuilding of Equipment
Posted:	Sep 19, 2023
Due:	Oct 20, 2023
Solicitation No:	24-018
Publication URL:	To access bid details, please log in.

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CITY OF ALBANY

FINANCE DEPARTMENT

PROCUREMENT DIVISION

ALBANY, GEORGIA

INSTRUCTIONS TO BIDDERS

These instructions will bind bidders to terms and conditions herein set forth, except as specifically qualified in special bid and

contract terms issued with any individual bid.

1. The following criteria are used in determining low responsible bidder.

(a) The ability, capacity and skill of bidder to perform required service.

(b) Whether bidder can perform service promptly or within specified time.

(d) The performance of previous contracts.

(e) The suitability of equipment or material for City use.

(f) The ability of bidder to provide future maintenance and parts service.

2. Payment terms are Net 30 unless otherwise specified. Favorable term discounts may be offered and will be considered in

determining low bids if they are deemed advantageous to The City.

3. Unless otherwise specified all materials, supplies or equipment quoted herein must be delivered within thirty (30) days from

date of notification of award or by exception noted on bid sheet.

4. Prospective bidders are responsible for examining the location of the proposed work or delivery and determining, in their

own way, the difficulties, which are likely to be encountered in the execution of same.

5. The ESTIMATED QUANTITY given in the specifications or advertisement is for the purpose of bidding only. The City may

purchase more or less than the estimated quantity, and the bidder must not assume that such estimated quantity is part of

the contract.

6. All bids should be tabulated, totaled and checked for accuracy. The unit price will prevail in case of errors.

7. All requested information should be included in the sealed bid envelope. All documents and information must be signed and

included for your bid to receive full consideration. Failure to submit any required information or document will be

cause for bid to be rejected as non-responsive.

8. Failure of the bidder to sign the bid document or have the signature of any authorized representative or agent on the bid in

the space provided will be cause for rejection of the bid. Signature(s) must be written in ink.

9. Failure to enclose bid bond, where required, will result in rejection of the bid. Bond may be in the form of cash,

certified check, cashier’s check or Surety Bond issued by a Surety Company licensed to conduct business in Georgia.

10. All bidders should provide their tax identification number with the bid.

11. All bidding Corporations should provide the corporate seal, a copy of the Secretary of State’s Certificate of Incorporation,

and a listing of the principals of the corporation with the bid.

12. Quote all prices F.O.B. Albany or our warehouse or as specified in bid documents.

13. If the bidder proposes to furnish any item of a foreign make or product, he/she should write “Foreign” together with the

name of the originating country opposite such item on the bid.

14. When requested, SAMPLES will be furnished free of expense, properly marked for identification and accompanied by list

where there is more than one sample. The City reserves the right to mutilate or destroy any samples submitted whenever it

may be in the best interests of The City to do so for the purpose of testing.

15. The City will reject any material, supplies or equipment that do not meet the specifications, even though bidder lists the

trade name or names of such materials on the bid or price quotation form.

16. Any alterations, erasures, additions or omissions of required information or any changes of specifications, or bidding

schedule are done at the risk of the bidder. Any bid will be rejected that has a substantial variation, such as a variation that

affects the price, quality or delivery date (when delivery is required by a specific time).

17. Each bid or proposal will be submitted in a SEALED ENVELOPE. Additionally, that envelope shall be clearly marked on the

outside as a Sealed Bid with the Bid Number clearly printed.

18. Bids must be received and stamped by the Procurement Office before the date and time stipulated in bid documents. The

City of Albany assumes no responsibility for submittals received after the advertised deadline or at any office or location

other than that specified herein, whether due to mail delays, courier mistake, mishandling, or any other reason. No

responsibility will attach to any City representative or employee for premature opening of bids not properly addressed or

identified.

19. If only one bid is received, the bid may be rejected and/or re-advertised, except in the case of only one known source of

supply.

20. Bids received late will not be accepted, and The City will not be responsible for late mail delivery.

21. Should a bid be misplaced by The City and found later it will be considered.

22. The unauthorized use of patented articles is done entirely at the risk of the bidder.

23. All bidders must be recognized and authorized dealers in the materials or equipment specified and be qualified to instruct in

their application or use. A bidder at any time requested must satisfy the Procurement Office and City Commission that he

has the requisite organization, capital, plant, stock, ability and experience to satisfactorily execute the contract in

accordance with the provisions of the contract in which he is interested.

Bid Ref. #24-018

Traffic Signal Upgrades

24. Only the latest model equipment as evidenced by the manufacturer’s current published literature will be considered.

Obsolete models of equipment not in production will not be acceptable. Equipment shall be composed of new parts and

materials. Any unit containing used parts or having seen any service other than the necessary tests will be rejected. In

addition to the equipment specifically called for in the specifications, all equipment catalogued by the manufacturer as

standard or required by the State of Georgia shall be furnished with the equipment. Where required by the State of Georgia

Motor Vehicle Code, vehicles shall be inspected and bear the latest inspection sticker of the Georgia Department of

Revenue.

25. All materials, equipment and supplies shall be subject to rigid inspection, under the immediate supervision of the

Procurement Officer and/or the Department to which they are delivered. If defective material, equipment or supplies are

discovered, the contractor, upon being instructed by the Procurement Officer, shall remove, or make good such material,

equipment or supplies without extra compensation. It is expressly understood and agreed that the inspection of materials

by The City will in no way lessen the responsibility of the contractor or release him from his obligation to perform and

deliver to The City sound and satisfactory materials, equipment or supplies. The contractor agrees to pay the cost of all

tests on defective material, equipment or supplies or allow the cost to be deducted from any monies due him by The City.

26. For multi-year contracts the following clauses pursuant to OCGA 36-60-13 apply: (1) The contract shall terminate absolutely

and without further obligation on the part of The City or County at the close of the calendar year in which it was executed

and at the close of each succeeding calendar year for which it may be renewed; (2) The contract may provide for

automatic renewal unless positive action is taken by The City or County to terminate such contract, and the nature of such

action shall be determined by The City or County and specified in the contract; (3) The contract shall state the total

obligation of The City or County for the calendar year of execution and shall further state the total obligation which will be

incurred in each calendar year renewal term, if renewed; and (4) The contract shall provide that title to any supplies,

materials, equipment, or other personal property shall remain in the vendor until fully paid for by The City.

27. Unless otherwise specified The City reserves the right to award each item separately or on a lump sum basis, whichever is

in the best interest of The City.

28. The successful bidder shall secure all permits, license certificates, inspections (permanent and temporary) and occupational

tax certificate, if applicable, before any work can commence. Contractor as well as any and all known subcontractors must

possess or will be required to obtain a City of Albany Occupational Tax Certificate or Registration.

29. The successful bidder on motor vehicle equipment shall be required to furnish with delivery of vehicle, Certificate of Origin

and Georgia vendors shall provide Georgia Motor Vehicle form MV1.

30. The City reserves the right to reject any and all bids, to waive any informalities in the bid process, and to award the

contract as may be in the best interest of the City and/or re-advertise for bids.

31. Local bidder (domiciled in Albany City Limits) will receive bid in the event of tie bids. In the case of tie bids between out of

town companies or between local concerns, evaluated as equal, bid will be recommended or awarded by chance coin toss,

or drawing straws. The Board of Commissioners passed a local preference ordinance on January 27, 2015.

Where applicable, this ordinance will govern. Local preference will not be a basis for award on bids that are

federally funded.

32. No bidder writing restrictive specifications for The City will be allowed to bid on the project.

33. Reasonable grounds for supposing that any bidder is interested in more than one bid for the same item will be considered

sufficient cause for rejection of all bids in which he/she is interested.

34. A contract will not be awarded to any corporation, firm or individual who is, from any cause, in arrears to The City/County

or who has failed in any former contract with The City to perform work satisfactorily, either as to the character of the work,

the fulfillment of the guarantee, or the time consumed in completing the work.

35. It is mutually understood and agreed that if any time the Procurement Officer shall be of the opinion that the contract or

any part thereof is unnecessarily delayed or that the rate of progress or delivery is unsatisfactory, or that the contractor is

willfully violating any of the conditions or covenants of the agreement, or is executing the same in bad faith, the

Procurement Officer shall have the power to notify the aforesaid contractor of the nature of the complaint. Notification shall

constitute delivery of notice, or letter, to address given in bid/proposal. If after three working days of notification the

conditions are not corrected to the satisfaction of the Procurement Officer, he shall thereupon have the power to take

whatever action he may deem necessary to complete the work or delivery herein described, or any part thereof, and the

expense thereof, so charged, shall be deducted from any paid by The City out of such monies as may become due to the

said contractor, under and by virtue of this agreement. In case such expense shall exceed the last said sum, then and in

that event, the bondsman or the contractor, his executors, administrators, successors, or assigns, shall pay the amount of

such excess to The City on notice by the Procurement Officer of the excess due.

36. Contracts may be cancelled by The City with or without cause with 30-day written notice.

37. Any complaint from bidders relative to the Invitation to Bid or any attached specifications should be made prior to the time

of opening of bids, otherwise such complaint cannot be properly considered.

38. Any bidder may withdraw his bid at any time before the time set for opening of bids. No bid may be withdrawn without

cause in the 60-day period after bids are opened.

39. All questions, inquiries and requests for clarification shall be directed to Procurement.

40. Prior to submission, all bidders are encouraged to check the website at www.albanyga.gov or call the

Procurement Office at 229-431-3211 for any addendums.

PROCUREMENT FORM - Revised 11/18/2021

Bid Ref. #24-018

Traffic Signal Upgrades

SPECIAL INSTRUCTIONS

TRAFFIC SIGNAL UPGRADES

BID REF. #24-018

1. General Information: The project consists of traffic signal and pedestrian crossing upgrades to

the City street intersection of E. Broad Avenue and N. Broadway Street and also the intersection

of E. Broad Avenue and Turner Field Road. Work includes demolition, clearing, erosion and

sedimentation measures, grading, handicap ramp installation, pavement striping & signage, traffic

signal installation; including mast arm poles, pull boxes with connections by directional bore,

signal loops, pedestal poles with signal heads and all associated work as required. Additional

contract documents including the bid form are available here:

https://www.dropbox.com/sh/ejiun43o1lqbwwj/AAAd9n5DWwzm-XofcI29lXZfa?dl=0

2. Contractor's bid shall include all necessary labor, materials, tools, equipment, and all other items

necessary to complete the contract requirements in accordance with specifications, general

conditions, special instructions to bidders and all other provisions included in this invitation to bid.

3. Bidder shall be responsible to visit the job site and familiarize himself with the local conditions.

4. No bid may be withdrawn for a period of sixty (60) days from the bid opening date.

5. The Owner reserves the right to reject any and all bids and to waive any informalities in the

bidding process.

6. The Owner of this project is the City of Albany.

7. Contract Time: Contract (base bid) must be completed within one hundred fifty (150)

calendar days following the issuance of the Notice to Proceed. Performance will be monitored and

documented by the Project Manager. Not completing this contract within the time specified may

hamper the contractor’s ability to secure future contracts with the City.

8. Liquidated Damages: Time is an essential element of the Contract, and any delay in the

prosecution of The Work may inconvenience the public, obstruct traffic, or interfere with business.

In addition to the aforementioned inconveniences, any delay in completion of The Work will

always increase the cost of engineering. For this reason, it is important that the work be pressed

vigorously to completion. Should the Contractor fail to complete the work within the time

stipulated in the Contract or within such extra time that may be allowed, charges shall be

assessed against any money due or that may become due the Contractor in accordance with the

rate of eighty five ($85) per calendar day.

9. Bid Bond: Each bid shall be accompanied by a certified check, cashier’s check, cash, or bid bond

(surety) acceptable to the Owner, in an amount equal to at least five (5%) percent of the bid,

payable without condition to the Owner as a guaranty that the bidder, if awarded the contract,

will promptly execute the Agreement in accordance with the bid and other contract documents,

and will furnish good and sufficient bond for the faithful performance of the same, and for the

payment to all persons supplying labor and material for the work. The bid bond must be

presented in its original form. Copies are not acceptable.

10. Performance Bond and Payment Bonds: A 100% Performance Bond and 100% Labor and

Materials Payment Bond will be required of awarded bidder. All bonds must be submitted to the

Procurement Office before work can commence. The bonds must be presented in their original

form. Copies are not acceptable.

Bid Ref. #24-018

Traffic Signal Upgrades

11. Bid Form: Bid form must be submitted on the bid form provided by the City of Albany. Bid is for

a lump sum contract and will be awarded to the responsive and responsible bidder submitting the

lowest total base bid.

12. General Insurance Requirements: Contractor shall maintain insurance with companies

licensed to do business in the State of Georgia acceptable to the City for the protection of the

City and name it as an additional insured, against all claims, losses, costs or expenses arising out

of injuries or death of persons whether or not employed by contractor, whether arising from the

acts or omission, negligence or otherwise of contractor or any of its agents, employees, patrons,

or other persons, and growing out of work being done by Contractor on behalf of City, such

policies to provide for a liability limit on account of each accident resulting in the bodily injury or

death of not less than One Million ($1,000,000) Dollars, a liability limit of not less than One

Million ($1,000,000) Dollars for each accident for property damage. Contractor shall also carry

product/completed operations liability insurance for personal injuries and/or death in the amount

not less than One Million ($1,000,000) Dollars for any one person. Contractor shall maintain a

combined single liability limit of One Million ($1,000,000) Dollars covering owned, non-owned,

leased, and hired vehicles. Contractor shall furnish to the City satisfactory evidence that it carries

Worker’s Compensation Insurance in the statutory limits of Georgia and Employers’ Liability with

limits of liability of no less than One Hundred Thousand ($100,000) Dollars of each

accident/disease. These polices must also contain a waiver of subrogation in favor of the City of

Albany. Contractor shall furnish evidence to the City of the continuance in force of said policy’s

declaration page (s) to the Procurement Agent. Acceptable proofs of insurance: (i) a Certificate of

Insurance with Additional Insured Endorsement (a Certificate of Insurance by itself is not

acceptable) or (ii) Declaration Pages of the insurance policies listed below which show the City of

Albany as additional insured. All insurance policies must provide that the City of Albany will be

notified within 30 days of any changes, restrictions, and/or cancellation. The City’s sole judgment

shall control as to the sufficiency of the coverage.

13. Indemnity Agreement: An executed copy of this form should accompany your bid and must

be completed for contract award. (See attached).

14. Governing Law & Venue: An executed copy of this form should accompany your bid. (See

attached).

15. Certificate of Non-Collusion: An executed copy of this form should accompany your bid. (See

attached).

16. Drug Free Workplace: An executed copy of this form should accompany your bid. (See

attached).

17. Debarred Bidders Integrity Form: An executed copy of this form should accompany your bid.

(See attached).

18. Permits & Fees: Within five (5) days following the issuance of the Notice to Proceed, the

contractor shall apply for all permits. Failure to do so may result in award of this contract to the

next lowest bidder and the original contractor may be billed for the difference in price. The

contractor shall secure all permits, license certificates, inspections (permanent and temporary)

and occupational tax certificate(s) before any work can commence. This documentation should

be on file in the Procurement Office prior to the start of any work associated with this contract.

The contractor is required to contact the Project Manager, Ken Breedlove, at 229-302-

1874 within five (5) days of completion for a final inspection. Contractor as well as any

Bid Ref. #24-018

Traffic Signal Upgrades

This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

Number	Bid Name	Pre-Bid	Bid Opening	Bid Tabulation
24-018	Traffic Signal Upgrades	09/27	10/20/2023

Traffic Signal Upgrades

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See also