Document (00 21 13) Instructions to Bidders
Rudolph/Libbe Inc. www.rlgbuilds.com
6494 Latcha Rd. Walbridge, Ohio 43465 v: 419.241-5000 f: 419.837.9373
Table of Contents
1.0 General Instructions
1.1 Document Hierarchy
1.2 Safety
1.3 Project Scheduling and Coordination
1.4 Temporary Facilities and Controls
1.5 (LEED) Leadership in Energy and Environmental Design
1.6 Employment Practices and Labor Standards
2.0 Bidding Procedures
2.1 Examination of Bid Documents, Contract Documents and the Site
2.2 Pre-Bid Meetings
2.3 Request For Interpretation
2.4 Substitutions - Clarifications
2.5 Bid
3.0 Bid Evaluation
4.0 Conditions Precedent for Execution of Subcontract or Purchase Contract
5.0 Definitions
1.0 General Instructions
1.1 Document Hierarchy
1.1.1 In the event of inconsistencies within, or between Bid Documents, and Contract Documents, the Bidder shall provide the better quality, or greater quantity of Work, and shall comply with the more stringent requirement as determined by Rudolph/Libbe Inc..
1.2 Safety
1.2.1 Bidders shall include all provisions, and any costs, that may affect its work in any way to comply with all safety and health requirements set forth in: the Rudolph/Libbe Inc. Safety Manual; OSHA Regulations; site specific safety plans, and any Owner safety requirements or work rules.
1.2.2 A post bid interview will be conducted with potential Subcontractors to review the bidders plan to properly perform and execute the work in a safe manner. Subcontractors are required to have their field person who will be on site and responsible for safety present at this interview. Failure to demonstrate the bidders plan to properly perform and execute the work in a safe manner will be cause for rejection.
1.2.3 Prior to starting any work on site, all Subcontractors will be required to submit a site-specific safety plan and safety manual; a notebook containing all of its applicable (MSDS) Material Safety Data Sheets which will be maintained in the Rudolph/Libbe Inc. field office for the duration of project.
1.2.4 All Subcontractors shall be required to complete daily pre-task plans, and conduct weekly tool box safety talks.
1.2.5 All Subcontractors are required to participate in (SST) Site Safety Team safety audits and project safety meetings while its workers are on site.
1.2.6 Hard hats, safety glasses, work boots, 3” sleeve shirts, long pants, and high visibility green upper garments shall be worn at all times for anyone working at, or visiting the project site.
1.2.7 Individual workers, and/or a Subcontractor who fails to abide by any of the occupational safety and health requirements, or other work rules shall be asked to leave the jobsite.
1.3 Project Scheduling and Coordination
1.3.1 Each bidder shall include in its bid all requirements, overtime and any other costs that may affect its work in any way to meet the project schedule milestone, and completion dates.
1.3.2 Each bidder shall include sufficient Project Management-Supervision time in its bid to assist with project sequencing, scheduling, and coordination of interrelated operations of the various trades to minimize interference, disruptions, hindrance, or delay of the project.
1.4 Temporary Facilities and Controls
1.4.1 Each bidder shall include in its bid all the required temporary facilities, and controls including but not limited to field offices, telephone-data services, material & tool storage trailers, temporary heat needed prior to building enclosure, temporary water, material hoisting, identifiable cleanup into containers provided by others, and all safety devices.
1.4.2 Temporary lighting per OSHA standards will be supplied by the Electrical Contractor. The bidder shall include any “Task Lighting” required to complete its work.
1.5 (LEED) Leadership in Energy and Environmental Design Projects
1.5.1 If this project is attempting LEED Certification, the Bidder shall include all requirements, and costs for its work needed to comply with United States Green Building Council, (LEED) 2009 reference standard and credit categories such as, Recycled Content of Materials, Regional Materials, Certified Wood, Low Emitting Materials, Construction Waste Management, and Construction Indoor, Air Quality Management requirements, as outlined in the Contract Documents.
1.5.2 The Bidder will be required to provide all submittals, product data, chain of custody certificates, and a cost breakdown for materials used in the project.
1.5.3 The Bidder shall include all provisions, and cost in its bid to separate recyclable demolition waste and construction waste generated by its work by material type to the maximum extent practical, and place waste materials into the appropriate containers, bins, trucks or at designated stockpile areas which will be provided by others.
1.6 Employment Practices and Labor Standards
1.6.1 Bidders shall comply with all Affirmative Action, Equal Employment Opportunity, programs.
1.6.2 If required, Bidders shall include all special business participation requirements for Small, Veteran, Disabled, Minority, and Women owned business enterprises as indicated in the Bid Documents, and Contract Documents.
1.6.3 If required, the Bidders shall include any Davis Bacon, Prevailing Wage, special Union agreements, or any other special wage requirements, with certified payroll reports submitted for verification, as indicated in the Bid Documents, Contract Documents, or Project Agreements.
1.6.4 If required, the Bidder shall include participation, and shall be enrolled in good standing with any Drug Free Workplace Programs indicated in the Bid Documents, Contract documents, or Project work rules.
2.0 Bidding Procedures
2.1 Examination of Bid Documents, Contract Documents and the Site
2.1.1 Before submitting a Bid, the Bidder shall examine all Bid Documents for all divisions of the work, and Contract Documents for the Project.
· Bid Documents, and Contract Documents may be obtained as indicated in the Invitation to Bid.
· Rudolph/Libbe Inc. Subcontract or Purchase Contract forms, including Terms and Conditions may reviewed at: http://www.rlcos.com/Subcontractor Portal/
2.1.2 Before submitting a Bid, the Bidder shall visit, examine and evaluate the site and related project conditions such as: site conditions; layout; surrounding areas; subsurface conditions; weather conditions; availability and cost of labor, equipment, and materials; include permits or licenses required by authorities having jurisdiction over the Project; and include these costs in the Bid.
2.1.3 The bidders failure to become acquainted with the extent and nature of the Work required to complete any portion of the Work in conformance with the requirements of the Bid Documents, and Contract Documents shall not be a basis for additional compensation.
2.2 Pre-Bid Meetings
2.2.1 The bidder shall attend any pre-bid meetings that have been scheduled by the Architect/Engineer, Contracting Authority, Owner, and Rudolph/Libbe Inc..
2.2.2 Additional compensation shall not be based upon the Bidders failure to attend pre-bid meetings which results in the Bidders incomplete knowledge and familiarity of the Projects requirements.
2.3 Request For Interpretation
2.3.1 If the Bidder finds any perceived ambiguity, conflict, error, omissions, or discrepancy with the Bid Documents, or Contract Documents, the Bidder shall submit a written Request for Interpretation (RFI) to Rudolph/Libbe within the time limits as indicated in the Bid Documents. If no time limit is indicated, all RFI’s are due within (7) seven days prior to the bid opening.
2.3.2 Written Addenda shall be issued by the Architect, Engineer, or Rudolph/Libbe Inc. to respond to the (RFI). Any responses by others that are not part of the Addenda shall not be binding, and the Bidder shall not rely upon the interpretation or clarification.
2.4 Substitutions - Clarifications
2.4.1 The bidder shall submit its request for any substitution with a complete description of the substitution, product data sheets, drawings, samples, and a statement of any changes that will be required to the Bid Documents, or Contract Documents within the time limits as indicated in the Bid Documents. If no time limit is indicated, all requests are due within (10) ten days prior to the bid opening. Only approved substitutions issued by Addendum shall be valid.
2.4.2 If a bid does not include any clarifications, it shall be considered complete with no irregularities, or deviations from the Bid Documents, or Contract Documents with no additional compensation entitled to the Bidder to correct any irregularities, or deviations to meet the project intent.
2.5 Bid
2.5.1 The Bidder shall include all relevant information on its bid including but not limited to the base bid amount, allowances included in the base bid, alternate bid items, unit prices, any requested itemized cost breakdowns, and shall acknowledge receipt of all addenda on its bid.
2.5.2 The bidder shall also note on its bid any special business participation included for Small, Veteran, Disabled, Minority, and Women owned business enterprises; or any Davis Bacon, Prevailing Wages included; and compliance with any Drug Free Workplace Programs noted as indicated in the Bid Documents, Contract documents, or Project work rules.
2.5.3 The Bid shall include all applicable permit fees, licenses, sales, and use tax.
2.5.4 The Bidder shall also include a separate itemized cost on its Bid to provide a Performance Bond.
2.5.5 Failure to provide the requested information shall be cause for the Bid to be considered “non-responsive”.
2.5.6 A Bid shall remain valid and open for acceptance as indicated in the Bid Documents, and Contract Documents. If no time period has been specified, the Bid shall be valid and open for acceptance for a period of 60 days after the bid opening date.
2.5.7 Bidder acknowledges that Rudolph/Libbe Inc. shall be relying on Bidder’s Bid as a component of Rudolph/Libbe Inc.’s contract price with the Owner, and accordingly, such bid shall not be modified, or withdrawn during the time period in which such bid is to remain open for acceptance under Section 2.5.6 above.
3.0 Bid Evaluation
3.1 Rudolph/Libbe Inc. reserves the right to accept or reject any or all bids, in whole or in part; accept or reject any alternates in any order; and award a Contract to any Bidder Rudolph/Libbe determines in its sole discretion to have submitted the most responsive and responsible bid that is in the best interest of the project, and provides the most value to the Owner.
3.2 A Bidder shall be considered responsive if the Bidder has responded to the Invitation to Bid; submitted a bid in accordance with the Instructions to Bidders, and the Bid contains no irregularities, or deviations, from the Bid Documents, or Contract Documents.
3.3 In determining whether a bidder is responsible, factors include but are not limited to: the Safety record of the Bidder, the experience of the Bidder, the proposed methods of construction, the financial condition of the Bidder, the conduct and performance of the Bidder, on previous contracts, the facilities of the Bidder, the management skills of the Bidder, and the Bidders ability to properly execute and perform the contract.
3.4 Subcontractor shall provide any information, or submittals requested by Rudolph/Libbe Inc. to evaluate responsibility of bidder.
3.5 For projects attempting LEED certification, LEED credit compliance will be evaluated in conjunction with price when selecting Suppliers, and Subcontractors.
3.6 A post bid interview will be conducted with potential Subcontractor - Vendors to review the bid, and the project requirements. Subcontractors are required to have their field person who will be on site and responsible for safety present at this interview. Failure to demonstrate the bidders plan to properly perform and execute the work in a safe manner will be cause for rejection.
4.0 Conditions Precedent for Execution of a Subcontract or Purchase Contract
4.1 A Subcontractor, or Vendor must be a “pre-approved” Rudolph/Libbe Inc. Subcontractor or Vendor per the requirements set forth in the Rudolph/Libbe Subcontractor Pre-Qualification process.
Go to http://www.rlcos.com/Subcontractor Portal/ for more information.
4.2 Submit current Certificate of Insurance (ACORD form is acceptable), and Ohio Workers Compensation Certificate.
4.3 If requested, submit a Bond comparable to A.M. Best Company policy holders rating of A- or better, and to support the Bond a Power of Attorney shall be submitted.
4.4 Electrical, Fire Protection, Plumbing, Hydronics, Refrigeration, Heating Ventilation, and Air Conditioning Contractors shall all submit proof of current licensing by applicable law.
5.0 Definitions
5.1 Addenda: Written or graphic instruments issued prior to execution of the Contract which modify, or interpret the Bid Documents, or Contract Documents.
5.2 Allowance: A sum in the amount stipulated in the Bid Documents that is included in the base bid and includes overhead and profit for a defined scope of the work, which may or may not be completely defined at the time of bidding.
5.3 Alternate: An amount stated in the bid to be added or deducted from the Base Bid if the corresponding change in the work as described in the Bid Documents is accepted.
5.4 Architect / Engineer: A person or entity responsible for providing professional design services for the Project.
5.5 Base Bid: The sum stated in the bid form for which the Bidder offers to perform the work as described in the Bid Documents as the base bid.
5.6 Bid: A complete and properly prepared proposal to do the work for a stipulated sum, submitted in accordance with the Bid Documents, and Contract Documents.
5.7 Bidder: A person or entity who submits a bid.
5.8 Bid Documents: Invitation To Bid; Instructions To Bidders; Bid Form; other contract forms and conditions, Drawings; Specifications; Scope of Work Outlines; Design Criteria; and Addenda.
5.9 Change Order: A document issued after the execution of the Contract that modifies the Contract.
5.10 Contract Documents: Contract; General and Special Conditions of the Contract; Supplementary Conditions of the Contract; Addenda; and Change Orders. Rudolph/Libbe Subcontract Agreements; Purchase Contracts; and Change Orders.
5.11 Material Supplier: A person or entity who undertakes to provide materials or supplies for the Project under a Purchase Contract Agreement with Rudolph/Libbe, including all persons in any tier.
5.12 Subcontractor: A person or entity who undertakes to provide labor, and other services to perform any part of the Work on the Project under a Subcontract Agreement with Rudolph/Libbe, including all persons in any tier.
5.13 Substitution: Article, device, material, equipment, form of construction, or other item proposed by the Bidder prior to the bid opening, and approved by the Architect/Engineer, or Rudolph/Libbe by Addendum, for incorporation or use in the Work as being functionally equivalent to essential attributes of a Basis of Design, or Acceptable Component specified in the Bid Documents.