BID SPECIFICATIONS
Two New Fuel Pumps for Stanhope DPW
BID OPENING DATE: September 19, 2013
TIME: 10:00 A.M.
BOROUGH OF STANHOPE
SUSSEX COUNTY
NEW JERSEY
MAYOR
Rosemarie Maio
BOROUGH COUNCIL MEMBERS
James Benson
Doreen Thistleton
Michael Depew
Patricia Zdichocki
Diana Kuncken
William Thornton
BOROUGH ADMINISTRATOR
Brian McNeilly
Bid Package Fee
$10
(non-refundable) August 2013
Laddey, Clark & Ryan, LLP ©
BOROUGH OF STANHOPE
NOTICE TO BIDDERS
NOTICE is hereby given that separate sealed bids will be received by the Clerk of the Borough of Stanhope, Sussex County, New Jersey, at the Stanhope Borough Municipal Building, 77 Main Street, Stanhope, New Jersey 07874, on September 19, 2013, at 10:00 a.m. prevailing time, bids will be opened and publicly read at this time. Bids are sought for the following items:
Two New Fuel Pumps for Stanhope DPW
Specifications and bid forms may be obtained by any interested bidder at the Stanhope Borough Municipal Building, 77 Main Street, Stanhope, New Jersey 07874, in the office of the Stanhope Borough Clerk, during normal business hours upon payment of the non-refundable $10 fee. Bids must be submitted in standard proposal form and must be enclosed in a sealed envelope with the name and address of the bidder on the outside addressed to the Borough Clerk, Borough of Stanhope, 77 Main Street, Stanhope, New Jersey 07874, to be accompanied by a certified check, cashier's check, or bid bond made payable without condition to the Borough of Stanhope in an amount of ten (10%) percent of the bid, but not to exceed $20,000 (N.J.S.A. 40A:11-21). The Borough will not be responsible for late mail deliveries and no bids will be accepted after the time stipulated in the NOTICE TO BIDDER.
The Borough Mayor and Council reserves the right to award a contract in its sole discretion and further reserves the right to reject any and all bids, waive irregularities, and decide as to the responsibility of the bidders.
Bidders are required to comply with the requirements of N.J.S.A. 10:5-31 et seq. and N.J.A.C. 17:27, the law against discrimination (Affirmative Action).
Borough Clerk
BOROUGH OF STANHOPE
Municipal Building
77 Main Street
Stanhope, New Jersey 07874
INFORMATION FOR BIDDERS
Two New Fuel Pumps for Stanhope DPW
1.TWO NEW FUEL PUMPS TO BE PROVIDED AND INSTALLED
The Borough of Stanhope is seeking sealed competitive bids forproviding and installing one new gasoline fuel pump and one new diesel fuel pump atthe Stanhope DPW Building, Smith Street, Stanhope, New Jersey 07874. The work is as follows:
The successful bidder shall remove and discard the existing gasoline and diesel fuel pumps and shall provide and install one new gasoline fuel pump and one new diesel fuel pump with monitoring systems at the Stanhope DPW Building. The Borough is requesting alternate bids for two different monitoring systems and each bidder shall provide a base bid and alternate bids for each monitoring system. All work to be completed within thirty (30) days of the contract award. The fuel pumps may not be out of operation for a period of more than four (4) business days. A violation of this requirement shall result in daily delay damages as provided for in the Contract.
The above work is more particularly described in Exhibit “A” Specifications attached hereto.
2.GENERAL CONDITIONS OF BID
A.All bid prices shall be in both words and figures. Signature shall be in ink and in longhand. Proposals which are incomplete, conditional or obscure, may be rejected as informal.
B.No oral or telephonic proposals or modifications of proposals will be considered.
C.Proposals shall be submitted in a sealed, opaque envelope marked with the name of the bidder and marked “Two New Fuel Pumps for Stanhope DPW.”
D.Bids shall be addressed to:
Borough Clerk
BOROUGH OF STANHOPE
Municipal Building
77 Main Street
Stanhope, New Jersey 07874
E.All mailed bids shall be mailed using a formal mailing procedure such as Certified or Registered Mail, Return Receipt.
F.Alternatively, bids may be hand delivered prior to the date and hour specified, to the Borough Clerk at the above address.
G.Bids will be received no later than 10:00 a.m. onSeptember 19, 2013, at which time all received bids will be publicly opened and read at the Municipal Building, 77 Main Street, Stanhope, New Jersey.
H.Bidder assumes responsibility for having the bid in the hands of Stanhope Borough on time whether the bid is mailed or hand delivered by courier.
I.Addenda, if any, issued before opening of bids, shall be taken into account and included in any proposal.
J.No verbal answer will be given to any inquiries in regard to the meaning of the specifications, nor will any verbal instructions be given previous to the award of the bid. No verbal statement regarding the bid by any persons previous to the award of the bid will be authoritative. Any explanation desired by any bidder must be requested in writing. If reply is made, it will be communicated to all bidders who have indicted their intention to bid.
K.All requests pertaining to the above must be brought to the attention of Stanhope Borough not later than ten (10) days prior to the opening of the bids.
L.The attached specifications describe the work to be performed. These specifications are intended to provide a common standard to which all parties may bid.
M.If the bidder is not going to furnish the item exactly as described, all deviations, even if bidder believes the deviation exceeds what is described, must be listed. For each deviation taken, the bidder must include a detailed technical description of what will be furnished as well as an explanation of why the deviation equals or exceeds the item in the specifications.
N.The bidder shall be required to provide proof of insurance listing the Borough of Stanhope as an additional named insured. The successful bidder’s insurance coverage shall be not less than the following:
(A)Commercial General Liability Insurance with a limit of not less than $2,000,000.00;
(B)Comprehensive Automobile Liability Insurance with a limit of not less than $1,000,000.00;
(C) Workers Compensation and Employers Liability Insurance of not less than $1,000,000.00 for bodily injury by accident, $1,000,000.00 for occupational disease and $1,000,000.00 aggregate limit;
(D)General Aggregate Liability Insurance with a limit of not less than $3,000,000.00 combined single limit for bodily injury and property damage specifically dedicated to the project with separate limits of liability.
O.All bids must be completed on the enclosed form. No other forms or specifications are to be used. By rejecting any bids not so submitted, the Borough will insure that all bidders are bidding on the same standard so a fair evaluation can take place.
P.The price quoted shall be the price at the time the work is to be performed for the Borough of Stanhope.
Q.All items furnished shall conform with the applicable specifications included in the bid documents.
R.Within sixty (60) days of the opening of bids, the Stanhope Borough Mayor and Council will award the contract to the lowest responsible bidder, or reject all bids received. If additional time is required beyond sixty days, the Borough of Stanhope must request permission to do so from the three apparent lowest responsible bidders for an additional period of time to be agreed upon by the Borough of Stanhope and the bidders.
S.The Borough of Stanhope will provide for the execution of the contract within twenty-one (21) days of the award of contract.
T.The Borough of Stanhope is exempt from any State Sales Tax or Federal Excise Tax.
U.Payments will be made upon the approval of vouchers submitted by the successful bidder(s) in accordance with the requirements of the Borough of Stanhope and subject to the Borough's customary procedures. The Borough shall, within 20 days of receipt of each invoice for payment, either indicate in writing its approval of payment and present the invoice for payment to the Governing Body, or return the invoice for payment to the contractor indicating in writing its reasons for refusing to approve payment. If the invoice is returned, the contractor may make the necessary corrections and re-submit the invoice for payment. The Governing Body shall review the invoice at its next regularly scheduled meeting. Upon approval of the invoice by the Governing Body, the Borough shall make payment within 30 days pursuant to N.J.S.A. 2A:30A-1 et seq.
V.As stated on the sheet provided, General Bid Conditions must be met satisfactorily.
W.Where applicable, items of foreign origin must be so indicated. Bidder's signature to the bid proposal shall be taken as certification that all manufactured articles, materials, and supplies not so indicated, have been made or produced in the United States.
X.As required by P.L. 1977, c.33, a Public Disclosure Statement, as provided, must be completed and included with the bid.
Y.Bidder will faithfully execute and carry out all requirements of P.L. 1975, c.127. For those bidders whose firm employs less than fifty employees, an Affirmative Action Affidavit is to be provided.
Z.A certificate is required showing that the bidder submitting the bid owns, leases, or controls all necessary equipment required by specifications.
AA.As required by the New Jersey Prevailing Wage Act (P.L. 1963, c.150), and the provisions of State Labor Laws, prevailing wage and labor laws must be complied with by the successful bidder.
BB.All bonding requirements as set forth in Section VIII below must be strictly adhered to. This includes the bid surety and performance bond requirements in that section.
3.REJECTION OF BIDS
Stanhope Borough reserves the right to reject any and all bids submitted. Stanhope Borough also reserves the right to waive any irregularities or immaterial variances from the specifications and bid documents, if in its judgment, the interests of the municipality will be best served.
Stanhope Borough retains the right to reject any and all bids if an error within these bid specifications is found prior to or after the bid date. Stanhope Borough additionally retains the right to reject any and all bids if any or all parts of the specifications are not complied with, regardless of total bid price. Final decision of whether or not a bid complies with these specifications is solely the judgment of Stanhope Borough. Each bidder agrees to accept the decision of Stanhope Borough as final without recourse or prejudice.
Each bid submitted must contain a non-collusion statement, signed by an authorized person on behalf of the bidder. All exceptions and/or deviations to these specifications shall be listed on the form provided.
4. AWARD OF CONTRACT
A.Competency and responsibility of bidder, in the field of fuel pumps, will be considered in making the award. Stanhope Borough reserves the right to reject any or all bids and to waive technicalities or informalities in its best interest. Proposals may be rejected if they show any omissions, alterations of form, additions or deductions not called for, conditional or uninvited alternate bids, or irregularities of any kind. Proposals in which the prices are unbalanced may be rejected. Claims on account of mistakes in or omissions in bids will not be considered, except as specifically permitted by law.
B.Before awarding a contract, Stanhope Borough may require the apparent low bidder to qualify itself as a responsible bidder by furnishing:
(a)A financial statement showing assets and liabilities of bidder current to a date within thirty (30) days of opening bids.
(b)A listing of not less than ten (10) fuel pump projects for entities in New Jersey.
Should Stanhope Borough determine the apparent low bidder is not the lowest responsible bidder, the apparent low bidder will be notified and its bid security shall be returned without prejudice.
5.PAYMENT
The Borough shall, within 20 days of receipt of each invoice for payment, either indicate in writing its approval of payment and present the invoice for payment to the Governing Body, or return the invoice for payment to the contractor indicating in writing its reasons for refusing to approve payment. If the invoice is returned, the contractor may make the necessary corrections and re-submit the invoice for payment. The Governing Body shall review the invoice at its next regularly scheduled meeting. Upon approval of the invoice by the Governing Body, the Borough shall make payment within 30 days pursuant to N.J.S.A. 2A:30A-1 et seq.
Payment to be made in accordance with the Borough of Stanhope's requirement for submission of invoice and vouchers and approval by authorized officials. Acceptance of the final payment by the bidder shall be understood to be a release of all claims against the Borough of Stanhope for payment.
6. BONDING
Surety in the form of a bid bond, certified check, or cashier's check in the amount of ten (10%) percent of the total bid, but not in excess of $20,000, is required.
All bid security, except the security of the three apparent lowest responsible bidders, shall be returned within ten (10) days of the opening of bids. Within three (3) days after signing of the contract, the bid security of remaining unsuccessful bidders shall be returned to them.
A performance bond or guarantee must be provided by the lowest responsible bidder. The bidder must submit a certificate from a surety company (CONSENT OF SURETY) stating that the surety company will provide the bidder with a performance bond if the bid proposal is accepted.
Failure to submit this certificate from a surety company with the bid proposal shall cause the bid proposal to be rejected.
The surety company must be authorized to transact business in the State of New Jersey and must be satisfactory to the Borough of Stanhope.
The certificate (CONSENT OF SURETY) must be drawn to the Borough of Stanhope in an amount equal to one hundred (100%) percent of the proposal amount.
The certificate (CONSENT OF SURETY) shall be obtained for a bond -
A.For the faithful performance of all provisions of the specifications or for all matters which may be contained in the notice to bidders and/or the bid specifications, relating to the performance of the contract or agreement, and
B.For a guarantee bond for the faithful performance of the contract provisions relating to the repair and maintenance of any work, project or facility and its appurtenances and keeping the same in good serviceable condition during the term of the bond as provided for in the notice to bidders or in the specifications, and/or
C.In such other form as may be provided in the notice to bidders or in the specifications.
D.Forfeiture: If the Borough notifies a bidder that they accept his proposal and the bidder failed to sign the contract or comply with any of the terms of the bid specifications and bidder's proposal, owner reserves the right to award the contract to the next lowest responsible bidder or re-advertise for bids. The defaulting bidder shall pay to the owner the difference between the amount of his bid and any higher amount for which the owner may contract for the required work plus and re-advertising costs incurred, consultants' fees, legal fees or other expenses occurred by reason of the default. The bid security of the defaulting bidder shall be applied on the account of the damages. If the amount of the difference between the defaulting bidder's bid and the actual bid awarded, plus expenses exceeds the amount of the bid security to recovery, the defaulting bidder shall pay the Borough the full amount of the excess.
7.SCHEDULING OF WORK
The successful bidder shall schedule and complete all work not later than thirty (30) days after the date of the award of contract by the Borough.
8.INDEMNIFICATION AND INDEPENDENT CONTRACTOR
A.Contractor shall indemnify and hold harmless Stanhope Borough from and against all claims, damages, losses and expenses, including all reasonable expenses incurred by Stanhope Borough based on any claims that may result or arise directly or indirectly, from or by reason of the performance of the contract or from any act or omission by the contractor, its agents, servants, employees or subcontractors and that results in any loss of life or property or in any injury damaged persons or property. Its indemnification shall include any alleged violations of patent, copyright or trademark laws. This indemnification shall be construed as broadly as possible in the favor of Stanhope Borough.
B.It is acknowledged by the bidder that it is an independent contractor and as such will be responsible for all damage, loss or injury to persons or property that may arise or be incurred during the conduct of the work. Bidder shall indemnify and hold harmless and defend the Borough from and against any and all liability for loss, damage, injury or expense which Stanhope Borough may suffer or for which the Borough may be held responsible during the performance of this contract.
9.WARRANTY
The bidder shall warrant the fuel pumps and monitoring systemsto be free from defects in material and workmanship under normal use and service for a period of two years from the date of completion of the work. The bidder shall provide a two year maintenance bond in the full amount of the bid price to the Borough upon the completion of the work.