Instructions to Bidders

1. Use of Separate Bid Forms

These Contract Document include a complete set of bidding and contract forms which are for the convenience of bidders and are not to be detached from the Contract Document, filled out, or executed. Separate copies of Bid Forms are furnished for that purpose.

2. Explanation to Bidders

Any explanation regarding the meaning or interpretation of contract drawings, specifications or other Contract Documents must be requested in writing, with sufficient allowance of time for receipt of reply before the time of bid opening. Any such explanations or interpretations shall be made in the form of addenda to the documents and shall be furnished to all bidders, who shall submit all addenda with their bids. Oral explanations and interpretations made prior to the bid opening shall not be binding.

3. Bidders' Understanding

Bidders should visit the work site to ascertain by inspection, pertinent local conditions such as location, character and accessibility of the site, availability of facilities, location and character of existing work within or adjacent thereto, labor conditions, etc. The City of Bend, hereinafter called City, shall make available to all prospective bidders, previous to the receipt of bids, information he may have as to subsoil conditions and surface topography at the work site. Such information shall be given, however, as the best factual information available without the assumption of responsibility for its accuracy or for any conclusions that the Contractor might draw therefrom.

4. Bid Requirements

Security required shall be submitted with the Contractor's Proposal, and failure to submit same shall be cause for rejection. The bidder, at his option, shall furnish a bid bond, postal money order, certified check, or may deposit in accordance with Treasury Department regulations, bond or notes of the United State (at par value) as security in the amount required. Security deposited by unsuccessful bidders will be returned as soon as practicable after opening. The amount of this bond shall be not less than 5% of the total amount bid and may be shown in dollars or on a percentage basis.

5. Preparation of Bids

a. Bids shall be submitted as required in the Invitation for Bids. Where more than one schedule is given in the Schedule of Bid Items, the bidder may bid on any combination of schedules. If a bidder does not wish to bid on a schedule, he shall check "No Bid" in the space provided on that schedule.

b. Bids shall be submitted on the forms provided or copies thereof, and must be signed by the bidder or his authorized representative. Any corrections to entries made on bid forms should be initial by the person signing the bid.

c. Bidders must quote on all items appearing on the bid forms, unless specific directions in the advertisement, on the bid form, or in the special specification allow for partial bids. Failure to quote on all items may disqualify the bid. When quotations on all items are not required, bidders shall insert the words "No Bid" where appropriate.

d. Alternative bids will not be considered unless specifically called for.

e. Telephone Facsimile (FAX) bids will be accepted on the following conditions:

1) The time factor does not allow any other means.
2) The bid is sent to a third party (not the City), sealed and presented to the City.
3) The signature is notarized.
4) The original is mailed to the City as soon as possible.

6. Submission of Bids

Bids must be submitted as directed in the Invitation for Bids.

7. Receipt and Opening of Bids

Bids shall be submitted prior to the time fixed in the Invitation for Bids. Bids received after the time so indicated shall be returned unopened.

8. Withdrawal of Bids

Bids may be withdrawn upon written or telegraphic request of the Bidder at any time prior to opening.

9. Presence of Bidders at Openings

At the time and place fixed for opening bids, the contents of all bids will be made public for the information of all bidders and other interested parties, who may be present in person or by representative.

10. Bidders Interested in More than One Bid 

If more than one bid is offered by one party, or by any person or persons representing a party, all such bids shall be rejected. A party who has quoted prices to a bidder is not thereby disqualified from quoting prices to other bidders, or from submitting a direct bid on his own behalf.

11. Award of Contract for Construction 

a. The low bidder(s) will be determined on the basis of the sum of the lowest prices for each appropriate Schedule or as specified in the Contract Document.

b. The Contract for Construction shall be awarded to the lowest responsible Bidder(s) as soon as practicable after the bid opening, subject to the reservations of paragraph 12 herein. The City reserves the right to waive any informality in bids at City's discretion.

c. The City reserves the right to wait until the protest period (14 days) have elapsed before entering into a written contract. In the event a protest is made, the City will not enter into a written contract until the protest is resolved.

d. Notice of Award, announcement of apparent low bidder is not a binding contract. Only a signed written contract will be binding to the City.

12. Rejection of Bids

The City reserves the right to reject any and all bids.

13. Contract, Bonds, and Insurance 

a. The Bidder to whom award is made shall enter into a written Contract for Construction with the City within the time specified in the Contractor's Proposal.

b. Payment and Performance Bond shall be furnished at the time of signing the Contract for Construction.

c. The insurance required by this Contract shall be written for not less than any limits of liability specified in the Contract Documents or required by law, whichever is greater. The specified limit of liability shall be a combined single limit of $1,000,000 per occurrence. The aggregate limit must be $2,000,000 in the event Contractor's liability insurance is subject to new commercial general liability coverage form. Claims-made coverage forms are not acceptable. The City shall be named co-insured and furnished at time contract signed.

14. Wages and Salaries

a. Attention of bidders is particularly called to the requirements concerning the payment of not less than the prevailing wage and salary rates specified in the Contract Documents and the conditions of employment with respect to certain categories and classifications of employees.

b. The rates of pay set forth in the wage rates contained in the Contract Documents are the minimum to be paid during the life of the Contact. It is, therefore, the responsibility of Bidders to inform themselves of local labor conditions, such as the length of workdays and work weeks, overtime compensation, health and welfare contributions, labor supply and prospective changes of adjustments of rates.

15. Subcontractors

Within seven (7) days of the bid opening, the apparent successful bidder shall submit the names of all subcontractors on the form provided, and list the work each subcontractor will be performing.