notice to bidders


                        NOTICE TO BIDDERS


Sealed bids will be received by the Secretary of the Board of Education for the Charles City Community School District at the Central Services Office located at 500 North Grand Avenue, Charles City, Iowa, before 11:00 A.M. on the 22ND day of August 2019, for the construction of the Baseball & Softball Field Improvement Project as described in the plans and specifications therefore, now on file in the Board Secretary.

Bids will be opened, and the amount of the bids announced at the time and date specified above.

A Board of Education meeting starting at 6:15 P.M. on the 26th day of August, 2019 in the 7th Grade Gather Space at the Charles City Middle School, 1200 First Avenue, for the Charles City Community School District or at such time, date and places as then may be fixed, the Board of Education will act upon bids for the construction of said improvements.

The location and description of the work to be done and the kinds and sizes of materials proposed to be used are as follows:


Project is located at Charles City High School, 1 Comet Drive, Charles City, Iowa.

Project includes all labor, materials and equipment necessary to
construct new high school baseball field and soft ball field
along with removing and reconstructing portions of Comet Drive
as needed to facilitate construction of baseball field,
construction of new retaining walls and miscellaneous associated
work, including cleanup.

The method of construction of all improvements shall be by contract in accordance with the plans and specifications and general stipulations for said improvements approved by the Board of Education for the Charles City Community School District.

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All bids in connection therewith shall be submitted to the Board Secretary of said School District on or before the time herein set for receiving bids. All bids shall be made on official bidding blanks furnished by the School District, and any alterations in the official form of proposal will entitle the Board of Education, at its option, to reject the proposal involved from consideration. Each bid shall be sealed and plainly identified.

Each bid shall be accompanied by a bid security in a sealed envelope by either (1) a certified or cashier’s check drawn on a solvent Iowa chartered bank or a bank chartered under the laws of the United States, or a certified share draft drawn on a credit union in Iowa or chartered under the laws of the United States, in an amount equal to 5% of the bid, or (2) a bid bond executed by a corporation authorized to contract as a surety in the State of Iowa, in the penal sum of 5% of the bid. CONTRACTOR shall determine amount of bid bond based on the amount of the base bid and all alternate construction bid items.

The bid security should be made payable to the Charles City Community School District. The bid security must not contain any conditions either in the body or as an endorsement thereon. The bid security shall be forfeited to the School District as liquidated damages in the event the successful bidder fails or refuses to enter into a contract within 15 days after the award of contract and post bond satisfactory to the School District insuring the faithful fulfillment of the contract and the maintenance of said work, if required, pursuant to the provisions of this notice and other contract documents. Bidders shall use the bid bond form included in the specifications.

In accordance with Iowa statutes, a resident bidder shall be allowed a preference as against a nonresident bidder from a state or foreign country if that state or foreign country gives or requires any preference to bidders from that state or foreign country, including but not limited to any preference to bidders, the imposition of any type of labor force preference, or any other form of preferential treatment to bidders or laborers from that state or foreign county. The preference allowed shall be equal to the preference given or required by the state or foreign country in which the nonresident bidder is a resident. In the instance of a resident labor force preference, a nonresident bidder shall apply the same resident labor force preference to a public improvement in this state as would be required in the construction of a public improvement by the

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state or foreign country in which the nonresident bidder is a resident.

Failure to submit a fully completed Bidder Status Form with the bid may result in the bid being deemed nonresponsive and rejected.

If it is determined that adherence to these Iowa statutory requirements may cause denial of federal funds which would otherwise be available for a public improvement, or would otherwise be inconsistent with requirements of any federal law or regulation, the application of Iowa Code Chapters 73 and 73A shall be suspended to the extent necessary to prevent denial of the funds or to eliminate the inconsistency with federal requirements.

By virtue of statutory authority, a preference will be given to products and provisions grown and coal produced within the State of Iowa.

The School District reserves the right to reject any or all bids, to waive informalities or technicalities as allowed by law in any bid and to enter into such contract as it shall deem in the best interest of the School District.

The School District reserves the right to defer acceptance of any proposal for a period not to exceed thirty (30) calendar days from the date of letting.

The successful bidder will be required to furnish a bond in an amount equal to one hundred (100) percent of the contract price, said bond to be issued by a responsible surety approved by the Board of Education and listed in the U.S. Treasury Department's most current list (Circular 570, as amended) and authorized to transact business in the State of Iowa and shall guarantee the faithful performance of the contract and the terms and conditions therein contained and shall guarantee the prompt payment for all materials and labor to all persons, firms, subcontractors, and corporations furnishing materials for or performing labor in the prosecution of the work and protect and save harmless the School District from claims and damages of any kind caused by the operations of the Contractor, and shall guarantee the work against faulty workmanship and materials for a period as required by the specifications after its completion and acceptance by the Board of Education.

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It is anticipated Notice to Proceed will be issued by September 10, 2019. Work for the base bid items shall be substantially completed no later than November 30, 2019.

Bidders shall be expected to comply with Chapters 91C and 103A of the Code of Iowa concerning the registration and bonding of construction contractors and the successful bidder shall be required to supply the Charles City Community School District with proof of said compliance.

At least ten (10) days before each progress payment falls due (but not more often than once a month), the CONTRACTOR will submit to the ARCHITECT / ENGINEER a partial payment estimate filled out and signed by the CONTRACTOR covering the work performed during the period covered by the partial payment estimate and supported by such data as the ARCHITECT / ENGINEER may reasonably require. If payment is requested on the basis of materials and equipment not incorporated in the work but delivered and suitably stored at or near the site, the partial payment estimate shall also be accompanied by such supporting data, satisfactory to the School District, as will establish the School District's title to the material and equipment and protect his interest therein, including applicable insurance. The ARCHITECT / ENGINEER will, within fifteen (15) days after receipt of each partial payment estimate, either indicate in writing his concurrence of payment and present the partial payment estimate to the School District, or return the partial payment estimate to the CONTRACTOR indicating in writing his reasons for refusing to concur with the partial payment estimate. In the latter case, the CONTRACTOR may make the necessary corrections and resubmit the partial payment estimate. The School District will, within thirty (30) days of presentation to Board of Education of a submitted partial payment estimate, pay the CONTRACTOR a progress payment on the basis of the approved partial payment estimate. The School District shall retain five (5) percent of the amount of each payment until final completion and acceptance of all work covered by the contract documents.

The bidders' attention is called to the prompt payment to the subcontractors, under Chapter 573.12 of the Code of Iowa.

Liquidated damages in the amount of One Thousand Dollars ($1,000) per calendar day will be assessed for each calendar day that work on the total project, or portions of the contract where specific completion dates are specified or otherwise

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agreed to, that remain uncompleted after the end of the contract period, with due allowance for extensions of the contract period due to conditions beyond the control of the contractor.

The CONTRACTOR will indemnify and save the School District or the School District's agents harmless from all claims growing out of the lawful demands of subcontractors, laborers, workmen, mechanics, materialmen, and furnishers of machinery and parts thereof, equipment, tools, and all supplies, incurred in the furtherance of the performance of the work. The CONTRACTOR shall furnish satisfactory evidence that all obligations of the nature designated above have been paid, discharged, or waived. If the CONTRACTOR fails to do so the School District may, after having notified the CONTRACTOR, either pay unpaid bills or withhold from the CONTRACTOR'S unpaid compensation a sum of money deemed reasonably sufficient to pay any and all such lawful claims until satisfactory evidence is furnished that all liabilities have been fully discharged whereupon payment to the CONTRACTOR shall be resumed, in accordance with the terms of the contract documents, but in no event shall the provisions of this sentence be construed to impose any obligations upon the School District to either the CONTRACTOR, his Surety, or any third party. In paying any unpaid bills of the CONTRACTOR, any payment so made by the School District shall be considered as a payment made under the contract documents by the School District to the CONTRACTOR and the School District shall not be liable to the CONTRACTOR for any such payments made in good faith.

Prior to substantial completion, the School District, with the approval of the ARCHITECT / ENGINEER and with the concurrence of the CONTRACTOR, may use any completed or substantially completed portions of the work. Such use shall not constitute an acceptance of such portions of the work. The School District shall the right to enter the premises for the purpose of doing work not covered by the contract documents. This provision shall not be construed as relieving the CONTRACTOR of the sole responsibility for the care and protection of the work, or the restoration of any damaged work except such damage as may be caused by agents or employees of the School District.

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Upon completion and acceptance of the work, the ARCHITECT / ENGINEER shall issue a certificate that the work has been accepted by him under the conditions of the contract documents. Final payment will be made not less than thirty-one (31) days after completion of the work and acceptance by the City subject to the conditions and in accordance with the provisions of Chapter 573 of the Code of Iowa.

The School District will issue a sales tax exemption certificate applicable for all materials purchased for the project.

Plans and specifications governing the construction of the proposed improvements have been prepared by SKOTT & ANDERSON ARCHITECTS / VEENSTRA & KIMM, INC. of Mason City, Iowa, said plans and specifications and the prior proceedings of the Board of Education referring to and defining said proposed improvements are hereby made a part of this notice and the proposed contract by reference, and the proposed contract shall be executed to comply therewith.

Copies of said plans and specifications and form of contract are now on file in the office of the Board Secretary and may be examined at Charles City Community School District Office. The ARCHITECT / ENGINEER shall make available and distribute plans and specifications in accordance with the Code of Iowa. Paper copies of the project’s contract documents, including all drawings, plans, specifications, and estimated total costs of the proposed public improvement will be made available for distribution at no charge to prospective bidders, subcontractor bidders, suppliers, and contractor plan room services. If a deposit is required as part of a paper contract documents distribution policy by the public owner, the deposit shall not exceed two hundred fifty dollars per set. Complete sets of the plans, specifications, and bidding documents may be obtained from ARCHITECT / ENGINEER at the ARCHITECT’S / ENGINEER’S office located at 2800 Fourth Street SW, Mason City, Iowa 50401.

Payment of Plan Deposit in the sum of Forty Dollars ($40) will be required for all contractors and suppliers requesting bidding documents. This payment is refundable upon return of the bidding documents within fourteen (14) days after award of the project in good reusable condition. If the contract documents are not returned in a timely manner and in good reusable condition, the deposit shall be forfeited to ARCHITECT / ENGINEER. Plan deposit checks shall be made out to Veenstra & Kimm, Inc.

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Bidders who request bidding documents be mailed or shipped to them shall designate a mailing address and pay shipping / mailing costs in the amount of $15 for standard USPS mail delivery or normal UPS ground deliver. Any special shipping / mailing requests will be at bidders’ cost. Checks for shipping / mailing shall be made out to Veenstra & Kimm, Inc.

Plans, specifications and bidding documents may also be obtained electronically upon request in pdf format via electronic media (DVD, CD, or flash drive) or by email where file size will allow by contacting the ARCHITECT / ENGINEER.

Any Bidder or equipment supplier whose firm or affiliate is listed in the GSA publication “List of Parties Excluded from Federal Procurement and Non-procurement Programs” will be prohibited from the bidding process. Anyone submitting a bid who is listed in this publication will be determined to be a non-responsive bidder in accordance with 40 CFR Part 31.

This notice is given by order of the Board of Education of the Charles City Community School District, Charles City, Iowa.



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