CITY OF RUTLAND
CITY HALL, 1 STRONGS AVENUE
POST OFFICE BOX 969
RUTLAND, VERMONT 05702
**++INVITATION TO BID++**
*Pursuant to Chapter 17 of the Revised Charter of the City of Rutland, Vermont*
*++sealed bids++ are requested for the following:*
**WATER TREATMENT FILTER SAND REPLACEMENT**
The City of Rutland is soliciting bids from contractors to remove the top 12-inch depth of sand from a filter at the City's Water Filtration Plant and replace it with new sand.
In order to be considered responsive to this request, each proposal will conform to the following requirements:
1. Submit two (2) copies of the Bid Sheet in a sealed envelope.
2. Clearly indicate the following information on the outside of the sealed envelope or package containing the bid:
Name and address of the Bidder
Due date and time
Envelope contents (e.g., Bid Documents)
Project name: "Water Treatment Filter Sand Replacement"
If any of the above requirements are not met, the bid will not be considered.
Before work begins, the Contractor shall provide the municipality with one or more Certificate(s) of Insurance showing evidence of all coverages required below and naming the municipality as an Additional Insured. All Certificates shall contain a provision stating that the coverages afforded under said policies will not be cancelled, materially changed, or not renewed without thirty (30) days written prior notice to the municipality, except ten (10) days for non-payment of premium.
The Contractor is responsible to verify that:
1. all subcontractors, agents or workers meet the minimum coverages and limits plus maintain current certificates of coverage for all subcontractors, agents and workers
2. all coverage shall include adequate protection for activities involving hazardous materials
3. all work activities related to the agreement shall meet minimum coverages and limits
Minimum insurance coverages are:
· Statutory Workers' Compensation Insurance \& Employers Liability Insurance - $1,000,000 per occurrence.
· Commercial General Liability Insurance including but not limited to Bodily Injury, Personal/Advertising Injury, Broad Form Property Damage, Products and Completed Operations Liability and Contractual Liability - $1,000,000 per occurrence and $2,000,000 in the aggregate annually.
· Property Insurance: "Open Perils" property coverage on a full replacement cost basis for all of the Contractor's real and personal property and the personal property of others in the Contractor's care, custody, or control located on or in any of the City's premises.
· Commercial Auto Liability Insurance covering all Owned \& Hired and Non-Owned vehicles, - $1,000,000 Combined Single Limit per occurrence.
No warranty is made that the coverages and limits listed herein are adequate to cover and protect the interests of the Bidder for the Bidder's operations. These are solely minimums that have been developed and must be met to protect the interests of the City.
All proposals become the property of the City upon submission. The cost of preparing, submitting and presenting a bid is the sole expense of the Bidder. The City reserves the right to reject any and all proposals received as a result of this solicitation, to negotiate with any qualified source, to waive any formality and any technicalities or to cancel this bid in part or in its entirety if it is in the best interests of the City. This solicitation of proposals in no way obligates the City to award a contract.
The City of Rutland considers illness and injury prevention of primary importance in all phases of its operations and administration. It is the objective of the City to provide a safe and healthful environment for all its workers and guests. For this reason, the City insists upon strict compliance with OSHA safety standards and environmental regulations. All consultants/contractors/vendors must be in compliance with all applicable laws and regulations including proper use of personal protective devices, trench protection, lockout/tagout procedures, confined space entry, and scaffolding assembly.
Contractors shall erect and maintain all necessary safeguards for such safety and protection. It shall be the duty and responsibility of all contractors and their respective subcontractors to be familiar with and comply with 29 USC Section 651, et seq., the Occupational Safety and Health Act of 1970, as amended ("OSHA Act") and to enforce and comply with all provisions of this Act. If the City observes any situations which are in violation of this requirement, the Contractor will correct the violation immediately at their own expense. Work may not continue until the violation is corrected. If the City observes repeated violations, the City will consider this a breach of contract and may terminate the contract between the City and the Contractor without liability. The Contractor will be paid for work completed, and the Contractor will be responsible for paying any fines incurred by the City because of actions of the Contractor.
All questions related to this Invitation to Bid shall be directed to Thomas Garofano, Water Treatment \& Distribution Manager at (802) 773-0379. Other than for very routine questions, all questions will be answered in writing and distributed to all prospective bidders.
Bids should be submitted to Sara Magro, Purchasing Agent in the City Clerk's Office and sent to arrive at the
City offices no later than:
**++Submittal Deadline: 4:00 PM, Tuesday, December 1st, 2026++** Bids received after the deadline will not beaccepted.
Bids will be opened at the regularly scheduled Rutland City Board of Finance meeting at City Hall on:
**++Proposal Opening: 4:30 PM Wednesday, December 2nd, 2026++**
Bids should be sent to:
Sara Magro, Purchasing Agent,
City of Rutland
P. O. Box 969
Rutland, VT 05702
Physical Address:
City Hall
52 Washington Street
Rutland, VT
**++SCOPE OF WORK++**
**WATER TREATMENT FILTER SAND REPLACEMENT**
**++PROJECT/SITE FAMILIARITY++**
A formal Pre-Bid Meeting is not scheduled for this project. However, it is highly recommended that any potential bidder that is not intimately familiar with the water filtration plant and surrounding area schedule a pre-bid visit to observe the existing conditions and gain an understanding of site constraints that must be dealt with during the project. Visits must be made by appointment only by contacting Thomas Garofano, Water Treatment \& Distribution Manager at (802) 773-0379.
Failure to schedule/attend a pre-bid visit will not relieve the Bidder of any responsibilities of this contract or submitting a fair and accurate bid.
**++PROJECT DESCRIPTION++**
The project will consist of removing twelve (12) inches of filter sand and installing twelve (12) inches of new sand meeting the following specifications over an area of 18,000 square feet:
Sand Specifications o #0 sand
o Effective Size (d10) 0.30 -- 0.36 mm o Uniformity coefficient (d60/d10) # 2.5 o d15 = 0.4 mm
o d85 = 1.2 mm
o Any deviations from these specifications must be approved in writing
Clean sand must be obtained from ++Holliston Sand Company++ and be protected from contamination during transport.
**Holliston Sand Company, P.O. Box 1168, Slatersville, RI 02876**
**Phone: 401-766-5010**
**Fax: 401-762-4976**
The City will provide a John Deere 319E skid steer tracked loader to be used in the filter. No other powered equipment will be allowed in the filter without written approval.
The Contractor shall be responsible for removal of approximately twelve (12) inches of sand. Removed sand will be stored in an area designated by the owner (approximately ½ mile from filters). Travel from the filter to the storage area does not require traveling on a public road.
Approximately twelve (12) inches of sand will be installed and graded according to all conditions listed in this Scope of Work. The top surface of sand shall be graded level and uniform.
The Contactor shall construct a bunker or some other receiving area to accept shipments of new sand. Approximately 60 concrete blocks (2 foot by 2 foot by 6 foot) can be supplied by the owner. Any other materials used will be provided by the Bidder.
The receiving area shall be returned to its previous condition at the end of the project. All materials supplied by the owner will be removed by the Bidder and stored in the area designated by the owner.
Sand must be installed within four (4) hours from when it is unloaded onsite. Any sand remaining in the receiving area after such time will be disposed of and replaced at the expense of the Contactor.
Sand may only be removed and replaced through the existing roof hatches above the water filter. Sand may not be transported through the water treatment building.
There is a sensitive membrane on the water filter roof under the ballast. Therefore, no self-propelled motorized equipment will be allowed on the roof.
The Contractor shall have 30 calendar days to complete the project once the filter is drained by the owner and determined to be dry enough to begin the work.
Due to the potential consequences of not being able to supply filtered water to the water system if the project is extended, the liquidated damages for exceeding the allowable number of calendar days are set at $500 per day for the first five days, $1000 per day for the next five days, and $2,500 per day each day after.
The Contractor is permitted to work 7 days a week between the hours of 6:30 am and 6:30 pm.
**++PROJECT SCHEDULE++**
The awarded contractor shall complete the project during the following time frames:
Between May 1, 2027 and June 30, 2027, or between August 1, 2027 and September 30, 2027.
**++DELIVERY++**
Liability for product delivery remains with the Contractor until the product is properly delivered and signed for. Shipments shall be securely and properly packed to prevent sand contamination during transport, according to accepted commercial practices, without extra charge for packing cases or other containers. Previous loads of filter sand have been delivered in covered dump trailers. Delivered goods that do not conform to the specifications or are not in good condition upon receipt shall be replaced promptly by the Contractor or repaired at the expense of the Contractor.
**++PRICING++**
All material and/or equipment pricing is to include F.O.B. delivery to the Water Filtration Plant. No request for extra delivery cost will be honored.
**++QUALITY++**
All products provided under these agreements will be new and unused. Factory seconds or remanufactured products will not be accepted unless specifically requested by the purchasing agency. All products provided by the Contractor must meet all federal, state, and local standards for quality and safety requirements. Products not meeting these standards will be deemed unacceptable and returned to the Contractor for a full refund at no charge to the City.
**++PROJECT BONDING AND AWARD DOCUMENTATION++**
Each bid must be accompanied by a certified check payable to the owner for ++five percent++ of the total amount of the bid. As soon as the bid prices have been compared, the City will return the certified checks of all except the three lowest responsive, responsible bidders. When the ++Notice of Award is executed and accepted++ by all parties, the certified checks of the two remaining unsuccessful bidders will be returned. The certified check of the successful bidder will be retained until the payment bond and performance bond have been executed and approved, after which it will be returned. ++A Bid Bond may be used in lieu of a certified check.++
A Performance Bond and a Payment Bond, each in the amount of 100 percent of the contract price, with a corporate surety approved by the City, will be required for the faithful performance of the contract.
The Notice to Proceed will be signed by the City after coordination with the successful bidder to schedule the sand replacement within one of the two available project schedule windows as described in the scope of work.
The Bid Bond, Performance Bond, Payment Bond, Notice of Award, and Notice to Proceed forms are attached.
|---|---|---|---|
| <br /> | CITY OF RUTLAND |
| <br /> | <br /> | **BID SHEET** | <br /> |
| <br /> | **WATER TREATMENT FILTER SAND REPLACEMENT** |
| 1.) | Subcontracting any portion of the work will not be allowed unless approved by the City. |
| 2.) | Provide all labor, materials, machinery, tools, equipment, and other means of construction necessary and incidental |
| <br /> | to the completion of the work described in the Invitation to Bid and Scope of Work. |
| 3.) | Bidders are highly encouraged to investigate site conditions prior to submitting a bid. The cost of all work |
| <br /> | described in the Scope of Work is to be included in the unit prices below. |
|---|---|---|---|---|---|---|---|---|---|
| **ITEM** | <br /> | <br /> | <br /> | **UNIT COST** | <br /> | <br /> | **TOTAL COST** |
| <br /> | <br /> | <br /> | <br /> | <br /> | <br /> | <br /> | <br /> | <br /> | <br /> |
| 1.) | **Mobilization/Demobilization** | <br /> | <br /> | <br /> | <br /> | <br /> | <br /> | <br /> |
| <br /> | ***(*** *including any site work required)* | <br /> | <br /> | <br /> | <br /> | <br /> | <br /> | <br /> |
| <br /> | <br /> | 1 EA | @ | $ ___________ EA | $ ______________ |
| 2.) | **Supply and Transport New Sand** | <br /> | <br /> | <br /> | <br /> | <br /> | <br /> | <br /> |
| <br /> | *(to Water Filtration Plant)* | <br /> | <br /> | <br /> | <br /> | <br /> | <br /> | <br /> |
| <br /> | <br /> | 675 CYDS | @ | $ ___________ /CYD | $ ______________ |
| 3.) **Remove Old \& Install New Sand** | <br /> | <br /> | <br /> | <br /> | <br /> | <br /> | <br /> |
| <br /> | <br /> | 675 CYDS | @ | $ ___________ /CYD | $ ______________ |
Total Bid in Words: ______________________________________________________________
***List Any Clarifications and/or Exceptions Taken to Bid Documents: __________________________________________***
*__________________________________________________________________________________*
*__________________________________________________________________________________*
*The undersigning hereby states that he/she read and understands the accompanying, Invitation to Bid, Scope of Work, and Bid Sheet, and submits his/her quotation accordingly.*
**++BIDDER++**
Name of Firm_______________________________________________________________________ Address____________________________________________________________________________ Phone_____________________________________________________________________________ Name and Title______________________________________________________________________ Signature of Authorized Agent______________________________________ Date_______________
**++CITY OF RUTLAND++**
*(Bid is accepted once an authorized representative signs below)*
Name and Title _____________________________________________________________________ Signature________________________________________________________ Date ______________
**++BID BOND++**
KNOW ALL MEN BY THESE PRESENTS, that we, the undersigned, ____________________ as Principal,
and ________________________________ as Surety, are hereby held and firmly bound unto ++City of Rutland, Vermont++ as OWNER in the penal sum of ++five percent of bid (5%)++ for the payment of which, well and truly to be made, we hereby jointly and severally bind ourselves, successors and assigns.
Signed, this ___ day of ______________, 20___. The Condition of the above obligation is such that whereas the Principal has submitted to ____________________________________ a certain BID, attached hereto and hereby made a part hereof to enter into a contract in writing, for the ++Water Treatment Filter Sand Replacement Project.++
NOW, THEREFORE,
(a) If said BID shall be rejected, or
(b) If said BID shall be accepted and the Principal shall execute and deliver a contract in the Form of Contract attached hereto (properly completed in accordance with said BID) and shall furnish a BOND for his faithful performance of said contract, and for the payment of all persons performing labor or furnishing materials in connection therewith, and shall in all other respects perform the agreement created by the acceptance of said BID, then this obligation shall be void, otherwise the same shall remain in force and effect, it being expressly understood and agreed that the liability of the Surety for any and all claims hereunder shall, in no event, exceed the penal amount of this obligation as herein stated.
The Surety, for value received, hereby stipulates and agrees that the obligations of said Surety and its BOND shall be in no way impaired or affected by any extension of the time within which the OWNER may accept such BID; and said Surety does hereby waive notice of any such extension.
IN WITNESS WHEREOF, the Principal and the Surety have hereunto set their hands and seals, and such of them as are corporations have caused their corporate seals to be hereto affixed, and these presents to be signed by their proper officers, the day and year first set forth above.
____________________________________(L.S.)
_____________________________________________
Principal
Surety
By: _________________________________
IMPORTANT - Surety companies executing BONDS must appear on the Treasury Department's most current list (Circular 570 as amended) and be authorized to transact business in the state where the project is located.
**++PAYMENT BOND++**
KNOW ALL MEN BY THESE PRESENTS THAT:
________________________________________________________________________________________________________
(Name of Contractor)
________________________________________________________________________________________________________
(Address of Contractor)
a ___________________________________, hereinafter called Principal, (Corporation, Partnership or Individual)
And
________________________________________________________________________________________________________
(Name of Surety)
________________________________________________________________________________________________________ (Address of Surety)
hereinafter called Surety, are held and firmly bound unto
++City of Rutland, Vermont++
(Name of Owner)
++P.O. Box 969, 52 Washington Street, Rutland, Vermont 05702++
(Address of Owner)
hereinafter called OWNER, in the penal sum of ____________________________________________ Dollars, $(_________________) in lawful money of the United States, for the payment of which sum well and truly to be made, we bind ourselves, successors, and assigns, jointly and severally, firmly by these presents.
THE CONDITION OF THIS OBLIGATION is such that whereas, the Principal entered into a certain contract with the OWNER, dated the _____ day of _______________________, 20_____, a copy of which is hereto attached and made a part hereof for the construction of:
Water Treatment Filter Sand Replacement Project.
<br />
NOW, THEREFORE, if the Principal shall promptly make payment to all persons, firms, SUBCONTRACTORS, and corporations furnishing materials for or performing labor in the prosecution of the WORK provided for in such contract, and any authorized extension or modification thereof, including all amounts due for materials, lubricants, oil, gasoline, coal and coke, repairs on machinery, equipment and tools, consumed or used in connection with the construction of such WORK and all insurance premiums on said WORK, and for all labor performed in such WORK whether by SUBCONTRACTOR or otherwise, then this obligation shall be void; otherwise to remain in force and effect.
PROVIDED, FURTHER, that the said Surety for value received hereby stipulates and agrees that no change, extension of time, alteration or addition to the terms of the contract or to the WORK to be performed hereunder or the SPECIFICATIONS accompanying the same shall in any wise affect its obligation on this BOND, and it does hereby waive notice of any such change, extension of time, alteration or addition to the terms of the contract or to the WORK or to the SPECIFICATIONS.
PROVIDED, FURTHER, that no final settlement between the OWNER and the CONTRACTOR shall abridge the right of any beneficiary hereunder, whose claim may be unsatisfied.
IN WITNESS WHEREOF, this instrument is executed in _____ counterparts, each one of which shall be deemed
an original, this the _____ day of _______________________, 20_____.
ATTEST:
____________________________________
Principal's Printed Name
____________________________
(Principal Secretary)
By: ________________________________(s)
Address: ___________________________________
(Seal)
___________________________________
____________________________
Witness as to Principal
____________________________
Address
____________________________
____________________________________
Surety
ATTEST:
By: ____________________________________
Attorney-in-Fact
____________________________
Address: ____________________________________
Witness as to Surety
____________________________________
____________________________
____________________________________
____________________________
____________________________
Address
NOTE: Date of BOND must not be prior to date of Contract. If CONTRACTOR is Partnership, all partners should execute BOND.
IMPORTANT: Surety companies executing BONDS must appear on the Treasury Department's most current list (Circular 570) as amended and be authorized to transact business in the State where the PROJECT is located.
**++PERFORMANCE BOND++**
KNOW ALL MEN BY THESE PRESENTS THAT:
________________________________________________________________________________________________________
(Name of Contractor)
________________________________________________________________________________________________________ (Address of Contractor)
a ____________________________________, hereinafter called Principal, and
(Corporation, Partnership or Individual)
________________________________________________________________________________________________________
(Name of Surety)
________________________________________________________________________________________________________
(Address of Surety)
hereinafter called Surety, are held and firmly bound unto
++City of Rutland, Vermont++
(Name of Owner)
++P.O. Box 969, 52 Washington Street, Rutland, Vermont 05702++
(Address of Owner)
hereinafter called OWNER, in the penal sum of _____________________________________________ Dollars, $(_________________) in lawful money of the United States, for the payment of which sum well and truly to be made, we bind ourselves, successors, and assigns, jointly and severally, firmly by these presents.
THE CONDITION OF THIS OBLIGATION is such that whereas, the Principal entered into a certain contract with the OWNER, dated the _____ day of _______________________, 20_____, a copy of which is hereto attached and made a part hereof for the construction of:
Water Treatment Filter Sand Replacement Project.
<br />
NOW, THEREFORE, if the principal shall well, truly and faithfully perform its duties, all the undertakings, covenants, terms, conditions and agreements of said contract during the original term thereof, and any extensions thereof which may be granted by the OWNER, with or without notice to the Surety and during the one year guaranty period, and if he shall satisfy all claims and demands incurred under such contract, and shall fully indemnify and save harmless the OWNER from all costs and damages which it may suffer by reason of failure to do so, and shall reimburse and repay the OWNER all outlay and expense which the OWNER may incur in making good any default, then this obligation shall be void; otherwise to remain in full force and effect.
PROVIDED, FURTHER, that the said Surety for value received hereby stipulates and agrees that no change, extension of time, alteration or addition to the terms of the contract or to the WORK to be performed hereunder or the SPECIFICATIONS accompanying the same shall in any wise affect its obligation on this BOND, and it does hereby waive notice of any such change, extension of time, alteration or addition to the terms of the contract or to the WORK or to the SPECIFICATIONS.
PROVIDED, FURTHER, that no final settlement between the OWNER and the CONTRACTOR shall abridge the right of any beneficiary hereunder, whose claim may be unsatisfied.
IN WITNESS WHEREOF, this instrument is executed in _____ counterparts, each one of which shall be deemed an original, this the _____ day of _______________________, 20_____.
ATTEST:
____________________________________
Principal's Printed Name
____________________________
(Principal Secretary)
By: _________________________________(s)
Address: ____________________________________
(Seal)
____________________________________
____________________________
Witness as to Principal
____________________________
Address
____________________________
____________________________________
Surety
ATTEST:
By: ____________________________________
Attorney-in-Fact
____________________________
Address: ____________________________________
Witness as to Surety
____________________________________
____________________________
____________________________________
____________________________
____________________________
Address
NOTE: Date of BOND must not be prior to date of Contract. If CONTRACTOR is Partnership, all partners should execute BOND.
IMPORTANT: Surety companies executing BONDS must appear on the Treasury Department's most current list (Circular 570) as amended and be authorized to transact business in the State where the PROJECT is located.
**++NOTICE OF AWARD++**
|---|
| To: _________________________________ |
| (contractor) |
PROJECT Description:
Water Treatment Filter Sand Replacement Project.
<br />
The OWNER has considered the BID submitted by you for the above described WORK in response to its REQUEST FOR
BIDS dated ____________________and associated addendums.
You are hereby notified that your BID has been accepted for items in the amount of $ _____________________________.
You are required to execute acceptance below and furnish the required CONTRACTOR'S Performance BOND, Payment BOND and certificates of insurance within ten (10) calendar days from the date of this NOTICE to you.
If you fail to execute acceptance below and to furnish said BONDS within ten (10) days from the date of this NOTICE, said OWNER will be entitled to consider all your rights arising out of the OWNER'S acceptance of your BID as abandoned and as a forfeiture of your BID BOND. The OWNER will be entitled to such other rights as may be granted by law.
You are required to return an acknowledged copy of this NOTICE TO AWARD to the OWNER.
Dated this _______ day of _________________ , 20 _____
City of Rutland By: _______________________________
Owner
Title: Commissioner of Public Works
**ACCEPTANCE OF NOTICE**
Receipt of the above NOTICE OF AWARD is hereby acknowledged
By _____________________________________________________
this _________ day of _________, 20_____.
By ___________________________________________
Title _________________________________________
|---|---|---|
| | **++NOTICE TO PROCEED++** |
| To: ______________________________ | <br /> | Date of Issuance: ___________________ |
| (contractor) | <br /> | Project: Water Treatment Sand Replacement |
| <br /> | <br /> |
| <br /> | <br /> |
You are hereby notified to commence all WORK on this date in accordance with the Notice of Award dated ___________________.
You are hereby notified to commence and complete all work within one of the two time slots listed below:
1.) May 1,2027 to June 30, 2027
or
2.) August 1, 2027 to September 30, 2027
City of Rutland
(Owner)
By: ____________________________________
Title: Commissioner of Public Works
**++ACCEPTANCE OF NOTICE++**
Receipt of the above NOTICE TO PROCEED
is hereby acknowledged by _______________________________________________________________, (Name of Contractor)
this the ____ day of ________________, 20___
By:_________________________________________
(Printed or Typed Name)
By:_________________________________________
(Signature)
Title: _______________________________________
**++Vendor List++**
Belden Company
15 Belden Road
Rutland VT 05701
Carbon Filtration Systems Inc.
68 Mill Street
Johnston RI 02919
PC Construction
193 Tilley Drive
South Burlington VT 05403
*Water Treatment Filter Sand Replacement*
*Due Date: Tuesday, 12/1/2026*2 of 14
