Request for bids for runway safety area improvements, part 3

SECTION 1 – INSTRUCTIONS

1. 
   PRE-BID INFORMATION AND QUESTIONS: Each bid that is timely received will be evaluated on its merit and completeness of all requested information. In preparing bids, Bidders are advised to rely only upon the contents of this RFB and accompanying documents and any written clarifications or addenda issued by the Airport Authority. If a Bidder finds a discrepancy, error or omission in the RFB package, or requires any written addendum thereto, the Bidder is requested to notify the Purchasing contact noted on the cover of this RFB in writing, so that written clarification may be sent to all prospective Bidders. THE AIRPORT AUTHORITY IS NOT RESPONSIBLE FOR ANY ORAL INSTRUCTIONS. All questions must be submitted in writing to the Purchasing contact before the Pre-Bid Question Deadline indicated on the front of this document. No contact with other Airport Authority employees, officers or Board members regarding this document is permitted. All answers will be issued in the form of an addendum.
   

2. 
   PRE-BID MEETING: A pre-bid meeting concerning this RFB will be held. The date, time and location are indicated on the cover of this RFB. Staff will be available at this meeting to answer questions about this RFB. Attendance at the Pre-Bid meeting is STRONGLY ENCOURAGED for Businesses submitting a Bid that will be the signatory on a Contract with the Airport Authority for the work contained in this RFB.
   

3. 
   RFB MODIFICATIONS: Clarifications, modifications, or amendments may be made to this solicitation at the discretion of the Airport Authority. Any changes made will be made through issuance of an addendum. All addenda issued by the Airport Authority will be posted as noted in this document. All interested parties are instructed to view the listed websites regularly for any issued addenda. Copies of any issued addenda may also be obtained by visiting the Purchasing Unit, Wayne County Airport Authority, Detroit Metropolitan Wayne County Airport, L.C. Smith Terminal – Lower Level of Concourse A, Detroit, Michigan 48242 during business hours, 8:00 AM to 4:30 PM, Monday through Friday. It is the responsibility of the Bidder to obtain the available addenda and acknowledge any issued addenda on the Bid Form. If any changes are made to this solicitation document by any party other than the Airport Authority, the original document in the Airport Authority’s files takes precedence.
   

4. 
   BID SUBMISSION:
   
   1. 
      The Bidder must submit one (1) original and five (5) copies of its Bid.
      
   2. 
      The Bidder must include the following items, or the Bid may be deemed nonresponsive:
      
      1. 
         All forms contained in this RFB, fully completed;
         
      2. 
         Bid Guarantees as described in Item #2 on page 7 of this RFB;
         
      3. 
         Evidence that the Minimum Qualifications listed Section 2 – Special Requirements & Instructions are met. A Verification of Minimum Qualifications Form is issued with this RFB for the Bidder to complete. The information submitted on this form will assist the Authority in determining whether or not the Bid is responsive and the Bidder is responsible; and
         
   3. 
      Bids must be submitted to the Purchasing Unit, Wayne County Airport Authority, Detroit Metropolitan Wayne County Airport, L. C. Smith Terminal – Lower Level A, Detroit, Michigan 48242, by the date and time indicated as the deadline. The Purchasing Unit time stamp will determine the official receipt time. It is each Bidder’s responsibility to ensure that its bid is received by the Purchasing Unit prior to the deadline. This responsibility rests entirely with the Bidder, regardless of delays resulting from postal handling or for any other reasons. Bids will be accepted from 8:00 a.m. to 4:30 p.m. Local Time, Monday through Friday, except for legal holidays observed by the Airport Authority.
      
   4. 
      Bids received after the above deadline will not be accepted and will be returned to the Bidder unopened. The Purchasing Unit time stamp shall be the official time.
      
   5. 
      The opening and reading of a Bid does not constitute the Airport Authority’s acceptance of the Bidder as a responsive and responsible Bidder.
      
   6. 
      Bids must be enclosed in a sealed envelope, box or package, and clearly marked on the outside with the following: RFB Title, Control Number, Deadline and Bidder’s name, address, phone, fax and contact name.
      
   7. 
      Submission of a bid establishes a conclusive presumption that the Bidder is thoroughly familiar with the Request for Bids (RFB), and that the Bidder understands and agrees to abide by each and all of the stipulations and requirements contained therein.
      
   8. 
      All prices and notations must be typed or printed in ink. No erasures are permitted. Mistakes may be crossed out and corrections must be initialed in ink by the person(s) signing the bid.
      
   9. 
      Bids sent by facsimile, or other electronic means will not be considered.
      
   10. 
       Except as otherwise provided in this RFB, all costs incurred in the preparation and presentation of the bid is the Bidder’s sole responsibility; no pre-bid costs will be reimbursed to any Bidder.
       
   11. 
       All documentation submitted with the Bid will become the property of the Airport Authority.
       
   12. 
       Bids must be held firm for a minimum of 120 calendar days from the bid deadline. Any Contract award resulting from this RFB will be made within 120 calendar days from the Bid deadline for this RFB.
       
   13. 
       Unit prices provided in the Bidder’s Bid shall be valid for the entire length of the contract.
       

5. 
   BIDDER’S PROPOSED EXCEPTIONS: Bidder shall clearly identify any proposed deviations from the terms or scope in the Request for Bids. Each exception must be clearly defined and referenced to the proper paragraph in this RFB. The exception must include, at a minimum, the Bidder’s proposed substitute language and opinion as to why the suggested substitution will provide equivalent or better service and performance. The burden of proving the equality or superiority of the alternate product proposed for substitution is upon the Bidder. Any proposed alternate product shall be compatible with, and have the capability of tying into existing and proposed systems where they occur. The successful Bidder (Contractor) shall pay for all adaptations required in the use of all approved substituted products. If no exceptions are noted in the Bidder’s Bid, the Airport Authority will rely upon the Bidder’s complete conformance with the RFB requirements, and the Bidder will be required to perform accordingly. Bids not meeting all requirements may be rejected.  Bids taking exception to material terms/conditions in the Form of Agreement (i.e., indemnification, subrogation, insurance, ownership of documents, or governmental requirements) will not be considered. The Airport Authority reserves the right to allow the Bidder to withdraw any or all exceptions. 
   

6. 
   DUPLICATE BIDS: No more than one (1) bid from any Bidder, including its subsidiaries, affiliated companies and franchises will be considered by the Airport Authority. In the event multiple bids are submitted in violation of this provision, the Airport Authority will have the right to determine which Bid, if any, will be considered, or at its sole option, reject all such multiple bids.
   

7. 
   BID WITHDRAWAL: A Bidder may withdraw or revise a Bid (by withdrawal of one bid and submission of another) provided that the Bidder’s request for withdrawal is received by the Airport Authority in writing before the time specified as Bid Deadline. A revised Bid must be received at the place specified in this RFB before the Bid Deadline.
   

8. 
   REJECTION: The Airport Authority reserves the right to reject any or all Bids, or to accept or reject any Bid in part, and to waive any minor informality or irregularity in Bids received if it is determined by the Chief Executive Officer or his designee that the best interest of the Airport Authority will be served by doing so. No Bid will be considered from any person, firm or corporation in arrears or in default to the Airport Authority on any contract, debt, or other obligation, or if the Bidder is debarred by the Airport Authority from consideration for a contract award, or if Bidder has committed a violation of the Airport Authority’s Ethics Ordinance which resulted in a termination of a contract or other material sanction within the two (2) years immediately preceding the date of issuance of this RFB.
   

9. 
   PROCUREMENT POLICY: Procurement for the Airport Authority will be handled in a manner providing fair opportunity to all Businesses. This will be accomplished without abrogation or sacrifice of quality and as determined to be in the best interest of the Airport Authority. The Chief Executive Officer has the vested authority to execute a contract, subject to Board approval where required.
   

10. 
    BID SIGNATURES: Bids must be signed in blue ink by an authorized official of the Bidder. Each signature represents a binding commitment upon the Bidder to provide the goods and/or services offered to the Airport Authority if the Bidder is determined to be the lowest responsive and responsible Bidder.
    

11. 
    NO RFB RESPONSE: Bidders who receive this RFB but who do not submit a bid should return this RFB package stating the reason(s) for not responding.
    

12. 
    FREEDOM OF INFORMATION ACT (“FOIA”) REQUIREMENTS: Bids are subject to public disclosure after the Bid deadline in accordance with state law.