Request for Bids - Bradbury Manor Abatement & Demolition - 74 High Street, Belfast, Maine

1.0 Instructions to Bidders 1.1 Introduction All bids must conform to the requirements of this Request for Bids (RFB) to be responsive and qualified. This RFB consists of the following components: BIDDERs should be aware that the Scope of Services being requested by this RFB is limited to the demolition of Bradbury Manor, including the proper abatement and/or disposal of asbestos containing materials (ACM), lead-based paint- (LBP) containing materials, and polychlorinated biphenyl-(PCB) containing materials located on or within the exterior and/or interior of the building components. The BIDDER is bidding on a project that is being funded, wholly or in part, with a United States Environmental Protection Agency (USEPA) Brownfields Cleanup Grant awarded to the City of Belfast. As a result, all work must comply with USEPA Brownfields requirements including Davis-Bacon Act (DBA) and prevailing wage rates (please see Section 8.0 for more information and details regarding compliance with DBA and other federal Brownfields requirements).This RFB also includes one Alternate Bid Item:Bid Alternate Item ALT 1: An alternate bid item is included for the over-excavation and off-site disposal of waste soils (approximately 1,400 cubic yards) at an in-state landfill or other approved licensed/permitted receiving facility permitted to accept the waste soils plus backfilling, compaction, and grading of 1,025 cubic yards of clean imported fill material per the design plans. In addition, ALT 1 includes a line item for off-site disposal of additional impacted soil and backfilling and compaction of additional imported clean fill materials on a unit rate basis, if necessary. ALT 1 will be an added cost to the Base Bid, if selected.The Owner anticipates awarding the entire Base Bid but reserves the right to select an individual bid alternate at its discretion, if it’s in the Owner’s best interest. The Owner, the City of Belfast, may award the project in its entirety, with or without the alternate bid item, to any qualified individual or firm deemed acceptable to the standards stated herein. The Owner reserves the right to reject any or all bids and to accept base bids and bid alternates, it determines to be in its best interest to do so.If BIDDER is in doubt as to the true meaning of any part of the RFB, it shall promptly submit a request for information to the Engineer, TRC Environmental Corporation (TRC). Interpretations and clarifications will be extended to all BIDDERs as responses to the requests for information. Clarifications requested by BIDDER must be in writing and received by the Engineer not less than 7 days before the date set for receipt of Bids. The reply will be in the form of an Addendum, a copy of which will be forwarded to known recipients. Addenda may also be issued during the bidding period as deemed advisable by the Owner.1.2 Bid Instructions BIDDER is required to familiarize itself with the project information contained in the RFB and the Site background and existing conditions and will prepare a bid based on their independent assessment of the Site’s condition and the associated project documents and plans. The BIDDER will review and analyze the information contained in this RFB and may request additional information and Site tours as needed to prepare the bid. The BIDDER will assume all costs associated with responding to this RFB including pre-bid meetings/site tours. A Pre-Bid Meeting/Site Tour is scheduled to be held at 9:00am local time on Tuesday, August 11, 2026 which is optional for BIDDERs to attend. If a BIDDER would like to attend such a tour to familiarize themselves with site conditions, the BIDDER is responsible for giving notice to the Engineer at least 24 hours prior to the scheduled Pre-Bid Meeting/Site Tour. Material volumes contained in the RFB are provided for Owner’s convenience and bid leveling purposes, and should not be relied upon by the BIDDER, who will be responsible for final volumes/quantities.a. Communications During BiddingAll technical questions or requests for clarification shall be sent electronically to the Engineer:Thomas N. Daniels, PESenior Engineer / Engineering ManagerTRC63 Marginal Way, 4th FloorPortland, Maine 04101Phone: 207-879-1930E-mail: BIDDERs agree to keep all information relative to this RFB confidential and not disclose to a third party except as may be necessary to prepare a responsive bid. All identified errors or conflicts in this RFB should promptly be brought to the attention of the Engineer. Immediately notify Engineer upon finding discrepancies or omissions in the Bid Documents.b. Bid Submission RequirementsBids shall be submitted as follows:City of BelfastAttn: City Clerk's Office131 Church StreetBelfast, Maine 04915The Bid Offering will contain the cost of work, per the format listed in the Bid Form. c. Bid Format and ContentsThe Bidder shall submit its Bid Offering as a Project Plan in the following format in response to this RFB:Section 1: Bid Form. This will include an executed copy of the Bid Form specifying the compensation for which BIDDER proposes to perform the Work. Bids shall include all labor, material, equipment, taxes, incidentals, and all other indirect and direct costs (including subcontracts and third-party costs) required to perform the activities in accordance with this RFB. In addition, this section shall include the BIDDER’s acknowledgment that it has received all addenda to this RFB.Section 2: Contracts, Payment and Insurance, shall consist of, at a minimum:Contracts: Each of the BIDDER’s exceptions, if any, to the City of Belfast’s furnished Contract Terms and Conditions and all Attachments thereto (collectively, the Contract Documents), itemizing the reasons for such exception, and indicating specific alternative wording that the BIDDER would accept. If the BIDDER takes no exceptions to any of the Contract Documents, then the section shall so state. The Owner will evaluate any exceptions or limitations in evaluating competing bids. Exceptions or limitations which result in a significant reallocation of risk may result in a bid being determined to be non-responsive, and such a bid may be excluded from further consideration.Payment: Provide a proposed or example payment form, to contain quantities/tasks budgeted, completed, in % and units, with rate/unit, and remaining, for each Scope of Work item, on a monthly basis. DBA and prevailing labor wage rates requirements are applicable for this project including Certified Payrolls (Form WH-347, included in Attachment D) to be furnished and submitted with the monthly payment form as part of the requisite backup documentation for reimbursement.If BIDDER does not have an existing example payment form, BIDDER may refer to Form EJCDCC620 (https://ejcdc.org/product/c-620-contractors-application-for-payment/) as an example. Basis will be Daily Project Reports, for which an example should be submitted in the bid, indicating equipment and personnel employed, visitors, weather, work completed, change order conditions, if any, and resolutions. Daily Project Reports will be signed by BIDDER’s Field Team Leader and the Owner’s on-Site representative on a daily basis. Weekly meetings shall be held with the Owner’s on-Site Representative present to review the past week of work and next two weeks of work.Insurance: The BIDDER shall assume responsibility and liability for all injuries to persons or damages to property, directly or indirectly due to, or arising out of, his operations under the Contract and shall be responsible for the proper care and protection of all work performed until completion and final acceptable by the Owner.The BIDDER shall also indemnify and save harmless the Owner against any and all claims of whatever kind and nature due to, or arising out of, his breach or failure to perform any of the terms, conditions, or covenants of the Contract resulting from acceptance of their Bid.The BIDDER shall furnish certificates of insurance from companies acceptable to the Owner. All Insurance Companies listed on a certificate must be licensed to do business in the State of Maine. Contracts of insurance (covering all operations under this contract) shall be kept in force until the BIDDER’s work is accepted by the Owner.The BIDDER shall secure, pay for and maintain insurance as necessary to protect themselves against loss of owned or rented capital equipment and tools, with provision for waiver of subrogation against the Owner.The BIDDER shall require a similar insurance to be taken out and maintained by each Subcontractor. The BIDDER shall be fully responsible for the acts and omissions of their Subcontractors and of persons employed either directly or indirectly by them, as they are for the acts and omissions of persons directly employed by them. Nothing contained in the Contract shall create any contractual relation between any Subcontractor and the Owner.The forms to be submitted with the Bid Offering will include the following:Section 3: Organization and Technical Approach, shall consist of, at a minimum:An organizational chart or a comprehensive list and description outlining BIDDER’s proposed office and field team for this particular job, showing lines of authority, accountability, responsibility,  communication, and key positions identified by title and brief job description, as they relate to this Project, and also how quality assurance/quality control is provided at the corporate and project level.The identification of the BIDDER’s key personnel who will be assigned to the project, together with a brief resume for each person, indicating education, relevant experience and recent client references. (Include names of individual clients with current address and telephone number). Key personnel shall include, at a minimum, the Principal in Charge or Authorized Corporate Officer, Project Manager, Site Superintendent, On-Site Health and Safety Officer, Corporate Health and Safety Officer, and representative full-time operations personnel.A Project Plan setting forth how the Bidder proposes to perform the various tasks and meet the requirements outlined in this RFB, including detailed information on the manpower, subcontractors if any, vendors, key equipment, disposal facilities, and means and methods to be used to complete activities.An explanation of BIDDER’s subcontracting strategy, tasks to be subcontracted, if any; identification of each proposed subcontractor by name, an outline of the qualifications and the experience of each proposed subcontractor for its respective part of the Work.Section 4: Health and Safety. Health and Safety is paramount to the successful completion of this project. The BIDDER is solely responsible for providing a safe work environment for its employees, BIDDERs, agents, authorized personnel, City of Belfast personnel, authorized representatives, authorized consultants, visitors, and/or similar entities in accordance with all applicable federal, state and local laws and regulations during the completion of this scope of work.All BIDDERs will include the following documentation in their bid response:Section 5: Schedule shall consist of a detailed list of activities to meet the RFB, in bar chart and/or Gantt format (latter preferred). Per Section 5.0, and applying to both the Base Bid and Bid Alternate Item ALT 1, no work, including mobilization, may occur prior to October 15, 2026, the scope of work is expected to be substantially completed no later than April 16, 2027, the scope of work is expected to be fully completed no later than April 23, 2027, and final demobilization must occur no later than April 30, 2027. The BIDDER may propose any schedule to complete the scope of work, as long as all work (including mobilization and demobilization) is conducted between October 15, 2026 and April 30, 2027.Section 6: Qualifications, shall consist of, at a minimum:The BIDDER's qualifications, experience, and references for performing this work as well as any additional relevant information and assumptions. References for both the organization and the individuals named in Project Plan Section 3 (Organization and Technical Approach,) above should be submitted. Prior experience with the City of Belfast should be noted.It is the intention of the Owner to obtain bids only from BIDDERs with specialized experience in abatement of hazardous building materials, building demolition, and general earthwork and stormwater management construction. To be considered for this project the successful BIDDER shall meet the following conditions:To receive full consideration, the BIDDER must submit literature and necessary details, when applicable, on the material or service he or she proposes to furnish in order that the Owner may have full information when analyzing the proposals.d. Execution and Delivery of the BidBids shall be executed and delivered as follows:Bids shall remain open to acceptance and shall be irrevocable for a period of ninety (90) days after the Bid closing date.Bids may be withdrawn personally or by written request at any time prior to the time specified for the opening. Bids may be modified in the same manner. Negligence on the part of the BIDDER in preparing the bid confers no right of withdrawal or modification of their bid after such bid has been opened.e. Solicitation Schedule and CommunicationsPre-Bid Meeting/Site Tour — An optional Pre-Bid Meeting/Site Tour, as part of this bid, has been scheduled for 9:00am local time on Tuesday, August 11, 2026. BIDDERs are responsible for giving at least 24 hours notice to the Engineer prior to the scheduled Pre-Bid Meeting/Site Tour. BIDDERs shall meet at the Site driveway entrance. If no notices are received by the Engineer by 9:00am local time, Monday, August 10, 2026, the Pre-Bid Meeting/Site Tour will be cancelled.Questions and Answers — There will be an open question period beginning with the issuance of this RFB and ending at 5:00pm local time, Tuesday, August 18, 2026 where the Engineer will receive and consolidate all inquiries submitted and will respond to questions in an Addendum to this RFB. During this inquiry period, direct all questions to the Engineer. The Engineer will issue a formal response to all questions to BIDDERs by 5:00pm local time, Tuesday, August 25, 2026.Proposal Due Date — Proposals are due no later than 11:00am local time, Tuesday, September 1, 2026. Please complete your proposal in sufficient time to reach the address presented either via postal mail, other carrier, or delivered by hand no later than the date and time specified.Award Notification — At Owner’s discretion, BIDDERs may be requested to attend an on-Site meeting at BIDDER’s cost, to review the content of their proposal, and to discuss any alternatives presented in their submittal. The Owner reserves the right to reject any or all bids and to accept base bids and bid alternates, it determines to be in its best interest to do so. After acceptance by the Owner, the Owner will issue to the successful BIDDER, a letter of Contract Award and a Notice to Proceed (NTP). Bidder must be able to start administrative work within ten (10) days of receipt of the NTP, but may not mobilize to the Site until October 15, 2026.f. RFB ResponsibilityPrior to submitting a Bid, the BIDDER must examine the RFB, including all Addenda which has been sent to the address given by such BIDDER. It is the responsibility of the BIDDER to thoroughly inform themselves, prior to Bidding, as to the existing conditions and limitations under which the work is to be performed. All Bids submitted shall include a sum to cover any and all items necessary to perform the Work as set forth in the RFB. No allowance will be made to any BIDDER because of his lack of full examination or knowledge of said documents. The BIDDER’s submission of his Bid shall be conclusive evidence that he has made such an examination. Complete sets of the RFB must be used in preparing bids. The Owner assumes no responsibility for errors or misinterpretations resulting from the use of incomplete sets of the RFB. The Owner in making copies of the RFB available on the above terms, does so only for the purpose of obtaining bids on the Work and do not confer or grant license for any other use.END OF INSTRUCTIONS TO BIDDERSTHE FULL REQUEST FOR BIDS, ALONG WITH ALL ASSOCIATED TABLES AND ATTACHMENTS, CAN BE FOUND BELOW UNDER 'RELATED DOCUMENTS'