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Utah Division of Oil, Gas and Mining |
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| BID SUBMISSION INFORMATIONThis page provides guidance and information to assist CONTRACTORS and other interested parties in preparing a complete and responsible abandoned mine reclamation bid proposal.
General Bidding Information
Within each project's reclamation construction specification package is:
Each of these sections will be explained below. The reclamation construction specification package contains the necessary information to prepare a responsible bid proposal. This page summarizes and reiterates much of this same information and provides a description and/or samples of the type of information being requested in the bid proposal and required submittals.
The following information generically summarizes the bidding information provided in each project's reclamation construction specification packages.
Project Summary and Information to BiddersProject Summary (The project summary briefly describes the nature, size and complexity of the reclamation project. Terms in parenthesis indicate variable project specific information) Sealed bids will be received by the Division of Purchasing, 3150 State Office Building, Salt Lake City, for the (PROJECT NAME) RECLAMATION CONSTRUCTION in COUNTY, Utah.
Bids will be received until 2:00 p.m., on Wednesday, (DATE: MONTH DAY YEAR), at which time they will be opened and read aloud in the Division of Purchasing offices. The WORK consists of reclamation construction at (NUMBER OF MINES) abandoned (TYPE OF MINE) mine openings located in (COUNTY NAME) County, Utah. The WORK includes installing mine closures and includes incidental tasks such as access improvement and revegetation of disturbed areas. Details of the WORK are contained in the Specifications.
Specifications Availability (Describes how to obtain specifications bid packages) Bid specification packages are no longer available for downloading through the Division of Oil, Gas & Mining's web page.
1. Hard copy bid specifications may be obtained from:
AND
2. Electronic bid specifications may be obtained online through the RFPDepot web site. (This requires the Contractor to register with the RFP Depot.) Click here to register your company as a vendor/supplier.
Pre-Bid Meeting (below is an example of the narrative outlining a project's pre-bid meeting. Attendance is not mandatory but is highly recommended.) AN OPTIONAL PRE-BID MEETING WILL BE HELD FOR ALL BIDDERS ON 10:00 AM, Wednesday, (DATE: MONTH DAY YEAR). Meet at the (LOCATION). To get there (DIRECTIONS). It is anticipated that the tour will drive to (LOCATION) to access several mines in the project area. The meeting is expected to last most of the afternoon and will involve driving and hiking over rugged terrain. High clearance four-wheel-drive vehicles are required. This meeting is optional. Because of the special nature of abandoned mine closure work, bidders are strongly encouraged to attend the pre-bid meeting. The State of Utah's Procurement Process (Describes how the State of Utah conducts the procurement of services through a formal bidding process.) General information and details regarding the State of Utah's purchasing and procurement procedures can be found at the Division of Purchasing web page. Click here to access the Vendors Guide to Doing Business with the State of Utah.
Questions about bidding procedures should be directed to the Division of Purchasing. Contact person is Paul Mash, Purchasing Agent. PHONE: (801) 538-3138, FAX: (801) 538-3882
Bid Proposals should be delivered to:
Technical questions regarding a project (Provides information to contact the Project Manager with questions and describes how the State of Utah conducts the bidding process) Technical questions about a project should be directed to the project manager at the Division of Oil, Gas and Mining. The contact person or Project Manager varies by project. A specific project manager's contact information will be listed under the Project Summary and Information for Bidders section located on page i. (Page i is the first page after the Table of Contents in the project's Reclamation Construction Specifications.)
Items in capital letters within parenthesis are variables specific to an individual project.
Contact person is: (PROJECTMANAGERNAME), Project Manager Division of Oil, Gas and Mining 1594 West North Temple, Suite 1210 Box 145801 Salt Lake City, Utah 84114-5801 phone: (801) 538-(EXT. NUMBER) Fax: (801) 359-3940 E-mail: (PROJECTMANAGERNAME)@utah.gov
Instructions To Bidders1. Request for Bids The Utah Division of Purchasing is accepting bids for the (PROJECT NAME) Project. The WORK consists of reclamation construction at (NUMBER OF MINE OPENINGS) mine openings, runoff control, and revegetation of disturbed areas at abandoned (TYPE OF MINE) mines in (COUNTY NAME) County, Utah. Details of the WORK are contained in these Specifications. Sealed bids are due on Wednesday, (DATE: MONTH DAY YEAR), no later than 2:00 P.M., at which time they will be opened and read aloud at the Division of Purchasing's office.
2. Qualifications of Bidders All CONTRACTORS must be currently licensed in Utah for the type of work to be done. Bidders shall submit a photocopy of their current Utah license covering the type of work to be done with their bid.
All CONTRACTORS who have previously performed WORK on a Utah Abandoned Mine Reclamation Program (UAMRP) project have been evaluated based on the Contractor Performance Rating Form (Appendix C). A rating of ten points or more is required to bid on this project.
3. Drawings and Specifications Drawings and Specifications may be obtained from the Division of Oil, Gas and Mining for the amount stated in the Project Summary and Checklist. Checks should be made payable to the Utah Division of Oil, Gas and Mining. The payment is nonrefundable.
4. Pre bid Meeting An optional pre-bid site meeting will be held for all interested bidders at (TIME) on Wednesday, (DATE: MONTH, DAY, YEAR). Meet at (LOCATION). The meeting is expected to last most of the afternoon and will involve driving and hiking over rugged terrain. High-clearance four-wheel-drive vehicles are required.
This meeting is optional. Attendance is not required to bid, but attendance should result in a more responsible bid. Abandoned mine closure work is different from standard residential or commercial construction. It requires specialized work in unusual conditions and unique circumstances. Because of the special nature of abandoned mine closure work, bidders are strongly encouraged to attend the pre-bid meeting. If attendance at the meeting is not possible, bidders should make every effort to examine the project on their own time. Abandoned mines are hazardous. Do not enter the mines.
5. Proposals Before submitting a proposal, each bidder shall carefully examine the drawings, specifications and other contract documents and shall visit the site of the WORK; shall fully inform himself or herself as to all existing conditions and limitations; and shall include in the proposal the cost of all items included in the CONTRACT. CONTRACTOR shall fill out all blanks and include all forms and submittals, or be subject to having the bid disqualified. (See the checklist of required bid items on page i).
The pages required for bidding are included in these specifications. For convenience, additional unbound copies of these pages will be distributed at the pre-bid site meeting. The bidder must submit the Proposal, Agency Contract Bond Statement, Bid Bond, Minority and Woman Business Enterprise Representation, Bid Schedule, photocopy of Utah contractor's license, and required submittals in the sealed bid, along with the required Division of Purchasing bid documents. Deliver proposals to the Division of Purchasing only. Do not deliver proposals to DOGM.
6. Contract and Bond The contract agreement will be on a form similar to that which is bound in the specifications. The completion date of construction will be as indicated in the proposal. The successful bidder, within 14 days after the bid opening, will be required to furnish a performance bond and a payment bond in an amount equal to one hundred percent (100%) of the contract price, said bonds shall be secured from a company satisfactory to OWNER. The surety company must be a U.S. Department of Treasury (Circular 570) listed company.
7. Listing of Subcontractors The experience and responsibility of Subcontractors may have bearing on the selection of a CONTRACTOR by the OWNER.
The apparent two low bidders shall deliver to OWNER within 24 hours (excluding Saturday, Sunday, and State holidays) for OWNER's approval, a list of the names of Subcontractors to be furnished for each of the principal parts of the work and the corresponding dollar amounts. Each principal part shall mean a subcontract dollar value in excess of $5,000. A form for this submission is included in these Specifications. Such list shall be binding upon the CONTRACTOR; however, OWNER has a right to reject any or all Subcontractors listed or unlisted which OWNER feels are unqualified to do the work.
OWNER may withhold award of CONTRACT to any particular bidder if one or more of his or her proposed Subcontractors are considered by the OWNER to be unqualified.
8. Interpretation of Plans and Specifications If any person contemplating submitting a bid for the proposed CONTRACT is in doubt as to the true meaning of any part of the drawings, specifications or other proposed CONTRACT documents, he or she may submit to the Division of Oil, Gas & Mining a written request for an interpretation thereof. The person submitting the request will be responsible for its prompt delivery.
Any interpretation of the proposed documents will be made only by addendum duly issued. A copy of such addendum will be mailed or delivered to each person receiving a set of documents, and posted on the UAMRP website. The OWNER will not be responsible for any other explanations or interpretations of the proposed documents.
9. Addenda or Bulletins Any addenda or bulletins issued during the time of bidding shall become part of the documents issued to the bidders for the preparation of the bid, shall be covered in the bid, and shall be made a part of the CONTRACT.
10. Bid Schedule Bidding CONTRACTORS shall examine the specifications and the Bid Schedule and fill in all blanks of the CONTRACTOR's Proposal and Bid Schedule and submit all required information contained in the Specifications Schedule, including required submittals, or have the bid subject to disqualification.
11. Award of CONTRACT The CONTRACT will be awarded as soon as possible to the lowest responsible bidder, provided the bid is reasonable and is in the interests of the OWNER to accept. Responsible bidders will be considered to be those bidders who have fully evaluated the work to be performed, as detailed in their bids. For bidders who have previously performed WORK on a UAMRP project, evaluation of the responsibility of the bidder will also include consideration of past performance on AMR contracts for OWNER. Both the Lump Sum Amount and the Variation in Quantities Unit Price for all work items will be considered in awarding the CONTRACT. Lump Sum Amounts do not have to equal the product of the estimated quantity times the Variation in Quantity Unit Price, but OWNER may reject a bid if unit prices are substantially out of line with the Lump Sum Amount. The OWNER reserves the right to waive any technicalities or formalities in any bid or in the bidding.
12. Qualifications The CONTRACTOR's and Subcontractor's past performance, organization, equipment, and ability to perform and complete their contracts in the manner and within the time limit specified will be elements along with the cash amount of the bid, which will be considered by the OWNER in the letting of the CONTRACT. A rating of ten points or more on the Contractor Performance Rating Form (Appendix C) is required for any CONTRACTOR who has previously performed WORK on a Utah AMR project. The CONTRACTOR shall comply with and require all of his or her Subcontractors to comply with the license laws as required by the State of Utah.
13. Cost Breakdown The CONTRACTOR shall, before starting WORK, submit to OWNER a cost breakdown showing the cost of various segments of the WORK according to a specification heading, the total amount equaling the CONTRACT price. This breakdown shall be used as the basis for the payment of estimates as stated in the contract documents.
14. Right to Reject Proposals The OWNER reserves the right to reject any or all proposals.
15. Time is Essence and Award of CONTRACT Time is of the essence in award of the CONTRACT.
16. Withdrawal of Bids Bids may be withdrawn upon written or electronic request received from bidders prior to the time fixed for opening. Electronic request via FAX or E-mail must be received by OWNER in written form before bid opening. Negligence on the part of the bidder in preparing the bid confers no right for the withdrawal of the bid after it has been opened.
17. Bid Security Bid Security in the amount of five percent (5%) of the bid, made payable to the Division of Oil, Gas & Mining, shall accompany bid. If a certified or cashier's check is used in lieu of bid bond, a current certificate from an approved surety company guaranteeing execution of a 100% Performance Bond and 100% Payment Bond must be on file with the OWNER.
18. Applicant Violator System (AVS) Eligibility Check Federal regulations (30 CFR 874.16) effective July 1, 1994, require all successful bidders on contracts funded through Title IV of the Surface Mining Control and Reclamation Act (SMCRA) of 1977 to be eligible under 30 CFR 773.15(b)(1) to receive a permit to conduct surface coal mining operations. In general, this means that the Utah Abandoned Mine Reclamation Program may not hire a contractor who is or whose company is associated with a coal mine operator with outstanding unabated violations under SMCRA. The regulations further require that contractor eligibility be confirmed by the Applicant/Violator System (AVS) at the U.S. Office of Surface Mining (OSM). Compliance checks are also required for all subcontractors receiving 10% or more of the total contract amount.
19. Buy American Act Compliance with the Buy American Act is required for this project. The Buy American Act requires the use of domestically produced materials.
20. Electronic Specs Available Electronic versions of the Contract Specifications are available through the RFP Depot (http://www.rfpdepot.com) web site. OWNER no longer provides electronic specifications through the Division of Oil Gas & Mining web page. BIDDING CHECK LIST
Bid Proposal
Required Submittals
Division of Purchasing bid documents:
Required Submittals:
The following items are required within 24 hours after the bid opening from the apparent two low bidders only. They may be submitted with the bid at the bidder's option or convenience.
Bids must be delivered to the Division of Purchasing only. DO NOT deliver bids to DOGM. AddendumsAn addendum for any project may become necessary. In such cases, it will be prepared by the DOGM Project Manager and submitted to the Utah Division of Purchasing for approval and processing. The addendum information will be incorporated into the bidding documents by the Division of Purchasing and each bidder must acknowledge in their bid that they have received all addenda information and have incorporated it into their bid. Subscribe to RFP Depot to Receive Electronic Notification of Utah bid solicitiations It is highly recommended that interested bidders "REGISTER" to receive automatic email or FAX notification of current bid solicitations and to receive notification of any addendums to a bid solicitation.
All current State of Utah, Division of Purchasing bid solicitations are now located at the RFP Depot. This web page can be found at the RFPDepot.com.
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