Instructions & Specifications For Tree Removal for Bid Bid Number 2016-002 Elizabethtown, Kentucky January 21, 2016 Contact: Jeff Gaddie (270) 268-1310
I. Information to Bidders 1. ACCEPTANCE OF BIDS (the District) reserves the right to accept the bid deemed lowest and best evaluated as determined by the Water District No. 2 s Board of Commissioners. The District reserves the right to waive any informalities or minor defects in a bid or to reject any or all bids. 2. SUBMITTING BIDS A. The bid must be received by the District at 360 Ring Road, Elizabethtown, Kentucky on Thursday, February 11, 2016 by 10:30 am Eastern standard time. Bids will then be publicly opened and read aloud. Any bid received after the specified time shall be disqualified. B. Each bid must be submitted in a sealed envelope and have typed on the envelope, SEALED BID 2016-002, with the opening date and time. District assumes no responsibility for the premature opening of or failure to open bids not properly addressed or identified. C. An authorized representative may withdraw their bid at any time up to the opening time of the bid, but no bid may be withdrawn within 60 days after the date of the opening. D. The District will not be responsible for errors or omissions on the part of bidders in making up their bids. All bids must be signed by an authorized representative and any bid received unsigned will be rejected. E. All bids must be submitted in accordance with the specifications listed. The bidder must note any exceptions to the specification on the Bid Form, otherwise it is determined that the bidder meets the specification listed. F. Bids must be submitted on the prescribed bid form and completed in ink or type written. Failure to do so will result in the rejection of the bid. G. Because this packet contains the terms, conditions, and specifications for the bid, the entire packet must be returned (minus the exhibits). An authorized agent must initial at the bottom of each page acknowledging that they have read the entire page. INT 2
H. Bidders are invited to attend the public bid opening, and to review the complete bid files after the bids have been opened. The District will also prepare and mail a bid tabulation showing all vendors pricing. I. Do not add or include Kentucky sales and/or use tax. The District will furnish the necessary exemption certificate, upon request. J. The District will require bidder to hold their bid price for the duration of the contract. K. The District shall make payment for services rendered on a monthly basis on or about the third Wednesday of each month. To receive payment, an itemized invoice shall be provided to the District by the fifth day of the month. 3. ADDENDA TO SPECIFICATIONS The District reserves the right to issue addenda(s) for the purpose of modifying the documents referred herein at any time prior to the day and time set for the opening. 4. QUALIFICATIONS OF BIDDERS The bidder may be required, before the award of the contract, to show to the complete satisfaction of the District that it has the necessary resources, facilities, and ability to provide the services specified. The bidder may also be required to give a past history and references in order to satisfy the District in regard to the bidder s qualifications. Should the bidder be deemed unsatisfactory, the District reserves the right to reject the bid. 5. TERM OF CONTRACT The term of the contract shall be from February 17, 2016 to March 31, 2016 unless terminated, canceled or extended. 6. TERMINATION OF CONTRACT The contract may be terminated in whole or in part at any time by the District, with or without cause, by giving at least a thirty-day advance written notice. INT 3
II. Specifications and Special Conditions 1. SPECIAL CONDITIONS A. The Work shall include removal of all trees and brush within the 30 foot permanent easement and only trees greater than 10-inches in circumference at 4-feet above ground surface within the 20-foot temporary easement as defined on the attached exhibits (Exhibits 1-18). B. All trees shall be cut flush with the ground surface. C. Clearing and grubbing shall consist of cutting, removing, and properly disposing of trees from within the designated easements. D. The size of the tree removal areas are located on the attached exhibits (Exhibits 1-18). E. The bidder shall access the tree removal areas through the existing easements that were acquired by the District for this project. Easements may vary by property, but typically there is a 30-foot permanent easement and a 20-foot temporary easement, 10-feet on each side of the permanent easement or 20-feet on one side of the permanent easement. Specific easements are available upon request. F. Prior to tree removal, the District will mark the alignment of the 30-foot permanent easement and 20-foot temporary easements. G. The District will notify property owners that this work will commence. Contractor shall make a reasonable effort to notify property owners prior to accessing their land. H. Select easements for the contain specific tree clearing requirements. The Table below list those requirements. Exhibit Exhibit Description Parcel Owner Special Requirements No. 3 In the densely populated tree area on Exhibit 3, the northern 480-feet of property belongs to the Hall s. Larry J. and Kilcha M. Hall Any marketable timber 14-inch at chest-high or larger shall be laid aside for property owner. All tree tops of marketable timber shall be cut off and hauled off site. 3 In the densely populated tree area on Exhibit 3, the middle 270-feet of property belongs to the Miles. James E. Miles, Pamela D. Miles, James E. Miles, III, and Jennifer L. Miles Any marketable timber 14-inch at chest-high or larger shall be laid aside for property owner. All tree tops of marketable INT 4
3 In the densely populated tree area on Exhibit 3, the southern 285-feet of property belongs to the Wade s. (See Note 1) 5, 6 On Exhibit 5, the trees called out within the 0.04, 0.08, and 0.13 acres near Rose Run. On Exhibit 6, the trees called out within the 0.22, 0.02, and 0.03 acres near Rose Run. 6 On Exhibit 6 the Claycamp s property is located in the 0.04 acres. 7 On Exhibit 7 the Cooke s property is located on the northwest side of the intersection of South Bell Avenue and South Railroad Avenue in the 0.04 acres. 8 On Exhibit 8 the Sego s property is located in the 0.15 acres. 15 On Exhibit 15 the Skees property is The Wade Family Farm Management, LLC Crain Farm Edwin and Judy Claycamp Mark A. and Janyce Cooke James David Sego Mary Donna Skees timber shall be cut off and hauled off site. Any marketable timber 14-inch at chest-high or larger shall be laid aside for property owner. All tree tops of marketable timber shall be cut off and hauled off site. No tree removal is included within this contract. Any trees that are removed must be inventoried with the property owner and the District so the District may replace them after construction. Photographs of the existing sidewalk must be taken prior to any tree clearing work is initiated and after completion. If sidewalk is damaged, the District must replace damaged sidewalk. Contractor to stay away from old maple tree. The District and Contractor shall meet with property owner prior to working on this property. Owner requires complete removal of all debris from tree clearing at this site. located in the 0.02 acres. (1) Note the alignment shown on the Wade property in Exhibit 4 within the densely populated tree area located on East Rhudes Creek is slightly different. The actual easement is located approximately 45-feet to the west of the easement shown on Exhibit 4. The District will mark the easement limit on this property. I. Initial work shall not commence until the District provides authorization but shall be completed before March 31, 2016. J. Winning bidder will be responsible for acquiring and maintaining insurance for the duration of the contract and must provide to the District a Certificate of Liability Insurance with listed as the certificate holder in the amounts and coverage listed below: INT 5
Commercial General Liability Worker s Compensation Coverage Automobile Liability Limits $2,000,000 per Occurrence $100,000 Accident $500,000 Disease Policy Limit $500,000 Disease Each Employee $300,000 / $600,000 Bodily Injury $100,000 Property Damage Hired & Non Owned Auto Insurance $300,000 / $600,000 K. The Contractor shall purchase and maintain liability insurance, as described above, specifically naming as additional insureds and Owner s Consultants, Strand Associates, Inc. and, and HPT PSC Properties Trust, using Additional Insurance Endorsement Form CG 20 26 07 04, CG 20 10 07 04, or equivalent form. Endorsements or General Liability policy shall not exclude supervisory or inspection services. Contractor shall also provide an Additional Insured Endorsement for the automobile policy. 2. Exhibits A. An exhibit for each area showing location and area of trees to be removed follows the bid form in this packet. Areas marked on exhibits are estimates only. Bidders are encouraged to visit each area prior to bidding. INT 6
Bid Form Tree Removal for Bid 2016-002 Item DESCRIPTION LUMP SUM TOTAL 1 Tree Removal of 10.06 acres per Exhibits 1-18 to be completed prior to March 31, 2016 $ Signed by Date Name Phone Address INT 7
Invitation to Bid for Tree Removal for (the District ) will receive sealed bids at the District office, located at 360 Ring Road / P.O. Box 970, Elizabethtown, Kentucky 42702, until 10:30 a.m. local time on the 11th day of February, 2016 for Tree Removal for the. Specifications are available at www.hardincountywater2.org or by contacting Jeff Gaddie at (270) 268-1310. Bids will be awarded to the lowest and best-evaluated bidder as determined by the Board of Commissioners, and further provided, that any and all bids may be rejected for any reason. BY ORDER OF THE COMMISSIONERS. INT 8
Rose Run Document Path: Q:\2014\KY14-031_HCWD2_Glendale_BioSurvey\Mapping\GIS\Habitat_Review_2016\Ex1_Overview.mxd las 1/12/16 Valley Creek 2 Isolated Area (10.59 ac) 3 Exhibit Extent Design mapping provided by client in 2014. 4 East Rhudes Creek 5 65 6 7 8 9 10 «222 31W 18 11 16 17 12 13 14 15 Nolin River USDA, USGS, AEX, Getmapping, Aerogrid, IGN, IGP, swisstopo, and the GIS User Community, Esri, HERE, DeLorme, MapmyIndia, OpenStreetMap Exhibit 1 Habitat Overview 0 900 1,800 3,600
Document Path: Q:\2014\KY14-031_HCWD2_Glendale_BioSurvey\Mapping\GIS\Habitat_Review_2016\Ex2_Habitat.mxd las 1/11/16 Valley Creek 0.45 acres 0.27 acres 0.18 acres Exhibit 2 0 150 300 600
Document Path: Q:\2014\KY14-031_HCWD2_Glendale_BioSurvey\Mapping\GIS\Habitat_Review_2016\Ex3_Habitat.mxd las 1/11/16 Valley Creek 2.44 acres 2.44 acres Exhibit 3 0 175 350 700
Document Path: Q:\2014\KY14-031_HCWD2_Glendale_BioSurvey\Mapping\GIS\Habitat_Review_2016\Ex4_Habitat.mxd las 1/11/16 0.26 acres 0.26 acres East Rhudes Creek Exhibit 4 0 150 300 600
Document Path: Q:\2014\KY14-031_HCWD2_Glendale_BioSurvey\Mapping\GIS\Habitat_Review_2016\Ex5_Habitat.mxd las 1/11/16 1.11 acres 0.86 acres 0.04 acres Rose Run 0.08 acres 0.13 acres Exhibit 5 0 150 300 600
Document Path: Q:\2014\KY14-031_HCWD2_Glendale_BioSurvey\Mapping\GIS\Habitat_Review_2016\Ex6_Habitat.mxd las 1/11/16 Rose Run 0.09 acres 0.22 acres 0.02 acres 0.48 acres 0.03 acres 0.04 acres 0.08 acres Exhibit 6 0 150 300 600
Document Path: Q:\2014\KY14-031_HCWD2_Glendale_BioSurvey\Mapping\GIS\Habitat_Review_2016\Ex7_Habitat.mxd las 1/12/16 0.04 acres 0.75 acres 0.13 acres 0.06 acres 0.09 acres 0.04 acres 0.02 acres 0.03 acres 0.04 acres 0.07 acres 0.03 acres 0.04 acres 0.04 acres 0.04 acres 0.08 acres Exhibit 7 0 75 150 300
Document Path: Q:\2014\KY14-031_HCWD2_Glendale_BioSurvey\Mapping\GIS\Habitat_Review_2016\Ex8_Habitat.mxd las 1/12/16 See Exhibit 7 0.01 acres 0.03 acres 0.04 acres 0.23 acres 0.15 acres Exhibit 8 0 75 150 300
Document Path: Q:\2014\KY14-031_HCWD2_Glendale_BioSurvey\Mapping\GIS\Habitat_Review_2016\Ex9_Habitat.mxd las 1/12/16 See Exhibit 7 See Exhibit 7 See Exhibit 7 See Exhibit 7 See Exhibit 7 0.01 acres 0.04 acres 0.02 acres 0.01 acres 0.03 acres 0.14 acres 0.03 acres Exhibit 9 0 75 150 300
Document Path: Q:\2014\KY14-031_HCWD2_Glendale_BioSurvey\Mapping\GIS\Habitat_Review_2016\Ex10_Habitat.mxd las 1/12/16 0.10 acres 0.32 acres 0.22 acres Exhibit 10 0 75 150 300
Document Path: Q:\2014\KY14-031_HCWD2_Glendale_BioSurvey\Mapping\GIS\Habitat_Review_2016\Ex11_Habitat.mxd las 1/11/16 0.08 acres 0.08 acres Exhibit 11 0 150 300 600
Document Path: Q:\2014\KY14-031_HCWD2_Glendale_BioSurvey\Mapping\GIS\Habitat_Review_2016\Ex12_Habitat.mxd las 1/11/16 0.22 acres 0.13 acres 0.09 acres Exhibit 12 0 150 300 600
Document Path: Q:\2014\KY14-031_HCWD2_Glendale_BioSurvey\Mapping\GIS\Habitat_Review_2016\Ex13_Habitat.mxd las 1/11/16 Isolated Area 0.00 acres Isolated Isolated Exhibit 13 0 150 300 600
Document Path: Q:\2014\KY14-031_HCWD2_Glendale_BioSurvey\Mapping\GIS\Habitat_Review_2016\Ex14_Habitat.mxd las 1/11/16 0.20 acres 0.20 acres Exhibit 14 0 150 300 600
Document Path: Q:\2014\KY14-031_HCWD2_Glendale_BioSurvey\Mapping\GIS\Habitat_Review_2016\Ex15_Habitat.mxd las 1/11/16 1.35 acres 0.80 acres 0.03 acres 0.06 acres 0.02 acres 0.44 acres Exhibit 15 0 150 300 600
Document Path: Q:\2014\KY14-031_HCWD2_Glendale_BioSurvey\Mapping\GIS\Habitat_Review_2016\Ex16_Habitat.mxd las 1/11/16 Isolated Area 0.74 acres 0.66 acres See Exhibit 17 Isolated 0.01 acres 0.01 acres 0.06 acres Exhibit 16 0 150 300 600
Document Path: Q:\2014\KY14-031_HCWD2_Glendale_BioSurvey\Mapping\GIS\Habitat_Review_2016\Ex17_Habitat.mxd las 1/11/16 0.09 acres 0.12 acres 0.17 acres 0.04 acres 0.15 acres 0.19 acres 0.03 acres 0.01 acres 0.07 acres 0.01 acres 0.02 acres 0.99 acres 0.09 acres Exhibit 17 0 150 300 600
Document Path: Q:\2014\KY14-031_HCWD2_Glendale_BioSurvey\Mapping\GIS\Habitat_Review_2016\Ex18_Habitat.mxd las 1/11/16 0.10 acres 0.01 acres 0.15 acres 0.26 acres 0.30 acres 0.82 acres Exhibit 18 0 150 300 600