6.2 Award contract for ECRA Dog Park FenceCITY OF SALINA
REQUEST FOR CITY COMMISSION ACTION DATE TIME
April 11, 2016 4:00 P.M.
AGENDA SECTION b ORIGINATING DEPARTMENT: FISCAVAL:
NO: PARKS AND RECREATION BY: r"M
ITEM z DEPARTMENT FINAL APPROVAL:
NO:
Page 1 BY: Steve Hardesty B4
ITEM:
Authorization of a contract for fencing at the new dog park in the East Crawford Recreation Area.
BACKGROUND:
On February 1, 2016, the City Commission approved the construction of a dog park in the East
Crawford Recreation Area. Donated funds of up to $80,000 were authorized for the completion of a
dog park of approximately 2 acres.
Following the City of Salina purchasing policies, bid documents were sent out to area fencing
companies. On March 22, 2016 bids were opened with the results below.
Dog Park Fence Bids (Estimate $46,000)
1. Clanton Fence LLC
$34,225
2. Nine Wire Fence LLC
$36,617.40
3. Dellinger Fence Co.
$42,367
4. Amerifence
$43,880
5. Kansas Fence Co.
$44,465
6. Kansas Fencing
$50,500
7. Carnahan -White Fence
$53,365
Staff reviewed the bids, checked specifications of the project, and checked references for the low
bidder. Claxton Fence, LLC from Wichita, Kansas is the low bid on this project.
FISCAL NOTE:
Funds from the Salina Animal Shelter Donation account will be used for construction. Parks and
Recreation will be responsible for on-going maintenance.
CONFORMANCE WITH THE STRATEGIC PLAN:
The City will provide the highest quality of services, consistent with governing body direction,
available resources and staff commitment to quality.
RECOMMENDED ACTION:
Staff offers the following options for City Commission consideration. Staff recommends Option #1.
1. Authorize a contract with Claxton Fence, LLC, Wichita, Kansas for the amount of $34,225 for
the construction of fencing for the dog park in the East Crawford Recreation Area.
2. Deny the contract and provide further direction.
AGREEMENT BETWEEN THE CITY OF SALINA, KANSAS
and
Claxton Fence, LLC
for
Dog Park Fencing at East Crawford Recreation Area
This Agreement is entered into April 11, 2016 by and between the City of Salina, Kansas, (the "City") and CIaxton
Fence, LLC, a Kansas limited liability company (the "Contractor").
Recitals
A. The City desires to contract for the construction of new fencing at the dog park in the East Crawford Recreation
Area, in compliance with federal, state, and local regulations.
B. The Contractor has the requisite qualifications and experience to perform the services needed by the City and desires
to perform those services pursuant to the terms of this Agreement.
The parties, in consideration of the mutual promises set forth in this Agreement, agree and covenant:
1. Definitions. Capitalized words used in this Agreement shall have the following meanings:
"Agreement" means this Agreement for fencing at the East Crawford Recreation Area dog park, as amended and
supplemented from time to time.
"City" means the City of Salina, Kansas.
"Contractor" means Claxton Fence, LLC and its successors.
2. Exhibits. The following Exhibits are attached to and made a part of this Agreement (Mark with "X" if applicable):
Exhibit A: Responsibilities of the Parties
Exhibit B: Term; Schedule
Exhibit C: Basis of Payment
Exhibit D: Insurance Requirements
Exhibit E: General Clauses
3. Responsibilities of the Parties. The parties agree to perform the responsibilities outlined in the attached and
incorporated Exhibit A.
4. Term,• Schedule, The Contractor agrees to perform its responsibilities during the term and according to the
timeframe and schedule described in Exhibit B, subject to the potential for prior termination pursuant to the terms of this
Agreement.
5. Payment. The City shall pay the Contractor for the performance of its responsibilities pursuant to this Agreement
as set forth in Exhibit C.
6. Insurance Re uirements.
6.1. Types and Amount of Coverage. The Contractor agrees to obtain insurance coverage as specified in Exhibit
D. attached hereto, and shall not make any material modification or change from these specifications without the prior
approval of the City. If the Contractor subcontracts any of its obligations under this Agreement, the Contractor shall require
each such subcontractor to obtain insurance coverage as specified in Exhibit D. Failure of the Contractor or its
subcontractors to comply with these requirements shall not be construed as a waiver of these requirements or provisions and
Contractor Services (2015-07-24)
shall not relieve the Contractor of liability.
6,2, &ting. All insurance policies shall be issued by insurance companies rated no less than A- VII in the most
recent `Bests" insurance guide, and admitted in the State of Kansas. Except as otherwise specified in Exhibit D, all such
policies shall be in such form and contain such provisions as are generally considered standard for the type of insurance
involved.
6.3. Certificate of Insurance. The parties acknowledge that the Contractor has provided the City with a
certificate of insurance listing the City as the Certificate Holder and evidencing compliance with the insurance requirements
in this Agreement. The City reserves the right to require complete certified copies of all insurance policies procured by the
Contractor pursuant to this Agreement, including any and all endorsements affecting the coverage required hereunder.
7. Iniury to Persons or Dama a to Prover . The Contractor acknowledges responsibility for any injury to person(s)
or damage to property caused by its employees or agents in the performance of its duties under this Agreement and shall
immediately notify the City's Risk Management Department at (785) 309-5705 in the event of such injury to person(s) or
damage to property.
8. Indemnification. To the fullest extent permitted by law, the Contractor shall defend, indemnify and hold harmless
the City, its agents, representatives, officers, officials and employees from and against all claims, damages, losses and
expenses (including but not limited to attorney fees and court costs) attributable to bodily injury, sickness, disease, death, or
injury to, impairment, or destruction of property, including loss of use resulting therefrom, to the extent that such claims,
damages, losses, and expenses relate to, arise out of, or are alleged to have resulted from the wrongful acts, negligent acts,
errors, omissions, or defective work or services of the Contractor, its employees, agents, or any tier of subcontractors in the
performance of this Agreement.
9. Voluntary Termination. See General Clauses.
10. Default. See General Clauses.
11. Remedies. See General Clauses.
12. Non -Assignable. Due to the unique qualifications and capabilities of the Contractor, neither the rights nor
responsibilities provided for under this Agreement shall be assignable by either party, either in whole or in part.
13. Notices. All notices required or permitted to be given pursuant to this Agreement shall be in writing and delivered
personally or sent by registered or certified mail, return receipt requested, or by generally recognized, prepaid, commercial
courier or overnight air courier service. Notice shall be considered given when received on the date appearing on the return
receipt, but if the receipt is not returned within five (5) days, then three (3) days after mailed, if sent by registered or certified
mail or commercial courier service; or the next business day, if sent by overnight air courier service. Notices shall be
addressed as appears below for each party, provided that if any party gives notice of a change of name or address, notices to the
giver of that notice shall thereafter be given as demanded in that notice.
CITY: Salina Parks and Recreation
Attn: Steve Hardesty
P.O. Box 736
Salina, KS 67402-0736
CONTRACTOR: Claxton Fence, LLC
1842 S. Mead
Wichita, KS 67211
14. Retention and Inspection of Records. The Contractor shall maintain complete, accurate, and clearly identifiable
records with respect to all costs and expenses incurred under this Agreement. The records shall be maintained during the
term of this Agreement, and for a period of three (3) years from the date of final payment under this Agreement (the
"Retention Period"); provided, however, that if any litigation, claim or audit is commenced prior to the expiration of the
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Retention Period, then the Retention Period shall be extended until all litigation, claims or audit findings have been
completely terminated or resolved, without right of further appeal. During the Retention Period, the Contractor shall allow a
representative of the City during normal business hours to examine, audit, and make transcripts or copies of such records and
any other documents created pursuant to, or arising under, this Agreement. The City agrees to responsibly utilize all
information obtained pursuant to this paragraph for the purposes of reviewing, confirming, and verifying the nature and
amount of all costs and expenses incurred under this Agreement. The City agrees to take reasonable precautions not to
disclose such information outside the scope of those stated purposes, subject to the Kansas open records act or other
applicable law.
15. Non -a ro riation. The City is subject to Kansas budget and cash basis laws, and operates on a calendar fiscal
year. In the event that this Agreement involves financial obligations spanning multiple fiscal years for the City, it is subject
to annual appropriation by the City's governing body for future fiscal years. If the City's governing body does not
appropriate the funds necessary to fulfill the City's financial obligations pursuant to this Agreement, the City shall so notify
the other parties to this Agreement and this Agreement shall be null and void for purposes of the fiscal year(s) affected by the
decision of the governing body not to appropriate.
16. Relationship. It is expressly understood that Contractor in performing services under this Agreement, does so as an
independent contractor. The City shall neither have nor exercise any control or direction over the methods by which
Contractor performs its responsibilities as outlined in Exhibit A. The sole interest and responsibility of the City is to see that
the services covered by this Agreement are performed and rendered in a competent, efficient, and satisfactory manner.
Contractor shall be exclusively responsible for all taxes, withholding payments, employment -based benefits, deferred
compensation plans, including but not limited to its workers compensation and social security obligations, and the filing of all
necessary documents, forms, or returns pertinent to the foregoing.
17. Subcontracting. Contractor shall not subcontract any work or services under this Agreement without the City's
prior written consent.
IS. Compliance with Aoolicable Law.
Contractor shall comply with all applicable federal, state, and local law in the performance of this Agreement.
19. E ual Onportunit .
(a) In conformity with the Kansas act against discrimination and Chapter 13 of the Salina Code, the Contractor and its
subcontractors, if any, agree that:
(1) The Contractor shall observe the provisions of the Kansas act against discrimination and Chapter 13 of the Salina
Code and in doing so shall not discriminate against any person in the performance of work under this Agreement
because of race, sex, religion, age, color, national origin, ancestry or disability;
(2) The Contractor shall include in all solicitations, or advertisements for employees, the phrase "equal opportunity
employer," or a similar phrase to be approved by the City's human relations director;
(3) If the Contractor fails to comply with the manner in which the Contractor reports to the Kansas human rights
commission in accordance with the provisions of K.S.A. 44-1031 and amendments thereto, the Contractor shall be
deemed to have breached this Agreement and it may be canceled, terminated or suspended, in whole or in part, by
the City;
(4) If the Contractor is found guilty of a violation of Chapter 13 of the Salina Code or the Kansas act against
discrimination under a decision or order of the Salina human relations commission or the Kansas human rights
commission which has become final, the Contractor shall be deemed to have breached this Agreement and it may
be canceled, terminated or suspended, in whole or in part, by the City;
(5) The Contractor shall not discriminate against any employee or applicant for employment in the performance of
this Agreement because of race, sex, religion, age, color, national origin, ancestry or disability; and
(6) The Contractor shall include similar provisions in any subcontract under this Agreement.
(b) The provisions of this section shall not apply to this Agreement if the Contractor:
(1) Employs fewer than four employees during the term of this Agreement; or
(2) Contracts with the City for cumulatively $5,000 or less during the City's calendar fiscal year.
20. _Administration of Agreement. All references in this Agreement requiring the City's participation or approval shall
mean the participation or approval of the City Manager or his designee, unless otherwise provided herein.
21. Attorney Fees. If any suit or action is instituted by either party hereunder, including all appeals, the prevailing party in
such suit or action shall be entitled to recover reasonable attorney fees and expenses from the non -prevailing party, in addition to
any other amounts to which it may be entitled.
22. Right to Independent Legal Advice. The Contractor understands and acknowledges the right to have this Agreement
reviewed by legal counsel of the Contractor's choice.
23. Applicable Law: Venue. This Agreement and its validity, construction and performance shall be governed by the laws
of Kansas. In the event of any legal action to enforce or interpret this Agreement, the sole and exclusive venue shall be in the
Saline County, Kansas District Court.
24. Interpretation. This Agreement shall be interpreted according to its fair meaning, and not in favor of or against any
ply.
25. Time. Time is of the essence of this Agreement. No extension will be granted unless in writing and signed by the
parties. Should the end of a time period fall on a legal holiday that termination time shall extend to 5:00 p.m. of the next full
business day.
26. Severability. The unenforceability, invalidity, or illegality of any provision of this Agreement shall not render the other
provisions unenforceable, invalid, or illegal.
27. Authority and Consent to Transaction. Each party represents to the other that the person executing this Agreement
has full and legal authority to bind such party to the terms of this Agreement, and that the execution and delivery of this
Agreement have been duly and validly authorized by the governing body of each party.
28. Persons Bound. This Agreement shall extend to and bind the heirs, executors, administrators, trustees, successors and
authorized assigns of the parties hereto.
29. Counterparts. This Agreement may be executed in any number of counterparts, each of which shall be deemed an
original, or in multiple originals, and all such counterparts or originals shall for all purposes constitute one agreement.
30. Amendments. Neither this Agreement nor any of its terms may be changed or modified, waived, or terminated except
by an instrument in writing signed by an authorized representative of the party against whom the enforcement of the change,
waiver, or termination is sought.
31. Waiver. No failure or delay by a party hereto to insist on the strict performance of any term of this Agreement, or to
exercise any right or remedy consequent to a breach thereof, shall constitute a waiver of any breach or any subsequent breach of
such term. No waiver of any breach hereunder shall affect or alter the remaining terms of this Agreement, but each and every
term of this Agreement shall continue in full force and effect with respect to any other then existing or subsequent breach thereof.
32. Conflict Resolution. No interpretation of this Agreement shall be allowed to find the City has agreed to binding
arbitration.
33. No Third Party Beneficiaries. Solely the parties to this Agreement shall have rights and may make claims under this
Agreement. There are no intended third party beneficiaries under this Agreement, and no third parties shall have any rights or
make any claims hereunder.
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34. Typewritten or Handwritten Provisions. Typewritten or handwritten provisions inserted or attached, and initialed by
all parties, shall supersede all conflicting printed provisions.
35. Feminine -Masculine, Singular -Plural. Wherever used, singular shall include the plural, plural the singular, and use of
any gender shall include all genders.
36. Headier. The headings of the sections of this Agreement are included for the purposes of convenience only and
shall not affect the interpretation of any provision hereof.
37. Merger Clause. These terms are intended by the parties as a complete, conclusive and final expression of all the
conditions of their Agreement. No other promises, statements, warranties, agreements or understandings, oral or written, made
before or at the signing thereof; shall be binding unless in writing and signed by all parties and attached hereto.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by their authorized
representatives.
CITY OF SALINA, KANSAS CONTRACTOR
By:
Jon R Blanchard, Mayor
Attest:
Shandi Wicks, CMC, City Clerk
Form:
Legal Counsel
W
By:
Doug Claxton, President
EXHIBIT A
RESPONSIBILITIES OF THE PARTIES
and
SCOPE OF WORK
Dog Park Fencing at the East Crawford Recreation Area
In accordance with the provisions of this Agreement, including the General Clauses attached
hereto as Exhibit E, the Contractor shall furnish all labor, equipment, accessories and material and
shall perform all work necessary to install fencing at the dog park in the East Crawford Recreation
Area. The Contractor's responsibilities shall include:
The Contractor shall supply and install approximately 1,740 lineal feet of chain link fence,
(6) four foot wide walk gates, and (3) ten foot wide gates with the following specifications;
*Permafused II polyolenfin fabric; 9 gauge core wire/8 gauge finish, 2" mesh vinyl -coated
(Black) chain link fabric, 6' tall KK will conform to ASTM -F-668, Class 2b.
*Polyester powdercoated (black) galvanized steel post and framework; will meet ASTM -F-
1043 for DZ pipe with polyester powder coating as per ASTM -F-934.
*Polyester powder coated (black) pressed steel fittings; will meet or exceed ASTM -F-626
with polyester powder coating as per ASTM -F-934.
*Gates shall be manufactured with DQ -20 pipe matching the above specifications. Gates
shall be a welded corner construction. A zinc rich coating shall be applied to all welded
joints in accordance with ASTM -F-780.
*Line posts shall be; line post DQ -40 2", corner post DQ -40 2.5", and both ends of 10' fates
shall be DQ -40 3" post.
*Top and bottom rail shall be DQ -40 15/8"
*All wire ties shall be steel.
*Selvage shall be knuckled on top and bottom.
*A 1/a"thick, 15" wide rubber weed mat shall be under all chain link fences.
*Footing diameters shall be four times the diameter of post and 36" deep and set in concrete.
2. The Contractor shall remove all debris on a daily basis and keep the work area clean and
safe. Contractor shall make final "sweep" of surrounding areas with magnet pick up tool to
remove stray metallic debris.
3. The Contractor shall coordinate all work, with regard to schedule, through the Project
Manager.
4. The Contractor shall be required to field verify all measurements through onsite inspection.
5. The project must be substantially completed within 45 days of Notice to Proceed.
6. The park will be occupied during construction. Accordingly, the Contractor shall take
appropriate care to safeguard the park users and visitors.
7. Questions shall be directed to the following Project Manager: Bob Ash, Superintendant of
Parks, City of Salina, 785-201-1301, email bob.ash c@salina.org. Alternately, Vanessa
Cowie, Animal Services Manager, City of Salina, 785-826-6535, email
A-1
vanessa.cowie@salina.org. All references to the "Engineer" in the General Clauses shall
be deemed to refer to the "Project Manager."
A-2
EXHIBIT B
TERM; SCHEDULE
I. Term. The term of this Agreement shall commence upon execution of this
Agreement by both parties, and shall remain in effect until completion of the services described
in Exhibit A pursuant to the schedule set forth below.
2. Schedule. The Contractor shall commence performance of the services upon
receipt of written direction to proceed from the City. The services to be performed pursuant to
this Agreement shall be performed with due diligence at all times during the term. All work on
the project shall be completed within 45 days of the Notice to Proceed.
FM -BI
EXHIBIT C
BASIS OF PAYMENT
1. Compensation. The City agrees to compensate the Contractor for project costs in
the amount of $34,225.00 upon the satisfactory completion of all the Contractor's responsibilities
set forth in Exhibit A. All of the Contractor's costs and expenses, including employee salaries,
overhead, other direct costs, subcontract expenses, and profit are included in the lump sum
amount, and the City shall not be obligated to reimburse the Contractor for costs or expenses in
excess of the total lump sum amount.
2. Invoices. Upon completion of all the Contractor's responsibilities set forth in
Exhibit A, the Contractor shall invoice the City for the entire lump sum amount.
3. Payment. Invoices will be due and payable within 30 days of receipt by the City.
If the City disputes any items in the Contractor's invoice for any reason, the City may
temporarily delete the disputed item and pay the remaining amount of the invoice. The City will
promptly notify the Contractor and request clarification and/or correction. Following resolution
of any dispute, the Contractor will include the disputed item as resolved on a subsequent invoice.
The Contractor retains the right to assess the City interest at the rate of up to one percent (1%)
per month on undisputed invoices which are not paid within 30 days of receipt by the City.
C-1
EXHIBIT D
INSURANCE REQUIREMENTS
(Construction Services)
Pursuant to Section 6 of the Agreement, the Contractor shall obtain, pay for, and maintain —
and shall require each of its authorized subcontractors to obtain and maintain — for the duration of
the Agreement, policies of insurance meeting the following requirements:
1. General Requirements.
A. Additional Insured. With the exception of the workers' compensation and
professional liability policies to be obtained by the Contractor hereunder, all policies shall name
as an additional insured the City of Salina ("City"), its agents, representatives, officers, officials,
and employees as additional insured(s). Insurance for the additional insured shall extend to
Products/Completed Operations and be as broad as the insurance for the named insured,
including defense expense coverage, and, with respect to the commercial general liability policy
required hereunder, shall be endorsed to apply as primary and non-contributory insurance before
any other insurance or self-insurance, including any deductible, maintained by, or provided to,
the additional insured(s).
B. Waiver of Subrogation. Where allowed by law, all policies will include a waiver
of subrogation in favor of the City, its agents, representatives, officers, officials, and employees.
C. Claims Made Policies. If coverage is written on a claims -made basis for any of
the policies required by this Agreement, the Contractor must maintain the coverage for a
minimum of two (2) years from the date of final completion of all work under the Agreement.
D. Premium and Deductible Ex enses. The Contractor shall be responsible for all
premiums and retention or deductible expense for any and all policies required by this Contract.
2. Specific Coverage Requirements.
A. Commercial General Liability ("CGL" . The Contractor shall maintain CGL
coverage written on ISO Occurrence form CG00 01 or an industry equivalent and shall cover
liability arising from Personal Injury, Bodily Injury, Property Damage, Premises and Operations,
Products and Completed Operations, Contractual Liability, Independent Contractors and
Advertising Injury. The policy limits shall not be less than the following:
• Each occurrence $1,000,000
• General aggregate $2,000,000
• Personal and Advertising Liability $1,000,000
The policy shall contain an endorsement that modifies the general aggregate to apply separately
to each project. The Contractor shall maintain the Products and Completed Operations liability
coverage for a period of at least two (2) years after completion of all work under the Agreement.
D-1
B. Business Automobile Liabili ("BAL"). The Contractor shall maintain BAL
coverage written on ISO form CA 00 01 or an industry equivalent. Coverage shall be applicable
to all autos and other vehicles subject to compulsory auto liability laws that are owned, hired,
rented or used by the Contractor and include automobiles not owned by but used on behalf of the
Contractor. The BAL policy limits shall not be less than the following:
• Combined single limit $1,000,000
C. Workers' Comp ensation/Employer's Liabili . The Contractor shall maintain
workers' compensation and employer's liability coverage with policy limits not less than the
following:
• Workers' Compensation (Coverage Part A)
o Statutory
• Employer's Liability (Coverage Part B)
o $100,000 each accident
o $500,000 disease — policy limit
o $100,000 disease — each employee
D-2
EXHIBIT E
GENERAL CLAUSES
See attached
E-1
GENERAL CLAUSES
TABLE OF CONTENTS
APPLICATION----------------------------------------------------------------------------------------- GC -1
2. DEFINITIONS------------------------------------------------------------------------------------------GC-1
a. Bid----------------------------------------------------------------------------------------------------GC-1
b. Bidder------------------------------------------------------------------------------------------------GC-1
c. Change Order---------------------------------------------------------------------------------------GC-1
d. City------------------------------------------------------------------------------------------------ GC -2
e. Contract----------------------------------------------------------------------------------------------GC-2
f. Contract Documents-------------------------------------------------------------------------------GC-2
g. Contract Price---------------------------------------------------------------------------------------GC-2
h. Contract Times-------------------------------------------------------------------------------------GC-2
i. Contractor-------------------------------------------------------------------------------------------GC-2
j. Drawings--------------------------------------------------------------------------------------------GC-2
k. Engineer---------------------------------------------------------------------------------------------GC-2
1. Inspector---------------------------------------------------------------------------------------------GC-2
m. Milestone--------------------------------------------------------------------------------------------GC-2
n. Notice to Proceed----------------------------------------------------------------------------------GC-2
o. Site---------------------------------------------------------------------------------------------------GC-2
p. Specifications---------------------------------------------------------------------------------------GC-3
q. Standard Specifications and Test Methods-----------------------------------------------------GC-3
r. Substantial Completion---------------------------------------------------------------------------GC-3
s. Work-------------------------------------------------------------------------------------------------GC-3
3. TERMINOLOGY--------------------------------------------------------------------------------------GC-3
a. Day--------------------------------------------------------------------------------------------------GC-3
b. Defective--------------------------------------------------------------------------------------------GC-3
c. Furnish----------------------------------------------------------------------------------------------GC-3
d. Install------------------------------------------------------------------------------------------------GC-4
e. Perform; Provide-----------------------------------------------------------------------------------GC-4
4. COMMENCEMENT OF CONTRACT TIMES; NOTICE TO PROCEED-------------------GC-4
5. BONDS--------------------------------------------------------------------------------------------------GC-4
a. Performance Bond---------------------------------------------------------------------------------GC-4
b. Statutory Bond--------------------------------------------------------------------------------------GC-4
6. INSURANCE REQUIREMENTS-------------------------------------------------------------------GC-4
7. PATENTED DEVICES AND PROCESSES-------------------------------------------------------GC-5
Revised 1-2-15 GC -1
8. WATER, GAS AND ELECTRICITY---------------------------------------------------------------GC-5
9. PERMITS, LICENSES AND REGULATIONS---------------------------------------------------GC-5
10. NOTICES------------------------------------------------------------------------------------------------GC-5
11. OBSTACLES AND OBSTRUCTIONS------------------------------------------------------------ GC -5
a. Subsurface Obstructions--------------------------------------------------------------------------GC-6
b. Surface Obstructions------------------------------------------------------------------------------GC-6
c. Public Utilities--------------------------------------------------------------------------------------GC-6
d. Trees and Shrubs-----------------------------------------------------------------------------------GC-7
e. Sodded and Landscaped Areas-------------------------------------------------------------------GC-7
f. Privately Owned Obstructions-------------------------------------------------------------------GC-7
12. SALVAGED MATERIALS--------------------------------------------------------------------------GC-7
13. MATERIALS FURNISHED BY CITY-------------------------------------------------------------GC-7
14. BARRIERS AND LIGHTS---------------------------------------------------------------------------GC-7
15. RESPONSIBILITY FOR PROPERTY DAMAGE-----------------------------------------------GC-7
16. PUBLIC CONVENIENCE---------------------------------------------------------------------------GC-8
17. QUALITY OF MATERIALS AND EQUIPMENT-----------------------------------------------GC-8
18. WORKMANSHIP--------------------------------------------------------------------------------------GC-8
19. PRESERVATION OF MONUMENTS AND MARKERS--------------------------------------GC-8
20. TEST SAMPLES AND SPECIMENS--------------------------------------------------------------GC-8
21. SPECIAL CONSTRUCTION METHODS---------------------------------------------------------GC-9
22. SHOP AND ERECTION DRAWINGS-------------------------------------------------------------GC-9
23. REPRESENTATION----------------------------------------------------------------------------------GC-9
24. COOPERATION---------------------------------------------------------------------------------------GC-9
25. INCIDENTAL WORK------------------------------------------------------------------------------ GC -10
26. FINAL CLEAN UP---------------------------------------------------------------------------------- GC -10
27. RESPONSIBILITIES OF THE CONTRACTOR ----------------------------------------------- GC -10
28. SANITARY CONVENIENCES------------------------------------------------------------------- GC -1 I
Revised 1-2-15 GC -2
29. APPROVAL OF SUBCONTRACTORS--------------------------------------------------------- GC -11
30. RESPONSIBILITY OF THE ENGINEER------------------------------------------------------- GC -11
31. INTERPRETATION OF CONTRACT DOCUMENTS --------------------------------------- GC -11
32. INSPECTION ----------------------------------------------------------------------------------------- GC -11
33. WORK AFFECTED BY WEATHER ------------------------------------------------------------- GC -12
34. CONTROL AND REGULATION OF WORK -------------------------------------------------- GC -12
35. USE OF COMPLETED PORTIONS-------------------------------------------------------------- GC -12
36. VARIATIONS, CHANGES AND MODIFICATIONS ---------------------------------------- GC -12
37, CONTRACTOR'S RIGHT TO STOP WORK OR TERMINATE CONTRACT---------- GC -13
38. CITY'S RIGHT TO SUSPEND WORK ---------------------------------------------------------- GC -13
39. CITY'S RIGHT TO TERMINATE CONTRACT ----------------------------------------------- GC -13
40. PAYMENTS TO CONTRACTOR----------------------------------------------------------------GC-14
41. FORCE ACCOUNT--------------------------------------------------------------------------------- GC -15
42. EXTENSION OF CONTRACT TIMES---------------------------------------------------------- GC -15
43. LIQUIDATED DAMAGES------------------------------------------------------------------------ GC -17
44. ALTERNATES--------------------------------------------------------------------------------------- GC -17
45. CERTIFICATES OF COMPLETION ------------------------------------------------------------- GC -17
a. Substantial Completion------------------------------------------------------------------------- GC -17
b. Final Completion-------------------------------------------------------------------------------- GC -18
46. CONTRACTOR'S TWO-YEAR WARRANTY PERIOD ------------------------------------ GC -18
47. MAINTENANCE OF PROJECT SITE----------------------------------------------------------- GC -19
Revised 1-2-15 GC -3
CITY OF SALINA KANSAS
GENERAL CLAUSES FOR CONSTRUCTION CONTRACTS
1. APPLICATION.
These General Clauses are a part of the Contract Documents and shall be binding upon
all parties, except for the parts obviously not applicable to the particular Contract, or if
specifically revised, modified or supplemented by the technical Specifications, Bid, or Change
Order.
2. DEFINITIONS.
When the following terms are used in the Specifications or other Contract Documents,
the intent and meaning shall be interpreted as follows:
(a) BID. The written offer of the Bidder to perform the contemplated Work in
accordance with the Contract Documents and setting forth the prices for the Work
to be performed.
(b) BIDDER. Any individual, partnership, firm or corporation submitting a proposal
for performing the Work.
(c) CHANGE ORDER. A written proposal and agreement, executed by the
Contractor and City and accompanied by new surety bonds in the full amount of
the change order, covering Work not included in the original Contract
Documents. The City reserves the right to waive the requirements of new surety
bonds. Change orders shall include such supplemental drawings and technical
specifications as may be required to show the location, character, details, and
extent of the additions, deletions, or modifications.
If applicable unit prices for these additions or deletions are not contained in the
original Contract Documents or if the total net change increases or decreases the
total Contract Price more than twenty-five percent (25%) the City shall, before
ordering the Contractor to proceed with desired changes, request an itemized
proposal from the Contractor covering the Work involved in the change.
If the proposal is acceptable, the Engineer shall then prepare a Change Order
which includes a detailed description of the change in the Work, a definite
statement as to the resulting change in the Contract Price and/or time, and a
statement that all Work involved in the change shall be performed in accordance
with Contract requirements except as modified by the Change Order.
If the proposal is not acceptable and prompt agreement between the two parties
cannot be reached, the City may order the Contractor to proceed with the Work on
a "Force Account" basis pursuant to Section 41 below.
Revised 1-2-15 GC -4
(d) CITY. The City of Salina, Kansas, a municipality, acting on its own behalf or
through legally authorized officials.
(e) CONTRACT. The written agreement covering the performance of the Work.
(f) CONTRACT DOCUMENTS. Those items so designated as the "Contract
Documents" in the Contract.
(g) CONTRACT PRICE. The moneys payable by the City to the Contractor for
completion of the Work in accordance with the Contract Documents and as stated
in the Contract.
(h) CONTRACT TIMES. The number of days or the dates stated in the Contract
Documents to: (i) achieve Milestones, if any; (ii) achieve Substantial Completion;
and (iii) complete the Work so that it is ready for final payment.
(i) CONTRACTOR. The individual, partnership, firm, or corporation executing a
Contract, acting directly or through lawful agents or employees, and who is
primarily liable for the acceptable performance of the Work under Contract and
for payment of all legal debts pertaining thereto.
(j} DRAWINGS. The working drawings, supplemental drawings, or reproductions
of the drawings showing the location, dimensions, and details of the Work to be
done.
(k) ENGINEER. The City Engineer of the City of Salina, Kansas, or the City
Engineer's designated consulting engineer.
(1) INSPECTOR. An authorized representative of the Engineer or an authorized
representative of the City assigned to inspect the Work performed or materials
furnished by the Contractor, or all other duties required for construction of the
project as set forth in the Specifications.
(m)MILESTONE. A principal event specified in the Contract Documents relating to
an intermediate completion date or time prior to Substantial Completion of all the
Work.
(n) NOTICE TO PROCEED. A written notice given by the City to the Contractor
fixing the date on which the Contract Times will commence to run and on which
Contractor shall start to perform the Work on the Contract Documents.
(o) SITE. Land or areas indicated in the Contract Documents as being furnished by
the City upon which the Work is to be performed, including rights-of-way and
easements for access thereto, and such other lands furnished by the City which are
designated for the use of the Contractor.
Revised 1-2-15 GG -5
(p) SPECIFICATIONS. The directions, provisions, and requirements pertaining to
the method and manner of performing the Work, to the kind and type of
equipment, or to the qualities of materials to be furnished.
(q) STANDARD SPECIFICATIONS AND TEST METHODS. All specifications
and test methods of any society, association, or organization herein referred to are
hereby made a part of the Contract Documents to the same extent as if fully set
forth herein. Reference to such "Standard Specifications" shall be deemed to refer
to the latest standard and tentative standards as are in force on the date Bids are
received.
{r) SUBSTANTIAL COMPLETION. The time at which the Work (or a specified
part thereof) has progressed to the point where, in the opinion of the Engineer, the
Work (or a specified part thereof) is sufficiently complete, in accordance with the
Contract Documents, so that it can be utilized for the purposes for which it is
intended. The terms "substantially complete" and "substantially completed" as
applied to all or part of the Work refer to the "Substantial Completion" thereof.
(s) WORK. The furnishing of all labor, materials, equipment, and other incidentals
necessary or convenient to the successful completion of the construction project
required to be provided under the Contract Documents, and the carrying out of all
the duties and obligations imposed by the Contract.
3. TERMINOLOGY.
The words and terms discussed below are not defined but, when used in the Contract
Documents, have the following indicated meaning:
(a) DAY. The word "day" means a calendar day of 24 hours measured from
midnight to the next midnight.
(b) DEFECTIVE. The word "defective," when modifying the word "Work," refers to
Work that is unsatisfactory, faulty, or deficient in that it:
L Does not conform to the Contract Documents;
ii. Does not meet the requirements of any applicable inspection, reference
standard, test, or approval referred to in the Contract Documents; or
iii. Has been damaged prior to the Engineer's recommendation of final
payment (unless responsibility for the protection thereof has been assumed
by the City in accordance with Section 35).
(c) FURNISH. The word "furnish," when used in connection with services,
materials, or equipment, shall mean to supply and deliver said services, materials,
or equipment to the Site (or some other specified location) ready for use or
installation and in usable or operable condition.
Revised 1-2-15 GC -6
(d) INSTALL. The word "install," when used in connection with services, materials,
or equipment, shall mean to put into use or place in final position said services,
materials, or equipment complete and ready for intended use.
(e) PERFORM, PROVIDE. The words "perform" or "provide," when used in
connection with services, materials, or equipment, shall mean to furnish and
install said services, materials, or equipment complete and ready for intended use.
When "furnish," "install," "perform," or "provide" is not used in connection with
services, materials, or equipment in a context clearly requiring an obligation of
Contractor, "provide" is implied.
4. COMMENCEMENT OF CONTRACT TIMES,• NOTICE TO PROCEED.
The Contract Times will commence to run on the thirtieth day after the effective date of
the Contract, or, if a Notice to Proceed is given, on the day indicated in the Notice to Proceed. A
Notice to Proceed may be given at any time within 30 days after the effective date of the
Contract.
Revised 1-2-15 GC -7
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WIN-
1116111
Revised 1-2-15 GC -7
7. PATENTED DEVICES AND PROCESSES.
All fees, royalties, and licenses for any patented invention, device, article, or process used
in, upon, or in connection with the construction, erection, or operation of the Work or any part
thereof, shall be included in the Contract Price or prices; and the Contractor shall hold the City
harmless against any claim or demand for payment of such.
8. WATER, GAS AND ELECTRICITY.
Water, gas, and electricity required or used on the Work shall be provided by the
Contractor, who shall contact the proper representative of the utility, make all required
arrangements, ascertain the applicable rates, and pay for all such water, gas, and electricity so
used, unless a specified exemption is made in the technical Specifications.
9. PERMITS LICENSES AND REGULATIONS.
Permits and licenses of a temporary nature necessary for the prosecution of the Work
shall be secured and paid for by the Contractor. Permits, licenses, and easements for permanent
structures or permanent changes in existing facilities shall be secured and paid for by the City,
unless otherwise specified. The Contractor shall give all notices and comply with all laws,
ordinances, rules, and regulations bearing on the conduct of the Work as drawn and specified.
10. NOTICES.
The Contractor shall give written notice, not less than twenty-four (24) hours before
breaking ground for the project, to all persons in charge of any property that may be affected by
the Work or related operations. The Contractor shall not hinder or interfere with any persons
performing Work as required to care for and protect property from possible damage during
construction of the proposed improvements. The Contractor shall notify the Engineer or
Inspector prior to beginning, suspending, or resuming operations. Such notice shall be issued in
sufficient time to allow the necessary preparations to be made and the proper persons to be
present.
11. OBSTACLES AND OBSTRUCTIONS.
Natural obstructions and publicly owned existing facilities and improvements
encountered during construction shall be removed, relocated, reconstructed or worked around as
herein specified, regardless of whether or not their existence or location is shown or noted on the
Drawings. Care shall be used while excavating, trenching, or performing other Work adjacent to
any facilities intended to remain in place. Except as otherwise specified, the Contractor shall be
responsible for any damage to publicly owned items, and any repairs required shall be promptly
made at the Contractor's expense. All Work in connection with removal and relocation shall be
carefully done in accordance with accepted practices so as to result in the maximum salvage of
materials suitable for reuse. Salvaged materials not utilized in relocation or reconstruction shall
remain the property of the City and shall be transported and stored in warehouses or yards as
directed. Waste materials shall be disposed of in a satisfactory manner at approved locations.
Unless otherwise provided in the Bid, no separate or additional payment will be made for any
Revised 1-2-15 GC -8
Work in connection with removal, relocation, or restoration of obstructions and existing
facilities.
(a) SUBSURFACE OBSTRUCTIONS. Trenches may intersect water mains and
services, gas mains and services, storm drains and pipe culverts, underground
conduits, cables, and similar buried obstructions. The drawings indicate the
general location of certain utilities and facilities; the Contractor shall make a
reasonable effort to ascertain the existence of obstructions by inquiry and
examination of public and private utility maps, and shall locate obstructions by
digging in advance of machine excavation where definite information is not
available as to their exact location. Where such facilities are unexpectedly
encountered and damaged, responsible officials and other affected parties shall be
notified and proper arrangements made for the prompt repair and restoration of
service, subject to the requirements of Section 11(c) below.
(b) SURFACE OBSTRUCTIONS. Sidewalks, curb and gutter, drainage structures,
and similar obstructions may be tunneled under if the length of tunnel sections at
pipe is not more than eight feet; otherwise the obstruction shall be cut in straight
lines parallel to the pipeline, or removed to the nearest construction joint if
located within five feet of the centerline of the trench; provided that, in no case
shall the joint or line of cut be less than one foot outside the edge of the trench.
Surface obstructions removed to permit construction shall be reconstructed as
specified for new construction, or if not specified, in accordance with accepted
standard practice and to the dimensions, lines, and grades of original construction.
Backfill of tunnel sections shall be rammed in place as directed.
(c) PUBLIC UTILITIES. Public utility pipelines, poles, cables, conduits, and wires
which interfere with construction shall, where practicable, be bypassed or worked
around by hand excavating, tunneling, or other approved methods at the
Contractor's expense. Where not possible to bypass or work around the facility,
the facility shall be removed or relocated by the respective utility company upon
notification that such removal or relocation work is necessary to permit new
construction to lines and grades designated. The cost of such removal or
relocation work shall be borne by the City, provided that the facility to be
removed or relocated has been installed at a specific Iocation and specified depth
under terms written in the franchise; otherwise all costs shall be borne by the
utility company. The City shall notify the utility company in writing of the
approximate date on which construction Work will begin. Such notice shall be
given sufficiently in advance of beginning construction to allow adequate time for
the removal or relocation Work to be accomplished by the utility company
without interfering with construction schedules. In the event that required
removal or relocation Work has not been accomplished prior to construction at the
location, the obstructing facility may be removed or relocated by the Contractor at
the expense of the utility company.
Revised 1-2-15 GC -9
(d) TREES AND SHRUBS. Existing trees and shrubs within the construction limits
shall be removed or hauled away. Trees and shrubs not directly interfering with
excavation shall be carefully preserved insofar as possible without resorting to
hand methods of excavation, and due care shall be taken to prevent unnecessary
damage to such vegetation or landscaping improvements.
(e) SODDED AND LANDSCAPED AREAS. Sodded and landscaped areas such as
parkings on or adjacent to improved property shall be disturbed only to the extent
required to permit construction. Such areas shall not be used as storage sites for
construction supplies and, insofar as practicable, shall be kept free from stockpiles
of excavated materials. Upon completion of backfilling or trench compaction
operations at each location, the trenches and other disturbed areas shall be
carefully hand raked to allow the private property owner to re -seed grass or
otherwise maintain the area.
(f) PRIVATELY OWNED OBSTRUCTIONS. Privately owned obstructions on
public property, such as fences, small buildings, or similar obstructions, will be
removed by their respective owners upon notification from the City. Should
progress of the Work be unduly delayed through such procedure, the Contractor
may remove, relocate, or reconstruct portions of fences at the Contractor's own
responsibility and expense, or by separate negotiation with the respective owner.
12. SALVAGED MATERIALS.
All salvaged materials not the property of other parties or required for new construction
shall remain the property of the City. The Contractor shall handle, transport, and store such
salvaged materials at designated points or locations at no additional cost to the City. The
Contractor shall be responsible for the care and protection of such materials until delivered to the
designated location; and the Contractor shall make good any losses occasioned by damage, theft,
or misappropriation while the materials are on the work site or in route to the place of storage.
13. MATERIALS FURNISHED BY CITY.
All materials, supplies, or equipment furnished by the City for incorporation in the Work
shall be handled and transported by the Contractor at the Contractor's expense from cars,
warehouses, or yards where received or stored by the City. The Contractor shall include in the
Contract Price or prices all costs in connection with handling, sorting, protecting, and installing
all such materials, supplies, or equipment furnished by the City, and shall make good all losses
and breakage due to carelessness or negligence while same are in the Contractor's possession.
14. BARRIERS AND LIGHTS.
As required to prevent accidents to the general public and to workers, the Contractor shall
provide all materials and labor to erect and maintain fences, barriers, barricades, and warning
signs; provide and maintain flares, lanterns, and lights.
15. RESPONSIBILITY FOR PROPERTY DAMAGE.
The Contractor shall make payment for all damage to buildings, structures, trees,
shrubbery, or other property located outside the construction limits, or located within those limits
Revised 1-2-15 GC -10
but not designated for removal or reconstruction, providing such damage shall result from the
wrongful acts, errors, mistakes, omissions, or defective Work or services of the Contractor, its
employees, agents, or any tier of subcontractors in the performance of the Work.
15. PUBLIC CONVENIENCE.
During the progress of the Work, the convenience of the local public and of residents
along the Work shall be considered and, where possible, their rights of access shall be preserved.
Temporary driveways, approaches, and crossings shall be provided where practicable and
maintained in good condition. Construction materials shall be so stored or stockpiled as to cause
as little obstruction as possible and still be readily accessible for use or inspection. No material
shall be stored within two feet of any tree or building nor within five feet of any fire hydrant; fire
hydrants shall remain ready for immediate use by the fire department.
17. QUALITY OF MATERIALS AND EQUIPMENT.
U�IPMENT.
All materials shall meet the requirements of the technical Specifications or, if not
specified, shall meet the generally accepted commercial standards for such materials when used
for the intended purposes. No materials shall be incorporated in the Work until they have been
examined and approved by the Inspector, nor shall construction equipment be used which has not
received the Inspector's approval. All rejected materials and equipment shall be removed
promptly from the site.
Wherever in any of the Contract Documents an item of material or equipment is defined
by describing a proprietary product, or by using the name of a manufacturer or vendor, the term
"or equal," if not inserted, shall be implied. The specific item of material or equipment
mentioned shall be understood as establishing a standard of type, function, efficiency, minimum
basis of design, and quality desired. Other manufacturers' products of comparable quality,
design, and efficiency, and suitable for the services intended will be considered.
18. WORKMANSHIP.
All improvements shall be constructed in a neat and workmanlike manner. Improper or
defective Work shall be corrected and if necessary removed, replaced, or reconstructed to
comply with the plans and Specifications. The Contractor shall be held responsible for the
quality of the entire Work; should the Contractor refuse or neglect to remedy defects when
ordered to do so, the City may require the condemned portions to be replaced, restored, repaired,
or reconstructed at the expense of the Contractor or the Contractor's surety.
19. PRESERVATION OF MONUMENTS AND MARKERS.
The Contractor shall protect from disturbance all permanent monuments, benchmarks,
and markers of the local, state, or federal government, and shall not excavate within five (5) feet
of any of them without specific permission of the Engineer or Inspector.
20. TEST SAMPLES AND SPECIMENS.
Properly identified test samples and specimens shall be submitted by the Contractor in
ample time to permit tests to be conducted, and results determined, well in advance of the time
such materials are to be incorporated in the Work. Samples and specimens shall be submitted in
standard or ample sizes and quantities for the determination of all specified tests, and shall be
Revised 1-2-15 GC -11
shipped charges prepaid to an approved testing laboratory. Commercial laboratories shall be
instructed to distribute copies of test results to the Contractor, City, Inspector, and Engineer. All
costs in connection with sampling and testing, including materials, transportation charges, and
commercial laboratory fees, shall be borne by the Contractor. No charges will be made for tests
performed by the Engineer or his inspectors.
21. SPECIAL CONSTRUCTION METHODS.
The Engineer or Inspector may assent to special methods of construction or means of
prosecuting the Work other than as provided or stipulated in the technical Specifications, but his
assent or his presence on the Work while such special methods are in use shall not constitute a
waiver of the Contract, or any part thereof, by the City. Nor shall the fact the Engineer may have
seen Work executed which later is found to be defective, nor shall any act of his assistants or
inspectors, constitute a waiver of any part of the Contract. The Contractor shall be held
responsible for the quality of the entire Work.
22. SHOP AND ERECTION DRAWINGS.
The Contractor shall furnish and submit for review to the Engineer six copies of all shop
and erection drawings for structural and reinforcing steel, special drawings, and layouts for
equipment or machinery to be furnished under the Contract, and any similar or supplemental
drawings required for prosecution of the Work. The Engineer's approval of such drawings or
schedules shall not relieve the Contractor from responsibility for deviation from Drawings or
Specifications, nor shall it relieve the Contractor from responsibility for errors of any sort in shop
drawings or schedules.
23. REPRESENTATION.
The Contractor shall be represented on the Work at all times by a competent
superintendent, satisfactory to the Engineer or Inspector and capable of reading and
understanding the Drawings and Specifications. The superintendent shall have full authority to
employ required workers, order materials, arrange for construction equipment, and otherwise
represent or act on behalf of the Contractor; any direction given to the superintendent by the
Engineer or Inspector shall be as binding as if given to the Contractor.
24. COOPERATION.
The Contractor shall give to the Work the constant attention necessary to facilitate the
progress and shall cooperate in every possible way with the Engineer or his Inspectors, with the
City, and with other contractors or constructors concerned in the Work. The Contractor shall
plan and schedule the Work to the mutual benefit of all interested parties and shall perform the
Work in accordance with the agreed schedule. In case of controversy, the Engineer will allocate
the Work and designate the sequence in which it shall be performed. The Contractor shall accept
and fulfill the directions of the Engineer when acting within his authority; willful failure or
neglect to comply with such instructions shall be considered as sufficient cause for termination
of the Contract by the City.
Revised 1-2-15 GC -12
25. INCIDENTAL WORK.
All Work to be done by the Contractor as shown on the Drawings and described in the
Specifications, including any and all minor details not specifically shown or described but
obviously essential to the proper completion of the Work, shall be considered as subsidiary to,
and included with, the Work for which prices are named in the Contract Documents. The
Contractor shall not be entitled to any extra or additional compensation for such incidental Work
unless otherwise specified.
26. FINAL CLEANUP.
Immediately upon completion of the Work or any usable unit, the Contractor shall
remove all surplus or unused materials from the vicinity of the Work, leaving the entire site in a
clean, sightly, and pleasing condition, conforming to the grades and contours shown on the
Drawings or designated by the Inspector.
27. RESPONSIBILITIES OF THE CONTRACTOR.
All Work shall conform to the technical Specifications for materials, workmanship, and
methods of construction and shall be in accordance with the lines, grades, and dimensions shown
on the Drawings or given by the Inspector. Before commencing Work, the Contractor shall be
responsible for ensuring the correctness and meaning of all stakes and marks. No claim will be
entertained for, or on account of, alleged inaccuracies unless the Contractor notifies the Engineer
or Inspector thereof in writing before commencing the Work. The Contractor under the Contract
Prices shall furnish and pay for all labor, equipment, accessories, and materials not salvaged or
otherwise furnished as specified, and shall perform all operations necessary to construct and
complete the improvements, ready for use, including all preparatory, temporary, and incidental
Work. The Contractor shall be responsible for the protection of all Work under the Contract; any
Work or materials damaged or impaired from any cause prior to final acceptance of the
completed whole shall be restored or reconstructed by the Contractor at the Contractor's sole
expense. All losses or damages arising from the nature of the Work to be done, from the action
of the elements, or from unforeseen circumstances or difficulties, shall be sustained by the
Contractor; such losses or damages shall not relieve the Contractor of responsibility to fulfill the
Contract and to deliver a completed Work in accordance with the Contract Documents.
The Contractor shall provide the Engineer and his representatives free access to any and
all parts of the Work, whether within the construction limits or at any place where material
intended for incorporation in the project is procured, produced, or manufactured. The Contractor
shall furnish all required information relating to the Work or materials, including copies of
invoices, bills of lading, waybills, and test reports. The Contractor shall be present at, and assist
in, the final inspection of the project and shall furnish all labor and equipment required for final
tests.
The Contractor shall furnish all stakes, batter board, straight -edges, and grade string and
shall furnish workers to set them under the direction of the Inspector. The Contractor shall
notify the Inspector at least 48 hours in advance, stating where stakes are wanted, before
requiring stakes on any section of the project. After construction stakes are set, the Contractor
shall preserve them. Any Work done without lines and grades as given by the Inspector, or
Revised 1-2-15 GC -13
without supervision of any authorized representative of the Engineer, may be ordered removed
and replaced at the expense of the Contractor.
28. SANITARY CONVENIENCES.
The Contractor shall provide all necessary privy accommodations for the use of the
Contractor's employees and shall maintain the same in a clean and sanitary condition. The
Contractor shall not create or permit any nuisance to the public or to residents in the vicinity of
the Work.
29. APPROVAL OF SUBCONTRACTORS.
The Contractor shall file with the City and the Engineer the names of all subcontractors
to whom the Contractor expects to sublet any portion of the Work, and shall not change
subcontractors without written approval of the City and the Engineer. The approval of
subcontracts shall not relieve the Contractor of any liabilities under the Contract. Should any
subcontractor fail to satisfactorily perform its portion of the Work, the City may annul and
terminate the contract of such subcontractor.
34. RESPONSIBILITY OF THE ENGINEER.
The findings and determinations of the Engineer on all questions pertaining to materials
and workmanship or as to interpretation of the Drawings and Specifications shall be final and
binding on all parties to the Contract.
31. INTERPRETATION OF CONTRACT DOCUMENTS.
The Contract Documents are complementary, and what is called for by one shall be as
binding as though called for by all. In case of actual or alleged disagreement or discrepancy
between the Contract and the Drawings or Specifications, the language and provisions of the
Contract shall take precedence and prevail; if between the Drawings and Specifications, the
Engineer will determine in each case whether the Drawings or Specifications shall rule and
govern.
32. INSPECTION.
The Inspector shall inspect all materials to be incorporated, construction equipment to be
used, and all Work to be performed under the Contract. Such inspection shall extend to any and
all parts of the Work and to the preparation or production of all materials to be incorporated. All
sampling of Work shall be done by, or in the presence of, the Engineer or his representatives.
The Inspector will conduct field tests on Work and materials whose physical characteristics and
general suitability may be determined under such procedures. Inspectors shall have the authority
to reject defective materials, to delay the respective construction while the suitability of materials
is being determined or while equipment is being adjusted or calibrated, and to suspend
operations on any part of the Work not meeting Contract requirements. Inspectors shall have no
authority to deviate from or to relax the Specifications without written permission of the
Engineer or to delay the Work by failing to inspect or field test any of the Work and materials
with reasonable promptness.
The Inspector will maintain a project record showing the chronological sequence of
progress, and will prepare such progress reports as required during construction and at monthly
Revised 1-2-15 GC -14
intervals will prepare, and submit to the City, periodic payment estimates based on the amount
and value of all Work performed to date by the Contractor.
33. WORK AFFECTED BY WEATHER.
The Inspector may order such parts of the Work suspended should the weather or season
be such that any part of the Work cannot be done properly and with due regard to durability,
finish, or appearance. The Contractor may be required to protect the several parts of exposed
Work from damage by the elements or other causes.
34. CONTROL AND REGULATION OF WORK.
The Engineer or Inspector shall have the authority to exercise their judgment and
initiative in the control and regulation of the Work. The Engineer or Inspector may regulate the
amount of Work open or under construction in advance of completed portions and require the
Contractor to place materials and perform Work in the manner, order, and sequence as required
for the mutual advantage of all parties concerned.
0
35. USE OF COMPLETED PORTIONS.
The City shall have the right to take possession of and use any completed portion or
usable unit of the Work at any time, but such possession and use shall not be deemed an
acceptance of any Work not constructed or completed in accordance with the Contract
Documents. If such prior use delays the completion or increases the cost of the Work, the
Contractor shall be entitled to such extension of time or extra compensation, or both, as the
Engineer may determine. The City, in taking possession prior to final acceptance, shall agree to
abide by the Engineer's decision relative to responsibility for damages to the Work during the
period of such prior possession and use.
36. VARIATIONS CHANGES AND MODIFICATIONS.
The Work contemplated in the Contract Documents may be subject to such changes as
normally occur during construction. The Engineer, as authorized by the City, may order minor
variations in the Work, provided such variations are consistent with the intent of the Drawings
and Specifications, and improve or expedite the Work.
The Engineer may, without written order or other formality, correct obvious errors in the
Drawings and Specifications or make such minor adjustments as are required to adapt the Work
to existing conditions or circumstances, provided such corrections and revisions are consistent
with the intent of the Drawings and Specifications, and do not materially affect the total Contract
Price.
The City reserves the right to make such changes in the Drawings, the Specifications, and
other changes in the Contract quantities as may be considered necessary or desirable; provided
such changes, alterations, and modifications are affected legally and in accordance with the
following procedures. No Work may be performed under any Change Order until all documents
have been approved by the Engineer and executed by the contracting parties. After such
approval and execution, all Work included shall be subject to the terms, conditions, and
provisions of the original Contract Documents, except as otherwise specifically stipulated. In
Revised 1-2-15 GC -15
case a satisfactory adjustment in price or other basis cannot be obtained, the Work may be
ordered done by force account.
37. CONTRACTOR'S RIGHT TO STOP WORK OR TERMINATE CONTRACT.
If, through no fault of the Contractor, the Work be stopped for a period of three months
or more under order from any court or other public authority; or if the Engineer fails to issue any
estimate for payment within fourteen (14) days after the due date; or if the City fails to pay to the
Contractor within ten (10) days after due presentation any sum certified by the Engineer or
awarded by arbitrators; the Contractor may, upon the seventh day after written notice to the City
and to the Engineer, stop Work or terminate the Contract and recover from the City full payment
for all Work properly executed, together with invoice cost of unincorporated materials purchased
by the Contractor or on irrevocable order plus the actual cost of handling and storing said
materials, provided said handling and storing cost does not exceed five percent (51/o) of the
invoice cost.
38. CITY'S RIGHT TO SUSPEND WORK.
The City may suspend Work on any or all parts of the Work pending settlement of
disputes on any point of controversy. The Contractor will not be entitled to any claim for loss or
damage by reason of such delay; nor shall the Contractor be entitled to any extension of time for
completion of the Contract, except at the City's option.
39. CITY'S RIGHT TO TERMINATE CONTRACT.
(a) The occurrence of any one or more of the following events will justify
termination for cause:
L The Contractor's persistent failure to perform the Work in accordance
with the Contract Documents (including, but not limited to, failure to
supply sufficient skilled workers or suitable materials or equipment);
ii. The Contractors persistent disregard of laws, ordinances, or regulations, or
the directions of the Engineer; or
iii. The Contractor's violation in any substantial way of any provisions of the
Contract Documents.
(b) If one or more of the events identified in Section 39(a) above occur, the City may,
after giving the Contractor and its surety ten (10) days written notice of its intent
to terminate the services of the Contractor, terminate the Contract or the
Contractor's right to complete the Contract, and:
i. Exclude the Contractor from the Site, and take possession of the Work and
of all the Contractor's tools, appliances, construction equipment, and
machinery at the Site, and use the same to the full extent they could be
used by the Contractor (without liability to the Contractor for trespass or
conversion);
Revised 1-2-15 GC -16
ii. Incorporate in the Work all materials and equipment stored at the Site or
for which the City has paid the Contractor but which are stored elsewhere;
and
iii. Complete the Work as the City may deem expedient.
(c) If the City proceeds as provided in subsection (b) above, the Contractor shall not
be entitled to receive any further payment until the Work is completed. If the
unpaid balance of the Contract Price exceeds all claims, costs, losses, and
damages (including but not limited to all fees and charges of engineers, architects,
attorneys, and other professionals and all court costs) sustained by the City arising
out of or relating to completing the Work, such excess will be paid to the
Contractor. If such claims, costs, losses, and damages exceed such unpaid
balance, the Contractor shall pay the difference to the City. When exercising any
rights or remedies under this section, the City shall not be required to obtain the
lowest price for the Work performed.
(d) Notwithstanding the foregoing, the Contractor's services will not be terminated if
the Contractor begins within ten (10) days of receipt of notice of intent to
terminate to correct its failure to perform and proceeds diligently to cure such
failure within no more than thirty (30) days of receipt of said notice.
(e) If the Contractor's services have been terminated by the City, the termination will
not affect any rights or remedies of the City against the Contractor then existing
or which may thereafter accrue. Any retention or payment of moneys due the
Contractor by the City will not release the Contractor from liability.
40. PAYMENTS TO CONTRACTOR.
Five days prior to the City's first regularly scheduled meeting of each month a periodic
estimate, based on Work completed or on receipted invoices for approved materials and
equipment stored at the project site, shall be prepared by the Engineer. Periodic estimates for a
lump sum Contract will be based on an itemized breakdown of all Work included in the
Contract, prepared by the Contractor, and submitted to the Engineer for approval prior to
preparation of the initial periodic estimate. The breakdown shall include all costs in connection
with each major classification of construction items and shall show quantities, unit prices and
extensions, the sum of which shall be the total amount of the Contract. In making partial
payments, ten percent (10%) will be retained from each payment. Upon the Engineer's
certification of the Project's final completion and readiness for final payment pursuant to Section
45(b) below, the Owner shall make payment of retainage. In measuring Work for payment the
actual length, width, depth, area, contents, or number shall be considered, and the length shall be
measured along the centerline of the Work whether straight or curved. No extras of any kind
will be allowed unless covered by written order or agreement specifically describing such extras.
Revised 1-2-15 GC -17
41. FORCE ACCOUNT.
Where it is specified, or agreed during the course of the Work, that any portion of the
construction shall be done by "force account," the Contractor shall keep an accurate record of all
materials, labor, and equipment used and shall furnish the Inspector a copy of each day's record
within twenty-four (24) hours to permit an accurate check thereof. The City shall pay for such
construction at the actual cost to the Contractor of materials and labor, including the costs of
insurance, social security, taxes and bonds, chargeable to this portion of the Work; plus fifteen
percent (15%) for superintendence, overhead, and the use of tools and appliances.
The use of equipment on such construction shall be paid for at rental rates recommended
by the Association of General Contractors, modified for Kansas by the Kansas Department of
Transportation; such price and payment being full compensation for all costs in connection with
operation, repair, maintenance, overhead, depreciation, and profit.
42. EXTENSION OF CONTRACT TIMES.
(a) DELAYS CAUSED OTHER THAN BY WEATHER. If the Contractor is delayed at
any time in the commencement or progress of the Work by an act or neglect of the
City, or of a separate contractor employed by the City; or by labor disputes, fire,
unusual delay in deliveries, unavoidable casualties or other causes beyond the
Contractor's reasonable control that the Engineer determines may justify delay,
excluding the occurrence of unusually severe weather at the Site, then the Contract
Time shall be extended by Change Order for such reasonable time as the Engineer
may determine, if such adjustment is essential to the Contractor's ability to complete
the Work within the Contract Times. Notwithstanding the foregoing, the Contractor
acknowledges and agrees that adjustments in the Contract Time will be permitted for
a delay only to the extent such delay: (1) is not cased, could not have been reasonably
anticipated and mitigated, by the Contractor; and (2) could not be limited or avoided
by the Contractor's timely notice to the Owner of the delay. If the delay is due to
causes beyond the reasonable control of the City, an extension of the Contract Times
shall be the Contractor's sole and exclusive remedy for the delay.
(b) DELAYS CAUSED BY WEATHER.
i. The Contract Times may be extended by Change Order due to the occurrence of
unusually severe weather if the Engineer determines that the following conditions
have been satisfied:
1. The weather experienced at the project Site during the Contract period
must be found to be unusually severe, as evidenced by weather that is
more severe than the adverse weather anticipated at the Site during any
given month; and
2. The unusually severe weather must actually cause a delay to the
completion of the Work. The delay must be beyond the control and
without the fault or negligence of the Contractor.
Revised 1-2-15 GC -18
ii. The following schedule of monthly anticipated adverse weather delays is based on
National Oceanic and Atmospheric Administration (NOAA) or similar data for
the project Site and will constitute the baseline for the Engineer's monthly
evaluations of the Contractor's entitlement to an extension of the Contract Times
under this Section. The Contractor's progress schedule must reflect these
anticipated adverse weather delays in all weather dependent activities for the
duration of the Work.
MONTHLY ANTICIPATED ADVERSE WEATHER DELAY
WORK DAYS BASED ON FIVE-DAY WORK WEEK*
iii. Upon acknowledgment of the Notice to Proceed and continuing throughout the
duration of the Contract, the Contractor shall record daily the occurrence of
adverse weather and resultant impact to normally scheduled work. Actual adverse
weather delay days must prevent work on critical path activities for fifty percent
(50%) or more of the Contractor's scheduled work day. On or before the 10"' day
of each month, the Contractor shall provide the Engineer with written report of its
proposed dates of actual adverse weather delay days for prior month. The report
shall: (1) list the number of actual adverse weather delay days and include days
impacted by actual adverse weather (even if such adverse weather occurred in
previous month); (2) be calculated chronologically from the first to the last day of
each month, and be recorded as full days; and (3) include documentation and all
details reasonably available to demonstrate the nature and duration of the delays
and their effect on the critical path activities. If the number of actual adverse
weather delay days exceeds the number of days anticipated in subsection (b)
above, the Engineer will convert any qualifying delays to calendar days and the
Contract Time shall be extended by Change Order. After the original Contract
Times have expired, adverse weather that causes delay to the completion of the
Work will be granted day -for -day without deducting anticipated adverse weather
delay days and will be converted from work days to calendar days.
iv. Monthly anticipated weather delay days shall be adjusted proportionally if Work
is scheduled to be performed greater than or less than five (5) days during any
work week. The following formula shall be used to adjust the monthly anticipated
weather delays: Adjusted monthly anticipated weather delays = A multiplied by
(B divided by C); where
A = The monthly anticipated adverse weather delay for a particular month
based on a five-day work week.
B = The actual average number of days work is scheduled to be performed in
a work week during that particular month.
C = The number five (5).
Revised 1-2-15 GC -19
Example - If the monthly anticipated adverse weather delay for January
based on a five day work week is 10 days, but the Contractor actually
scheduled an average of a 6 -day work week for that month, the monthly
anticipated weather deIay would be adjusted by applying the above formula
as follows: 10 x (6/5) = 12 days.
Monthly anticipated weather delay days shall also be adjusted proportionally for
those situations involving a fractional part of a month. The following formula
shall be used to adjust the monthly anticipated weather delays: Adjusted monthly
anticipated weather delays = D multiplied by (E divided by F); where
D = The monthly anticipated adverse weather delay for a particular month.
E = The number of calendar days during that fractional part of a particular
month.
F = The number of calendar days in that particular month.
Example - The monthly anticipated adverse weather delay for the particular
month is 9 days. The original contract completion date is on the 20th day of
a 30 -day month. The monthly anticipated adverse weather delay would be
adjusted by applying the above formula as follows: 9 x (20/30) = 6 days.
43. LIQUIDATED DAMAGES.
In the event the Contractor shall fail to complete any portion of the Work within the
applicable Contract Times, then the City shall be entitled to deduct liquidated damages, in the
amount set forth in the Contract, from any sum or sums due the Contractor in final settlement
between the parties. In addition, the Contractor shall be held liable for and shall pay the wages
of the Inspectors on the Work after said time limit has expired, which wages shall be deducted
from any amount found to be due the Contractor on such final settlement. Nothing herein
contained shall be deemed to be a waiver of the right of the City to insist upon the timely
performance of the Contract, or to prevent the City from looking to the sureties of the Contractor
for any and all damages caused by any such delay, or as a consent to or waiver of any
abandonment of the said Work by the Contractor, either before or after the date fixed by
completion.
44. ALTERNATES.
To receive consideration for any proposed alternate for material, equipment, or item
specified in the Contract Documents, the Contractor shall submit a full description of the
proposed alternate not later than ten (10) days prior to the date of receiving proposals by the
City, for the purpose of evaluation and approval.
45. CERTIFICATES OF COMPLETION.
(a) SUBSTANTIAL COMPLETION. When the Contractor considers the entire
Work ready for its intended use, the Contractor shall notify the City and Engineer
in writing that the entire Work is substantially complete and request that the
Engineer issue a certificate of Substantial Completion. If the Engineer considers
the Work substantially complete, the Engineer will execute and deliver a
certificate of Substantial Completion, which shall fix the date of Substantial
Revised 1-2-15 GC -20
Completion and shall be accompanied by an attached "punch list" of items to be
completed or corrected before the Work is deemed completed and ready for final
payment. The certificate of Substantial Completion shall also provide for the
division of responsibilities, pending final payment to the Contractor, with respect
to security, operation, safety, and protection of the Work, maintenance, utilities,
insurance, and warranties and guarantees.
(b) FINAL COMPLETION. After the issuance of a certificate of Substantial
Completion, and upon written notice from the Contractor that the entire Work is
completed and ready for final payment, the Engineer will promptly make a final
inspection. If the Contractor has, in the opinion of the Engineer, satisfactorily
completed the Work, including all punch list items, the Engineer will execute and
deliver a certificate of final completion, which shall fix the date of final
completion and readiness for final payment. The final completion date will also
serve as the commencement date for the two-year warranty period pursuant to
Section 46 below.
46. CONTRACTOR'S TWO-YEAR WARRANTY PERIOD.
If within two years after final acceptance (as indicated on the Certificate of Completion
provided pursuant to Section 45 above) of the Work as a whole, any Work is found to be
defective, or if the repair of any damages to the land or areas made available for Contractor's use
is found to be defective, the Contractor shall promptly, without cost to the City and in
accordance with the City's written instructions:
(a) Correct such defective Work; or
(b) Repair such defective land or areas; or
(c) If the defective Work has been rejected by the City, remove it from the Site and
replace it with Work that is not defective; and satisfactorily correct or repair, or
remove and replace, any damage to other Work, to the work of others, or other
land or areas resulting therefrom.
If the Contractor does not promptly comply with the terms of the City's written
instructions, or in an emergency where delay would cause serious risk of loss or damage, the
City may have the defective Work corrected or repaired or may have the rejected Work removed
and replaced. All claims, costs, losses, and damages (including but not limited to all fees and
charges of engineers, architects, attorneys, and other professionals and all court costs) arising out
of or relating to such correction or repair or such removal and replacement (including but not
limited to all costs of repair or replacement of work of others) will be paid by the Contractor.
Where defective Work (and damage to other Work resulting therefrom) has been
corrected or removed and replaced under this section, the warranty period hereunder with respect
to such Work will be extended for an additional period of two years after such correction or
removal and replacement has been satisfactorily completed.
Revised 1-2-15 GC -21
The Contractor's obligations under this section are in addition to any other obligation or
warranty, and shall not be construed as a substitute for, or a waiver of, the provisions of any
applicable statute of limitations or repose.
47. MAINTENANCE OF PROJECT SITE.
The Contractor shall be responsible for keeping a neat and orderly job site. Locations for
storing equipment and materials shall be at the Inspector's discretion. Grasses and other cover
crops necessary for erosion control shall be kept under 12" in height and trimmed away from
pavements, curbs, and sidewalks. The Contractor shall perform corrective maintenance promptly
upon notification from the Inspector.
Revised 1-2-15 GC -22