Claremore - Ok - Agency Bids & RFPs

Work must commence within 10 calendar days after notice to proceed and complete within 180 calendar days. commence work within ten (10) calendar days after issuance of a notice to proceed, and to complete the same within 180 calendar days.

Progress payments based on approved estimates with 5% retainage. Final payment within 30 days of completion and acceptance. the owner will, within ten (10) days of presentation of an approved partial payment estimate, pay the contractor a progress payment on the basis of the approved partial payment estimate less the retainage.

Contractor guarantees all materials and work for one year from substantial completion. the contractor shall guarantee all materials and equipment furnished and work performed for a: period of one (1) year from the date of substantial completion.

Award will be made to the lowest responsible bidder. award will be made to the lowest responsible bidder.

Contractor must have extensive experience with concrete street construction. Contractor must have extensive experience with concrete street construction.

Liquidated damages of $500 per calendar day for late completion. pay as liquidated damages, and not as a penalty, the sum of **** for each consecutive calendar day thereafter

Incomplete paperwork may be considered an unresponsive bid. any incomplete paperwork may be considered an unresponsive bid.

Proposals are due by Tuesday, June 30, 2026, by 2:00 p. m. Any submissions received after this time will not be considered and will be returned unopened.

The selected consultant will submit monthly invoices with sufficient detail by task, subtask, staff classification, hours, direct expenses, subconsultant costs, percent complete, and grant reporting category. The city will negotiate fair and reasonable compensation with the highest ranked firm.

Proposals will be evaluated using a qualifications-based process. Price will not be scored as an initial selection factor for AE professional services. Key criteria include project understanding, technical approach, relevant experience, qualifications of staff, federal compliance, and schedule realism.

The consultant team must demonstrate experience in railroad grade separation feasibility studies, roadway and bridge conceptual layouts, traffic operations and safety analysis, drainage and floodplain review, environmental screening, and public stakeholder engagement. A licensed Oklahoma Professional Engineer is required.

Violation of the communication restriction (contacting city personnel other than the designated contact) may result in disqualification. The city may reject any or all proposals, cancel the solicitation, waive immaterial irregularities, request clarification, conduct interviews, negotiate scope and fee, or make no award if doing so is in the city's best interest.

The city's approved planning budget is $530,000. The city's approved planning budget is $530,000, consisting of an anticipated federal share and local match.

The bid submission deadline is June 15th, 2026, by 2:00 PM. The contract is expected to commence on July 6th, 2026, and conclude on June 30, 2027.

The City of Claremore shall pay all invoices net 30.

The bidder acknowledges the right of the City of Claremore to accept that bid, in whole or part, deemed to be the lowest responsible bid after all bids have been examined and evaluated.

Bidders must submit signed and completed bid forms, business relationship affidavit, noncollusion affidavit, interest affidavit, company questionnaire, indemnification form, notarized statement, and W9.

In case of default by the successful bidder, the City of Claremore may procure the articles or services from other sources and may deduct from any unpaid balance due the successful bidder any increase in cost to the City as a result of said default, or may collect against the bond or surety for excess costs so paid.

The notice does not mention a site visit requirement.

The notice does not mention a sample submission requirement.

Should a bidder find discrepancies or ambiguities in, or omissions from documents, or should they be in doubt as to their meaning, they shall, at once, and in any event, not later than seven 7 days prior to bid due date, notify the City of Claremore.

Any bid not containing said signed documents shall be nonconforming and shall be rejected. Bids received after the deadline will not be accepted.

The bid notice states that sealed bids will be received no later than 2:00 PM on May 18th, 2026, and bids received after this time will not be accepted. The contract is expected to commence July 1, 2026, and be in effect until June 30, 2027.

The bid notice states that the City of Claremore shall pay all invoices net 30.

The bid notice states that the bidder acknowledges the right of the City of Claremore to accept that bid, in whole or part, deemed to be the lowest responsible bid after all bids have been examined and evaluated.

The bid notice requires a signed and completed bid form, noncollusion affidavit, interest affidavit, company questionnaire, indemnification statement, notarized sworn statement, and W9.

The bid notice states, you are welcome to attend the public opening of bids, but does not mention a mandatory or optional site visit for inspection.

The bid notice states that awarded vendors will be required to submit approved mix designs prior to use, and mix designs shall be less than one year old.

The bid notice states that bidders shall notify the City of Claremore of any discrepancies, ambiguities, or omissions no later than seven 7 days prior to the bid due date.

The contract is expected to commence on July 1, 2026, and be in effect until June 30, 2027. The bid price is for concrete delivered FOB at various locations throughout the City of Claremore. The City reserves the right to purchase material from another supplier if the chosen supplier cannot deliver on a day the City needs it.

The City of Claremore shall pay all invoices net 30, pursuant to 62 O. S. , section 41. 4a, et seq. Payment will not be made on invoices submitted later than six months (180 days) after delivery of goods.

The bidder acknowledges the right of the City of Claremore to accept that bid, in whole or part, deemed to be the lowest responsible bid after all bids have been examined and evaluated. Award of contract must be approved by City Council, City Manager, and Mayor. The winning bidder will be notified in writing. Multiple vendors may be awarded and utilized for this contract contingent upon material availability. If the lowest responsible bidder cannot meet the schedule needs, the next lowest responsible bidder will be utilized.

Bids must be made in accordance with the instructions contained herein. Bid forms shall be completely filled out either typewritten or written legibly. Proposals shall be submitted on the forms furnished by the City of Claremore in a sealed package, plainly marked, with the bidder's name, address, and the notation: **** Annual Readymixed Concrete Bid. Any bid not containing the signed documents listed in the submission requirements shall be nonconforming and shall be rejected.

In case of default by the successful bidder, the City of Claremore may procure the articles or services from other sources and may deduct from any unpaid balance due the successful bidder any increase in cost to the City as a result of said default, or may collect against the bond or surety for excess costs so paid. The City of Claremore reserves the right to cancel the contract if the bidder fails to perform the work required in the bid specifications after efforts to resolve any problems that have been unsuccessful.

Awarded vendors will be required to submit approved mix designs prior to use. Mix designs shall be less than one year old.

Should a bidder find discrepancies or ambiguities in, or omissions from documents, or should they be in doubt as to their meaning, they shall, at once, and in any event, not later than seven 7 days prior to bid due date, notify the City of Claremore, who will, if necessary, send written addendum to all bidders.