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Imp. Proj. #688 ADVERTISEMENT FOR BIDS Sealed bids will be received by the City of New Hope, Minnesota in the City Hall at 4401 Xylon Avenue until 1:00 p.m., C.S.T., on Thursday, June 15, 2000, at which time they will be publicly opened and read aloud for the furnishing of all labor and materials and all else necessary for the following: Citv of New Hope Si2:n Construction Construct and install twin pole illuminated pylon sign with electronic message center, at 8100 - 42nd Avenue North. Plans and specifications, proposal forms and contract documents may be seen at the office of the City Clerk, 4401 Xylon Avenue North, New Hope, Minnesota 55428 (763)531-5100. Each bid shall be accompanied by a bidder's bond naming the City of New Hope as obligee, certified check payable to the Clerk of the City of New Hope or a cash deposit equal to at least five percent (5 %) of the amount of the bid, which shall be forfeited to the City in the event that the bidder fails to enter into a contract. The City Council reserves the right to retain the deposits of the three lowest bidders for a period not to exceed 45 days after the date and time set for the opening of bids. No bids may be withdrawn for a period of forty-five (45) days after the date and time set for the opening of bids. Payment for the work will be by cash or check. Contractors desiring a copy of the plans and specifications and proposal forms may obtain them from the City Clerk. The City Council reserves the right to reject any and all bids, to waive irregularities and informalities therein and further reserves the right to award the contract to the best interests of the City. Daniel Donahue, Manager City of New Hope, Minnesota P:\Auomey\~tpm\Documents\CNH 11254-00I~Advenisement for Bids. wpd City of New Hope Bid Proposal Form TWIN POLE, ILLUMINA TED PYLON SIGN WITH ELECTRONIC MESSAGE CENTER Whri i. (l {IS r;:.I..61. },- All bid prices shall be compensation in full for services, materials, and labor, as indicated in the bid specifications. The Contractor acknowledges the receipt of related bid specifications and guarantees the submitted bid accurately reflects these expenses. It is understood that the City Council reserves the right to reject any or all bids and to waive informalities, and to award the contract in the best interest of the City. The lowest responsible bidder will be expected to enter into a contract with the City to ensure the completion of the work in a timely manner. This bid shall remain valid for 30 days subsequent to the submittal date. In submitting this bid, the Contractor agrees that the acceptance of any or all bids by the City of New Hope within a thirty (30) day period constitutes a contract. Payment will be made by the City upon acceptance of the quality and completion of all the work. Name of Company: ArrOlv Sign & AWl1ing Co. Ine. Company Address: 13755 Aberdeen St. 763 755-8873 Ham Lake, ~1n Phone: John \~ Dimat tea " 44,700.00 Submit sealed bid on or before Thursday, June 15, 1 :00 p.m. Submit to: Kirk McDonald City of New Hope 4401 Xylon Avenue North New Hope, MN 55428 Phone: 763-531-5119 Fax: 763-531-5136 All sealed bids will be opened at 1 :00 p.m. on June 15, 2000, in the New Hope Council Chambers at the New Hope City Hall, 4401 Xylon Avenue North, New Hope, Minnesota. All bids must be accompanied by a five (5) percent bid bond per the legal notice. The bids will be considered by the New Hope City Council at the Monday, June 26, 2000, Council meeting. City of New Hope Bid Proposal Form TWIN POLE, ILLUMINA TED PYLON SIGN WITH ELECTRONIC MESSAGE CENTER All bid prices shall be compensation in full for services, materials, and labor, as indicated in the bid specifications. The Contractor acknowledges the receipt of related bid specifications and guarantees the submitted bid accurately reflects these expenses. It is understood that the City Council reserves the right to reject any or all bids and to waive informalities, and to award the contract in the best interest of the City. The lowest responsible bidder will be expected to enter into a contract with the City to ensure the completion of the work in a timely manner. This bid shall remain valid for 30 days subsequent to the submittal date. In submitting this bid, the Contractor agrees that the acceptance of any or all bids by the City of New Hope within a thirty (30) day period constitutes a contract. Payment will be made by the City upon acceptance of the quality and completion of all the work. /l-Hra~.-k- S'ijV\ Company Address: 7t./lu uJ-csf La )(e S+ Phone: 9Sl- 133- 77 30 Name of Company: d '/1.1 (?}:"f}) ',"S, rJltiV 0:;( t zf.v tI -' 1 Signature: TOTAL BID (including tax): $ SO;.?f1:b q5!. , Submit sealed bid on or before Thursday, June 15, 1 :00 p.m. Submit to: Kirk McDonald City of New Hope 4401 Xylon Avenue North New Hope, MN 55428 Phone: 763-531-5119 Fax: 763-531-5136 All sealed bids will be opened at 1 :00 p.m. on June 15, 2000, in the New Hope Council Chambers at the New Hope City Hall, 4401 Xylon Avenue North, New Hope, Minnesota. All bids must be accompanied by a five (5) percent bid bond per the legal notice. The bids will be considered by the New Hope City Council at the Monday, June 26,2000, Council meeting. City of New Hope Bid Proposal Form TWIN POLE, ILLUMINA TED PYLON SIGN WITH ELECTRONIC MESSAGE CENTER All bid prices shall be compensation in full for services, materials, and labor, as indicated in the bid specifications. The Contractor acknowledges the receipt of related bid specifications and guarantees the submitted bid accurately reflects these expenses. It is understood that the City Council reserves the right to reject any or all bids and to waive informalities, and to award the contract in the best interest of the City. The lowest responsible bidder will be expected to enter into a contract with the City to ensure the completion of the work in a timely manner. This bid shall remain valid for 30 days subsequent to the submittal date. In submitting this bid, the Contractor agrees that the acceptance of any or all bids by the City of New Hope within a thirty (30) day period constitutes a contract. Payment will be made by the City upon acceptance of the quality and completion of all the work. Name of Company: LAW ((..CNc.e. S I ~ Company Address: C}LfS Be.\"'LL.. ~+\tf ~ St.'Pp.UL\~~\j\N .?~/O+ \ Phone: ~Sl - 4-6<8- (o'll I FAX. &51 - 4BS -&,-US Name of Authorize Representative: ~ 'Ru -Z-.I ,.J Signature: ~rot:ryV1 ~ TOTAL BID (including tax): $ ~ 4'7 I 450 22. Submit sealed bid on or before Thursday, June 15, 1 :00 p.m. Submit to: Kirk McDonald City of New Hope 4401 Xylon Avenue North New Hope, MN 55428 Phone: 763-531-5119 Fax: 763-531-5136 All sealed bids will be opened at 1 :00 p.m. on June 15, 2000, in the New Hope Council Chambers at the New Hope City Hall, 4401 Xylon Avenue North, New Hope, Minnesota. All bids must be accompanied by a five (5) percent bid bond per the legal notice. The bids will be considered by the New Hope City Council at the Monday, June 26,2000, Council meeting. June 15, 2000 Kirk McDonald City of New Hope 4401 Xylon Avenue North New Hope, MN 55428 Kirk, Please let me begin by thanking you for the opportunity to be a part of this exciting project. It has been my pleasure in working with all of you in helping to design, and put into motion the sign that will represent the future for the City of New Hope. Enclosed you will find our revised number for the sign in question. Our price moved only due to our change in the message center, moving from amber to red. As you would expect from us, we put forth our best efforts, and thoughtfulness in pricing your signage from the very beginning. Therefore, leaving us with a solid number that need not be revised for anything outside of a specification change. The number enclosed shows you our best price, while assuring all of the quality that is synonymous with the name Lawrence Sign. In our discussions, I have continually told our story... We build High Quality, High Impact signs. I have spoken in regard to our superior materials that are used in constructing the signs that last generations. I have mentioned the equipment that supports our service team, allowing us to achieve multiple complex tasks while being prompt in doing so. What I haven't spoke enough about are the people behind the product. I am proud to represent Lawrence Sign, knowing that everyone from Robb Walker and Dan Davis ( our owners), to the skilled hands of our union shop is committed to exceeding your expectations. Knowing that, I hope you feel comfortable in selecting us as your partner on this project. Thank you from all of us here at Lawrence Sign, we look forward to beginning at your earliest request. Best regards, Scott M. Ruzin PIERCE BUTLER ROUTE 51. lV!INNESOTA 55104 651.488.6711 E'\x 651 1- _J City of New Hope Bid Proposal Form TWIN POLE, ILLUMINA TED PYLON SIGN WITH ELECTRONIC MESSAGE CENTER All bid prices shall be compensation in full for services, materials, and labor, as indicated in the bid specifications. The Contractor acknowledges the receipt of related bid specifications and guarantees the submitted bid accurately reflects these expenses. It is understood that the City Council reserves the right to reject any or all bids and to waive informalities, and to award the contract in the best interest of the City. The lowest responsible bidder will be expected to enter into a contract with the City to ensure the completion of the work in a timely manner. This bid shall remain valid for 30 days subsequent to the submittal date. In submitting this bid, the Contractor agrees that the acceptance of any or all bids by the City of New Hope within a thirty (30) day period constitutes a contract. Payment will be made by the City upon acceptance of the quality and completion of all the work. Name of Company: S ~9hC\'c,,~\-e."'$ Company Address: "7 '775 M a.":; "', 5+. Phone: 511-? 9 'rs --r- Name of Authorize Representative: 1 0111. v lVI G...\'\\1! V\Q I I . '/ .. Signature: if Cr~7 7;1;tr~~..._"_ I . I TOTAL BID (including tax): $ Ii 7, 900.00 /' Submit sealed bid on or before Thursday, .June 15, 1 :00 p.m. Submit to: Kirk McDonald City of New Hope 4401 Xylon Avenue North New Hope, MN 55428 Phone: 763-531-5119 Fax: 763-531-5136 All sealed bids will be opened at 1 :00 p.m. on June 15, 2000, in the New Hope Council Chambers at the New Hope City Hall, 4401 Xylon Avenue North, New Hope, Minnesota. All bids must be accompanied by a five (5) percent bid bond per the legal notice. The bids will be considered by the New Hope City Council at the Monday, June 26, 2000, Council meeting. 4401 Xyion Avenue NorTh New Hope. lvlinnesota 55428-4898 W\VW. oi. new-hope.mn. us City Ha!!' 612-531-5100 Polics. 6/2-531-5170 City }-f'al! ,cax: 612-537-5 36 Police Fax: 6/2-531-51 -.:. Public vV'orks: 612-533-.1823 Pubiic vVor~-s Fax: 612-533-765C TOO.' 6/2-531-5109 June 29, 2000 Mr. Scott Ruzin Lawrence Sign 945 Pierce Butler Route St. Paul, MN 55104 Subject: Return of Bid Security - Imp. Project No. 688 Dear Mr. Ruzin: As explained in correspondence mailed to you earlier this week, the New Hope City Council rejected all bids relative to the construction of an illuminated pylon sign with electronic message center to be located on city property. Therefore, enclosed is return of your bid security. Thank you for bidding on this project. We appreciate your time and efforts in furnishing a bid. Sincerely. "-/-r"" ......... /- ,.....//2jc (.C I LC.. Valerie Leone. CMC City Clerk Enc. REMITTER <e~ (651i 631.1040 1501 \W:s=. Ccu.--Z:-y Ro..3d C. Rcsc...ille. ~ 55113 15318 75-562/960 DATE PAY TO THE ORDER OF 5 Percent Performance Guarantee 1$ CASHIER'S CHECK M' liD 0 ~ 5 j . B liD I: 0 9 bOOS b 2 ~ I: .000 4 ~ 0 liD -""':~~\"'...,,+.<:.....:r::-:"" ....,:.:~"~':'..:::;: _ '" -_-",~~.[ ."::-- "'~-Y:7:::;:;{!;;:;::T:,'~::'''' '~':-:~~-:.::::::""r--::. ",.. 4401 Xylon Avenue North New Hope, Minnesota 55428-4898 www.ci.new-hope.mn.us City Hall: 612-531-5100 Police: 612-531-5170 Public Works: 612-533-4823 TOO: 612-531-5109 City Hall Fax: 612-531-5136 Police Fax: 612-531-5174 Public Works Fax: 612-533-7650 June 29, 2000 Mr. Tony Manning Signcrafters 7775 Main Street NE Fridley, MN 55432 Subject Return of Bid Security - Imp. Project No. 688 Dear Mr. Manning: As explained in correspondence mailed to you earlier this week, the New Hope City Council rejected all bids relative to the construction of an illuminated pylon sign with electronic message center to be located on city property. Therefore, enclosed is return of your bid security. Thank you for bidding on this project. We appreciate your time and efforts in furnishing a bid. Sincerely, "-7:' y...../ ~ I .' (/.J I.i/) LC. Valerie Leone, CMC City Clerk Enc. Family Styled City \fi~ For Family living 4401 Xylon Avenue North New Hope, Minnesota 55428-4898 www.ci.new-hope.mn.us City Hall: 612-531-5100 Police: 612-531-5170 Public Works: 612-533-4823 TOO: 612-531-5109 City Hall Fax: 612-531-5136 Police Fax: 612-531-5174 Public Works Fax: 612-533-7650 June 29,2000 Mr. Greg Rendall Attracta Sign 7420 West Lake Street Minneapolis, MN 55426 Subject Return of Bid Security - Imp. Project No. 688 Dear Mr. Rendall: As explained in correspondence mailed to you earlier this week, the New Hope City Council rejected all bids relative to the construction of an illuminated pylon sign with electronic message center to be located on city property. Therefore, enclosed is return of your bid security. Thank you for bidding on this project. We appreciate your time and efforts in furnishing a bid. Sincerely, \j/ '-..;' I A(@7!.L Valerie Leone, CMC City Clerk Ene. Family Styled City 4401 Xylon Avenue North New Hope, Minnesota 55428-4898 www.ci.new-hope.mn.us City Hall: 612-531-5100 Police: 612-531-5170 Public Works: 612-533-4823 TOO: 612-531-5109 City Hall Fax: 612-531-5136 Police Fax: 612-531-5174 Public Works Fax: 612-533-7650 June 29,2000 Mr. John W. Dimatteo Arrow Sign & Awning Co., Inc. 13755 Aberdeen Street Ham Lake, MN 55304 Subject: Return of Bid Security -Imp. Project No. 688 Dear Mr. Dimatteo: As explained in correspondence mailed to you earlier this week, the New Hope City Council rejected all bids relative to the construction of an illuminated pylon sign with electronic message center to be located on city property. Therefore, enclosed is return of your bid security. Thank you for bidding on this project. We appreciate your time and efforts in furnishing a bid. Sincerely, " ')~" I/o -. -) 1 2 . .{ .{. '-'<--- Valerie Leone, CMC City Clerk Enc. Family Styled City ~~ For Family Living V~l'; v^lj~'IJ' COUNCIL REQUEST FOR ACTION Community Development 4/17/00 (Hark Session) Agenda Section Unfinished & Org. Business Item No. 11.2 Originating Department Approved for Agenda By: Kirk McDonald By: DISCUSSION REGARDING ELECTRONIC READER BOARD SIGN FOR CITY INFORMATION REQUESTED ACTION Staff request to have a discussion with the City Council regarding an electronic reader board sign for purposes of communicating City information to residents and businesses. As you are aware, Gethsemane Cemetery has notified the City they will terminate the lease on the current monument sign location at 42nd and Xylon Avenues this spring/summer. As a result of this notification, staff have solicited a proposal from a sign company so that several concept drawings could be prepared and cost estimates provided. Staff request to review these options with the Council and get direction on how to proceed. POLICY/PAST PRACTICE In the past, the City had a temporary agreement with Gethsemane Cemetery to locate a monument reader board sign on their property at 42nd and Xylon Avenues. The agreement gave the Cemetery the option of not renewing the lease and in 1999 the Cemetery notified the City that they did not desire to renew the lease. This is due in part to the road/entrance improvements made to the property in 1999 and due to the fact that they clearly want to identify the property as Gethsemane Cemetery. The Cemetery has been agreeable in working the City on a reasonable timeline on the discontinuance of the use of the sign by the City and has indicated they may be willing to purchase the sign from the City for their own use. BACKGROUND City staff contacted the sign contractor who constructed the sign for United Methodist Church on Highway 55 in Golden Valley to get concept plans and estimates and Lawrence Sign provided the attached information. MOTION BY TO: Request For Action Page 2 OPTION A Option A is a double-faced illuminated pylon sign with 75 square foot illuminated main cabinet with the City logo and an LED cabinet with 13" letters. Please refer to the attached description which describes the structure, graphics, lighting and electronic message center in detail. The message center would operated with a "POINT" software program, via a telephone line to the City Hall. Estimated cost for Option A is $34,000 to $50,000, depending on the number of LED lines and the color of the light bulb. Both the sign company and City staff are recommending the amber LED, as it has much better visibility. OPTION B Option B is also a double-faced illuminated pylon sign mounted on a block base. The 85 square foot illuminated main cabinet has a "City Center" identification and City logo and a 2-foot wide LED cabinet with 2 lines of 8" letters. Please refer to the attached description which gives more details, similar to Option A. The message center would operate with the same software system, via a phone line. Estimated cost would range from $43,000 to $60,000, excluding the cost of the phone line. If the Council is agreeable to proceeding, staff would recommend the following issues be considered: 1. Location - If the site at 42nd and Xylon Avenues is no longer available, staff recommends that the Council consider locating the new sign on the City-owned property on the north side of 42nd Avenue where the public parking lot adjacent to Applebee's is located, as this is one of the most high traffic/visible sites in the City (see attached site plan). 2. Sign Format - The Council should discuss what sign option or combination of options you would prefer. Staff prefers the elevated style of the sign in Option A, as opposed to the monument style of Option B. Staff also prefers the newer style City logo used in Option A. However, there are several elements of Option B that staff like, including the "City Center" identification and the 2 lines of the message center versus 1 large line. Staff feels it is important to have as much message area available as possible and the "two line" LED option has the flexibility to be converted into one large message. Staff's recommendation is shown in "Option C", which is a combination of Options A and B. If the Council can give direction on the styles/format of the sign, Lawrence Signs can develop a refined graphic based on those directions. 3. Bidding - Once a sign style is chosen, specifications will need to be developed and the City will need to advertise for bids for the sign, due to the cost. Lawrence Sign is aware that the City will need to seek bids from other sign companies. FUNDING Estimated cost for a new electronic City reader board sign would be $50,000 - $60,000, depending on the options chosen. The additional cost of the phone line installation would be minimal. The City Manager has indicated that HRG will contribute $15,000 for a new sign and it is estimated that the Cemetery will reimburse the City a reasonable amount for the existing sign ($5,000?). The remaining funding could potentially come from the 42nd Avenue TIF District or other sources determined by the Council, City Manager and Finance Director. SUMMARY Staff requests that the Council review this information and give staff direction on how to proceed. ATTACHMENTS: Sign Option A Sign Option B Sign Option C Site Plan/42nd Avenue Lawrence . 19t1 April 1 L 2000 CITY OF NEW HOPE OPTION A Please let me begin by thanking you for the opportunity to be of service to you. We are honored to show you the enclosed rendering. With that honor I would like to take the time to explain what makes the product you are considering different from most others in the marketplace. STRUCTURE 1. All aluminum used will be .080 thickness rather than .050 2. All aluminum boxes and raceways versus galvinized. 3. Custom fabricated double galvinized internal iron framework versus painted black iron framing. 4. All cabinets will have a hinged frame with access for service, versus an extruded (solid) cabinet. In order to service an extruded cabinet the faces must be removed, therefore running your service rates (bulb changing, etc...) thru the roof due to more hours at the site. GRAPHICS I. The cabinet will be painted inside and out. Being painted inside is extremely important, it allows for the cabinet to light 50 ~iO brighter than a mill tinish. 2. We use Matthews Acrylic primer and paint, which is known as the tlnest in our industry. 3. All cabinets our painted here, on site, in our automotive style booth. LIGHTING I. Probably the most important factor in this entire process is the lighting. The design we use is not only designed to light brighter, but the key factor is the longetivity of our bulbs and ballasts. We use a horizontal bulb and raceway system to light brighter and to keep water from intruding into our ballasts, therefore allowing them to last signitlcantly longer than your typical vertical lamp system. This horizontal system costs more up front, but more than pays for itself, as soon as that tlrst service call arrives. 94) PIERCE BUTLER ROUTE A 5T. r~\\L. \lINNbC'T.-\ ))104 A 6)1.488.6711 A F-\x 6)1.488.671) Lawrence . 19n 2. We will provide an external switch with waterproof cover to power the sign up or down in case of emergency. 3. Again, here is where our hinged frame system allows for easier service if ever a bulb were to go down. ELECETRONIC MESSAGE CENTER 1. We have different sizes available, we can discuss options. 2. Each EMC will have an on-board CPU for faster processing, ease of service, and longetivity. 3. All of the siftware necessary to control these message centers will be included. We offer the "POINT" software, which is the finest in the industry and is used in 80% of all EMC's accross the U.S., including Las Vegas. 4. All EMC's come with a 3 year warranty. These are just some of the differences in construction. What really allows us to shine as the leader in our marketplace is our commitment to exceeding expectations. We would welcome the opportunity for your staff to tour our 33,000 square foot facility in St. Paul, allowing us to demonstrate our ablilty to meet your needs. The costs for Option A would be $33,950.00 w/single line red L.E.D. $35,850.00 w/single line amber L.E.D. $47,450.00 w/double line red L.E.D. $50,650.00 w/double line amber L.E.D. lhis would not include permil,eleclrlcallrenching, final hook-up, or phone line install. 945 PIERCE BUTLER ROUTE A 5T. P,-\lL, \lINNESUT.-\ 55104 A 651.488.6711 A FAX 651.4S8.6 715 Lawrence . 19t1 April II. 2000 CITY OF NEW HOPE OPTION B Please let me begin by thanking you for the opportunity to be of service to you. We are honored to show you the enclosed rendering. With that honor I would like to take the time to explain what makes the product you are considering different from most others in the marketplace. STRUCTURE l. All aluminum used will be .080 thickness rather than .050 2. All aluminum boxes and raceways versus galvinized. 3. Custom fabricated double galvinized internal iron framework versus painted black iron framing. 4. All cabinets will have a hinged frame with access for service, versus an extruded (solid) cabinet. ln order to service an extruded cabinet the faces must be removed, therefore running your service rates (bulb changing, etc...) thru the roof due to more hours at the site. GRAPHICS I. The cabinet will be painted inside and out. Being painted inside is extreme~v important, it allows for the cabinet to light 50 % brighter than a mill fInish. 2. We use Matthews Acrylic primer and paint, which is known as the finest in our industry. 3. All cabinets our painted here, on site, in our automotive style booth. LIGHTING J. Probably the most important factor in this entire process is the lighting. The design we use is not only designed to light brighter, but the key factor is the longetivity of our bulbs and ballasts. We use a horizontal bulb and raceway system to light brighter and to keep water from intruding into our ballasts, therefore allowing them to last significantly longer than your typical vertical lamp system. This horizontal system costs more up front, but more than pays for itself~ as soon as that first service call arrives. 945 PIERCE BUTLER ROUTE.It.. ST. P,\UL, MINNE50T.'\ 55104.1t.. 651.488.6711 .It.. F'\x 651.488.6715 Lawrence . 19n 2. We will provide an external switch with waterproof cover to power the sign up or down in case of emergency. 3. Again, here is where our hinged frame system allows for easier service if ever a bulb were to go down. ELECETRONIC MESSAGE CENTER I. We have different sizes available, we can discuss options. 2. Each EMC will have an on-board CPU for faster processing, ease of service, and longetivity. 3. All of the siftware necessary to control these message centers will be included. We offer the "POINT' software, which is the finest in the industry and is used in 80% of all EMC's accross the U.S., including Las Vegas. 4. All EMC's come with a 3 year warranty. These are just some of the differences in construction. What really allows us to shine as the leader in our marketplace is our commitment to exceeding expectations. We would welcome the opportunity for your staff to tour our 33,000 square foot facility in St. Paul, allowing us to demonstrate our ablilty to meet your needs. The costs for Option B would be $42,819.00 w/single line red L.E.D. $44,719.00 w/single line amber L.E.D. $56,319.00 w/doubte-line red L.E.D. / $59,519.00 w/double line amber L.E.D. This would nOl include permil.eleclrical lrenchinR. final hook-up. or phone line inslall. 945 PIERCE BUTLER ROUTE.<i. ST. P.'\UL, 1\1INNESOT..\ 55104.<i. 651.488.6711 .<i. F.'\x 651.488.6715 . ...... C i t Y o.f:-.-' '..N~w Hope-' (J :'-1 J - I :L : ~ I G 'j . +-~-l--'-+~ - ). . . ~: 7 ~ '< ' ~~.....__c: ......... \ R~MOVE ---1 BUSHES AND - LANDSCAPE ROC -'-'-'--- 20m CONC. CUR ....... 115m2 BIT. SURF pE.... I 5' S'l-1 "Jl1' . < _..,..0----- ... iI';"._--- -... --~... 4" "-l tOG t" I __ _ V - G G Q) v----;- _-+-_-3),J_~_-+ ~---+--~~ T T T -- T : S 1 1 ~ i ! Worth .. . REMOVE 469.7m2 CC WALK r-r-... .",- T~~N~~~~T ~ 3~: /11;;;-401 ~Ji May 18, 2000 "Company" "Address 1" "City", "State" "Postal Code" Request for Bid for City of New Hope Twin Pole Illuminated Pylon Sign with Electronic Message Center The City of New Hope is requesting bids for the construction and installation of a twin pole illuminated pylon sign with electronic message center, per the attached plans and specifications. The sign will be constructed on City-owned property at 8100 42nd Avenue, near the public parking lot just west of Applebees Restaurant. The successful bidder must comply with the terms of the enclosed Sign Construction Contract. If your company is interested in submitting a bid, please submit a bid on the enclosed Bid Proposal Form to be received no later than 1 :00 p.m. on Thursday, June 15, 2000. Sealed bids may be dropped off at New Hope City Hall and/or submitted by mail to: City of New Hope 4401 Xylon Avenue North New Hope, MN 55428 Attn: Kirk McDonald or fax to: 763-531-5136 Subject: Bids will be opened at 1 :00 p.m. on Thursday, June 15, in the Council Chambers at the New Hope City Hall. The New Hope City Council will consider bids at its June 22 Council meeting. The successful bidder will be notified during the week of June 22. Work can begin as soon as contractual arrangements have been met. If you have any questions about the bid process or the contractual requirements, please contact me at 763- 531-5119. Thank you for your interest. Sincerely, Kirk McDonald Director of Community Development Enclosures: Plans and Specifications Bid Proposal Form City Contract cc: Dan Donahue, City Manager Shari French, Director of Parks & Recreation Doug Sandstad, Building Official Steve Sondrall, City Attorney Mark Hanson, City Engineer c..5 >, c 0) C -c CIJ >; . C 0.. 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CJJl!')L!)L!)L!)L!)L!)L!) o 0.. \)00..'::- ~ !' \'" '..5} It"' - (j '" '- I \;...5!.'1l~ [\. \~o-Q:r--'i'\>:' i>:, ~ ~ ;;) Nj I' ;>,. '"'"6 )- . \ \ \ I ~ \ ~ t ...... ,"\''::'" "'<I \".., ;-.:..,"'f'<;>..l'r>r....;. ,'0<('\,~~v'~ '-;J City of New Hope Plans and Specifications for TWIN POLE, ILLUMINA TED PYLON SIGN WITH ELECTRONIC MESSAGE CENTER FOUNDATION: . Holes for steel poles to be augured, and are to be a minimum of 24" in diameter. . Two 8" round schedule 40 steel poles set in a minimum of 8' of concrete. . These poles are to be installed 5'0" apart inside to inside. STRUCTURE: . The sign in question is proposed to have an overall height of 16'0", or greater. . The sign in question is proposed to have an overall width of 15'0", or greater. . The sign in question is proposed to have an overall depth of 2'0", or greater as needed for consistent lighting of the faces. . The height of the cabinet for the sign in question is to be 5'0" or greater. . The cabinet will have a cosmetic, non-illuminated trim cap both top and bottom which will radius back into the cabinet. . The cabinet itself will have 9" radius corners. . All aluminum skin will be used throughout. It All aluminum skin will be .080 thickness or greater. . All raceways and boxes will be aluminum. It All internal framework will be 1 yz" x 1 yz" x 3/16" double galvanized angle iron. . Cosmetic pole wrappers will be of .080 skin, and will have 1 ;;2" x 1 ;;2" x 1/8" angle in the corners to maintain trueness, as well as to add strength. lil The cabinet will have a hinged frame for access. . The cabinet will be painted white internally. . The cabinet will be etched, then painted inside and out using Matthew's Acrylic Polyurethane primer and paint or Polyurethane equivalent. . Sign structure to have an all-inclusive 2-year Warranty. GRAPHICS: . 3M Panaflex faces are to be used. . 3 Color faces are to be digitally printed to ensure high-end resolution, while remaining highly translucent. (NO PAINT) · Digitally printed faces to carry a multi-year Warranty. lil Copy to be "CITY of NEW HOPE," using new logo, with final design of logo to be specified by City prior to start of construction. LIGHTING · A horizontal lighting system is to be used. · Lamps will be installed 12" on center. (five lamps per bank) . One bank will be 8'0" in length. . There will be an external switch with waterproof cover. . Access doors provided for service. · Tail provided to run the length of the pole. ELECTRONIC MESSAGE CENTER: · Two lines of 8" text are to be used. · Message Center to have an internal P.C. for processing, and control. · Message Center to have Red L.E.D.'s. · Message Center cabinet to be painted to match the above listed sign cabinet. · Message Center to carry a 3-year Warranty. · Message Center to be driven by Windows based software. (POINT SYSTEM) II Message Center will be modem driven. · Message Center will utilize a minimum of 12 font options. · Message Center must use Hewlett Packard sourced L.E.D.'s. · Message Center must provide a minimum brightness of 12,000 NITS. · Message Center must use pixel spacing of 1.2" or tighter. · Message Center must use four L.E.D.'s per pixel. · Message Center must utilize a 16 x 96 matrix. City of New Hope Bid Proposal Form TWIN POLE, ILLUMINA TED PYLON SIGN WITH ELECTRONIC MESSAGE CENTER All bid prices shall be compensation in full for services, materials, and labor, as indicated in the bid specifications. The Contractor acknowledges the receipt of related bid specifications and guarantees the submitted bid accurately reflects these expenses. It is understood that the City Council reserves the right to reject any or all bids and to waive informalities, and to award the contract in the best interest of the City. The lowest responsible bidder will be expected to enter into a contract with the City to ensure the completion of the work in a timely manner. This bid shall remain valid for 30 days subsequent to the submittal date. In submitting this bid, the Contractor agrees that the acceptance of any or all bids by the City of New Hope within a thirty (30) day period constitutes a contract. Payment will be made by the City upon acceptance of the quality and completion of all the work. Name of Company: Company Address: Phone: Name of Authorize Representative: Signature: TOTAL BID (including tax): $ Submit sealed bid on or before Thursday, June 15, 1 :00 p.m. Submit to: Kirk McDonald City of New Hope 4401 Xylon Avenue North New Hope, MN 55428 Phone: 763-531-5119 Fax: 763-531-5136 All sealed bids will be opened at 1 :00 p.m. on June 15, 2000, in the New Hope Council Chambers at the New Hope City Hall, 4401 Xylon Avenue North, New Hope, Minnesota. All bids must be accompanied by a five (5) percent bid bond per the legal notice. The bids will be considered by the New Hope City Council at the Monday, June 26,2000, Council meeting. 'T \1 \0 Lf") i - 6" co - ...-i 1 \0 I - \0 , ....... I I , I , -,L- .1,;". ". ....~~11."'" .. ~". ~ . I!~S .....>f:r ."'!~':~,~ . ;) . ~..:~:,~' . \ ~/:::- ~ ..- 'X;.,~:"'":z" .t- \.. \ J-?-:'.~' '.. _ - . .$"6"';:"'1- ' C"~~~~';.~t, /.. ~ [.-.:c~" '~.iI Cl .,."OF~ .,,~1~.2f"ci':-", ~~.~ J'c j}<\"Jf,', ~~.. ~ ...:-',~ 0'-11/.:'j;;;;[: ~ ~t... 'i;~;~_, , - "~. ,V 1....--;, \, "'f!,iJ?'.." "". ........ '-.",- i' ~ '<>-: 1_-_;''';t;fJi;~~}Z~~;&' ~\;_. [~~~.~ T~ /~~j t. .,.i,t..,,~ ~,~.;.;::?,i' .'. . ~.. " ~\ .r' \ !~~~- . ""~;O/;._. h.l!o~{."~",, .; ( I -I ) i ~~ -Jr::~"': . "'.tl...:-" ;. \ ) i \ 0' \. Si :7 -~ <~~~i;i;Z;t~:~;Zf~~j - r-- 2 Line Amber 8" Character LED t-1' 8" I 5 ' ~ 8l.!-1 1--------9' 8"---..-------..---.-----+- Front Elevation SUlk: f'h-/' r 104, r-2 '---1 Side ~ REMOVE BUSHES AND . LANDSCAPE ROC -.--.... 20m CONC. CUR .-..... 115m2 BIT. SURF .E.... .......City o-f-: "'N~w Ho.p.e~ ~ \ S~51 ~'r< CiV .:;.=- v - . ~.{- A ~ \::; I C x~ I J 1+.360 -' ~+1 ----T- r--"' _ -- ~J-T . ~-==--." Ex. 525mm RC PIPE ....--.~~.....~......~~...~.......~-~ ......... < ....,. ....a.. __ ~.... ...,..............- s....- ~.. ...........-r...,. "'-J _ _ _ v - G G ~C c -t- . JJ.. . An . _ A i _-+--3)--_--+ ~_--r--~~~ T T T -- T T S 1 1 ~ @ . . ~ ** 469.~~M~~ ~ @ CURB WALK R . R *- -" ., .. - - ./ -~-~;~.. -- .~~ru:i?:1t~ yG/~7~iQ'5~:ufrhfl~C:~;.--i50>~ ___ '::.....~ .~...-' ,...,......,..~ _ I G TRANSpLANT (00 A ~ "'r"'nr-r-C- ~ '" - :5~:' I ft;::;-4-0' f\J fJrth ADVERTISEiVIENT FOR BIDS Sealed bids will be received by the City of New Hope, Minnesota in the City Hall at 440l Xylon Avenue until 1:00 p.m., C.S.T., on Thursday, June 15, 2000, at which time they will be publicly opened and read aloud for the furnishing 'of all labor and materials and all else necessary for the following: Citv of New Hope Si2:n Construction Construct and install twin pole illuminated pylon sign with electronic message center, at 8100 - 42nd Avenue North. Plans and specifications, proposal forms and contract documents may be seen at the office of the City Clerk, 4401 Xylon Avenue North, New Hope, Minnesota 55428 (763)531-5100. Each bid shall be accompanied by a bidder's bond naming the City of New Hope as obligee, certified check payable to the Clerk of the City of New Hope or a cash deposit equal to at least five percent (5 %) of the amount of the bid, which shall be forfeited to the City in the event that the bidder fails to enter into a contract. The City Council reserves the right to retain the deposits of the three lowest bidders for a period not to exceed 45 days after the date and time set for the opening of bids. No bids may be withdrawn for a period of forty-five (45) days after the date and time set for the opening of bids. Payment for the work will be by cash or check. Contractors desiring a copy of the plans and specifications and proposal forms may obtain them from the City Clerk. The City Council reserves the right to reject any and all bids, to waive irregularities and informalities therein and further reserves the right to award the contract to the best interests of the City. Daniel Donahue, Manager City of New Hope, Minnesota P:\Attorney\Mpm\Documents\CNH 11 :.5.J.....OOI.Advenisemem for Bids. ....1,'pd CITY OF NEW HOPE SIGN CONSTRUCTION CONTRACT By this contract dated the day of , 2000, , a (hereinafter "Contractor") and the City of New Hope (hereinafter "City") covenant and agree as follows: 1. Sign Construction and Location. a. Contractor shall furnish all labor and materials for the construction of a twin pole illuminated pylon sign (the "Sign") in accordance with plans and specifications attached hereto as Exhibit A (the "Plans") and all other documents attached hereto as exhibits to this contract. b. The Sign shall be constructed on the following real property (the "Property") in Hennepin County, Minnesota, known as 8100 42nd Avenue North, legally described as: [Legal description to be supplied] with the exact location of the Sign to be specified by the City in writing no later that the date of the Notice to Proceed. c. City hereby represents to Contractor that it is fee owner of the Property. 2. Completion Date. Contractor shall begin construction of the Sign no later than fifteen (15) days after Notice to Proceed from City, and shall continue to work with all reasonable diligence to final completion. Except as otherwise provided in this Agreement, Contractor shall complete construction of the Sign on or before a date eight weeks after Contractor receives the Notice to Proceed (the "Completion Date"). The Notice to Proceed shall be issued in writing to Contractor by City after all contract documents, bonds and insurance have been provided or executed. 3. Contract Price. In consideration of Contractor supplying all labor , material and services required by this contract, City agrees to pay the Contractor the sum of Dollars 1 ($ ) (the "Contract Price") to be paid as set forth in the Payment provisions below. 4. Contractor Responsibilities. Contractor shall furnish all labor , material, equipment, utilities and any other items necessary to complete the Sign in accordance with the Plans (the "Work") and such materials shall be new, of good quality and shall be of the grades specified in the Plans and where a grade is not specified, materials must be of a quality comparable to those grades and materials which are specified in the Plans. In the event of any shortages or discontinuations of products or materials specified in the Plans, Contractor must obtain written permission from City or City's agent to substitute materials or products of equal or greater value. All labor and work performed by Contractor shall be performed in a good and workmanlike manner, in compliance with all applicable Federal, state and local laws, rules, regulations and codes, and to City's satisfaction. 5. Utilities. Contractor shall be solely responsible for verifying the exact location of all utilities, and prior to any construction shall notify all utility companies having utilities in the project area. Contractor shall have sole responsibility for providing temporary support and for protecting and maintaining all existing utilities in the project area during the entire period of construction. Contractor shall coordinate electrical and telephone hookups with the City Engineer. 6. Safety and Convenience of Private and Public Property. The Contractor shall not enter upon private property for any purpose without obtaining written permission from the City thereof. The Contractor shall not damage any trees or other property along the street and/or public right-of-way. The Contractor shall give all notices and comply with all laws, ordinances, rules and regulations applicable to performance under this Contract. The Contractor shall provide adequate signs and barricades, and will take all necessary precautions for the protection of the Work and the safety of the public. 7. Permits and Licenses. The Contractor shall obtain and pay for all permits and licenses, and give all notices, pay all fees, and shall comply with all laws, ordinances, rules and regulations bearing on the Work. Contractor shall also pay all public utility charges, government charges and inspection fees. Notwithstanding the foregoing, all building permit fees charged by the City of New Hope shall be waived for the Work. This waiver does not apply to state surcharges, electrical permit fees, or any other costs and fees, but only applies to building permit fees charged by the City of New Hope. If Contractor performs any of the Work contrary to such laws, ordinances, rules and regulations, the Contractor shall bear all costs arising therefrom. 2 8. Bonds. Contractor shall provide a performance bond and a material and labor payment bond, each bond in an amount equal to the contract amount, as security for the complete performance and payment of all Contractor's obligations under this contract, and issued by a surety licensed to do business in Minnesota. The performance bond and material and labor payment bond shall be in a form acceptable to the New Hope City Attorney. Contractor shall pay all labor and material suppliers when payment is due and before any claims are filed for the same against any payment bond required by this Contract. 9. Change Orders. If a change in plans and specifications is requested by City and will result in Contractor furnishing additional labor or materials, City and Contractor shall reach an agreement in writing specifying the additional labor and/or materials, and also specifying the agreed upon price for such change. If notice of a change in the contract price is required to be given to a surety by the provisions of any bond, it will be Contractor's responsibility to notify the surety and provide proof of any adjustment in the bond amount to the City. 10. Insurance. Before beginning actual work under this contract, the Contractor shall submit to the City and obtain the City's approval of a Certificate ofInsurance on standard form c.I.C.C.-701 or Accord 25 showing the following insurance coverage and listing the City as an additional insured under the policies: A. Comprehensive General Contractor Liability - $500,000 B. Automobile Liability for All Vehicles - $500,000 c. Workman's Compensation - Statutory Amounts D. Excess Liability Umbrella - $1,000,000 E. Contractor's Risk on a Multiple Peril Form - Full Contract Amount The certificate must provide for the above coverage to be in effect from the date of the contract until at least 30 days after the Completion Date, and must provide the insurance coverage will not be canceled by the insurance company without at least 30 days written notice to the City of intent 3 to cancel. Any deductible clause shall not exceed $1,000.00. 11. Warranties. The Contractor warrants and guarantees to City that all Work, including materials and equipment, will be in accordance with the contract documents and will not be faulty or defective. All defective work, whether or not in place, may be rejected by City, and any such rejected work shall be corrected by Contractor at its own cost and expense. If any work is found to be defective within two years after the date of [mal acceptance of the project by City, Contractor shall promptly correct such defective work at Contractor's sole cost and expense. The Contractor will also transfer to the City or any Purchasers from City any warranties upon materials and equipment used in the construction under this Contract which are given by the manufacturer. The above warranties shall be in addition to all warranties provided by law and not in limitation thereof. The City and its successors and assigns shall also have the benefit of any and all other warranties or guarantees expressly or impliedly included in this Contract or available at law or in equity, all of which shall be cumulative. 12. Warranty of Title. The Contractor warrants and guarantees that title to all work, material and equipment provided under this contract shall pass to City free and clear of all liens , claims, security interests and encumbrances. 13. Inspections. The City and its representatives shall have the right to inspect the construction at all times. Any defective work or materials revealed by such inspections shall be repaired or replaced by Contractor within a reasonable time after notice of said defect, and at no cost to City. Upon notice from Contractor that the construction is complete, City and its representatives shall make a final inspection of the construction and notify the Contractor in writing of any ways in which this inspection reveals that the work or materials are defective. Contractor shall, as soon as possible, make such corrections as are necessary to remedy such defects. 14. Payment. Contractor shall be paid for the completion of the Work as set forth below: a. Contractor shall apply to City for an Advance, with each Advance to cover work completed since any previous Advance. Contractor shall apply for an Advance no more often than once every four weeks, with the first application for an Advance to be no 4 sooner than four weeks after the Notice to Proceed. The fmal Advance shall be paid upon fmal completion of the Work. b. Each Advance request shall be in writing in the form attached hereto as Exhibit B and set forth the specific Work performed and/or materials supplied, be signed by the Contractor, City of New Hope Building Official, and any other inspector or agent specified by City, and include lien waivers for all labor and materials involved in the request. c. City shall pay 95 % of each Advance within 15 business days of receipt from Contractor if the following conditions are met: 1) all inspections by the Building Official and any other agent of City are to City's satisfaction; 2) the Advance request is complete including lien waivers and any other documentation reasonably required by City; 3) the Contract Price less the current and any previous Advances will be sufficient to complete the remaining Work; 4) Contractor is not in breach of any of its duties or obligations under the Contract. The 5 % of each Advance request not paid by City shall be retained until fmal payment, upon completion of the Work and submission by the Contractor of Form r.c. 134, as required by law. 15. Indemnification. To the fullest extent permitted by law, the Contractor shall indemnify and hold harmless City, its agents and employees, from and against all claims, damages, losses and expenses, including but not limited to attorney's fees, arising out of or resulting from the performance of the Work, provided that any such claim, damage, loss or expense (1) is attributable to bodily injury, sickness, disease or death, or to injury or to destruction of tangible property (other than the Work itself) including the loss of use resulting therefrom, and (2) is caused in whole or in part by any negligent or intentional act or omission of the Contractor, any subcontractor, anyone directly or indirectly employed by any of them, or anyone for whose acts any of them may be liable, regardless of whether or not it is caused in part by a party indemnified hereunder. 16. Indemnification Against Mechanic's Liens. Contractor shall indemnify and hold harmless City, its agents, employees and assigns, from and against all claims, damages, losses, expenses and delays, including but not limited to attorney's fees, arising out of or resulting from the filing of an a mechanic's lien against the Property by any person or entity supplying labor or materials for the completion of the Work contemplated by this Contract. 17. Subcontracts. Nothing in this contract shall create any legal relationship between City and any subcontractor, and no subcontractor shall have any rights under this contract with the Contractor. At the time 5 this contract is signed, Contractor shall submit in writing to City the names of subcontractors proposed for the work. Contractor shall not employ any subcontractor to whom City may reasonably object. Any subcontractor reasonably objected to shall be replaced with an acceptable subcontractor at no change in the contract price. Contractor shall be fully responsible for all acts and omissions of the subcontractors and any persons or organizations directly or indirectly employed by them and persons or organizations for whose acts any of them may be liable to the same extent that contractor is responsible for the acts or omissions of persons directly employed by contractor. 18. Assignment. Contractor shall not assign or transfer, whether by an assignment or novation or otherwise, any of its rights, duties, benefits, obligations, liabilities or responsibilities under this contract without prior written consent by the City. 19. City May Terminate. Upon the occurrence of anyone or more of the following events: A. Contractor's adjudged bankrupt or insolvent; B. Contractor makes a general assignment for benefit of creditors; C. A trustee or receiver is appointed for Contractor or for any of Contractor's property ; D. Contractor files a petition to take advantage of any debtor's act, or to reorganize under the bankruptcy or similar law; E. Contractor repeatedly fails to supply sufficient skilled workmen or suitable materials or equipment; F. Contractor disregards laws, ordinances, rules, regulations or orders of any public body having jurisdiction; G. Contractor otherwise violates in any substantial way any provision of the contract; City may, after giving Contractor and his surety seven (7) days written notice, terminate the services of Contractor, exclude Contractor from the site and take possession of the work and all of Contractor's tools, appliances, construction equipment and machinery at the site and use the same to the full extent they could be used by Contractor (without liability to Contractor for trespass or conversion), incorporate in the Work all materials and equipment stored at the site, and finish the work as City may deem expedient. In such case, Contractor shall not be entitled to 6 receive any further payment until the Work is fInished. If the unpaid balance of the contract price exceeds the direct and indirect cost of completing the Work, including compensation for additional professional services, such excess shall be paid to Contractor. If such costs exceed such unpaid balance, Contractor shall pay the difference to City. In fInishing the Work, City shall not be required to obtain the lowest fIgure for the Work performed. 20. Limitation of Liability. In no event, either as a result of breach of contract, negligence or otherwise shall City or its agents or employees be liable for damages or lost profits, loss of use, loss of revenue, loss of bonding capacity, or any other special, indirect or consequential damages of any kind. To the extent this contract allows any liability to be imposed, the total liability of City for any loss, claim or damage arising out of this contract or the performance or breach thereof, shall be limited to the value of the Work performed. 21. Non Discrimination. For the Work under this contract, Contractor agrees that in the hiring of common or skilled labor for the performance of any Work under this contract or any subcontract hereunder, the Contractor, material suppliers or vendors shall not, by reason of race, creed, color or national origin, discriminate against the person or persons who are qualified and available to perform the Work to which such employment relates; and the Contractor, material suppliers or vendors shall not, in any manner, discriminate against or intimidate or prevent the employment of any person or persons, or on being hired, prevent or conspire to prevent any person or persons from the performance of the Work under this contract on account of race, creed, color or national origin. 22. Contract Documents and Oral Agreements. This contract shall consist of this document and all attached exhibits and shall comprise the entire agreement between City and Contractor concerning the Work. This contract may be altered only by a writing signed by both Contractor and City. 23. Notice. The address and telephone number of Contractor for the purpose of giving notices and any other purpose under this contract shall be: The address and telephone number of City for the purpose of giving notices and any other purpose under this contract shall be: 7 City of New Hope Attn: Daniel J. Donahue, Manager 4401 Xylon Avenue North New Hope, MN 55428 (763) 531-5100 and Jensen Swanson & Sondrall, P.A. ATTN: Steven A. Sondrall, New Hope City Attorney 8525 Edinbrook Crossing, Suite 201 Brooklyn Park, MN 55443 (763) 424-8811 IN WITNESS WHEREOF, the parties to this contract have hereunto set their hands and seals as of the day and year fIrst above written. City of New Hope By Its Mayor By Its City Manager By Its By Its 8 STATE OF MINNESOTA ) ) ss. COUNTY OF HENNEPIN ) The foregoing was acknowledged before me this day of , 2000, by W. Peter Enck and Daniel J. Donahue, the Mayor and City Manager, respectively, of the City of New Hope, a Minnesota municipal corporation, on behalf of said municipal corporation. Notary Public STATE OF MINNESOTA ) ) ss. COUNTY OF ) The foregoing was acknowledged before me this and day of , 2000, by , the and , respectively, of , on behalf of said , a Notary Public p:\arty\mpm\word docs\cnh\CNH Sign Contract 9 ADVANCE REQUEST Payment request to City in the amount of Request No. Dated: CONTRACTOR REQUEST FOR PAYMENT TO: City of New Hope 4401 Xylon Avenue North New Hope, MN 55428 As Contractor under the City of New Hope Sign Construction Contract between ("Contractor"), and the City of New Hope, Minnesota ("City"), dated , 2000 (the "Contract"). All terms not defined herein shall have the meanings set forth in the Contract (as hereinafter defined), if any. 1. Contractor hereby requests payment from City pursuant to the Contract and hereby states and certifies that: a. The names of the persons, firms, or corporations to whom the payments requested hereby are due, the amounts to be paid, and the general classification and description of the costs for which each obligation requested to be paid hereby are attached hereto. The work for which payment is requested has been completed by the Contractor. If payment is requested for materials, the materials have been delivered to and installed at the Property. b. Such costs are presently due to the persons to whom payment is requested. No part of such costs was included in any other request previously filed with City. EXHIBIT B 10 2. Contractor hereby certifies that all costs for which payment is requested have been incurred by the Contractor and have been paid by the Contractor. Attached are lien waivers for all such costs. Dated: ,2000 By: Its By: Its APPROVED BY: Date: ,2000 City of New Hope Building Official Date: ,2000 Project Designer 11 COUNCIL - (~m WHO - REQUEST FOR ACTION Originating Department Approved for Agenda Agenda Section Community Development Department 5-22-00 Development & Planning Item No. By: Kirk McDonald Director By: 8.4 MOTION APPROVING PLANS AND SPECIFICATIONS FOR CITY OF NEW HOPE ILLUMINATED PYLON SIGN WITH ELECTRONIC MESSAGE CENTER TO BE LOCATED AT 8100 42ND AVENUE AND AUTHORIZING STAFF TO SEEK BIDS (IMPROVEMENT PROJECT NO. 688) REQUESTED ACTION Staff is requesting that the City Council approve a motion approving the attached plans and specifications for a twin pole, City of New Hope illuminated pylon sign, with an electronic message center and authorize staff to seek bids on said sign. It is proposed that the sign be located at 8100 42nd Avenue, which is the city-owned property with public parking lot just west of Applebees Restaurant. The purpose of the sign would be to improve/upgrade communication efforts to residents and businesses about city events and activities and the sign could be utilized for other general community purposes. As you are aware, Gethsemane Cemetery has notified the City they will terminate the lease on the current monument sign location at 42nd and Xylon Avenues this spring/summer. As a result of this notification, staff has explored a variety of options for a new city message center. POLICY/PAST PRACTICE In the past, the City had a temporary agreement with Gethsemane Cemetery to locate a monument reader board sign on their property at 42nd and Xylon Avenues. The agreement gave the Cemetery the option of not renewing the lease and in 1999 the Cemetery notified the City that they did not desire to renew the lease. This is due in part to the road/entrance improvements made to the property in 1999 and due to the fact that they clearly want to identify the property as Gethsemane Cemetery. The Cemetery has been agreeable to working with the City on a reasonable timeline on the discontinuance of the use of the sign by the City and has indicated they may be willing to purchase the sign from the City for their own use. (cont'd.) MOTION BY '~l' 11 I ItAf J)J I I [, (. ,-/---- . I /1 v SECOND BY (;~/)/)t.rL- TO: (L/2iY/ /rULC--- ! / Request for Action Page 2 5-22-00 BACKGROUND City staff contacted the sign contractor who constructed the sign for United Methodist Church on Highway 55 in Golden Valley to get concept plans and estimates and Lawrence Sign provided information that the Council reviewed at the April 17 City Council work session. The general direction given was to proceed with plans for a twin pole, illuminated pylon sign, with an electronic message center. Staff proceeded to work with Lawrence Sign who assisted with the drafting of general specifications so that bids could be solicited from several sign companies. Those specifications, along with a contract prepared by the City Attorney, are attached for your review and approval. Estimated cost of the sign is approximately $50,000. It would be staff's intent to solicit bids and present bids to the Council in June. Issues that the Council may want to discuss related to the specifications and this project include the following: . The final design of the logo format on the sign is to be approved by the City prior to the start of construction. . Electric and utility hook-up is to be coordinated with the City Engineer. I) The sign company is now recommending that the message center have red L.E.D. (lights) instead of amber because their vendors have informed them the red lights have better clarity in communicating messages on exterior signs. . No specific modification has been made to the sign design to accommodate outside group identification, such as the Lions. Staff had two thoughts on this: 1. Allow organizations to utilize the message center, itself, or 2. After bids have been received and the sign contractor selected, if the Council so desires, the City could work with the contractor to make adjustments in the sign design to accommodate other organizations. . The construction contract allows for the sign to be installed within eight weeks after a notice to proceed has been issued. · The height of the sign would be approximately 16 feet, with a width of 15 feet, and a depth of two feet, per the attached graphic. . The sign would have a 75 square foot illuminated main cabinet with the City logo and a two-foot wide L.E.D. cabinet with two lines of 8" letters. The message center would operate with a "POINT" software program, via a telephone line to the City Hall. · An off-premise sign may technically require a variance and approval by the Planning Commission and staff recommends that the City follow the same process that would be required for any other business in the City. (Staff will research this issue with the Planning Consultant.) · A photo image super-imposing the proposed sign at the site has been provided by the sign contractor. FUNDING Estimated cost for a new electronic City reader board sign would be $50,000 - $60,000, depending on the options chosen. The additional cost of the phone line installation would be minimal. The City Manager has indicated that HRG will contribute $15,000 for a new sign and it is estimated that the Cemetery will reimburse the City a reasonable amount for the existing sign ($5,000). The remaining funding could come from the 42nd Avenue TIF District or other sources determined by the Council, City Manager and Finance Director. ATTACHMENTS · Specifications . Contract 4401 Xylon Avenue North New Hope, Minnesota 55428-4898 www.ci.new-hope.mn.us City Hall: 763-531-5100 Police: 763-531-5170 Public Works: 763-533-4823 TOO: 763-531-5109 City Hall Fax: 763-531-5136 Police Fax: 763-531-5174 Public Works Fax: 763-533-7650 May 18, 2000 "Company" "Address 1" "City", "State" "Postal Code" Request for Bid for City of New Hope Twin Pole Illuminated Pylon Sign with Electronic Message Center The City of New Hope is requesting bids for the construction and installation of a twin pole illuminated pylon sign with electronic message center, per the attached plans and specifications. The sign will be constructed on City-owned property at 8100 42nd Avenue, near the public parking lot just west of Applebees Restaurant. The successful bidder must comply with the terms of the enclosed Sign Construction Contract. If your company is interested in submitting a bid, please submit a bid on the enclosed Bid Proposal Form to be received no later than 1 :00 p.m. on Thursday, June 15, 2000. Sealed bids may be dropped off at New Hope City Hall and/or submitted by mail to: City of New Hope 4401 Xylon Avenue North New Hope, MN 55428 Attn: Kirk McDonald or fax to: 763-531-5136 Subject: Bids will be opened at 1 :00 p.m. on Thursday, June 15, in the Council Chambers at the New Hope City Hall. The New Hope City Council will consider bids at its June 22 Council meeting. The successful bidder will be notified during the week of June 22. Work can begin as soon as contractual arrangements have been met. If you have any questions about the bid process or the contractual requirements, please contact me at 763- 531-5119. Thank you for your interest. Sincerely, Kirk McDonald Director of Community Development Enclosures: Plans and Specifications Bid Proposal Form City Contract cc: Dan Donahue, City Manager Shari French, Director of Parks & Recreation Doug Sandstad, Building Official Steve Sondrall, City Attorney Mark Hanson, City Engineer Family Styled City ~ For Family Living City of New Hope Plans and Specifications for TWIN POLE, ILLUMINA TED PYLON SIGN WITH ELECTRONIC MESSAGE CENTER FOUNDATION: . Holes for steel poles to be augured, and are to be a minimum of 24" in diameter. . Two 8" round schedule 40 steel poles set in a minimum of 8' of concrete. . These poles are to be installed 5'0" apart inside to inside. STRUCTURE: . The sign in question is proposed to have an overall height of 16'0", or greater. . The sign in question is proposed to have an overall width of 15'0", or greater. . The sign in question is proposed to have an overall depth of 2'0", or greater as needed for consistent lighting of the faces. . The height of the cabinet for the sign in question is to be 5'0" or greater. · The cabinet will have a cosmetic, non-illuminated trim cap both top and bottom which will radius back into the cabinet. . The cabinet itself will have 9" radius corners. . All aluminum skin will be used throughout. . All aluminum skin will be .080 thickness or greater. · All raceways and boxes will be aluminum. . All internal framework will be 1 W' x 1 ;Iz" X 3/16" double galvanized angle iron. . Cosmetic pole wrappers will be of .080 skin, and will have 1 ;Iz" x 1 ;Iz" X 1/8" angle in the corners to maintain trueness, as well as to add strength. . The cabinet will have a hinged frame for access. · The cabinet will be painted white internally. . The cabinet will be etched, then painted inside and out using Matthew's Acrylic Polyurethane primer and paint or Polyurethane equivalent. · Sign structure to have an all-inclusive 2-year Warranty. GRAPHICS: . 3M Panaflex faces are to be used. · 3 Color faces are to be digitally printed to ensure high-end resolution, while remaining highly translucent. (NO PAINT) · Digitally printed faces to carry a multi-year Warranty. . Copy to be "CITY of NEW HOPE," using new logo, with final design of logo to be specified by City prior to start of construction. LIGHTING · A horizontal lighting system is to be used. · Lamps will be installed 12" on center. (five lamps per bank) . One bank will be 8'0" in length. · There will be an external switch with waterproof cover. . Access doors provided for service. · Tail provided to run the length of the pole. ELECTRONIC MESSAGE CENTER: . Two lines of 8" text are to be used. · Message Center to have an internal P.C. for processing, and control. · Message Center to have Red L.E.D.'s. · Message Center cabinet to be painted to match the above listed sign cabinet. · Message Center to carry a 3-year Warranty. It Message Center to be driven by Windows based software. (POINT SYSTEM) · Message Center will be modem driven. It Message Center will utilize a minimum of 12 font options. · Message Center must use Hewlett Packard sourced L.E.D.'s. · Message Center must provide a minimum brightness of 12,000 NITS. · Message Center must use pixel spacing of 1.2" or tighter. · Message Center must use four L.E.D.'s per pixel. · Message Center must utilize a 16 x 96 matrix. City of New Hope Bid Proposal Form TWIN POLE, ILLUMINA TED PYLON SIGN WITH ELECTRONIC MESSAGE CENTER All bid prices shall be compensation in full for services, materials, and labor, as indicated in the bid specifications. The Contractor acknowledges the receipt of related bid specifications and guarantees the submitted bid accurately reflects these expenses. It is understood that the City Council reserves the right to reject any or all bids and to waive informalities, and to award the contract in the best interest of the City. The lowest responsible bidder will be expected to enter into a contract with the City to ensure the completion of the work in a timely manner. This bid shall remain valid for 30 days subsequent to the submittal date. In submitting this bid, the Contractor agrees that the acceptance of any or all bids by the City of New Hope within a thirty (30) day period constitutes a contract. Payment will be made by the City upon acceptance of the quality and completion of all the work. Name of Company: Company Address: Phone: Name of Authorize Representative: Signature: TOTAL BID (including tax): $ Submit sealed bid on or before Thursday, June 15, 1 :00 p.m. Submit to: Kirk McDonald City of New Hope 4401 Xylon Avenue North New Hope, MN 55428 Phone: 763-531-5119 Fax: 763-531-5136 All sealed bids will be opened at 1 :00 p.m. on June 15, 2000, in the New Hope Council Chambers at the New Hope City Hall, 4401 Xylon Avenue North, New Hope, Minnesota. All bids must be accompanied by a five (5) percent bid bond per the legal notice. The bids will be considered by the New Hope City Council at the Monday, June 26, 2000, Council meeting. \0 \0 ....; NeWHope 6" co - r-- , 8" Side 5 ' 8tL[ '" 1 a 10 " I' SUJk: t ~ ,/~L """" 10-'1 05/17/00 12:47 FAX 7634935193 J S & S, ATTORNEYS -7 NEW HOPE CH [4J 002/012 CITY OF NEW HOPE SIGN CONSTRUCTION CONTRACT By this contract dated the _ day of , 2000, _, a (hereinafter "Contractor") and the City of New Hope (hereinafter "City") covenant and agree as follows: 1. Sif?1 Comrt:rnmon snd I'oC'.ation. a. Contractor shall furnish all labor and materials for the construction of a twin pole illuminated pylon sign (the llSignll) in accordance with plans and specifications attached hereto as Exhibit A (the "Plans") and all other documents attached hereto as exhibits to this contract. b. The Sign shall be constructed on the following real property (the "Property") in Hennepin County, Minnesota, known as 8100 42nd Avenue North, legally described as: [Legal description to be supplied] with the exact location of the Sign to be specified by the City in writing no later that the date of the Notice to Proceed. c. City hereby represents to Contractor that it is fee owner of the Property. 2. Completion Date. Contractor shall begin construction of the Sign no later than fifteen (15) days after Notice to Proceed from City, and shall continue to work with all reasonable diligence to fmal completion. Except as otherwise provided in this Agreement, Contractor shall complete construction of the Sign on or before a date eight weeks after Contractor receives the Notice to Proceed (the "Completion Date"). The Notice to Proceed shall be issued in writing to Contractor by City after all contract documents, bonds and insurance have been provided or executed. 3. Contract Price. In consideration of Contractor supplying all labor , material and services required by this contract, City agrees to pay the Contractor the sum of Dollars 1 05/17/00 12:48 FAX 7634935193 J S & S. ATTORNEYS ~ NEW HOPE CH 141 003/012 ($ ) (the "Contract Price") to be paid as set forth in the Payment provisions below. 4. ~ontractor Rpspon!dhilities. Contractor shall furnish all labor , material, equipment, utilities and any other items necessary to complete the Sign in accordance with the Plans (the "Work") and such materials shall be new, of good quality and shall be of the grades specified in the Plans and where a grade is not specified, materials must be of a quality comparable to those grades and materials which are specified in the Plans. In the event of any shortages or discontinuations of products or materials specified in the Plans, Contractor must obtain written permission from City Of City's agent to substitute materials or products of equal or greater value. All labor and work performed by Contractor shall be performed in a good and workmanlike manner, in compliance with all applicable Federal, state and local laws, rules, regulations and codes, and to City's satisfaction. 5. Utilities. Contractor shall be solely responsible for verifying the exact location of all utilities, and prior to any construction shall notify all utility companies having utilities in the project area. Contractor shall have sole responsibility for providing temporary support and for protecting and maintaining all existing utilities in the project area during the entire period of construction. Contractor shall coordinate electrical and telephone hookups with the City Engineer. 6. Safety and Convenience of Private and Public Property. The Contractor shall not enter upon private property for any purpose without obtaining written permission from the City thereof. The Contractor shall not damage any trees or other property along the street and/or public right-of-way. The Contractor shall give all notices and comply with all laws, ordinances, rules and regulations applicable to performance under this Contract. The Contractor shall provide adequate signs and barricades, and will take all necessary precautions for the protection of the Work and the safety of the public. 7. ~ermit~ and T Jken~es. The Contractor shall obtain and pay for aU permits and licenses, and give all notices, pay all fees, and shall comply with all laws, ordinances, rules and regulations bearing on the Work. Contractor shall also pay all public utility charges, government charges and inspection fees. Notwithstanding the foregoing, all building permit fees charged by the City of New Hope shall be waived for the Work. This waiver does not apply to state surcharges, electrical permit fees, or any other costs and fees, but only applies to building permit fees charged by the City of New Hope. If Contractor performs any of the Work contrary to such laws, ordinances, rules and regulations, the Contractor shall bear all costs arising therefrom. 2 05/17/00 12:48 FAX 7634935193 J S & S. ATTORNEYS -7 NEW HOPE eH I4l 004/012 8. Ronds. Contractor shall provide a performance bond and a material and labor payment bond, each bond in an amount equal to the contract amount, as security for the complete performance and payment of all Contractor's obligations under this contract, and issued by a surety licensed to do business in Minnesota. The performance bond and material and labor payment bond shall be in a form acceptable to the New Hope City Attorney. Contractor shall pay all labor and material suppliers when payment is due and before any claims are filed for the same against any payment bond required by this Contract. 9. Chsmw Orders. If a change in plans and specifications is requested by City and will result in Contractor furnishing additiona11abor or materials, City and Contractor shall reach an agreement in writing specifying the additional1abor and/or materials, and also specifying the agreed upon price for such change. If notice of a change in the contract price is required to be given to a surety by the provisions of any bond, it will be Contractor's responsibility to notify the surety and provide proof of any adjustment in the bond amount to the City. 10. Tnsnrance. Before beginning actual work under this contract, the Contractor shall submit to the City and obtain the City's approval of a Certificate of Insurance on standard form C.LC.C.-701 or Accord 25 showing the following insurance coverage and listing the City as an additional insured under the policies: A. Comprehensive General Contractor Liability _ $500,000 B. Automobile Liability for All Vehicles - $500,000 C. Workman's Compensation - Statutory Amounts D. Excess Liability Umbrella - $1,000,000 E. Contractor's Risk on a Multiple Peril Form - Full Contract Amount The certificate must provide for the above coverage to be in effect from the date of the contract until at least 30 days after the Completion Date, and must provide the insurance eoverage will not be canceled by the insurance company without at least 30 days written notice to the City of intent 3 05/17/00 ..12 :.J9 PAX ,]634935193 J S & S. ATTORNEYS ~ NEW HOPE CH I4J 005/012 to cancel. Any deductible clause shall not exceed $1,000.00. 11. W91TSlnties. The Contractor warrants and guarantees to City that all Work, including materials and equipment, will be in accordance with the contract documents and will not be faulty or defective. All defective work, whether or not in place, may be rejected by City, and any such rejected work shall be corrected by Contractor at its own cost and expense. If any work is found to be defective within two years after the date of final acceptance of the project by City, Contractor shall promptly correct such defective work at Contractor's sole cost and expense. The Contractor will also transfer to the City or any Purchasers from City any warranties upon materials and equipment used in the construction under this Contract which are given by the manufacturer. The above warranties shall be in addition to all warranties provided by law and not in limitation thereof. The City and its successors and assigns shall also have the benefit of any and all other warranties or guarantees expressly or impliedly included in this Contract or available at law or in equity, all of which shall be cumulative. 12. Wnrrnnty of Title. The Contractor warrants and guarantees that title to all work, material and equipment provided under this contract shall pass to City free and clear of all liens, claims, security interests and encumbrances. 13. Inspections. The City and its representatives shall have the right to inspect the construction at all times. Any defective work or materials revealed by such inspections shall be repaired or replaced by Contractor within a reasonable time after notice of said defect, and at no cost to City. Upon notice from Contractor that the construction is complete, City and its representatives shall make a final inspection of the construction and notify the Contractor in writing of any ways in which this inspection reveals that the work or materials are defective. Contractor shall, as soon as possible, make such corrections as are necessary to remedy such defects. 14. 'Eayment. Contractor shall be paid for the completion of the Work as set forth below: a. Contractor shall apply to City for an Advance, with each Advance to cover work completed since any previous Advance. Contractor shall apply for an Advance no more often than once every four weeks, with the first application for an Advance to be no 4 05/17/00 12:~9 FAX 7634935193 J S & S. ATTORNEYS -7 NEW HOPE CH l4J 006/012 sooner than four weeks after the Notice to Proceed. The final Advance shall be paid upon final completion of the Work. b. Each Advance request shall be in writing in the form attached hereto as Exhibit B and set forth the specific Work performed and! or materials supplied, be signed by the Contractor, City of New Hope Building Official, and any other inspector or agent specified by City, and include lien waivers for all labor and materials involved in the request. c. City shall pay 95 % of each Advance within 15 business days of receipt from Contractor if the following conditions are met: 1) all inspections by the Building Official and any other agent of City are to City's satisfaction; 2) the Advance request is complete including lien waivers and any other documentation reasonably required by City; 3) the Contract Price less the current and any previous Advances will be sufficient to complete the remaining Work; 4) Contractor is not in breach of any of its duties or obligations under the Contract. The 5 % of each Advance request not paid by City shall be retained until final payment, upon completion of the Work and submission by the Contractor of Form I.C. 134, as required by law. 15. Indp.mnifiC3tion. To the fullest extent permitted by law, the Contractor shall indemnify and hold harmless City, its agents and employees, from and against all claims, damages, losses and expenses, including but not limited to attorney's fees, arising out of or resulting from the performance of the Work, provided that any such claim, damage, loss or expense (1) is attributable to bodily injury, sickness, disease or death, or to injury or to destruction of tangible property (other than the Work itself) including the loss of use resulting therefrom, and (2) is caused in whole or in part by any negligent or intentional act or omission of the Contractor, any subcontractor, anyone directly or indirectly employed by any of them, Of anyone for whose acts any of them may be liable, regardless of whether or not it is caused in part by a party indemnified hereunder. 16. Indemnifi('.ation Ag"inst Mech3nic's Liens. Contractor shall indemnify and hold harmless City, its agents, employees and assigns, from and against all claims, damages, losses, expenses and delays, including but not limited to attorney's fees, arising out of or resulting from the filing of an a mechanic's lien against the Property by any person or entity supplying labor or materials for the completion of the Work contemplated by this Contract. 17. Suhc.ontracts. Nothing in this contract shall create any legal relationship between City and any subcontractor, and no subcontractor shall have any rights under this contract with the Contractor. At the time 5 05/17/00. 12:50 FAX 7634935193 J S & S, ATTORNEYS ~ NEW HOPE CH f4I 007/012 this contract is signed, Contractor shall submit in writing to City the names of subcontractors proposed for the work. Contractor shall not employ any subcontractor to whom City may reasonably object. Any subcontractor reasonably objected to shall be replaced with an acceptable subcontractor at no change in the contract price. Contractor shall be fully responsible for all acts and omissions of the subcontractors and any persons or organizations directly or indirectly employed by them and persons or organizations for whose acts any of them may be liable to the same extent that contractor is responsible for the acts or omissions of persons directly employed by contractor. 18. AssigJlment. Contractor shall not assign or transfer, whether by an assignment or novation or otherwise, any of its rights, duties, benefits, obligations, liabilities or responsibilities under this contract without prior written consent by the City. 19. City May Terminate. Upon the occurrence of anyone or more of the following events: A. Contractor's adjudged bankrupt or insolvent; B. Contractor makes a general assignment for benefit of creditors; C. A trustee or receiver is appointed for Contractor or for any of Contractor's property; D. Contractor files a petition to take advantage of any debtor's act, or to reorganize under the bankruptcy or similar law; E. Contractor repeatedly fails to supply sufficient skilled workmen or suitable materials or equipment; F. Contractor disregards laws, ordinances, rules, regulations or orders of any public body having jurisdiction; G. Contractor otherwise violates in any substantial way any provision of the contract; City may, after giving Contractor and his surety seven (7) days written notice, terminate the services of Contractor, exclude Contractor from the site and take possession of the work and all of Contractor's tools, appliances, construction equipment and machinery at the site and use the same to the full extent they could be used by Contractor (without liability to Contractor for trespass or conversion), incorporate in the Work all materials and equipment stored at the site, and finish the work as City may deem expedient. In such case, Contractor shall not be entitled to 6 __ __ 0~/17 100 _ ~2 =..501"AX 7_6.34935193 J S & S, ATTORNEYS -t NEW HOPE CH [4J 008/012 receive any further payment until the Work is finished. If the unpaid balance of the contract price exceeds the direct and indirect cost of completing the Work, including compensation for additional professional services, such excess shall be paid to Contractor. If such costs exceed such unpaid balance, Contractor sball pay the difference to City. In finishing the Work, City sball not be required to obtain the lowest figure for the Work performed. 20. LiJnit~tion of 1 ,i~hi1ity. In no event, either as a result of breach of contract, negligence or otherwise shall City or its agents or employees be liable for damages or lost profits, loss of use, loss of revenue, loss of bonding capacity, or any other special, indirect or consequential damages of any kind. To the extent this contract allows any liability to be imposed, the total liability of City for any loss, claim or damage arising out of this contract or the performance or breach thereof, shall be limited to the value of the Work performed. 21. Non Discrimin~tion. For the Work under this contract, Contractor agrees that in the hiring of common or skilled labor for the performance of any Work under tbis contract or any subcontract hereunder, the Contractor, material suppliers or vendors shall not, by reason of race, creed, color or national origin, discriminate against the person or persons who are qualified and available to perform the Work to wbich such employment relates; and the Contractor, material suppliers or vendors shall not, in any manner, discriminate against or intimidate or prevent the employment of any person or persons, or on being hired, prevent or conspire to prevent any person or persons from the performance of the Work under this contract on account of race, creed, color or national origin. 22. ~ontract llocllrnpn1"s ami Oral AgrpPn1ent~. This contract shall consist of this document and all attached exhibits and sball comprise the entire agreement between City and Contractor concerning the Work. This contract may be altered only by a writing signed by both Contractor and City. 23. Notice. The address and telephone number of Contractor for the purpose of giving notices and any other purpose under this contract shall be: The address and telephone number of City for the purpose of giving notices and any other purpose under this contract shall be: 7 _. _95/17/00 12:51 FAX 7634935193 J S & S, ATTORNEYS -7 NEW HOPE eH !41 009/012 City of New Hope Attn: Daniel J. Donahue, Manager 4401 Xylon Avenue North New Hope, MN 55428 (763) 531-5100 and Jensen Swanson & Sondra11, P.A. A TTN: Steven A. Sondrall, New Hope City Attorney 8525 Edinbrook Crossing, Suite 201 Brooklyn Park, MN 55443 (763) 424-8811 IN WITNESS WHEREOF, the parties to this contract have hereunto set their hands and seals as of the day and year first above written. City of New Hope By Its Mayor By Its City Manager By Its By Its 8 05/17/00 12:51 FAX 7634935193 J S & S, ATTORNEYS -7 NEW HOPE CH 14I 010/012 STATE OF MINNESOTA ) ) ss. COUNTY OF HENNEPlN ) The foregoing was acknowledged before me this day of , 2000, by W. Peter Enck and Daniel J. Donahue~ the Mayor and City Manager, respectively, of the City of New Hope, a Minnesota municipal corporation, on behalf of said municipal corporation. Notary Public STATE OF MINNESOTA ) ) ss. COUNTY OF ) The foregoing was acknowledged before me this and day of , 2000~ by , the and , respectively, of , on behalf of said , a Notary Public p:\atty\rnpm\word docs\cnh\CNH Sign Contract 9 05/17/00 12:51 FAX 7634935193 J S & S, ATTORNEYS -7 NEW HOPE CH 141 011/012 ADVANCE REQUEST Payment request to City in the amount of $ Request No. Dated: CONTRACTOR REQUEST FOR PAYMENT TO: City of New Hope 4401 Xylon Avenue North New Hope, MN 55428 As Contractor under the City of New Hope Sign Construction Contract between ("Contractor"), and the City of New Hope, Minnesota ("City"), dated , 2000 (the lIContractll). All terms not defined herein shall have the meanings set forth in the Contract (as hereinafter defined), if any. 1. Contractor hereby requests payment from City pursuant to the Contract and hereby states and certifies that: a. The names of the persons, firms, or corporations to whom the payments requested hereby are due, the amounts to be paid, and the general classification and description of the costs for which each obligation requested to be paid hereby are attached hereto. The work for which payment is requested has been completed by the Contractor. If payment is requested for materials, the materials have been delivered to and installed at the Property. b. Such costs are presently due to the persons to whom payment is requested. No part of such costs was included in any other request previously filed with City. EXHIBIT B 10 05/17/00 12:51 FAX 7634935193 J S & S, ATTORNEYS ... NEW HOPE CH I4J 012/012 2. Contractor hereby certifies that all costs for which payment is requested have been incurred by the Contractor and have been paid by the Contractor. Attached are lien waivers for all such costs. Dated: ,2000 By: Its By: Its APPROVED BY: ,2000 Date: City of New Hope Building Official Date: , 2000 Project Designer 11 ,~~./I #0f~ May 18, 2000 "Company" "Address 1" "City", "State" "PostaICode" Subject: Request for Bid for City of New Hope Twin Pole Illuminated Pylon Sign with Electronic Message Center The City of New Hope is requesting bids for the construction and installation of a twin pole illuminated pylon sign with electronic message center, per the attached plans and specifications. The sign will be constructed on City-owned property at 8100 42nd Avenue, near the public parking lot just west of Applebees Restaurant. The successful bidder must comply with the terms of the enclosed Sign Construction Contract. If your company is interested in submitting a bid, please submit a bid on the enclosed Bid Proposal Form to be received no later than 1 :00 p.m. on Thursday, June 15, 2000. Sealed bids may be dropped off at New Hope City Hall and/or submitted by mail to: City of New Hope 4401 Xylon Avenue North New Hope, MN 55428 Attn: Kirk McDonald or fax to: 763-531-5136 Bids will be opened at 1 :00 p.m. on Thursday, June 15, in the Council Chambers at the New Hope City Hall. The New Hope City Council will consider bids at its June 22 Council meeting. The successful bidder will be notified during the week of June 22. Work can begin as soon as contractual arrangements have been met. If you have any questions about the bid process or the contractual requirements, please contact me at 763- 531-5119. Thank you for your interest. Sincerely, Kirk McDonald Director of Community Development Enclosures: Plans and Specifications Bid Proposal Form City Contract cc: Dan Donahue, City Manager Shari French, Director of Parks & Recreation Doug Sandstad, Building Official Steve Sondrall, City Attorney Mark Hanson, City Engineer ADVERTISKMENT FOR BIDS Sealed bids will be received by the City of New Hope, Minnesota in the City Hall at 440l Xylon Avenue until 1:00 p.m., C.S.T., on Thursday, June 15,2000, at which time they will be publicly opened and read aloud for the furnishing 'of all labor and materials and all else necessary for the following: Citv of New Hope Si2:n Construction Construct and install twin pole illuminated pylon sign with electronic message center, at 8100 - 42nd Avenue North. Plans and specifications, proposal forms and contract documents may be seen at the office of the City Clerk, 4401 Xylon Avenue North, New Hope, Minnesota 55428 (763)531-5100. Each bid shall be accompanied by a bidder's bond naming the City of New Hope as obligee, certified check payable to the Clerk of the City of New Hope or a cash deposit equal to at least fi ve percent (5 %) of the amount of the bid, which shall be forfeited to the City in the event that the bidder fails to enter into a contract. The City Council reserves the right to retain the deposits of the three lowest bidders for a period not to exceed 45 days after the date and time set for the opening of bids. No bids may be withdrawn for a period of forty-five (45) days after the date and time set for the opening of bids. Payment for the work will be by cash or check. Contractors desiring a copy of the plans and specifications and proposal forms may obtain them from the City Clerk. The City Council reserves the right to reject any and all bids, to waive irregularities and informalities therein and further reserves the right to award the contract to the best interests of the City. Daniel Donahue, Manager City of New Hope, Minnesota P:.AHorncy\,~lpm".Docum;:n[s\CNH II :5.,J.....OOI-Ad...enisement for Bids. \o\1Jd CITY OF NEW HOPE SIGN CONSTRUCTION CONTRACT By this contract dated the _ day of ,2000, , a (hereinafter "Contractor") and the City of New Hope (hereinafter "City") covenant and agree as follows: 1. Sign Construction and Location. a. Contractor shall furnish all labor and materials for the construction of a twin pole illuminated pylon sign (the "Sign") in accordance with plans and specifications attached hereto as Exhibit A (the "Plans") and all other documents attached hereto as exhibits to this contract. b. The Sign shall be constructed on the following real property (the "Property") in Hennepin County, Minnesota, known as 8100 42nd Avenue North, legally described as: [Legal description to be supplied] with the exact location of the Sign to be specified by the City in writing no later that the date of the Notice to Proceed. c. City hereby represents to Contractor that it is fee owner of the Property. 2. Completion Date. Contractor shall begin construction of the Sign no later than fifteen (15) days after Notice to Proceed from City, and shall continue to work with all reasonable diligence to final completion. Except as otherwise provided in this Agreement, Contractor shall complete construction of the Sign on or before a date eight weeks after Contractor receives the Notice to Proceed (the "Completion Date"). The Notice to Proceed shall be issued in writing to Contractor by City after all contract documents, bonds and insurance have been provided or executed. 3. Contract Price. ln consideration of Contractor supplying all labor, material and services required by this contract, City agrees to pay the Contractor the sum of Dollars 1 ($ ) (the "Contract Price") to be paid as set forth in the Payment provisions below. 4. Contractor Responsibilities. Contractor shall furnish all labor , material, equipment, utilities and any other items necessary to complete the Sign in accordance with the Plans (the "Work") and such materials shall be new, of good quality and shall be of the grades specified in the Plans and where a grade is not specified, materials must be of a quality comparable to those grades and materials which are specified in the Plans. In the event of any shortages or discontinuations of products or materials specified in the Plans, Contractor must obtain written permission from City or City's agent to substitute materials or products of equal or greater value. All labor and work performed by Contractor shall be performed in a good and workmanlike manner, in compliance with all applicable Federal, state and local laws, rules, regulations and codes, and to City's satisfaction. 5. Utilities. Contractor shall be solely responsible for verifying the exact location of all utilities, and prior to any construction shall notify all utility companies having utilities in the project area. Contractor shall have sole responsibility for providing temporary support and for protecting and maintaining all existing utilities in the project area during the entire period of construction. Contractor shall coordinate electrical and telephone hookups with the City Engineer. 6. Safety and Convenience of Private and Public Property. The Contractor shall not enter upon private property for any purpose without obtaining written permission from the City thereof. The Contractor shall not damage any trees or other property along the street and/or public right-of-way. The Contractor shall give all notices and comply with all laws, ordinances, rules and regulations applicable to performance under this Contract. The Contractor shall provide adequate signs and barricades, and will take all necessary precautions for the protection of the Work and the safety of the public. 7. Permits and Licenses. The Contractor shall obtain and pay for all permits and licenses, and give all notices, pay all fees. and shall comply with all laws, ordinances, rules and regulations bearing on the Work. Contractor shall also pay all public utility charges, government charges and inspection fees. Notwithstanding the foregoing, all building permit fees charged by the City of New Hope shall be waived for the Work. This waiver does not apply to state surcharges, electrical permit fees, or any other costs and fees, but only applies to building permit fees charged by the City of New Hope. If Contractor performs any of the Work contrary to such laws, ordinances, rules and regulations, the Contractor shall bear all costs arising therefrom. 2 8. Bonds. Contractor shall provide a performance bond and a material and labor payment bOJ:1d, each bond in an amount equal to the contract amount, as security for the complete performance and payment of all Contractor's obligations under this contract, and issued by a surety licensed to do business in Minnesota. The performance bond and material and labor payment bond shall be in a form acceptable to the New Hope City Attorney. Contractor shall pay all labor and material suppliers when payment is due and before any claims are filed for the same against any payment bond required by this Contract. 9. Change Orders. If a change in plans and specifications is requested by City and will result in Contractor furnishing additional labor or materials, City and Contractor shall reach an agreement in writing specifying the additional labor and/or materials, and also specifying the agreed upon price for such change. If notice of a change in the contract price is required to be given to a surety by the provisions of any bond, it will be Contractor's responsibility to notify the surety and provide proof of any adjustment in the bond amount to the City. 10. Insurance. Before beginning actual work under this contract, the Contractor shall submit to the City and obtain the City's approval of a Certificate ofInsurance on standard form C.I.C.C.-701 or Accord 25 showing the following insurance coverage and listing the City as an additional insured under the policies: A. Comprehensive General Contractor Liability - $500,000 B. Automobile Liability for All Vehicles - $500,000 C. Workman's Compensation - Statutory Amounts D. Excess Liability Umbrella - $1,000,000 E. Contractor's Risk on a Multiple Peril Form - Full Contract Amount The certificate must provide for the above coverage to be in effect from the date of the contract until at least 30 days after the Completion Date, and must provide the insurance coverage will not be canceled by the insurance company without at least 30 days written notice to the City of intent 3 to cancel. Any deductible clause shall not exceed $1,000.00. 11. Warranties. The Contractor warrants and guarantees to City that all Work, including materials and equipment, will be in accordance with the contract documents and will not be faulty or defective. All defective work, whether or not in place, may be rejected by City, and any such rejected work shall be corrected by Contractor at its own cost and expense. If any work is found to be defective within two years after the date of fmal acceptance of the project by City, Contractor shall promptly correct such defective work at Contractor's sole cost and expense. The Contractor will also transfer to the City or any Purchasers from City any warranties upon materials and equipment used in the construction under this Contract which are given by the manufacturer. The above warranties shall be in addition to all warranties provided by law and not in limitation thereof. The City and its successors and assigns shall also have the benefit of any and all other warranties or guarantees expressly or impliedly included in this Contract or available at law or in equity, all of which shall be cumulative. 12. Warranty of Title. The Contractor warrants and guarantees that title to all work, material and equipment provided under this contract shall pass to City free and clear of all liens, claims, security interests and encumbrances. 13. Inspections. The City and its representatives shall have the right to inspect the construction at all times. Any defective work or materials revealed by such inspections shall be repaired or replaced by Contractor within a reasonable time after notice of said defect, and at no cost to City. Upon notice from Contractor that the construction is complete, City and its representatives shall make a final inspection of the construction and notify the Contractor in writing of any ways in which this inspection reveals that the work or materials are defective. Contractor shall, as soon as possible. make such corrections as are necessary to remedy such defects. 14. Payment. Contractor shall be paid for the completion of the Work as set forth below: a. Contractor shall apply to City for an Advance, with each Advance to cover work completed since any previous Advance. Contractor shall apply for an Advance no more often than once every four weeks. with the first application for an Advance to be no 4 sooner than four weeks after the Notice to Proceed. The final Advance shall be paid upon fmal completion of the Work. b. Each Advance request shall be in writing in the form attached hereto as Exhibit B and set forth the specific Work performed and/or materials supplied, be signed by the Contractor, City of New Hope Building Official, and any other inspector or agent specified by City, and include lien waivers for all labor and materials involved in the request. c. City shall pay 95 % of each Advance within 15 business days of receipt from Contractor if the following conditions are met: 1) all inspections by the Building Official and any other agent of City are to City's satisfaction; 2) the Advance request is complete including lien waivers and any other documentation reasonably required by City; 3) the Contract Price less the current and any previous Advances will be sufficient to complete the remaining Work; 4) Contractor is not in breach of any of its duties or obligations under the Contract. The 5 % of each Advance request not paid by City shall be retained until final payment, upon completion of the Work and submission by the Contractor of Form r.c. l34, as required by law. 15. Indemnification. To the fullest extent permitted by law, the Contractor shall indemnify and hold harmless City, its agents and employees, from and against all claims, damages, losses and expenses, including but not limited to attorney's fees, arising out of or resulting from the performance of the Work, provided that any such claim, damage, loss or expense (1) is attributable to bodily injury, sickness, disease or death, or to injury or to destruction of tangible property (other than the Work itself) including the loss of use resulting therefrom, and (2) is caused in whole or in part by any negligent or intentional act or omission of the Contractor, any subcontractor, anyone directly or indirectly employed by any of them, or anyone for whose acts any of them may be liable, regardless of whether or not it is caused in part by a party indemnified hereunder. 16. Indemnification Against Mechanic's Liens. Contractor shall indemnify and hold harmless City, its agents, employees and assigns, from and against all claims, damages, losses, expenses and delays, including but not limited to attorney's fees, arising out of or resulting from the filing of an a mechanic's lien against the Property by any person or entity supplying labor or materials for the completion of the Work contemplated by this Contract. 17. Suhcontracts. Nothing in this contract shall create any legal relationship between City and any subcontractor, and no subcontractor shall have any rights under this contract with the Contractor. At the time 5 this contract is signed, Contractor shall submit in writing to City the names of subcontractors proposed for the work. Contractor shall not employ any subcontractor to whom City may reasonably object. Any subcontractor reasonably objected to shall be replaced with an acceptable subcontractor at no change in the contract price. Contractor shall be fully responsible for all acts and omissions of the subcontractors and any persons or organizations directly or indirectly employed by them and persons or organizations for whose acts any of them may be liable to the same extent that contractor is responsible for the acts or omissions of persons directly employed by contractor. 18. Assignment. Contractor shall not assign or transfer, whether by an assignment or novation or otherwise, any of its rights, duties, benefits, obligations, liabilities or responsibilities under this contract without prior written consent by the City. 19. City May Terminate. Upon the occurrence of anyone or more of the following events: A. Contractor's adjudged bankrupt or insolvent; B. Contractor makes a general assignment for benefit of creditors; C. A trustee or receiver is appointed for Contractor or for any of Contractor's property; D. Contractor files a petition to take advantage of any debtor's act, or to reorganize under the bankruptcy or similar law; E. Contractor repeatedly fails to supply sufficient skilled workmen or suitable materials or equipment; F. Contractor disregards laws, ordinances, rules, regulations or orders of any public body having jurisdiction; G. Contractor otherwise violates in any substantial way any provision of the contract; City may, after giving Contractor and his surety seven (7) days written notice, terminate the services of Contractor, exclude Contractor from the site and take possession of the work and all of Contractor's tools, appliances, construction equipment and machinery at the site and use the same to the full extent they could be used by Contractor (without liability to Contractor for trespass or conversion), incorporate in the Work all materials and equipment stored at the site, and finish the work as City may deem expedient. In such case, Contractor shall not be entitled to 6 receive any further payment until the Work is fInished. If the unpaid balance of the contract price exceeds the direct and indirect cost of completing the Work, including compensation for additional professional services, such excess shall be paid to Contractor. If such costs exceed such unpaid balance, Contractor shall pay the difference to City. In fInishing the Work, City shall not be required to obtain the lowest figure for the Work performed. 20. Limitation of Liability. In no event, either as a result of breach of contract, negligence or otherwise shall City or its agents or employees be liable for damages or lost profits, loss of use, loss of revenue, loss of bonding capacity, or any other special, indirect or consequential damages of any kind. To the extent this contract allows any liability to be imposed, the total liability of City for any loss, claim or damage arising out of this contract or the performance or breach thereof, shall be limited to the value of the Work performed. 21. Non Discrimination. For the Work under this contract, Contractor agrees that in the hiring of common or skilled labor for the performance of any Work under this contract or any subcontract hereunder, the Contractor, material suppliers or vendors shall not, by reason of race, creed, color or national origin, discriminate against the person or persons who are qualified and available to perform the Work to which such employment relates; and the Contractor, material suppliers or vendors shall not, in any manner, discriminate against or intimidate or prevent the employment of any person or persons, or on being hired, prevent or conspire to prevent any person or persons from the performance of the Work under this contract on account ofrace, creed, color or national origin. 22. Contract Documents and Oral Agreements. This contract shall consist of this document and all attached exhibits and shall comprise the entire agreement between City and Contractor concerning the Work. This contract may be altered only by a writing signed by both Contractor and City. 23. Notice. The address and telephone number of Contractor for the purpose of giving notices and any other purpose under this contract shall be: The address and telephone number of City for the purpose of giving notices and any other purpose under this contract shall be: 7 City of New Hope Attn: Daniel J. Donahue, Manager 4401 Xylon Avenue North New Hope, MN 55428 (763) 531-5100 and Jensen Swanson & Sondrall, P.A. ATTN: Steven A. Sondrall, New Hope City Attorney 8525 Edinbrook Crossing, Suite 201 Brooklyn Park, MN 55443 (763) 424-8811 IN WITNESS WHEREOF, the parties to this contract have hereunto set their hands and seals as of the day and year fIrst above written. City of New Hope By Its Mayor By Its City Manager By By 8 STATE OF MINNESOTA ) ) ss. COUNTY OF HENNEPIN ) The foregoing was acknowledged before me this day of , 2000, by W. Peter Enck and Daniel J. Donahue, the Mayor and City Manager, respectively, of the City of New Hope, a Minnesota municipal corporation, on behalf of said municipal corporation. Notary Public STATE OF MINNESOTA ) ) ss. COUNTY OF ) The foregoing was acknowledged before me this and day of ,2000, by , the and , respectively, of , on behalf of said ,a Notary Public p <my,mpnf.,\\'ord docs',cnh\CNH Sign Contract 9 ADVANCE REQUEST Payment request to City in the amount of Request No. Dated: CONTRACTOR REQUEST FOR PAYMENT TO: City of New Hope 4401 Xylon Avenue North New Hope, MN 55428 As Contractor under the City of New Hope Sign Construction Contract between ("Contractor"), and the City of New Hope, Minnesota ("City"), dated , 2000 (the "Contract"). All terms not defined herein shall have the meanings set forth in the Contract (as hereinafter defined), if any. 1. Contractor hereby requests payment from City pursuant to the Contract and hereby states and certifies that: a. The names of the persons, firms, or corporations to whom the payments requested hereby are due, the amounts to be paid, and the general classification and description of the costs for which each obligation requested to be paid hereby are attached hereto. The work for which payment is requested has been completed by the Contractor. If payment is requested for materials, the materials have been delivered to and installed at the Property. b. Such costs are presently due to the persons to whom payment is requested. No part of such costs was included in any other request previously filed with City. EXHIBIT B 10 2. Contractor hereby certifies that all costs for which payment is requested have been incurred by the Contractor and have been paid by the Contractor. Attached are lien waivers for all such costs. Dated: ,2000 APPROVED BY: Date: ,2000 Date: ,2000 By: Its By: Its City of New Hope Building Official Project Designer 11