Brief Description: The City is seeking sealed bids for non-exclusive, as-needed, asphalt paving services to all facilities owned or within the control of the City of Miami and any of its affiliated entities, including but not limited to the Miami Special Utility Authority. INTERPRETATION OF CONTRACT DOCUMENTS Questions regarding documents, discrepancies, omissions, or intent of the scope/specifications shall be submitted in writing to the City through the Purchasing Agent at least seven (7) days prior to opening of bids to provide time for issuing and forwarding an addendum to the Solicitation packet. Any interpretation of the contract documents will be made only by addendum duly issued or delivered by the City of Miami to each person receiving a set of documents. The City of Miami will not be responsible for any other explanations or interpretation of the contract documents. WITHDRAWAL OF BIDS Any bids may be withdrawn at any time prior to the hour fixed in the solicitation for sealed bids for the opening of bids, provided that a request in writing, executed by the bidder, or the bidder's duly authorized representative, for the withdrawal of such bid is filed with the City prior to the time specified for opening of bids. The withdrawal of such bid will not prejudice the right of a bidder to file a new bid. PENALTY FOR COLLUSION If at any time it shall be found that the person, firm or corporation to whom the contract has been awarded has, in presenting any bid, colluded with any other party or parties, then the contract so awarded shall be null and void, and the bidder/Contractor shall be liable to the City for all loss or damage which the City may suffer thereby, and the City may advertise for new bids for said work. LICENSE Each Bidder shall possess such State and local license(s) as are required by law and shall furnish copies of the same with its bid. Upon request, the successful Contractor shall furnish proof that any such license(s) continue in effect during the entire term of the contract. TITLE 18 COMPLIANCE To the extent applicable, Compliance with Oklahoma's General Corporation Act and the Limited Liability Company Act is required before a Contract will be awarded. Each bidder representing a corporation, limited liability company, or other formal business structure, agrees to provide upon request a Federal Employer's Identification Number and proof of lawful filing with the Oklahoma Secretary of State as required by Oklahoma's General Corporation Act and the Limited Liability Company Act. (See 18 O.S. 1000-1144, 2000-2060). LIABILITY INSURANCE The award of any contract is conditioned upon the successful Contractor's submission of a Certificate of Liability Insurance reflecting coverage of the type(s) and in the amount(s) set forth in the contract form and naming the City of Miami as an additional insured on the policy/ies. OPENING OF BIDS Bids will be opened and recorded at the time and place indicated in the solicitation for sealed bids. Bidders or their agents are invited to be present. ACCEPTANCE AND REJECTION OF BIDS The City of Miami reserves the right to accept the bid which, in its judgment is the best offer, to reject any or all bids, and to waive irregularities or informalities at its discretion. AWARD OF CONTRACT The award of any contract will be made to the bidder offering the best value and having provided the necessary insurance and other documents required per the solicitation for bids and these Instructions. It is anticipated that approval will be received within 30 days of opening of bids. In the event that the approvals are not received or the City of Miami cannot award or reject said bids within 60 days from the date of opening bids, participants shall have the right to withdraw their bids on written notice to the City. Unless terminated pursuant to Paragraph 2 below, this Contract shall run from the date stated above and continue until June 30, 2025. The CITY, in its sole discretion and at its sole election, may offer the CONTRACTOR an opportunity to renew this Contract for an additional three (3) one (1) - year terms. CONTRACTOR understands and acknowledges that any future contracts or renewals are neither automatic nor implied by this Contract, and that utilization of the services contemplated by the Contract is conditioned upon annual appropriation of funds sufficient to meet the CITY's need for such services.
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