George Eastman Museum

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SECTION 000020 – INVITATION FOR BIDS
George Eastman Museum, herein known as “Owner,” will receive sealed bids for Restoration of Historic
Garden Structures, herein known as “Project,” until 1:00 pm local time on Tuesday, May 9, 2023.
Sealed bids (Attn: Grif Stappenbeck, Senior Director, Facilities) will be received at the Security Desk of
the George Eastman Museum, 900 East Ave., Rochester, NY 14607. Bids received after this time will
not be accepted. Bids will be publicly opened and read aloud by the Architect and Owner in the Council
Room (George Eastman Museum) at 1:15pm.
Bidders must be properly licensed under the laws governing their respective trades and be able to obtain
insurance and bonds required for the Work. Project will be publicly bid and constructed under a single
prime contract for construction.
Each bid must be prepared and submitted on the prescribed forms in accordance with the Bidding and
Contract Documents; each bidder must submit a complete Form of Proposal.
Each bid must be accompanied by a Bid Security in the form of a Certified Check, Bid Bond or Bank
Check in the amount of (10%) ten percent of the bid amount.
Bidders must have a minimum of 5 years successful experience in completion of similar projects for
State, National or locally registered landmarks. Each bid must be accompanied by project and contact
references of similar work.
On-site work may commence no earlier than Tuesday, May 30, 2023.
The completion date for this project is Wednesday, May 31, 2024.
Bidders are required to submit a tentative construction schedule with their bid for the project.
This project is being funded by a grant administered by the New York State Office of Parks, Recreation
and Historic Preservation. Under Article 15A, Executive Law. It is the policy of the State of New York to
encourage participation of minority and woman-owned business enterprises in State-funded projects. The
Contractor, by bidding on the contract, acknowledges understanding and support of this policy and
pledges to fully cooperate with The George Eastman Museum in meeting NYS requirements as set forth
in the Bidding and Contract Documents.
The State has established a goal for MWBE participation of 30% Minority and Women-Owned
Businesses combined, include at least 13% MBE participation and 17% WBE participation. The lowest
bidder must submit, either with their bid or within seven business days of notification of selection, a
Grants MWBE Utilization Plan, Contractor’s Solicitation Log and documentation that NYS Certified
Minority and Women-Owned Business Enterprises (MWBEs) were contacted during preparation of said
bid. Participants that do not submit the Grants MWBE Utilization Plan, Contractor’s Solicitation Log and
evidence of their good faith efforts will be deemed non-responsive and their bid may be rejected.
Evidence of good faith efforts is contact by certified mail, follow-up with phone contact and a summary
of all contact and results. Prior to the award of a contract to the lowest bidder, review and acceptance of
the bid summary and all MWBE documentation by State Parks is required.
This project is funded in part by a grant from the NYS Office of Parks, Recreation and Historic
Preservation through Title 9 of the Environmental Protection Act of 1993.
All bidders are subject to the terms of the NYS Master Contract for Grants — Standard Terms and
Conditions, which can be found online at http://grantsreform.ny.gov.
All bidders are subject to the terms of the Master Contract “Attachment A-1 (State Funded Grant)
Program Specific Terms and Conditions” (copy enclosed in Project Manual).
Upon selection, for all contracts that equal or exceed $100,000, the contractor will be required to submit
to the State a “Vendor Responsibility Questionnaire: Construction – For-Profit.” The questionnaire can be
found online at: http://www.osc.state.ny.us/vendrep/forms_vendor.htm
Bidder attendance is required at one (1) of two (2) pre-bid conferences. Prospective bidders are requested
to meet in the lobby of the Thomas Tischer Visitor Center adjacent the main parking lot on campus on
Friday, April 14, 2023 at 10:00am, or Tuesday, April 18, 2023 at 4:00pm.
Each pre-bid conference will include a general review of the rules and requirements of the overall project,
and a guided walk-thru of the mansion grounds to see the conditions and access for the Grape Arbor.
Effective Monday, April 3, 2023 – paper & electronic versions of the Bidding Documents will be
distributed by: Rotolite-Elliott, One Grove St, Suite 123, Pittsford, NY 14534.
Digital copies of the Bidding Documents may be downloaded upon a non-refundable payment of $59 per
set of bid documents, and paper copies may be at Rotolite Elliott Corporation’s Online Plan Room -
https://www.recplanroom.com/
Paper copies of the Bidding Documents may be obtained with a bid deposit by certified check of $100 per
set of bid documents. Deposit checks are to be made payable to Bero Architecture, PLLC. Cash or
personal checks will not be accepted as a form of deposit.
Bidders requiring Bidding Documents by mail should include an additional $35 check for postage and
handling (postage and handling will not be refunded). Each bid deposit will be refunded to bidders
submitting a complete bid if the Bidding Documents are returned to the Architect intact, clean, and
unaltered within 10 days of the bid opening.
Bidding Documents will also be available for free public viewing at the following location: Builders
Exchange of Rochester.
Bids may be held by the Owner for a period not to exceed forty-five (45) days from the date of the
opening of bids for the purpose of reviewing the Bids and investigating the qualifications of the Bidders
prior to awarding the Contract.
The Owner reserves the right to reject any or all bids, or to waive any informalities and irregularities in
the bidding. The Owner intends to award the Project to the bidder which, in the Owner’s judgment, is
determined to be the most responsible bidder that serves the Owner’s best interest.
The Owner is a tax-exempt organization; a tax-exemption certificate and New York State Tax
Identification number will be provided to the successful bidder.
The George Eastman Museum has been and will continue to be an equal opportunity organization. All
qualified Minority and Women-Owned Business Enterprise (MWBE) suppliers, contractors and/or
businesses will be afforded equal opportunity without discrimination because of race, religion, national
origin, sex, age, disability, sexual preference or Vietnam Era Veterans status.
This property has been determined to possess historic (e.g., architectural, engineering, artistic)
significance and is listed in the National Register of Historic Places as a National Historic Landmark.
The Contractors shall recognize that all aspects of the property may potentially contribute to this
significance and the Contractors shall not judge the relative significance of any features nor the impact of
any or all proposed work; this responsibility shall rest solely with the architect. Consequently, no
deviations from the contract documents shall be performed and no features or materials shall be altered,
removed, reused, or taken from the premises, without the written approval of the architect as being
consistent with the requirements of the contract documents. All work shall be consistent with The
Secretary of the Interior’s Standards for the Treatment of Historic Properties.
END OF SECTION 000020