AUTHORIZATION CALL FOR BIDS

Transcription

1 AUTHORIZATION TO CALL FOR BIDS Authorization given: April 2, 2013 to CALL FOR BIDS by the Department of Public Works for: 2013 Trucking Asphalt Bid opening date to be April 16, 2013 at 1:30 P.M. in the Office of the County Commissioners, Grainger Administrative Building, th Avenue N, Room 150, Okanogan, WA Yea Nay Abstain BOARD OF COUNTY COMMISSIONERS OKANOGAN COUNTY, WASHINGTON James DeTro, Chair Sheilah Kennedy, Vice Chair Ray Campbell, Member Approved: Director of Public Works ATTEST: Clerk of the Board

2 OKANOGAN COUNTY PUBLIC WORKS DEPARTMENT 2013 Trucking Asphalt Sealed Bids will be Opened on April 16, 2013 at 1:30 P.M. at the Office of the Board of County Commissioners Grainger Administrative Building th Avenue N, Room 150 Okanogan, Washington 98840

3 NOTICE OF CALL FOR BIDS Sealed bids, plainly marked BID FOR 2013 Trucking Asphalt, will be received by Okanogan County at the Office of the Board of County Commissioners located in the Grainger Administrative Building, th Avenue N, Room 150, Okanogan, WA, 98840, until 1:30 P.M., Tuesday, April 16, 2013 at which time they will be opened and publicly read. Plans, specifications and bid documents may be obtained from the Public Works Department at no charge. Informational copies of the plans, specifications and bid documents are on file for inspection at the Okanogan County Public Works Building, 1234-A 2 nd Ave. S., Okanogan, WA Phone (509) The Board of County Commissioners of Okanogan County, Washington, reserves the right to reject any and all bids. The award of this contract, if made, will be to the lowest responsible bidder Trucking Asphalt This contract provides for the transportation of approximately 1,175 Tons of various liquid asphalts to Okanogan County and other work all in accordance with the specifications. Publishers Note: Omak Chronicle: Please publish on April 3, 2013 and April 10, 2013 and furnish an Affidavit of Publication to Okanogan County Department of Public Works, 1234-A 2 nd Avenue S., Okanogan, WA 98840

4 BIDDER S CHECK LIST The bidder s attention is especially called to the following forms which must be executed in full as required: (A) (B) PROPOSAL The unit prices bid must be shown in the spaces provided. Show unit prices in figures only. All extensions of the unit prices must be shown in the spaces provided. PROPOSAL SIGNATURE SHEET To be filled in and signed by the bidder. (C) Non-Collusion Declaration ( ) (D) STATEMENT OF QUALIFICATIONS To be filled in and signed by the bidder. The following forms are to be executed after the contract is awarded: (E) (F) CONTRACT This agreement is to be executed by the successful bidder, their surety company, and Okanogan County. CONTRACT BOND No performance bond or surety bond is required for this contract.

5 TABLE OF CONTENTS SPECIAL PROVISIONS... 2 DIVISION 1 GENERAL REQUIREMENTS... 2 DESCRIPTION OF WORK... 2 Public Opening Of Proposals... 3 LEGAL RELATIONS AND RESPONSIBILITIES TO THE PUBLIC... 3 State Taxes... 3 Wages... 4 Prosecution Of Work... 4 GENERAL REQUIREMENTS... 4 Proposal..... Proposal Page 1-4 Contract Contract Page Trucking Asphalt Page 1

6 SPECIAL PROVISIONS The following Special Provisions are made a part of this contract and supersede any conflicting provisions of the 2012 Standard Specifications for Road, Bridge and Municipal Construction, and the foregoing Amendments to the Standard Specifications. Several types of Special Provisions are included in this contract; General, Region, Bridges and Structures, and Project Specific. Special Provisions types are differentiated as follows: (date) General Special Provision (******) Notes a revision to a General Special Provision and also notes a Project Specific Special Provision. (Regions1 date) Region Special Provision (BSP date) Bridges and Structures Special Provision General Special Provisions are similar to Standard Specifications in that they typically apply to many projects, usually in more than one Region. Usually, the only difference from one project to another is the inclusion of variable project data, inserted as a fill-in. Region Special Provisions are commonly applicable within the designated Region. Region designations are as follows: Regions1 ER Eastern Region NCR North Central Region NWR Northwest Region OR Olympic Region SCR South Central Region SWR Southwest Region WSF Washington State Ferries Division Bridges and Structures Special Provisions are similar to Standard Specifications in that they typically apply to many projects, usually in more than one Region. Usually, the only difference from one project to another is the inclusion of variable project data, inserted as a fill-in. Project Specific Special Provisions normally appear only in the contract for which they were developed. DIVISION 1 GENERAL REQUIREMENTS DESCRIPTION OF WORK (******) This contract provides for the transportation of approximately 1,175 Tons of various liquid asphalts to Okanogan County and other work all in accordance with the specifications Trucking Asphalt Page 2

7 Public Opening Of Proposals Section is supplemented with the following: (******) Date and Time of Bid Opening The Board of County Commissioners of Okanogan County, will open sealed proposals and publicly read them aloud after 1:30 P.M. Pacific Time on April 16, 2013, at the Okanogan County Commissioners Hearing Room, Okanogan County, Washington for 2013 Trucking Asphalt. Sealed bids are to be received by mail or hand delivered to the Office of the Board of County Commissioners of Okanogan County located on the first floor of the Grainger Administration Building located at 123 Fifth Ave. North, Room 150, Okanogan, Washington. Mailed proposals must be received no later than the day prior to the bid opening date. Bid Proposals and Bid Proposal Bonds must be on the original forms provided by the County. If proposals are to be hand carried and delivered, they must be received at the Office of the Board of County Commissioners of Okanogan County at the address stated above by 1:30 P.M. Pacific Time, April 16, Bids delivered in person will only be received by the Clerk of the Board of Okanogan County Commissioners. The bid opening date and time for this project is April 16, Bids received will be publicly opened and read after 1:30 P.M. Pacific Time on this date. The official time (1:30 P.M. Pacific Time) will be the time as displayed on the computer of the Clerk of the Board according to the Network Time Protocol (NTP) Time Server time display. All envelopes containing bids shall be clearly addressed to: Okanogan County Commissioners 123 Fifth Avenue North Room 150 Okanogan, Washington And shall have the following clearly marked on the lower left-hand corner: SEALED BID FOR 2013 Trucking Asphalt, TO BE OPENED AFTER 1:30 P.M. PACIFIC TIME ON April 16, Telephone, telephone facsimile (FAX) or electronic ed bids or amendments to bids will not be accepted. LEGAL RELATIONS AND RESPONSIBILITIES TO THE PUBLIC State Taxes Section is supplemented with the following: (******) The work on this contract is to be performed upon lands whose ownership obligates the Contractor to pay Sales tax. The provisions of Section (1) apply Trucking Asphalt Page 3

8 The materials being transported under this agreement are for road maintenance purposes. This asphalt trucking contract is exempt from sales and use taxes on the aggregate amount. No state sales and use taxes will be paid by the County to the Contractor on the overall amount of this agreement. The Contractor is not required to collect state sales and use taxes on the value of this agreement. Wages General Section (1) is supplemented with the following: (******) This is not a public works contract. This contract is not subject to the State s prevailing wage laws. Prosecution Of Work The first sentence of Section is supplemented with the following: (******) This Contract shall become effective on May 6, 2013 or the date of Contract Execution whichever occurs last and terminate on October 31, 2013 Deliveries will be scheduled daily and the Contractor shall be able to supply up to 100 tons of liquid asphalt per 10 hour work shift, Monday through Thursday, to any given job site in Okanogan County. Depending on weather and workload considerations, these projects are usually completed between June and the end of September. GENERAL REQUIREMENTS General Requirements All asphalt delivery orders will be placed by the County through the Contractor. The Contractor shall make all terminal rack appointments necessary to load the requested asphalt grade and deliver same at the time and place designated by the County. The Contractor shall keep a written record of asphalt orders placed for the County. The asphalt supplier will bill the County directly for the cost of the asphalts loaded and delivered by the Contractor. Delivery time of liquid asphalts to various job sites in Okanogan County normally falls between 6:00 A.M. and 3:00 P.M. Delays at the terminal rack are not uncommon and are beyond the control of the County and no compensation will be paid. Delays unloading liquid asphalt products may occur at the job site in Okanogan County. Up to three (3) hours of demurrage time for unloading the liquid asphalt shall be included in the applicable pay items. No compensation will be paid for loading if the Contractor fails to schedule or meet a loading time, or for delivery site unloading if the load arrives more than thirty (30) minutes after the County s specified delivery time. Demurrage time will be calculated from the scheduled delivery time or the time the County begins to off-load the material if the Contractor arrives late, whichever occurs first. Suppliers shall ensure that delivery vehicles are in good operating order and are capable of dispensing material immediately upon arriving at delivery location. Vehicles shall have hoses in good working condition with good seals and appropriate containment equipment on hand to prevent spills. Truck drivers will be required to block up their trucks and trailers when needed to assure proper drainage Trucking Asphalt Page 4

9 Materials Delivery shall be made in insulated tanks to maintain recommended operating temperatures as shown below. Tanks must be flushed and cleaned between the hauling of Emulsion and Cutback liquid asphalt products. Liquid Asphalt Grade Loading Temperature HFE 150 & 300 >180 F or the maximum safe allowable temperature MC 500 >240 F or the maximum safe allowable temperature Terminal Locations Okanogan County will purchase liquid asphalt materials from: Idaho Asphalt terminal located near Hauser, Idaho and may purchase liquid asphalt materials from: Western States Asphalt, Inc. terminal located near Spokane, Spokane Valley and Pasco, WA Bids shall be based on hauling asphalt products from any of the three terminals. Monitoring The Contractors work will be monitored by County Personnel or its designated representative. The Contractor will be required to complete and certify a daily delivery log. Certified delivery logs shall be submitted at least once a week to the Engineer unless otherwise approved. In addition, the Contractor is required to give the County s delivery site representative a legible copy of the bill of lading for each load delivered. A certified delivery log must show the date, loading time, job site delivery time, delivery location, bill of lading number, tons delivered, unloading time and total miles from terminal to delivery point. Measurement Haul Rate Only the actual miles traveled between the liquid asphalt product terminal and the job site in Okanogan County with legal loads will be paid for at the unit price listed. The information provided in the certified delivery log will be reviewed by the Engineer to verify the number of miles traveled. Okanogan County may order less than a full load (Full Load = 30 Tons Minimum). For loads ordered by the County weighing less than 30 tons the County will pay a negotiated load price in lieu of a haul rate. Demurrage Rate Only the actual idle time in excess of three (3) hours at the job site in Okanogan County, as outlined in the General Requirements, will be measured and paid for at the unit price 2013 Trucking Asphalt Page 5

10 listed. Demurrage time shall be measured to the nearest one-half (1/2) of an hour beginning fifteen (15) minutes after the prescheduled time. Return Trip of Material In the event the County has to return the material due to weather, mechanical breakdown, adverse on site conditions or any other reason. Payment The unit price listed for each proposal item shall be full compensation for furnishing all labor, equipment, materials and incidental expenses necessary for the performance thereof. All costs incurred by the Contractor to comply with the requirements of the provisions of this Contract shall be considered incidental to and included in other applicable unit prices. No additional compensation will be given to the Hauler as a result of these requirements. Payment shall be made within thirty (30) days of receipt of the invoice and certified delivery logs for delivered product. Fuel Adjustment Schedule Due to the volatility of fuel prices, this proposal contains a fuel adjustment schedule the County will utilize during the contract. Please note the schedule adjusts the compensable amount of each delivery at the rate shown and is based upon the U.S. Energy Information Administration Gasoline and Diesel Fuel Update, This update report may be accessed through the U.S. Energy Information Administration website at: U.S. On-Highway Diesel Fuel Prices (dollars per gallon) from West Coast less California shall be used to determine the starting price for diesel fuel at the date listed in the proposal. This update report is issued weekly and fuel adjustments will be made weekly for all deliveries made during that weekly period. For every five (5) cent increase or decrease in the U.S. Energy Information Administration Gasoline and Diesel Fuel Update the delivery amount will be increased or decreased by 0.5%. The Contractors invoice shall contain the calculations using the U.S. Energy Information Administration Gasoline and Diesel Fuel Update and this proposal s fuel price adjustment schedule Trucking Asphalt Page 6

11 PROPOSAL To: Board of County Commissioners Date:, 2013 Okanogan County, Washington This certifies that the undersigned has examined the details of the work as outlined in the specifications for 2013 Trucking Asphalt in Okanogan County, Washington, and has read and thoroughly understands the specifications and proposal governing the work embraced in the improvement and the method by which payment will be made for said work is understood. The undersigned hereby proposes to undertake and complete the work embraced in this improvement, or as much thereof as can be completed with the money available in accordance with said plans, specifications and contract and at the following schedule of rates and prices Trucking Asphalt Note: Unit prices for all items shall be entered in figures. Figures entered to the right of the decimal shall be interpreted as cents. All entries must be type or use ink. Please initial all changes. Item No. Plan Quantity Item Description Price per Unit* Dollars. Cents 1 1,175 Ton Haul Liquid Asphalt At. Per Ton mile 2 0 to 20 Hours Demurrage At Per Hour. 3 0 to 150 Ton Return Trip of Material At. Per Ton mile All quantities shown are listed for the benefit of the Contractor. Actual quantities will vary each year depending on product availability and price. The 25% limit described in Section of the Standard Specifications is deleted for this Contract. Fuel Adjustment Schedule This schedule is to be added to or subtracted from the compensable amount for each delivery. U.S. Energy Information Administration Gasoline and Diesel Fuel Update Location: West Coast less California Average price per gallon for On-Highway Diesel updated on April 8, For every five (5) cent increase or decrease in the U.S. Energy Information Administration Gasoline and Diesel Fuel Update the delivery amount will be increased or decreased by 0.5% Trucking Asphalt Proposal Page 1

12 Failure to return this Declaration as part of the bid proposal package will make the bid nonresponsive and ineligible for award. Non-Collusion Declaration I, by signing the proposal, hereby declare, under penalty of perjury under the laws of the United States that the following statements are true and correct: 1. That the undersigned person(s), firm, association, or corporation has (have) not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with the project for which this proposal is submitted. 2. That by signing the signature page of this proposal, I am deemed to have signed and have agreed to the provisions of this declaration Trucking Asphalt Proposal Page 2

13 Proposal Signature Page The bidder is hereby advised that by signature of this proposal he/she is deemed to have acknowledged all requirements and signed all certificates contained herein. No Bid security or performance bond is required for this service bid. Receipt is hereby acknowledged of addendum(s) No.(s), &. Signature of Authorized Official(s) Proposal Must Be Signed Please Print Name of Authorized Official Firm Name Address Federal ID No. Note: (1) This proposal form is not transferable and any alteration entered hereon without prior permission from the County Engineer will be cause for considering the proposal irregular and subsequent rejection of bid. (2) Please refer to section of the standard specifications, re: Preparation of Proposal or Article 4 of the instructions to bidders for building construction jobs. (3) Should it be necessary to modify this proposal either in writing or by electronic means, please make reference to the following proposal number in your communication: 2013 Trucking Asphalt Proposal Page 3

14 Statement of Contractor Qualifications To: Board of County Commissioners Date:, 2013 Okanogan County, Washington RE: Old 97, Brewster City Limits to Driskell Road I hereby maintain that I am a responsible bidder as contemplated by the policies of the State of Washington and Chapter of the Revised Code of Washington. 1. My permanent business name and address is which I have maintained for years. My phone is ( ) Fax ( ) 2. I have adequate plant equipment to expeditiously and properly perform the work contemplated for Okanogan County, Washington. Description of work: This contract provides for the transportation of approximately 1,175 Tons of various liquid asphalts to Okanogan County and other work all in accordance with the specifications. (Please list equipment to be used on this project. Attach list if necessary.) 3. I have adequate funds to promptly meet obligations incident to this work. (Provide bank, contact & phone.) 4. I have adequate experience in this class of work and I am thoroughly familiar with the specifications used in this project. (List or attach past experience.) The Board of County Commissioners shall proceed to award the contract to the lowest and best bidder but may reject any or all bids if in its opinion good cause exists therefor. (RCW ) I hereby certify that the above statements are true and accurate. By: (Print Name) Company Name: Address: City, State, Zip: 2013 Trucking Asphalt Proposal Page 4

15 PUBLIC WORKS CONTRACT THIS AGREEMENT, made and entered into between the Board of County Commissioners of Okanogan County, State of Washington, acting under and by virtue of Title 36 and Title 39 R.C.W. as amended, hereinafter referred to as "The County," and ---- Contractor s information to be placed here ---- or its heirs, executors, administrators, successors and assigns, hereinafter referred to as "The Contractor," WITNESSETH: That in consideration of the terms and conditions contained herein and attached and made a part of this Agreement, the parties hereto covenant and agree as follows: 1. The Contractor shall do all work and furnish all labor, tools, materials, and equipment necessary to construct and complete the following for Okanogan County, Washington: 2013 Trucking Asphalt in accordance with attached Bid Submittal Form. The Contractor shall provide and bear the expense of all materials, labor, equipment, tools, and work of any sort whatsoever that may be required for the transfer of materials and for constructing and completing the work provided for in these contract documents. 2. Okanogan County hereby promises and agrees with the Contractor to employ, and does employ the Contractor to provide the materials and to do and cause to be done the above described work and to complete and finish the same in accordance with the attached Bid Submittal Form and the terms and conditions herein contained and hereby contracts to pay for the same according to the attached Bid Submittal Form and the schedule of unit or itemized prices at the time and in the manner and upon the conditions provided for in this contract. 3. The Contractor for himself/herself, and for his/her heirs, executors, administrators, successors, and assigns, does hereby agree to the full performance of all the covenants herein contained upon the part of the Contractor. 4. It is further provided that no liability shall attach to the County by reason of entering into this contract, except as expressly provided herein. 5. The Contractor hereby certifies by execution of this contract that he is registered or licensed as may be required by the laws of the State of Washington, Chapter R.C.W. IN WITNESS WHEREOF, the said Contractor has executed this instrument on the day and year first written below, and the said Board of County Commissioners of Okanogan County has caused this instrument to be executed by its Chairman in the name of the said Board and in the name of Okanogan County, duly attested by its Clerk, and the seal of said Board to be hereunto affixed on the day and year last written below Trucking Asphalt Contract Page 1

16 Executed by the Contractor this day of, 2013 CONTRACTOR: By: Signature Title PRINTED NAME: ADDRESS: City State Zip PHONE: FAX Number STATE OF WASHINGTON CONTRACTOR'S LICENSE NUMBER: FEDERAL I.D. NUMBER: ****************************************************************************** **** Executed this day of, 2013 BOARD OF COUNTY COMMISSIONERS OKANOGAN COUNTY, WASHINGTON Jim DeTro, Chairman Sheilah Kennedy, Member ATTEST: Ray Campbell, Member Lalena Johns, Clerk of the Board 2013 Trucking Asphalt Contract Page 2