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REQUEST FOR BIDS BID OPENING DATE: February 22, 2024 TIME: 3:00PM LOCATION: KITTITAS COUNTY SOLID WASTE 925 Industrial Way ELLENSBURG, WA 98926 BID TITLE: Water Truck BID NO.: KCSW2024-01 DEPARTMENT: KITTITAS COUNTY SOLID WASTE NOTICE TO ALL BIDDERS You are hereby notified that it its Kittitas County’s intent to establish a standard of competition. You are, therefore, encouraged to bid at variance with those specifications which you considered immaterial to the overall operation and performance. Kittitas Valley Event Center (a department of Kittitas County) reserves the right to include in their analysis of responsible bidder, the past and/or anticipated performance of either the bidder or the product being bid. RFB PURPOSE AND SPECIFICATIONS The Kittitas County Solid Waste anticipates the need for one water truck. The equipment shall be used and meet all the minimum specifications. Any additions, deletions or variations from the following specifications contained in this bid must be noted or the bid will be rejected. VENDOR CONTACTS Kittitas County Solid Waste conducts its procurements to maximize competition and provide all vendors with an opportunity to compete fairly. For any procurements over $50,000.00, all contacts and correspondence with the Kittitas County Solid Waste after the Request for Bids go out, must be exclusively through a designated Contact Person, and no one else. The designated contact for this procurement is Patti Stacey, Facilities & Waste Operations Director, 509-962-7542, patti.stacey@co.kittitas.wa.us. Questions must be submitted by email at the email address listed above. Bidders, their agents, and representatives are directed not to contact or lobby other staff members, management or members of the Board of County Commissioners of Kittitas County regarding this RFB. Questions raised through the designated contact person and answers thereto will be emailed to all known prospective bidders. RFB TIMELINE February 6, 2024 Issuance of RFB February 8, 15 2024 RFB advertised in the Daily Record and Daily Journal of Commerce February 22, 2024 – 3:00PM Deadline for the Submission of Bids February 22, 2024, – 3:01PM Kittitas County Solid Waste open bids and review March 5, 2024 Kittitas County Board of Commissioners awards bid and authorizes purchase Kittitas County reserves the right to modify this schedule as it deems necessary. SUBMITTAL DEADLINE DATES All Bids must be submitted no later than 3:00 p.m. on February 22, 2024 in sealed envelopes and to the address listed above. Bids must be submitted by mail, delivery service or Bids must be enclosed in a sealed envelope, plainly marked as: 'BIDS – “Water Truck ", and addressed as follows: Kittitas County Solid Waste Patti Stacey, Facilities & Waste Operations Director 925 Industrial Way Ellensburg, WA98926 Note: Bids received by fax or e-mail will not be considered. Interested parties and their agents and representatives are directed not to contact or lobby members of the Board of County Commissioners of Kittitas County or Solid Waste staff members regarding this invitation. QUANTITIES Kittitas County Solid Waste intends to purchase one water truck as specified in this bid document. Kittitas County Solid Waste shall be provided with access to all vehicles bid for mechanical/operational inspection. CONDITION The water truck shall meet all Federal and State laws and regulations, including applicable emission standards and meet the minimum specifications or otherwise specify the deviations. SPECIFICATIONS The equipment specifications are set forth in Form A and form an integral part of this bid document and the bidder’s response. All equipment parts shall be of sufficient strength, quality of material and workmanship to what is generally provided in the industry. It shall be bidder’s obligation to respond to the bid specifications and to indicate whether or not the equipment it bids meets, or does not meet, each listed bid specification. For each deviation from the specifications, bidder may provide documentation, if any, of equivalence. Bidder should include any manufacturer’s literature or specification sheets evidencing compliance with the specifications. BID SECURITY Kittitas County Solid Waste will not require a Bid Bond and a Performance Bond in the amount of 5% of the bid amount. EQUIVALENTS Where, in the Bid documents, one certain kind, type, brand, technology or product manufacturer is named, it shall be regarded as the required standard of quality. It is not meant to exclude competition in any way. Similar equipment, products, or services, which are equal in quality, performance, and compatibility and equally adaptable for the intended purposes, as determined by the Agency and are submitted as specified in the bid documents, will be considered and may be accepted. The decision of the Agency as to equal will be final. COMPLIANCE WITH LAWS, REGULATIONS AND STANDARDS The equipment which vendor is submitting a bid shall comply with all Federal and State laws and regulations, including applicable emissions standards as well as all applicable safety standards, including those set by OSHA, PESH, the National Highway Safety Administration, the U.S. Environmental Protection Agency. MANUALS The awardee shall be required to furnish, at no additional cost to Kittitas County, one (1) complete set of manuals (maintenance, operation, service, and parts listing) for each unit purchased. All manuals shall be furnished at time of equipment delivery. DELIVERY The equipment purchased as a result of this Bid solicitation shall be delivered to the Kittitas County Solid Waste specified site contained within the bid. All responsibility, liability and cost associated with the delivery of the equipment shall be borne by the vendor. The vendor shall provide two hours of on-site training for all staff as part of the cost for the purchased equipment. Equipment is to be delivered within seven (7) days of bid award and purchase authorization. INSPECTION/APPROVAL The equipment to be delivered hereunder will be subject to inspection and approval within a reasonable time after delivery. the Kittitas County Solid Waste will have the right to reject defective or non-conforming equipment and at Bidder’s (i.e. Seller’s) risk and expense return the defective equipment to be promptly replaced with complying equipment. Such a return of defective equipment will not extend the required delivery date. For any such defective, non-conforming or rejected equipment, the Kittitas County Solid Waste shall also have the alternative option of returning the equipment at Bidder’s (Seller’s) expense and canceling all or the remainder of the order. As a third option, the Kittitas County Solid Waste may accept the defective or non-conforming equipment at an agreed upon price reduction from the Bidder (Seller) which will result in an appropriate reduction in the contract sum before final payment. LIQUIDATED DAMAGES the Kittitas County Solid Waste and the successful bidder agree that time is of the essence in the delivery of the equipment, which is the subject of this bid, and that the Kittitas County Solid Waste will suffer financial loss if the equipment is not delivered on time. Accordingly, the Kittitas County Solid Waste and the vendor will agree to a provision in the contract setting liquidated damages at fifty dollars ($50.00) per day for each day after the required delivery date that vendor does not deliver the equipment to be purchased hereunder free of equipment defects and deviations. LOCAL SERVICE LOCATIONS Bidders shall specify proper service and maintenance operations that can complete repairs and regular operating maintenance for the equipment on site at Kittitas County Solid Waste facilities. The Bidder should also designate a facility, within 100 miles of Ellensburg, WA, that can perform factory-authorized warranty work, as well as other necessary repairs that otherwise cannot be completed on site. INSURANCE RESPONSIBILITY The successful bidder will be responsible for the equipment and shall properly insure the equipment during transit and until Kittitas County Solid Waste accepts the equipment in writing. CONSIDERATION AND PAYMENT The Contract will set forth the agreed upon price for the equipment to be paid by Kittitas County Solid Waste. Payment will be made net thirty (30) days after receipt by Kittitas County Solid Waste of invoice and completed W-9 IRS Form from the seller. Kittitas County Solid Waste tender of payment by check is sufficient. No charges for shipping, handling, packaging or insurance will be allowed unless stated in the contract. FAILURE TO PROMPTLY EXECUTE CONTRACT If the successful Bidder fails or refuses to sign and deliver the Contract, including the attached proposed contract conditions and the necessary insurance within fifteen (15) calendar days of contract award, Kittitas County Solid Waste may cancel the award to that Bidder and award to the next lowest responsible and responsive bidder meeting the bid specifications and the original low bidder shall have no recourse against the Agency. DISQUALIFICATION OR TERMINATION If the equipment to be provided hereunder by Bidder to Kittitas County Solid Waste exceeds $100,000.00, in total, Kittitas County Solid Waste reserves the right to disqualify the Bidder or terminate any contract with Bidder, at any time during its term, by written notification to successful Bidder, in accordance with the notification provisions above, in the event it is found that the certification filed by the Bidder during the procurement process was intentionally false or intentionally incomplete or in the event that Bidder engages in an impermissible contact. BID INSTRUCTIONS All blank spaces in the Bid Forms applicable to the Contract for which a Bid is being submitted must be appropriately filled in with ink and with both words and figures, and the Bid must be properly executed. Bids must be submitted by mail, delivery service or personal delivery and received by Kittitas County Solid Waste by the date and time specified in the Bid Solicitation. Late Bids will not be considered. Bids may not be submitted via fax or email. If the Bid is made by a corporation, the official corporate name shall be given, and the Bid shall be signed by an authorized officer of the corporation, and the corporate seal affixed. If the Bid is made by a partnership, the official name as it appears on the Assumed Name Certificate shall be given and the Bid shall be signed by a partner. If the Bid is made by a sole proprietorship, the Bid shall be signed by the individual owner. MISTAKES/DISCREPANCIES IN BIDS In the event there is a discrepancy in any Bid between unit prices and the extended totals, the unit prices shall govern. In the event there is a discrepancy between the unit or lump sum prices written in figures and those written in words, the unit or lump sum prices written in words shall govern. Bids which do not contain a price for every item contained in the applicable Bid Form (when required) shall be subject to rejection. Unless otherwise required by law, the sole remedy for a mistake in a Bid shall be the withdrawal of such Bid and the return of the Bid security, if any, to such Bidder. Kittitas County Solid Waste may, in its sole discretion, award the Contract to the next lowest Bidder or re-bid the Contract. Any amendment to or reformation of a Bid or a Contract to rectify such an error, mistake, or omission therein is strictly prohibited. APPLICABLE LAW Any Contract for the purchase of the equipment Bid herein shall be interpreted in accordance with the laws of the State of Washington. REQUIRED FORMS AND ATTACHMENTS All submittals must include fully completed forms, as listed below, which are signed by a duly authorized officer or employee: Form A Equipment Specifications Form B Business Information Form Form C Bid Sheet COVER LETTER The submittal must include a cover letter with the following: Statement that the bids are applicable for 120 days from the submittal deadline. Commitment of Vendor to carry out all provisions of the RFB if selected by the Agency. Statement that all information in the entire submittal, including all forms and supplemental submittals, are included and are accurate and factual. COSTS FOR PREPARATION OF BID The Bidder is responsible for all costs associated with the preparation of a bid. None of these costs will be the responsibility of the Agency. For more information, contact Solid Waste All bid submittals shall become the property of Kittitas County. Kittitas County reserves the right to reject all bids and re-advertise if necessary.