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Home My WebLink AboutRequest for Call for Bids_Maintenance Rock 2023KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS AGENDA DATE: ACTION REQUESTED: AGENDA STAFF REPORT February 7, 2023 Approve a Notice of Call for Sealed Bids to furnish Maintenance Rock Materials for Calendar Year 2023. BACKGROUND: Annually, Kittitas County Public Works goes out to bid for the furnishing of Maintenance Rock Materials in accordance with Standard Specifications of the Washington State Department of Transportation. Call for bids are advertised in the legal newspaper. INTERACTION: Bids are scheduled to be opened February 23, 2023, at 2:00 p.m. in the Public Works Department. Public Works RECOMMENDATION: Move to approve Notice of Call for Bids to furnish Maintenance Rock Materials for 2023 and direct staff to advertise as requested. HANDLING: Return one (1) copy to Public Works ATTACHMENTS: Notice of Call for Sealed Bids; Specifications LEAD STAFF: Mark Cook Director of Public Works 1/19/23, 11:51 AM newspaper -text (7).html Public Notice Kittitas County, Ellensburg WA This call for sealed bids is to furnish Maintenance Rock Materials for Calendar Year 2023. Bids are due by February 23, 2023 at 2:00 pm at which time bids will no longer be accepted. Bids will be opened at the office of Kittitas County Public Works, 411 North Ruby Street, Suite 1, Ellensburg, WA on February 23, 2023 at 2:00 pm. Specifications may be seen at the office of the Board of Commissioners and online at http://www.co.kittitas.wa.us/notices/. Clerk of the Board Publish: Daily Record: 02/09/2023; 02/16/2023 file:///C:/Users/candie.leader/Downloads/newspaper-text (7).html 1/1 1/19/23, 11:51 AM www -text (7).html For more information, contact Public Works All bid submittals shall become the property of Kittitas County. Kittitas County reserves the right to reject all bids and re -advertise if necessary. file:///C:/Users/candie.leader/DownlmdsAw -tent (7).html 1/1 KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS REQUEST FOR BIDS PRODUCT: MAINTENANCE ROCK FOR YEAR: 2023 BIDS DUE: FEBRUARY 23, 2023 @ 2:00 PM RETURN BID PROPOSALS TO: KITTITAS COUNTY PUBLIC WORKS 411 N. RUBY, STE. #1 ELLENSBURG, WA 98926 (509)962-7523 KITTITAS COUNTY BID PROPOSAL SPECIAL PROVISIONS The following special provisions are to be used in conjunction with the latest edition of the Washington State Department of Transportation's "Standard Specifications for Road, Bridge, and Municipal Construction", (unless otherwise specified), which by reference are hereby made a part of these documents. The special provisions hereinafter contained shall supersede any conflicting provisions of the Standard Specifications. Where the word State appears in the Standard Specifications, the County of Kittitas shall be used in this contract. Where the terms Engineer or Secretary of Transportation appears in the Standard Specifications, Kittitas County Public Works Director shall be used for this contract. Where the term Washington State Highway or Transportation Commission appears in the Standard Specifications, Kittitas County Board of County Commissioners shall be used for this contract. DELIVERY OF BID PROPOSALS: Sealed bids will be received at the following location: Kittitas County Public Works Dept. 411 N. Ruby, Suite #1 Ellensburg, WA 98926 Phone: (509) 962-7523 Bids will be received until 2:00 p.m., February 23, 2023, and thereafter will be opened publicly and read aloud. Each proposal shall be completely sealed in a separate envelope, addressed to Kittitas County Department of Public Works. The name of the project for the bid proposal must be plainly written on the outside of the envelope along with the date of the bid opening and the bidder's name. Kittitas County and the Kittitas County Public Works Department are not responsible for bids delivered late by the U.S. Postal Service. It is the responsibility of the Bidder to be sure the bids, if mailed, are sent sufficiently ahead of time to be received by the opening date and time. GENERAL REQUIREMENTS: Right to Reject Bids The right is reserved to reject any and all proposals, to waive minor deviations from the specifications, to waive any informality in bids received, whenever it is in the County's best interest, and to accept the proposal deemed best for the County or to advertise for new proposals when in the opinion of the Kittitas County Board of Commissioners the best interest of the County will be promoted thereby. Conditions of Award The Kittitas County Board of Commissioners reserves the right to purchase from suppliers other than the successful bidder, if for any reason the successful bidder is unable to promptly furnish maintenance rock of a quality which is satisfactory to Kittitas County's requirements. Maintenance Rock 2023 Page 2 KITTITAS COUNTY BID PROPOSAL Compliance with Laws The successful bidder shall comply with all applicable federal, state and local laws, rules and regulations affecting its performance and hold the County harmless against any claims arising from the violation thereof. Contract Disputes Any contractual agreement shall be performed under the laws of the State of Washington. Any litigation to enforce such agreement or any of its provisions shall be brought in Kittitas County, Washington. Default The Vendor agrees that if a lawsuit is instituted by the County for any default on the part of the Vendor, and the Vendor is adjudged to be in default, the Vendor shall pay to the County all costs and expenses incurred by the County in connection therewith, and reasonable attorney's fees. Venue shall be in the County of Kittitas, Washington. Indemnification To the maximum extent permitted by law, the Vendor shall be liable for and shall hold the County harmless from all damages and injuries caused to persons or property arising out of the performance of this Contract. The Vendor agrees to assume the defense of the County and its officers and employees in all legal proceedings or claims with third parties connected with the Vendor's performance under this Contract, to pay all expenses, including reasonable attorney's fees incurred directly or indirectly on account of such legal proceedings, and to satisfy any judgment rendered in connection therewith or to pay or reimburse the payment of any sums reasonable to settle such proceedings or claims. Personal Liability It is agreed by and between the parties hereto that in no event shall any official, officer, employee or agent of the County be in any way liable or responsible for any covenant or agreement herein contained whether express or implied, nor for any statement or representation made herein or in any connection with this agreement. Contract — Proposal Bond No proposal bond or performance bond will be required. DESCRIPTION OF WORK: This Work provides for furnishing various maintenance rock materials to Kittitas County, as described in these Special Provisions and Bid Proposal. Maintenance Rock 2023 Page 3 KITTITAS COUNTY BID PROPOSAL MATERIAL SPECIFICATIONS: Aggregate for Bituminous Surface Treatment Materials supplied shall meet the requirements of Standard Specification Section 9-03.4, "Aggregate for Bituminous Surface Treatment', except the table is revised to read as follows: CRUSHED SCREENING PERCENT PASSING BST CRUSHED SCREENING Y: TO NO.4 BST CRUSHED SCREENING 3/8 TO NO. 10 1" square --- --- 3/4" square --- 5/8" square 100 -- 1/2" square 95-100 100 3/8" square --- 90-100 1/4" square 0-15 50-75 U.S. No. 10 0-3 0-10 U.S. No. 200 0-1.5 0-1.0 %fracture, by weight, min. 75 75 Sand equivalent min. Static Stripping Test PASS PASS 2 V Crushed Ballast Materials supplied shall meet the requirements of Section 9-03.9(1). Crushed Surfacing Materials supplied for 5/8" Crushed Surfacing Top Course and 11/4" Crushed Surfacing Base Course shall meet the requirements of Section 9-03.9(3) Crushed Surfacing Top Course and Crushed Surfacing Base Course, respectively. Pit Run Materials supplied shall meet the requirements of Section 9-03.14(3). Light Loose Riprap Materials supplied shall meet the requirements of Section 9-13.1(3). Quarry Spalls Materials supplied shall meet the requirements of Section 9-13.1(5). Maintenance Rock 2023 Page 4 KIrnrAS COUNTY BID PROPOSAL Maintenance Sand Maintenance Sand produced from hard rock sources and shall meet the following grading requirements: MAINTENANCE SAND PERCENT PASSING 5/16" square 100 U.S. No. 10 0-60 U.S. No. 200 0 - 5 Sand equivalent 40 min. In the final product, at least 50 percent by weight of the particles retained on the No. 10 and above sieves shall have at least one fractured face produced by mechanical crushing. The material shall be produced from material which is free from roots, earth and other extraneous material. All oversized gravel occurring in the sources up to and including cobbles of 10 inches in the greatest dimension shall be entirely utilized in the production of maintenance sand. CONSTRUCTION REQUIREMENTS: Location of Materials Materials identified by location in the Bid Proposal shall be stockpiled within 15 miles of the following sites: SITE ADDRESS Lower County Maintenance Shop Ellensburg 505 West 141" Avenue Ellensburg, WA Kittitas Kittitas City Limits Upper County Maintenance Shop Cle Elum 51 #5 Mine Road Cle Elum, WA Easton 2300 Railroad Street Easton, WA Stockpile of Materials All sealcoat chips shall be stockpiled and available for County use no later than May 31, 2023. All maintenance sand is stockpiled and available for County use no later than September 3, 2023. MEASUREMENT: All material from stockpiles to the County must be weighed over certified scales. A copy of all scale tickets shall be attached to all invoices for payment. The quantities of material listed on the attached bid sheets are for bidding purposes only. Kittitas County does not guarantee quantities shown will be purchased. It is offered to provide the Company Maintenance Rock 2023 Page 5 KITTITAS COUNTY BID PROPOSAL with an estimate of demand. The Company shall make such revisions in their work as necessary to accommodate changes in the demand without additional compensation. PAYMENT The unit Contract price per ton for each material shall be full pay for all costs to furnish material as specified. Schedule A — County to provide labor and equipment to load materials. Schedule B — Vendor to provide labor and equipment to load materials. Schedule C — Vendor to provide labor and equipment to load materials. Payment for materials delivered to Kittitas County each month will be made by County warrant on the following month. Maintenance Rock 2023 Page 6 KITTITAS COUNTY R-F931IJ-1141ZOW MT TO: The Board of County Commissioners Kittitas County Courthouse 205 West 5'h, Room 108 Ellensburg, WA 98926 HONORABLE CHAIR AND MEMBERS: BID PROPOSAL This certifies that the undersigned has thoroughly examined the specifications governing the supply of materials as set forth in this Proposal, and that the method by which payment will be made for said materials, is understood. The undersigned hereby proposes to undertake and supply the materials in accordance with said specifications and the following schedule or rates and prices: NOTE: Show all extensions and total amount of bid. In case of errors in extensions and total, the unit bid prices shall govern. provided. The figures shown are only to roughly estimate the amounts which MAY be purchased or provided. DATED this day of 2023. Signature of Authorized Official Firm Address City, State, Zip Code, Telephone NOTE: If the Bidder is a Corporation, this proposal must be executed by its duly authorized officials. Maintenance Rock 2023 Page 7 KITTITAS COUNTY BID PROPOSAL SCHEDULE A BID PROPOSAL FURNISH MAINTENANCE ROCK FOR 2023 COUNTY TO PROVIDE LABOR & EQUIPMENT TO LOAD MATERIALS ITEM NO. ESTIMATED QUANTITY ITEM DESCRIPTION PRICE PER TON TOTAL PRICE 1 6,500 TONS (Ellensburg) BST Crushed Surfacing 1/2 to No. 4 $ $ 2 4,800 TONS (East Kittitas) BST Crushed Surfacing 1/2 to No. 4 $ $ 3 2,600 TONS (Cle Elum) BST Crushed Surfacing 1/2 to No. 4 $ $ 4 2,900 TONS (Ellensburg) BST Crushed Surfacing 3/8 to No. 10 $ $ 5 1,600 TONS (Cle Elum) BST Crushed Surfacing 3/8 to No. 10 $ $ 6 4,000 TONS (Ellensburg) Maintenance Sand $ $ 7 (Cle Eluum) Maintenance Sand $ $ 8 1,000 TONS (Ellensburg) 1 1/4" Crushed Surfacing Base Course $ $ g 1 000 TONS (Cle Elum) 1 1/4" Crushed Surfacing Base Course $ $ 10 2,000 TONS (Ellensburg) 5/8" Crushed Surfacing Top Course $ $ 11 2,000 TONS (Cie Elum) 5/8" Crushed Surfacing Top Course $ $ Maintenance Rock 2023 Page 8 KITTITAS COUNTY BID PROPOSAL 12 1,000 TONS (Ellensburg) 2'/z' Ballast $ $ 13 1 000 TONS (Cle Elum) 2'/z' Ballast $ $ Washington State Sales Tax % $ TOTAL $ Maintenance Rock 2023 Page 9 KITTITAS COUNTY BID PROPOSAL SCHEDULE B BID PROPOSAL FURNISH MAINTENANCE ROCK FOR 2023 VENDOR TO PROVIDE LABOR AND EQUIPMENT TO LOAD MATERIALS ITEM NO. ESTIMATED QUANTITY ITEM DESCRIPTION PRICE PER TON TOTAL PRICE 1 14,000 TONS (Ellensburg) BST Crushed Surfacing 1/2 to No. 4 $ $ 2 3,000 TONS (East Kittitas) BST Crushed Surfacing 1/2 to No. 4 $ $ 3 5,000 TONS (Cie Elum) BST Crushed Surfacing 1/2 to No. 4 $ $ 4 3,500 TONS (Ellensburg) BST Crushed Surfacing 3/8 to No. 10 $ $ 5 1 600 TONS (Cle Elum) BST Crushed Surfacing 3/8 to No. 10 $ $ 6 4,000 TONS (Ellensburg) Maintenance Sand $ $ 7 4,00 TONS (Cie Elum) Maintenance Sand $ $ 8 1,000 TONS (Ellensburg) 1 1/4" Crushed Surfacing Base Course $ $ g 1 000 TONS (Cle Elum) 1 1/4" Crushed Surfacing Base Course $ $ 10 2,000 TONS (Ellensburg) 5/8" Crushed Surfacing Top Course $ $ 11 2,000 TONS (Cie Elum) 5/8" Crushed Surfacing Top Course $ $ Maintenance Rock 2023 Page 10 KITTITAS COUNTY BID PROPOSAL 12 1,000 TONS (Ellensburg) 2'/z" Ballast $ $ 13 1 000 TONS (Cle Elum) 2 %' Ballast $ $ Washington State Sales Tax % $ TOTAL $ Maintenance Rock 2023 Page 11 KITTITAS COUNTY SCHEDULE C BID PROPOSAL FURNISH MAINTENANCE ROCK FOR 2023 VENDOR TO PROVIDE LABOR AND EQUIPMENT TO LOAD MATERIALS ITEM NO. ESTIMATED QUANTITY ITEM DESCRIPTION PRICE PER TON TOTAL PRICE 15 Per Ton (Ellensburg) Select Borrow $ $ 16 (ClerTon Elum) Select Borrow $ $ 17 Per Ton (Ellensburg) Light Loose Riprap $ $ 18 (ClerTn Elum) Light Loose Riprap $ $ 19 Per Ton (Ellensburg) Quarry Spalls $ $ 20 (ClerTon Elum) Quarry Spalls $ $ Washington State Sales Tax % TOTAL $ Maintenance Rock 2023 Page 12 KITTITAS COUNTY BID PROPOSAL NAME OF FIRM: ADDRESS: TELEPHONE: FAX: FEDERAL I.D. TAX NO. TITLE & NAME OF PERSON PREPARING BID: 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 restrain of free competitive bidding in connection with the project for which this proposal is submitted. That by signing the signature page of this proposal, I am deemed to have signed and have agreed to the provisions of this declaration. ADDITIONAL ASSURANCE AND CERTIFICATIONS Bidder hereby certifies that he/she will comply with all assurances and certifications issued by Kittitas County, and conform to all applicable state and federal laws. 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. FIRM NAME Signature of Authorized Official Type Name: Title: Maintenance Rock 2023 Page 13