authorization to call for bids

AUTHORIZATION

TO

CALL FOR BIDS Authorization given: April 30, 2013 to CALL FOR BIDS by the Department of Public Works for: 2013 Trucking Asphalt RE-BID Bid opening date to be May 14, 2013 at 10:30 A.M. in the Office of the County Commissioners, Grainger Administrative Building, 123 5th Avenue N, Room 150, Okanogan, WA 98840 BOARD OF COUNTY COMMISSIONERS OKANOGAN COUNTY, WASHINGTON Yea Nay Abstain ____________________________________ James DeTro, Chair ____________________________________ Sheilah Kennedy, Vice Chair ____________________________________ Ray Campbell, Member Approved: ATTEST: _______________________ ___________________________ Director of Public Works Clerk of the Board

OKANOGAN COUNTY

PUBLIC WORKS DEPARTMENT

2013 Trucking Asphalt RE-BID

Sealed Bids will be Opened on May 14, 2013

at 10:30 A.M.

at the Office of the Board of County Commissioners Grainger Administrative Building

123 5th Avenue N, Room 150 Okanogan, Washington 98840

NOTICE OF CALL FOR BIDS

Sealed bids, plainly marked “BID FOR 2013 Trucking Asphalt RE-BID”, will be received by Okanogan County at the Office of the Board of County Commissioners located in the Grainger Administrative Building, 123 5th Avenue N, Room 150, Okanogan, WA, 98840, until 10:30 A.M., Tuesday, May 14, 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 2nd Ave. S., Okanogan, WA 98840. Phone (509) 422-7300.

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. 2013 Trucking Asphalt RE-BID 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 May 1, 2013 and May 8, 2013 and furnish an Affidavit of Publication to Okanogan County Department of Public Works, 1234-A 2nd Avenue S., Okanogan, WA 98840

BIDDER’S CHECK LIST The bidder’s attention is especially called to the following forms which must be executed in full as required:

(A) 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.

(B) PROPOSAL SIGNATURE SHEET

To be filled in and signed by the bidder.

(C) Non-Collusion Declaration (272-036)

(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) CONTRACT This agreement is to be executed by the successful bidder, their surety company, and Okanogan County.

(F) CONTRACT BOND

No performance bond or surety bond is required for this contract.

2013 Trucking Asphalt Page 1

1

TABLE OF CONTENTS 2

SPECIAL PROVISIONS ................................................................................................. 2 3

DIVISION 1 GENERAL REQUIREMENTS ..................................................................... 2 4

DESCRIPTION OF WORK ............................................................................................. 2 5

Public Opening Of Proposals ............................................................................................................................ 3 6

LEGAL RELATIONS AND RESPONSIBILITIES TO THE PUBLIC ............................... 3 7

State Taxes............................................................................................................................................................. 3 8

Wages ...................................................................................................................................................................... 4 9

Prosecution Of Work ....................................................................................................................................... 4 10

GENERAL REQUIREMENTS ......................................................................................... 4 11

12

Proposal ………………………………….……………………………..……….. Proposal Page 1 - 4 13 14 Contract …………………………………………………………………………… Contract Page 1 -2 15 16 17 18


1 2 3

SPECIAL PROVISIONS 4 5 The following Special Provisions are made a part of this contract and supersede any conflicting 6 provisions of the 2012 Standard Specifications for Road, Bridge and Municipal Construction, 7 and the foregoing Amendments to the Standard Specifications. 8 9 Several types of Special Provisions are included in this contract; General, Region, Bridges and 10 Structures, and Project Specific. Special Provisions types are differentiated as follows: 11 12 (date) General Special Provision 13 (******) Notes a revision to a General Special Provision 14 and also notes a Project Specific Special Provision. 15 (Regions1 date) Region Special Provision 16 (BSP date) Bridges and Structures Special Provision 17 18 General Special Provisions are similar to Standard Specifications in that they typically apply to 19 many projects, usually in more than one Region. Usually, the only difference from one project 20 to another is the inclusion of variable project data, inserted as a “fill-in”. 21 22 Region Special Provisions are commonly applicable within the designated Region. Region 23 designations are as follows: 24 25 Regions1 26 ER Eastern Region 27 NCR North Central Region 28 NWR Northwest Region 29 OR Olympic Region 30 SCR South Central Region 31 SWR Southwest Region 32 33 WSF Washington State Ferries Division 34 35 Bridges and Structures Special Provisions are similar to Standard Specifications in that they 36 typically apply to many projects, usually in more than one Region. Usually, the only difference 37 from one project to another is the inclusion of variable project data, inserted as a “fill-in”. 38 39 Project Specific Special Provisions normally appear only in the contract for which they were 40 developed. 41 42 43

DIVISION 1 GENERAL REQUIREMENTS 44 45 DESCRIPTION OF WORK 46 47

(******) 48

This contract provides for the transportation of approximately 1,175 Tons of various 49

liquid asphalts to Okanogan County and other work all in accordance with the 50

specifications. 51 52 53


1 2 Public Opening Of Proposals 3 Section 1-02.12 is supplemented with the following: 4 5 (******) 6

Date and Time of Bid Opening 7 8

The Board of County Commissioners of Okanogan County, will open sealed proposals 9 and publicly read them aloud after 10:30 A.M. Pacific Time on May 14, 2013, at the 10 Okanogan County Commissioners Hearing Room, Okanogan County, Washington for 11

2013 Trucking Asphalt RE-BID. 12 13

Sealed bids are to be received by mail or hand delivered to the Office of the Board of 14 County Commissioners of Okanogan County located on the first floor of the Grainger 15 Administration Building located at 123 Fifth Ave. North, Room 150, Okanogan, 16 Washington. Mailed proposals must be received no later than the day prior to the bid 17 opening date. 18

19 Bid Proposals and Bid Proposal Bonds must be on the original forms provided by the 20 County. 21

22 If proposals are to be hand carried and delivered, they must be received at the Office of 23 the Board of County Commissioners of Okanogan County at the address stated above 24

by 10:30 A.M. Pacific Time, May 14, 2013. Bids delivered in person will only be 25 received by the Clerk of the Board of Okanogan County Commissioners. 26

27

The bid opening date and time for this project is May 14, 2013. Bids received will be 28

publicly opened and read after 10:30 A.M. Pacific Time on this date. The official time 29

(10:30 A.M. Pacific Time) will be the time as displayed on the computer of the Clerk of 30 the Board according to the Network Time Protocol (NTP) Time Server time display. 31

32 All envelopes containing bids shall be clearly addressed to: 33 Okanogan County Commissioners 34 123 Fifth Avenue North 35 Room 150 36 Okanogan, Washington 98840 37 And shall have the following clearly marked on the lower left-hand corner: 38 SEALED BID FOR 2013 Trucking Asphalt RE-BID, TO BE OPENED AFTER 10:30 A.M. 39

PACIFIC TIME ON May 14, 2013. 40 41

Telephone, telephone facsimile (FAX) or electronic e-mailed bids or amendments to bids 42 will not be accepted. 43

44 LEGAL RELATIONS AND RESPONSIBILITIES TO THE PUBLIC 45 46 State Taxes 47 Section 1-07.2 is supplemented with the following: 48 49 (******) 50

The work on this contract is to be performed upon lands whose ownership obligates the 51 Contractor to pay Sales tax. The provisions of Section 1-07.2(1) apply. 52


The materials being transported under this agreement are for road maintenance 1 purposes. This asphalt trucking contract is exempt from sales and use taxes on the 2 aggregate amount. No state sales and use taxes will be paid by the County to the 3 Contractor on the overall amount of this agreement. The Contractor is not required to 4 collect state sales and use taxes on the value of this agreement. 5

6 Wages 7 8 General 9 Section 1-07.9(1) is supplemented with the following: 10 11

(******) 12 This is not a public works contract. This contract is not subject to the State’s prevailing 13 wage laws. 14

15 Prosecution Of Work 16

17 The first sentence of Section 1-08.5 is supplemented with the following: 18 19

(******) 20 This Contract shall become effective on June 3, 2013 or the date of Contract Execution 21 whichever occurs last and terminate on October 31, 2013 22

23 Deliveries will be scheduled daily and the Contractor shall be able to supply up to 100 24 tons of liquid asphalt per 10 hour work shift, Monday through Thursday, to any given job 25 site in Okanogan County. Depending on weather and workload considerations, these 26 projects are usually completed between June and the end of September. 27

28 GENERAL REQUIREMENTS 29

General Requirements 30 31 All asphalt delivery orders will be placed by the County through the Contractor. The 32 Contractor shall make all terminal rack appointments necessary to load the requested 33 asphalt grade and deliver same at the time and place designated by the County. The 34 Contractor shall keep a written record of asphalt orders placed for the County. The 35 asphalt supplier will bill the County directly for the cost of the asphalts loaded and 36 delivered by the Contractor. Delivery time of liquid asphalts to various job sites in 37 Okanogan County normally falls between 6:00 A.M. and 3:00 P.M. 38 39 Delays at the terminal rack are not uncommon and are beyond the control of the County 40 and no compensation will be paid. Delays unloading liquid asphalt products may occur 41 at the job site in Okanogan County. Up to three (3) hours of demurrage time for 42 unloading the liquid asphalt shall be included in the applicable pay items. No 43 compensation will be paid for loading if the Contractor fails to schedule or meet a loading 44 time, or for delivery site unloading if the load arrives more than thirty (30) minutes after 45 the County’s specified delivery time. Demurrage time will be calculated from the 46 scheduled delivery time or the time the County begins to off-load the material if the 47 Contractor arrives late, whichever occurs first. 48 49 Suppliers shall ensure that delivery vehicles are in good operating order and are capable 50 of dispensing material immediately upon arriving at delivery location. Vehicles shall have 51 hoses in good working condition with good seals and appropriate containment 52 equipment on hand to prevent spills. Truck drivers will be required to block up their 53 trucks and trailers when needed to assure proper drainage. 54


1 2

Materials 3 4 Delivery shall be made in insulated tanks to maintain recommended operating 5 temperatures as shown below. Tanks must be flushed and cleaned between the hauling 6 of Emulsion and Cutback liquid asphalt products. 7 8 Liquid Asphalt 9 10 Grade Loading Temperature 11 HFE 150 & 300 >180°F or the maximum safe allowable temperature 12 MC 500 >240°F or the maximum safe allowable temperature 13

14 Terminal Locations 15

16 Okanogan County will purchase liquid asphalt materials from: 17 18

Idaho Asphalt terminal located near Hauser, Idaho 19 20 and may purchase liquid asphalt materials from: 21 22

Western States Asphalt, Inc. terminal located near Spokane, Spokane Valley 23 and Pasco, WA 24

25 Bids shall be based on hauling asphalt products from any of the three terminals. 26 27

28 Monitoring 29

30 The Contractors work will be monitored by County Personnel or its designated 31 representative. The Contractor will be required to complete and certify a daily delivery 32 log. Certified delivery logs shall be submitted at least once a week to the Engineer 33 unless otherwise approved. In addition, the Contractor is required to give the County’s 34 delivery site representative a legible copy of the bill of lading for each load delivered. 35 36 A certified delivery log must show the date, loading time, job site delivery time, delivery 37 location, bill of lading number, tons delivered, unloading time and total miles from 38 terminal to delivery point. 39

40 Measurement 41

42 Haul Rate 43 Only the actual miles traveled between the liquid asphalt product terminal and the job 44 site in Okanogan County with legal loads will be paid for at the unit price listed. The 45 information provided in the certified delivery log will be reviewed by the Engineer to 46 verify the number of miles traveled. Okanogan County may order less than a full load 47 (Full Load = 30 Tons Minimum). For loads ordered by the County weighing less than 30 48 tons the County will pay a negotiated load price in lieu of a haul rate. 49 50 Demurrage Rate 51 Only the actual idle time in excess of three (3) hours at the job site in Okanogan County, 52 as outlined in the General Requirements, will be measured and paid for at the unit price 53


listed. Demurrage time shall be measured to the nearest one-half (1/2) of an hour 1 beginning fifteen (15) minutes after the prescheduled time. 2 3 Return Trip of Material 4 In the event the County has to return the material due to weather, mechanical 5 breakdown, adverse on site conditions or any other reason. 6 7 8

Payment 9 The unit price listed for each proposal item shall be full compensation for furnishing all 10 labor, equipment, materials and incidental expenses necessary for the performance 11 thereof. All costs incurred by the Contractor to comply with the requirements of the 12 provisions of this Contract shall be considered incidental to and included in other 13 applicable unit prices. No additional compensation will be given to the Hauler as a result 14 of these requirements. 15 16 Payment shall be made within thirty (30) days of receipt of the invoice and certified 17 delivery logs for delivered product. 18

19 Fuel Adjustment Schedule 20 Due to the volatility of fuel prices, this proposal contains a fuel adjustment schedule the 21 County will utilize during the contract. Please note the schedule adjusts the 22 compensable amount of each delivery at the rate shown and is based upon the U.S. 23 Energy Information Administration Gasoline and Diesel Fuel Update, This update report 24 may be accessed through the U.S. Energy Information Administration website at: 25 26 www.eia.gov/petroleum/gasdiesel/ 27 28 U.S. On-Highway Diesel Fuel Prices (dollars per gallon) from West Coast less California 29 shall be used to determine the starting price for diesel fuel at the date listed in the 30 proposal. This update report is issued weekly and fuel adjustments will be made weekly 31 for all deliveries made during that weekly period. 32 33 For every five (5) cent increase or decrease in the U.S. Energy Information 34 Administration Gasoline and Diesel Fuel Update the delivery amount will be increased 35 or decreased by 0.5%. 36 37 The Contractors invoice shall contain the calculations using the U.S. Energy Information 38 Administration Gasoline and Diesel Fuel Update and this proposal’s fuel price 39 adjustment schedule. 40 41

42 43 44 45

http://www.eia.gov/petroleum/gasdiesel/

2013 Trucking Asphalt Proposal – Page 1

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 RE-BID 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.


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 1-04.6 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, 2013. 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%.


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.


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 1-02.6 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: ________


Statement of Contractor Qualifications

To: Board of County Commissioners Date: _______________, 2013 Okanogan County, Washington

RE: 2013 Trucking Asphalt RE-BID

I hereby maintain that I am a responsible bidder as contemplated by the policies of the State of Washington and Chapter 36.77 of the Revised Code of Washington.

1. My permanent business name and address is ________________________________ _________________________ ________ which I have maintained for ____ years. My phone is (____)__________ Fax (____)__________ email

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 36.77.040) I hereby certify that the above statements are true and accurate.

By: _____________________________ (Print Name) _____________________________ Company Name: _____________________________ Address: _____________________________ City, State, Zip: _____________________________

2013 Trucking Asphalt Contract – Page 1

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:


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 18.27 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.

2013 Trucking Asphalt Contract – Page 2

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

_______________________________

Ray Campbell, Member

ATTEST:

_____________________________

Lalena Johns, Clerk of the Board

authorization to call for bids

Documents