HomeMy WebLinkAboutAgreements/Contracts - Central ServicesGRANT COUNTY
COMMISSIONERS AGENDA MEETING REQUEST FORM
(Must be submitted to the Clerk of the Board by 12:00pm on Thursday)
REQUESTING DEPARTMENT: Central Services
REQUEST SUBMITTED BY: Tom Gaines
CONTACT PERSON ATTENDING ROUNDTABLE..Tom Gaines
CONFIDENTIAL INFORMATION: F]YES *NO
DATE: 3/27/24
PHONE: 3276
DATE OF ACTION: q, z-,.- Z-
APPROVE:
DENIED ABSTAIN
D1:
D2:
D3:
DEFERRED OR CONTINUED TO:
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Cal OW -1 =919111M
DATE OF ACTION: q, z-,.- Z-
APPROVE:
DENIED ABSTAIN
D1:
D2:
D3:
DEFERRED OR CONTINUED TO:
M A R 2, �' x0 2 4
q I -n i-
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K24-095
CONTRACT
THIS CONTRACT ("Contract"), entered by and between GRANT COUNTY duly
organized and operating under and by the Constitution and the laws of the State of Washington
("County"), and EASTSIDE ASPHALT INC., a corporation duly formed and doing business in
the State of Washington ("Contractor").
In consideration of the mutual promises and covenants contained herein thep arties
hereto agree as follows:
1. Work of Contract/Scope of Work. The Contractor shall do all work and furnish
all tools,
materials, equipment, and things of every description necessary to complete the tasks and scope
ope
of work as per the request for bids (RFB) and this contract for the ADA paving and accessibility
lity
project (CSD2401fg). "Work" means all work individually and collectivelyperformed b
p by the
Contractor during the project.
The Contractor will be responsible for doing all the work to complete the following:
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a The contractor is responsible for all work required to install asphalt paving to
p p g
recognized standards and, at a minimum, the following.
• All paving, excavating, and grading as required.
2" crushed rock (top course) and all other bedding, compaction, and sterilization.
• Removal of any sod and preparation of areas to be paved.
• Saw cutting and patching where required.
• Minimum of 2.5" HMA
• All soft and spongy areas shall be removed, and all depressions filled with suitable
material. If an inordinate amount of fill is required, Contractor will negotiate amount
and price with County before proceeding.
• Proper grading for all areas to mitigate standing water.
• This work includes ADA paths in the area known as center field '
connecting the
pavilion, bathrooms two and three, paving the throughway between the center field
and bathroom three, all areas behind the 411, commercial, and agricultural buildings,
ngs,
the entire length of Lasso Dr to be removed and replaced with new asphalt at
mini p p
mum to the same width as the existing road. These areas were shown on the
request for bids and are attached as Exhibit "A."
b. Complete cleanup of the area once above completed, includingbut not limited
to
recovery and removal of equipment, trash, and debris.
c. Contractor understands this is a Public Work subject tog wage e and the
p g
submission of intents, affidavits, and certified payroll as required b the Labor
and Industries.
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d. Coordination with the fairgrounds on schedule, timing, areas to be paved, events,
and other projects are critical to this project.
2. Proi ect Site. The work shall be accomplished upon the real property Ycommon) known as
Eastside Asphalt CSD2401 fg-ADA accessibility paths — Page 1
the Grant County Fairgrounds, situated on or about 3953 Airway Dr. NE Moses Lake Washington,
or as may be more specifically directed at the sole discretion of the County.
3. Date of Commencement and Date of Completion. The Contractor shall commence the
work described herein upon receiving notice to proceed from the County beginning be innin at a time
mutually agreed upon by the parties after having obtained all necessary p ermits/bonds.
Substantial completion of the work shall occur by June 30, 2024, unless Y
delays beyond the
control of either party cause the date to be extended. This date will not be extended without
approval by the County.
4. Contract Sum and Terms. The agreed Contract sum, except for provisions set forth below
in Paragraph 13, and with payment of such Contract Sum subject to provisions set forth below
in Paragraphs 8 and 11, and any other provision contained within the Contract which may affect such
Contract Sum to be paid to Contractor, is as follows:
Subtotal $991500
Washington State Sales Tax @ 8.2% $89159.00
Total $1079659.00
Retainage (5% of Subtotal) $49975.00
a Retainage: Required for this project. A retainage bond is acceptable and preferred.
5% retainage is required under RCW 60.28.001. The contract is over $35,000
requiring a notice of completion to be filed and approved before releasing
retainage.
b. Intents and Affidavits: Statements of intent to pay prevailing wages and affidavits
g
of wages paid are required to be submitted to Washington State Labor and
Industries according to RCW 39.12.040.
c. Payment Interval and Billing_ The Contractor shall submit a monthly billing
statement and invoice to the County. Such billing statement and invoice shall set out
the nature of the work performed, the time and materials involved, or the percentage
of work completed as mutually agreed upon by the Contractor and the County.
The County will pay such a statement and invoice within thirty (30) days of
receipt.
5. Performance and Payment Bonds: Required for this project.
6. Indemnity and Hold Harmless. The Contractor shall defend, indemnify,and hold the
County, its officers, officials, employees, and volunteers harmless from any claims injuries
damages, losses, or suits, including attorney fees, arising out of or in connection With the
performance of the contract, except for injuries and damages caused by negligence the sole of
the County.
Eastside Asphalt CSD2401 fg-ADA accessibility paths — Page 2
It is further specifically and expressly understood that the indemnification cation provided herein
constitutes the Contractor's waiver of immunity under Industrial Insurance, title 51 RCW, solely
for indemnification. The parties have mutually negotiated this waiver. The provisions ons of this
section shall survive the expiration of termination of this contract.
7. Insurance. The Contractor shall procure and maintain for '
� he duration of this contract,
insurance against claims for injuries to persons or damage toro
p pe rtY which may arise from or
in connection with the performance of the work hereunder
by the Contractor, Its agents,
representatives, employees, or subcontractors. The Contractor shallro '
p vide a Certification of
Insurance evidencing:
a Automobile Liability insurance with limits no less than $190009000
le 1' •combined
single limit per accident for bodily injury and property damage; and
b. Commercial General Liability insurance written on an occurrence bases with limits
no less than $1,000,000 combined single limit per occurrence
• p and $2,000,000
aggregate for personal injury, bodily injury, and property damage.
p � g Coverage shall
include but not be limited to blanket contractual;products/completed operations;browd form property damage; explosion,
collapse, and underground p g nd (CU) if
applicable; and employer's liability.
C. Worker's Compensation insurance at the limits established by the State of
Washington.
Any payment of deductible or self-insured retention shall be the Contractor's sole responsibility.
The County shall be named as an additional insured on the insurance policy concerning work
performed by or on behalf of the Contractor, and a copy of the endorsement naming the county
as an additional insured shall be attached to the Certificate of Insurance. The Contractor's
insurance shall be the primary insurance concerning the County, and the County shall be given
thirty (30) days prior written notice of any cancellation, suspension, or material change in
coverage.
8. Payments Withheld. The County may withhold or nullify the whole or part of any
payment to such extent as may be necessary to protect the County from loss or damage for
reasons including but not limited to:
a Work not within the Contract or RFB (scope and areas of wor 'A„k attached as Exhibit
b. Reasonable evidence that the work required b the Contract
f q Y t cannot be completed
or the unpaid balance of the contract sum.
c. Work by the County to correct defective work or complete the work.
d Failure by the Contractor to perform work within this Contract or RFB or
c Cost or liability that may occur to the County due to the Contractor's
. tY or s fault,
negligent acts, oromissions.
Eastside Asphalt CSD2401 fg-ADA accessibility paths — Page 3
PROVIDED: In any case where part or all of a payment is going to be withheld for
unsatisfactory performance, the County shall notify the Contractor per RCW 39.76.011(b).
Authority of County. Suppose the Contractor fails to perform the work according to the
requirements of the Contract Document. In that case, the Countyhall e written
sprovide notice of the
deficiency to the Contractor, and the Contractor shall have seven days to correct the deficiency clency in the
work. If the Contractor fails to correct the deficiency In the work within the seven days or to take
and continue all appropriate steps to initiate the corrections in the event corrections cannot be
reasonably completed in the seven days, the County may, withoutj reudice to other remedies: emedies: (a)
use County forces, other contractors, or other means to makeood the Contractor's deficiency,
clency,
and (b) deduct from or nullify the Contractor's payments the cost of such effort as described in
paragraph 8 of this agreement.
9. Warranty of Construction. In addition to any special warrantiesrovided elsewhere ewhere in
the
Contract Document and companion or applicable documents, the Contractor warrants
that all
work conforms to the requirements of the Contract and is free of an defect in
y equipment,
material, or design furnished or workmanship performed by the Contractor.
Concerning all warranties, express or implied, for workerformed or materials
p furnished
according to the Contract and companion or applicable documents the Contractor shall:
a Obtain all warranties that would be given in standard commercialp ractice.
b. Require all warranties to be executed, in writing, for the benefit of the County; and
c. Enforce all warranties for the benefit of the County, if directed b the County,
tY,
including any subcontractor's, manufacturer's, or supplier's warranty that extends
. pp �y beyond
the period specified in the Contract.
d The obligations under this Section shall survive completion.
10. Successors and Assigns. The County and Contractor respectively bind themselves, '
. p y elves, their
partners, successors, assigns, and legal representatives to the other a hereto and topartners,
. party
successors, assigns, and legal representatives of such other party regarding covenants
g g
agreements, and obligations contained in the Contract. Neither a shall assign the work'
. party g
without the written consent of the other. If either party attempts to assign without
p g such consent,
that party shall remain legally responsible for all obligations outlined in the Contract.
11. Changes in Work. The County may, at any time and without notice to the
Contractor's
surety, order additions, deletions, revisions, or other changes in the work. These changes g in the
work shall be incorporated into the Contract Document through the execution of Change nge Orders.
Suppose any change in the work ordered by the Countycauses an increase or decrease rease in the
Contract Sum or the performance time. In that case, ane equitable adjustment shall be
q � made, and
such
adjustments(s) shall be incorporated into a Change Order.
Eastside Asphalt CSD2401 fg-ADA accessibility paths — Page 4
If the County desires to order a change in the work, it may request a written Change Order
proposal from the Contractor. The contractor shall submit a Change Order proposal within 14
days of the request from the County or within such other period as mutually agreed. The
contractor's Change Order proposal shall include total compensation for implementing the
proposed change in the work, including any adjustment in the contract sum or time of
performance, and including compensation for all delays in connection with such change in the
work and for any expense or inconvenience, disruption of schedule, or loss of efficiency or
productivity occasioned by the change in the work. Upon receipt of the Change Orderro osal
p p
or a request for equitable adjustment to the contract sum or time of performance, the County
may accept or reject the proposal, request further documentation, or negotiate acceptable terms
with the Contractor.
Pending agreement on the terms of the Change Order, the County may direct the Contractor to
proceed immediately with the Change Order work. The contractor shall not proceed with any
change in the work until it has obtained the County's approval. All work done under an Y coup tY-
directed change In the work shall be executed per the Contract.
12. No A ency Relationship. Neither the Contract nor any agreement implied therefrom
constitutes the Contractor as an agent or legal representative of the County for any purpose
u ose
whatsoever, and the Contractor's relationship to the County because of the Contract Document
shall be that of an independent contractor. The Contractor is not granted any express or implied
right or authority to assume or create any obligation or responsibility on behalf of or in the name
ofthe County or to bind the County in any manner or thing whatsoever.
13. Clean Up. The contractor shall always keep the project site, including hauling routes
infrastructures, utilities, and storage areas, free from accumulations of waste materials. Before
completing the work, the Contractor shall remove its rubbish, tools, scaffolding, equipment, and
materials from the premises. Upon completing the Work, the Contractor shall leave theJro'ect
p
site in a clean, neat, and orderly condition that is satisfactory to the County. If the Contractor
fails to clean up as provided herein, and after reasonable notice from the County, the County
may do so, and the cost thereof shall be charged to the Contractor.
14. Survival. If any clause or provision of this Contract shall be invalid, the remaining clauses
and provisions shall nevertheless be and remain in full force and effect.
15. Entire Agreement. The Contract embodies the entire agreement between the arties • all
. p
other agreements, oral or written, are now merged and superseded by the Contract. There are no
other agreements which modify or affect the terms hereof. No amendment hereto shall be
binding unless the terms thereof are in writing and signed by both parties. Time is of the essence.
No verbal or other agreements modify or affect the Contract.
16. Explanation of Documents. The Contractor has thoroughly reviewed the Contract. The
Contractor has had the opportunity to consult with legal counsel as to the legal effect of the
Contract.
Eastside Asphalt CSD2401 fg-ADA accessibility paths — Page 5
17. Notices. All notices required under the terms hereof are to be in writing and delivered
personally to the party to receive the same or mailed by regular mail, postage prepaid to the
address specified adjacent to the parties' signatures. All notices shall be deemed served upon
delivery thereof or three (3) days following deposit of the notice in the U.S. mail as required herein.
Headings, Construction. The headings of the sections and paragraphs are inserted solely for the
convenience of the parties. They are not a part of and are not intended to govern, limit, or aid in
constructing any term or provision hereof. In construing the parties' intent regarding
In this contract, no more significant or stricter construction of any or term provision hereof
p shall
be asserted against the county as drafter.
18. Governing Law, Venue. The performance and interpretation of the Contract Document
shall be governed and interpreted by the laws of the State of Washington. Any litigation arising
from or in connection with this Contract shall be conducted in Grant County, Washington.
Eastside Asphalt CSD2401 fg-ADA accessibility paths — Page 6
CONTRACTOR:
Eastsi, Asphalt hic,
By:
Dwane Lind Jr., President
License NO. EASTSA1014K6
UI N. 601922 813
Dated the f
BOARD OF COUNTY COMMISSIONERS
GRANT COUNTY, WASHINGTON
Cindy Carter, Ch4it
Darmy Stone, vice-Chai-ir
Rob Jones, Meniber
ATTEST.:
Barbaro J, Vasquez,
Clerk of the Board
Approved as to fomit,
By
Barbara G. Duerbeck, WSBA # 53946
Deputy Prosecuting Attomey
Date:
Eastside Asphalt CSD2.401 fg-ADA accessibility paths — Page 7
CONTRACTOR:
Eastside Asphalt Inc.
Dwane Lind Jr., President
License No. EASTSA1014K6
UBI No. 601 922 813
d
Dated the of 92024.
.
BOARD OF COUNTY COMIVIISSIONERS
G T COUN SHINGTON
Cindy Carter, Chair V.
Danny St e, Vice -Chair
Rob es ember
Approved as to form:
Barbara G. Duerbeck, WSBA # 53946
Deputy Prosecuting Attorney
Date:
Eastside Asphalt CSD240 1 fg-ADA accessibility paths — Page 7
APPENDIX "A"
RFB scope, including Areas of Work
4. PROJECT REQUIREMENTS AND SCOPE OF WORK
4.1 General Overview
There are several areas where ADA access to bathrooms is needed, repairs of existing paved pathways are
needed, and paving of a service area behind the 4H and other exhibition buildings is to be completed. The total
combined work is approximately 40,000 square feet. Interested bidders must verify the exact dimensions.
Construction areas are marked by either stakes or construction marking paint. Interested bidders should tour the
fairgrounds and ensure they understand the areas when submitting bids.
The various work areas are shown in this RFB in "Appendix B". At the fairgrounds, these areas are marked. The
Contractor is responsible for ensuring their measurements are correct for their bid.
The Contractor will be responsible for:
• All paving, excavating, and grading as required.
• 2" Crushed rock (top course) and all other bedding, compaction, and sterilization required.
• Removal of any sod and complete preparation of areas to be paved.
• Any required saw cutting.
• Minimum 2.5 inches of HMA
• All soft and spongy places shall be removed, and all depressions shall be filled with suitable material.
Material shall be thoroughly compacted in lifts not exceeding 6."
• For the area behind the 4H building, slope slightly to the parking lot to allow for water runoff.
• For Lasso Dr, grade slightly to the south, away from the Cattle pens.
• Behind the 4H, Commercial, and Agriculture buildings are numerous housekeeping pads at doors that
will be slopped from, a small concrete apron to be removed and disposed of, and grading in some areas
will not be consistent. Paving should stop approximately 2" from caged HVAC equipment. Every effort
should be made to grade in such a way as not to allow standing water.
• This project will require a certain degree of coordination as it overlaps one area with another project.
Contact the RFB official for details.
4.2 Code Requirements — Work performed will be permitted as required through Grant County, WA, and any
other authority having jurisdiction. All permits required will be the contractor's responsibility and will be submitted
through Grant County.
4.3 Completion of Work— Before the County accepts the work, the prime contractor must complete it and ensure
that all subcontractor work is completed to finish quality. All surplus or rejected materials and unsightly objects
shall be removed from the site and properly disposed of, all cleanup has been accomplished, and the site Js of a
neat appearance.
Eastside Asphalt CSD2401fg-ADA accessibility paths — Page 8
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Eastside Asphalt CSD2401 fg-ADA accessibility paths — Page 12
Grant County
Washington
TOM GAINES Department Of Central Services TELEPHONE (509) 754-2011
DIRECTOR 35 C Street NW, Ephrata WA, 98823 X 3276
February 6th, 2024
REQUEST FOR BIDS
Grant County Fairgrounds ADA Paving Project CSD 2401f
g
SUBMITTAL DEADLINE SUBMIT
1:00 pm Tuesday, February 21 It,
2024 Original plus one copy
DELIVERY BY HAND DELIVERY BY MAIL
Grant County Central Services Department C/o Grant County Central Services Department
County Commissioners Offices 2nd Floor Courthouse C/o County Commissioners
Annex. 35 C Street NW PO Box 37 / 35 C Street NW
,Ephrata WA 98823 Ephrata, WA 98823
This bid is advertised only to members of the MRSC Roster. If you access and downloadp laps
and intend to submit a bid, your company must be a roster member before the bid opening, or the
bid will be non-responsive.
Bids will be opened in the Grant County Commissioner's Hearing room on the I st floor of the
Courthouse Annex building, 35 C Street NW Ephrata, WA 98823, on February 21st, 2024, at
1: 00 pm. Administrative questions should be directed to Tom Gaines, Central Services Director,
at (509) 754-2011 ext. 3276.
17ao- ��I�ecr
Tom Gaines,
Director of Central Services
1. GENERAL RFB INFORMATION
Grant County is statutorily authorized to dispense with public bidding as the County utilizes a state-
run roster to solicit bids. MRSCrosters.org After the bid opening and a selection is made, the bid
opening log and information will be available to bidders. This bid will contain a deadline for asking
technical questions. Please note the date in this request. Questions asked after such a date cannot
be answered.
Note:
RFB respondents/vendors are responsible for contacting the County for any addendums or
answers to technical questions. ALL firms are responsible for ensuring email addresses on the
MRSC Rosters or in communications with the County are current to receive requests or answers
to any technical questions.
1.1 Objective of this RFB
To pave new areas of the fairgrounds and to repair or replace existing areas.
1.2 Bonds
This project requires bidPerformance, and payment bonds. Grant County does not have bond
documents, and respondents should look to their surety/insurance carrier and utilize their forms.
1.3 RFB Organization
The RFB is composed of six sections with three appendices, organized as follows:
Section 1: GENERAL RFP INFORMATION
Section 2: BID PREPARATION AND SUBMISSION
1.0 RFB Notices, Posting Location
2.1 General Information
1.1 Objective of this RFB
2.2 Bid Submittal, Format, Misc.
1.2 Bonds Required
2.3 Bid Evaluations
1.3 RFB Organization
1.4 RFB Official Contact(s)
1.5 Questions Regarding the RFB
1.6 Bidder Responsibility Criteria
(RCW 39.04.350)
Section 3: VENDOR INFORMATION
Section 4: PROJECT REQUIREMENTS AND
SCOPE OF WORK
3.1 Signature and Representations
4.1 General Overview
3.2 Warranties
4.2 Code Requirements
4.3 Completion of Work
Section 5: PRICE AND PAYMENT PROPOSAL
Section 6: POST BID SUBMITTALS
INSTRUCTIONS
5.1 Fees and Insurance
6.1 Claims of Error
5.2 Indemnification
6.2 Bid Protests
5.3 Price Proposal
6.3 Determination of Non -Responsible Bidder
APPENDIX A: Grant County Bid Form
APPENDIX B: Areas of work
APPENDIX C: Prevailing wage tables as of the award
date of this RFB.
1.4 RFB Official Contact(s)
Upon release of this RFB, all vendor communications must be directed to the RFB Official
Contacts listed below. Unauthorized contact regarding this RFB with other County employees may
result in disqualification. Any oral communications are discouraged and considered unofficial and
non-binding on the County. Vendors may only rely upon written statements issued by the
appropriate RFB Official Contact:
Tom Gaines
Grant County Central Services Director
csd(a7grantcou ntywa.gov
509-754-2011 x 3276
1.5 Questions Regarding the RIf
FB
The Fairgrounds and buildings will be open for contractors to walk through at their convenience
Monday -Friday, 8 am -5 pm. A walkthrough is not required; respondents should perform due
diligence to understand this project's scope. Interested respondents should call the fairgrounds
office before traveling to ensure the gates are open and there are no events in the buildings. The
Fairgrounds Office can be reached by calling 509-765-3581. Chris Turner is the Fairgrounds
maintenance manager. 509-754-2011 x4612
It is HIGHLY RECOMMENDED that interested contractors walk through the site. This project is at
various fairground sites and will require coordination with event staff.
Bidders who request a clarification of the RFB requirements may submit written questions to the
appropriate RFB Official Contact by mail or email. The deadline for receiving technical questions
is February 16th, 2022, at 5:00 pm (PST). Questions received by the County will be
answered and sent via email to the original email roster.
1.6 Bidder Responsibility Criteria (RCW 39.04 350)
A responsive bidder must meet the bidder responsibility criteria as set out in RCW 39.04.350)
Bidder responsibility criteria — Supplemental criteria:
BID PREPARATION AND SUBMISSION
2.1 General Information
2.1 a All respondents should read the entire RFB Packet carefully. Failure to comply with instructions
may result in a bid disqualified from the County's consideration.
2.2 Bid Submittal Format, Misc.
2.2a Bid submittals should consist of one original bid with a wet signature. The County must receive bids
via mail, recognized carrier, or hand delivery no later than 1:00 prn (PST) on 2/21/24, as displayed
on Grant County's official time/date stamp in the Office of the Board of County Commissioners.
Late bid submittals and bids submitted via email or facsimile will not be considered.
2.2b All bids must be received by the County in a sealed envelope marked with the project title
"Grant County Fairgrounds ADA PavinLy Proiect CSD 2401fg " and be directed to:
Tom Gaines, Director of Central Services
PO Box 37 / 35 C Street NW
Ephrata, WA 98823
2.2c The vendor will bear the cost of the bid preparation and presentation.
2.2d Bids must be typed, computer-generated, or written in such a manner as to be legible. Any bid that
contains illegible information or dollar amounts subject to interpretation will render the entire bid
"Nonresponsive" as it will not allow the County to compare bid prices confidently.
2.2e A cover letter is required, as outlined in Section 3.1 below.
2.2f Bids should contain straightforward and concise descriptions of the vendor's capabilities to satisfy
the requirements of this RFB Packet. Emphasis should be concentrated on accuracy,
completeness, and clarity of content.
2.2g Grant County requires a signed, completed Grant County bid form with each qualifying bid submittal
packet. The Grant County Bid Proposal form is in Appendix A.
2.2h Bids must include itemized breakdowns (if required) of all costs and include all fees (if required).
2.2i Bids must show numerical dollar amounts with decimals and commas (as appropriate). Any
required pricing breakdown that indicates "No Bid" or similar wording or is left blank will render the
entire bid designated Nonresponsive, as it will not allow the County to compare bid prices
confidently.
2.2j Grant County will check mathematical calculations/totals on all bids, and the County has the
authority to correct any mathematical errors it identifies. For this reason, bids that appear higher or
lower than others immediately upon bid opening may not be accurate. Grant County will not post
the bid results until after the mathematical verification, and each bid's total check has been
completed. Should any mathematical errors in submittals be identified, the County will notify the
affected responders, and the bid posting will reflect any necessary changes to the bid total(s).
2.2k In a low bid tie between qualifying vendors after verification of mathematical calculations/totals, a
random method — such as a coin toss — will be utilized to determine the low bid.
2.21 A request for awarding a contract/agreement to be signed by the low qualifying bidder will be made
by Grant County Central Services to the Board of County Commissioners as outlined in Section
2.3a. Below.
2.2m This request does not constitute an offer of employment or a contract for services
2.2n Because of this request, the County reserves the option to reject any or all bids, wholly or partly.
2.2o The County reserves the option to retain all bids, whether selected or rejected. Once submitted,
the bids and any supplemental documents become the property of the County.
2.2p All bids shall remain firm for ninety (90) days following the closing date to receive proposals.
2.2q Bids without a BID -BOND will be deemed non-responsive.
2.3 Bid Evaluations
2.3a The County will evaluate bids and determine responsiveness as follows:
Grant County Central Services will perform an initial screening of each bidder to determine
responsiveness. A bid deemed responsive materially conforms to the instructions/requirements of this
RFB Packet, including the bidder meeting the requirements of a responsible bidder according to RCW
39.04.3560 (See Section 1.6 above).
The County reserves the right to reject any bid with immaterial irregularities.
Bid pricing must be itemized and submitted on all required items outlined in Section 4, Project Requirements
and Scope of Work, and completed on The Grant Count Bid Proposal form A q
Y p Appendix A to this RFB.
Once Grant County has determined that a bid is responsive and mathematical calculations have been
checked or corrected according to paragraph 2.2j above, it will be compared to other responsive bids. All
bids will be awarded on the "base" bid information regardless of alternates.
2.3b The responsible individual/company (according to RCW 39.04.350) with the lowest responsive bid
as outlined in this section will be named the apparent successful bidder and recommended to the
Board of County Commissioners for the contract award.
2.3c Bid Preparation Instructions
Bids must conform to all the requirements of this RFB Packet.
3. BIDDER INFORMATION
Bid submittals shall contain the following information and conform to the following. requirements:
3.1 Signature and Representations
All bids must include a cover letter signed by an official authorized to bind the company to the bid
and pricing.
p y
3.1 a The signed cover letter must contain the following statements without alteration:
The bid's pricing shall be valid and binding for Ninety (90) days following the RFB response due date.
It will become part of any contract with the County unless revisions, additions, or deletions are
expressly negotiated.
It is acknowledged that this bid is subject to public disclosure under the Public Records Act and may
be released in total as public information per Washington law. All proprietary information y
P p y on exempt from
public disclosure has been plainly and clearly marked or otherwise identified.
3.1 b Company Information
The cover letter shall include the company name, address, telephone number, federal
employer tax number, and Washington state business registration number (UBI). Provide the
name, title, address, and telephone number of the contact person authorized to represent the
company and to whom correspondence should be directed.
3.1 c Subcontractors
The cover letter shall indicate whether subcontractor(s) will be used for any portion of the work.
3.2 Warranties
Provide all warranty and exclusion of warranty language for the product(s).
According to Washington law, the contractor assumes liability that all subcontractors must file intents and
affidavits for prevailing wage work just as the prime contractor shall do. Furthermore, it is understood that
five percent (5%) retainage is withheld until a Notice of Completion is accepted by the followingagencies
with notification given to Grant County: the Washington State D g
Y g Department of Labor &Industries,
Employment Securities, and the Department of Revenue. The retainage will be released after Grant
County is notified of this acceptance by all three agencies.
4. PROJECT REQUIREMENTS AND SCOPE OF WORK
4.1 General Overview
There are several areas"where ADA access to bathrooms is needed, repairs of existing paved pathways
are needed, and paving of a service area behind the 4H and other exhibition buildingsy
is to be completed.
The total combined work is approximately 40,000 square feet. Interested bidders must verify the exact
dimensions. Construction areas are marked by either stakes or construction marking paint. Interested
bidders should tour the fairgrounds and ensure they understand the areas when submitting bids.
The various work areas are shown in this RFB in "Appendix B". At the fairgrounds, these areas are
marked. The Contractor is responsible for ensuring their measurements are correct for their bid.
The Contractor will be responsible for:
• All paving, excavating, and grading as required.
• 2" Crushed rock (top course) and all other bedding, compaction, and sterilization required.
• Removal of any sod and complete preparation of areas to be paved.
• Any required saw cutting.
• Minimum 2.5 inches of HMA
• All soft and spongy places shall be removed, and all depressions shall be filled with suitable
material. Material shall be thoroughly compacted in lifts not exceeding 6."
• For the area behind the 4H building, slope slightly to the parking lot to allow for water runoff.
• For Lasso Dr, grade slightly to the south, away from the Cattle pens.
• Behind the 4H, Commercial, and Agriculture buildings are numerous housekeeping pads at
doors that will be slopped from, a small concrete apron to be removed and disposed of, and
grading in some areas will not be consistent. Paving should stop approximately 2" from caged
HVAC equipment. Every effort should be made to grade in such a way as not to allow standing
water.
• This project will require a certain degree of coordination as it overlaps one area with another
project. Contact the RFB official for details.
4.2 Code Requirements — Work performed will be permitted as required through Grant County, WA,
and any other authority having jurisdiction. All permits required will be the contractor's responsibility and
will be submitted through Grant County.
4.3 Completion of Work — Before the County accepts the work, the prime contractor must complete it
and ensure that all subcontractor work is completed to finish quality. All surplus or rejected materials
and unsightly objects shall be removed from the site and properly disposed of, all cleanup has been
accomplished, and the site is of a neat appearance.
5. PRICE AND PAYMENT PROPOSAL INSTRUCTIONS
5.1 Fees and Insurance
5.1a Propose all fixed fees or hourly rates of pay, as appropriate, for implementing services as described
within the RFP.
5.1b Indemnity and Hold Harmless. The Contractor shall defend, indemnify, and hold the County, its
officers, officials, employees, and volunteers harmless from any claims, injuries, damages, losses, or suits
including attorney fees, arising out of or in connection with the performance of the contract, except for
injuries and damages caused by the sole negligence of the County.
It is further specifically and expressly understood that the indemnification provided herein constitutes the
Contractor's waiver of immunity under Industrial Insurance, title 51 RCW, solely for indemnification. The
parties have mutually negotiated this waiver. The provisions of this section shall survive the expiration of
termination of this contract.
5.1c Insurance. The Contractor shall procure and maintain, for the duration of this contract, insurance
against claims for injuries to persons or damage to property which may arise from or in connection with the
performance of the work hereunder by the Contractor, its agents, representatives, employees, or
subcontractors. The Contractor shall provide a Certification of Insurance evidencing:
a. Automobile Liability insurance with limits no less than $1,000,000 combined
single limit per accident for bodily injury and property damage; and
b. Commercial General Liability insurance written on an occurrence basis with limits
no less than $1,000,000 combined single limit per occurrence and $2,000,000
aggregate for personal injury, bodily injury, and property damage. Coverage shall
include but not be limited to blanket contractual; products/completed operations;
broad form property damage; explosion, collapse, and underground (XCU) if
applicable; and employer's liability.
c. Worker's Compensation insurance at the limits established by the State of
Washington.
Any payment of deductible or self-insured retention shall be the Contractor's sole responsibility. The
County shall be named as an additional insured on the insurance policy concerning work performed by or
on behalf of the Contractor, and a copy of the endorsement naming the county as an additional insured shall
be attached to the Certificate of Insurance. The Contractor's insurance shall be the primary insurance
concerning the County, and the County shall be given thirty (30) days prior written notice of any
cancellation, suspension, or material change in coverage.
The preceding paragraph applies to any theory of recovery relating to said act or omission by the
individual/agency or its agents, employees, or other independent contractors directly responsible to the
individual/agency, including, but not limited to, the following:
5.2a Violation of statute, ordinance, or regulation.
5.2b Willful, intentional, or other wrongful acts or failures to act.
5.2c negligence or recklessness.
5.2d Furnishing of defective or dangerous products.
5.2e Premises liability.
5.2f Strict Liability.
5.2g Violation of civil rights and/or
5.2h Violation of any federal or state statute, regulation, or ruling resulting in a determination by the
Internal Revenue Service, Washington State Board of Tax Appeals, or any other Washington public
entity responsible for collecting payroll taxes when the agency/firm is not an independent
contractor.
5.3 Price Proposal
5.3a Payment will be made for all items complete and accepted on the unit, or lump sum prices stated
in the proposal and measured and previously stated. Each payment shall be total compensation
for the contractor's materials, labor, and other costs. Those requests will be considered if a
contractor requests monthly or percentage -based payments.
5.3b The Contractor is aware that this project is a "public work" as defined by RCW 39.04 and WAC
296-127 and is subject to the prevailing wage laws of the State of Washington. The qualifying low -
bid Contractor must produce Certified Payroll Records to Grant County or Labor and Industries
upon request. A five percent (5%) retainage will be withheld, as referenced in Section 3.3.
5.3c A preconstruction meeting between the successful bidder and representatives of Grant County
will be required before a Notice to Proceed is issued to discuss planning, safety, and workflow.
5.3d The proposal shall include the cost of all material, labor, engineering, surveying, milling, grading,
saw cutting, clean up, maintenance of traffic, hauling, disposal of all material removed or installed,
mobilization, and all other fees and costs if applicable required to complete this project.
5.3e The contractor shall provide a warranty, and the proposal shall describe in detail the duration,
terms, and conditions of the proposed warranty. The proposal shall include the contractor's
complete terms and payment schedule. Grant County will inspect all work.
6. POST BID SUBMITTALS
6.1 Claims of Error
6.1 a Any claim of bid error by a respondent that occurs within twenty-four (24) hours of bid opening must
be:
1. Submitted in writing.
2. Marked "URGENT".
3. Addressed to the County's Project Manager, Tom Gaines.
4. Delivered to and in the care of the Office of the Board of County Commissioners, located on the
2nd floor of the Grant County Courthouse at 35 C Street NW in Ephrata, Washington.
5. Identify the project bid and date of bid opening and
6. Request authorization for withdrawal of the bid.
6.1 b Grant County will automatically approve, in writing, any timely and adequately reported bid error
and request for bid withdrawal it receives. The withdrawn bid will be identified as such in the
County's records. According to Washington State's Public Disclosure Act, the submitted packet will
remain a public record within the County's records.
6.1 c Grant County reserves the right to consider any claim of bid error not meeting the criteria outlined
in Section 6.1 paragraph 6.1 a if doing so is believed to be in the best interest of the County and the
public it serves.
6.2 Bid Protests
The deadline for appealing a determination that a bidder is not responsible as outlined in Section
1.6 above must occur within twenty-four (24) hours of the bid opening and be:
1. Submitted in writing.
2. Marked "URGENT".
3. Addressed to the County's Project Manager, Tom Gaines.
4. Delivered to and in the care of the Office of the Board of County Commissioners located on the
2nd floor of the Grant County Courthouse at 35 C Street NW in Ephrata, Washington.
5. Identify the project bid and date of bid opening and
6. Identify the purported non -qualifying bidder and the applicable sections of RCW 39.04.350 that
render that bidder non -qualifying.
6.2a Grant County will have three (3) working days to determine whether the apparent qualifying low
bidder meets or does not meet the requirements of RCW 39.04.350 and the reason(s) for the
determination.
6.3 Determination of Non -Responsible Bidder
6.3a Should Grant County determine that a bidder does not meet the requirements of a responsible
bidder according to RCW 39.04.3560, it will provide, in writing, the reason(s) for the determination.
The bidder may appeal the determination within three (3) working days by presenting additional
information to Grant County. The County will consider the additional information before issuing its
final determination. Suppose the final determination affirms that the bidder is not responsible. In
that case, Grant County may not execute a contract with any other bidder until two (2) business
days after the bidder determined to be not responsible has received the final determination.
Project Name: Grant County Fairgrounds ADA paving projects Project No.: CSD 2401fg
Name of Firm:
UBI:
GRANT COUNTY CENTRAL SERVICES
35 C STREET NW
EPHRATA WA, 98823
509-754-2011 EXT. 3276
In compliance with the contract documents, the following bid proposal is submitted:
1) TOTAL BID: To furnish all labor, materials, equipment, and all else whatsoever necessary to pave all areas
and perform work listed in this RFB, including all labor, materials, permits, inspections, and whatsoever else
necessary to complete the intent of this project as stated in these documents, drawings, scope, addendums if
issued, and future Contract documents as agreed.
Sub -Total
Washington State Sales Tax @8.2%
TOTAL
Acknowledgment of addendums if issued (Initials)
The undersigned bidder hereby certifies that within the three years immediately preceding the bid
solicitation date for this project, the bidder is not a "willful" violator, as defined in RCW 49.48.082, of any
provision of chapters 49.46, 49.48, or 49.52 RCW, as determined by a final and binding citation and notice
of assessment issued by the Department of Labor and Industries or through a civil judgment entered by a
court of limited or general jurisdiction.
I certify (or declare) under penalty of perjury under the laws of the State of Washington that the foregoing
is true and correct.
LiffmMEMMISMAMINNIMIMM:
Grant County reserves the right to accept or reject any bid prices within sixty (60) days of the bid date.
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