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HomeMy WebLinkAboutAgreements/Contracts - Central Services (002)GRANT 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: ❑YES El NO DATE: 6-9-25 PHONE: 3276 ------------------------- ®Agreement / Contract ❑AP Vouchers ❑Appointment / Reappointment ❑ARPA Related ❑ Bids / RFPs / Quotes Award ❑ Bid Opening Scheduled ❑ Boards / Committees ❑ Budget ❑Computer Related ❑County Code El Emergency Purchase El Employee Rel. ❑ Facilities Related ❑ Financial ❑ Funds ❑ Hearing ❑ Invoices / Purchase Orders ❑ Grants — Fed/State/County ❑ Leases ❑ MOA / MOU ❑Minutes ❑Ordinances El Out of State Travel ❑Petty Cash ❑ Policies ❑ Proclamations ❑ Request for Purchase ❑ Resolution El Recommendation ❑Professional Serv/Consultant ❑Support Letter ❑Surplus Req. ❑Tax Levies []Thank You's ❑Tax Title Property ❑WSLCB Contract with Ellensburg Fence for the Fairgrounds fencing project. Total value is If necessary, was this document reviewed by accounting? ❑ YES 0 NO If necessary, was this document reviewed by legal? 7 YES ❑ NO DATE OF ACTION: • o�,S�� APPROVE: DENIED ABSTAIN D1: D2: D3: DEFERRED OR CONTINUED TO: 4/8/24 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 VALLEY FENCE INC., a corporation duly formed and doing business in the State of Washington as ELLENSBURG FENCE CO. In consideration of the mutual promises and covenants contained herein, the parties hereto agree as follows: 1. Work of Contract/Scope of Work. The Contractor shall perform all work and furnish all necessary tools, materials, equipment, and other items required to complete the tasks and scope of work as outlined in the Request for Bids (RFB) and this contract for the Grant County Fairgrounds Fence Line Replacement project (phase -one), project (CSD2503fg-rebid). "Work" refers to all work, both individually and collectively, performed by the Contractor during the project. The RFB is attached as "Exhibit A": The Contractor will be responsible for doing all the work to complete the following: 1. This work includes all labor, materials, and equipment necessary to furnish, install, and complete chain -link fences, gates, and accessories. 2. Removal of existing fences and fence posts, including concrete footers 3. Installation of posts and fencing with a bottom wire for increased rigidity 4. Barbed security wire (single angle, not "Y" shaped) 5. Fence specifications included in Appendix "B" of the bid document are incorporated into this contract. Fence materials and components shall comply with the specifications provided and referenced. Original bid document, specifications, and Q&A Log are attached to this contract as EXHIBIT A 6. The project must be completed no later than August 4th 2. Pro' eect Site. The work shall be performed on real property commonly known as the Grant County Fairgrounds, located at approximately 3953 Airway Drive NE, Moses Lake, Washington. 3. Dates of Commencement and Completion. The Contractor shall commence the work described herein upon receiving notice to proceed from the County at a time mutually agreed upon by the parties after obtaining all necessary permits and bonds. Substantial completion of the work shall occur by August 4th, 2025, unless delays beyond the control of either party necessitate an extension of the date. 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 Ellensburg Fence Co-CSD 2503fg — Page 1 Contract Sum to be paid to the Contractor, is as follows: Subtotal $8108.50 Washington State Sales Tax @ 8.2% $6,691.90 Total $88,300.40 Retainage (5% of Subtotal) $400.42 a Retainage: Required for this project. A retainage bond is acceptable and preferred. 5% retainage is required under RCW 60.28.001. The contract exceeds $35,000 and requires a notice of completion to be filed and approved before releasing retainage. If a retainage Bond is provided, retainage will be released upon project acceptance. b. Intent and Affidavits: Statements of intent to pay prevailing wages and affidavits of wages paid must be submitted to Washington State Labor and Industries according to RCW 39.12.040. c. Payment Interval and Billing_ The Contractor may submit a lump slue payment upon completion or provide a monthly billing statement and invoice to the County. Such abilling 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. 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 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 or termination of this contract. 7. 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 Ellensburg Fence Co-CSD 2503fg — Page 2 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) coverage, 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 specified in the Contract or agreed upon in the RFB, addendums, or Q&A Logs (Attached as "Exhibit A"). b. Reasonable evidence that the work required by the Contract cannot be completed for 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. e. Costs or liabilities that may arise to the County due to the Contractor's fault, negligent acts, oromissions. PROVIDED: In any case where part or all of a payment is to be withheld due to unsatisfactory performance, the County shall notify the Contractor per RCW 39.76.011(b). Authority of the County. Suppose the Contractor fails to perform the work per the requirements of the Contract Document. In that case, the County shall provide the Contractor with written notice of the deficiency, and the Contractor shall have seven days to correct the deficiency 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, without prejudice to other remedies: (a) use County forces, other contractors, or other means to make good the Contractor's deficiency, and (b) deduct from or nullify the Contractor's payments the cost of such effort as described in paragraph 8 of this agreement. Ellensburg Fence Co-CSD 2503fg — Page 3 9. Warranty of Construction. In addition to any special warranties provided elsewhere in the Contract Document and its companion or applicable documents, the Contractor warrants for two years from the date the County accepts the project as complete that all work conforms to the requirements of the Contract and is free from any defects in equipment, materials, or design - furnished, as well as any defects in workmanship performed by the Contractor. Concerning all warranties, express or implied, for work performed or materials furnished according to the Contract and companion or applicable documents, the Contractor shall: a. Obtain all warranties that would be given in standard commercial practice. b. Require all warranties to be executed, in writing, for the benefit of the County; and c. Enforce all warranties on behalf of the County, if directed by the County, including any warranties from subcontractors, manufacturers, or suppliers that extend beyond the period specified in the Contract. d. The obligations under this Section shall survive completion. 10. Successors and Assigns. The County and the Contractor respectively, bind themselves, their partners, successors, assigns, and legal representatives to the other party hereto, as well as to the partners, successors, assigns, and legal representatives of such other party, regarding the covenants, agreements, and obligations contained in the Contract. Neither party shall assign the work without the other party's written consent. If either party attempts to assign without 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 in the work shall be incorporated into the Contract Document through the execution of Change Orders. Suppose any change in the work ordered by the County causes an increase or decrease in the Contract Sum or the performance time. In that case, an equitable adjustment shall be made, and such adjustments shall be incorporated into a Change Order. If the County wishes to request a change in the work, it may submit a written Change Order proposal to the Contractor. The contractor shall submit a Change Order proposal within 14 days of the County's request or such other period as mutually agreed upon. 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 Order proposal 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 work outlined in the Change Order. The contractor shall not proceed Ellensburg Fence Co-CSD 2503fg — Page 4 with any change in the work until it has obtained the County's approval. All work done under anycounty-directed change in the work shall be executed per the Contract. 12. No Agency Relationship. Neither the Contract nor any agreement implied thereby constitutes the Contractor as an agent or legal representative of the County for any purpose whatsoever, and the Contractor's relationship to the County under 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 of the County or to bind the County in any manner or thing whatsoever. 13. Clean Up. The contractor shall maintain a clean and orderly project site, including hauling routes, infrastructure, utilities, and storage areas, free from accumulations of waste materials. Before the project is accepted, the Contractor shall remove all rubbish, tools, scaffolding, equipment, and materials from the premises. Upon completing the Work, the Contractor shall leave the project 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 receiving reasonable notice from the County, the County may do so; the cost thereof shall be charged to the Contractor. 14. Survival. If any clause or provision of this Contract is invalid, the remaining clauses and provisions shall nevertheless remain in full force and effect. 15. Entire Agreement. The Contract embodies the entire agreement between the parties; all other agreements, oral or written, are now merged and superseded by the Contract. There are no other agreements that modify or affect the terms of this agreement. No amendment to this agreement 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 theContract. 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. 17. Notices. All notices required under the terms of this agreement must be in writing and delivered personally to the party to receive them or mailed by regular mail, prepaid postage, to the address specified adjacent to the party's signatures. All notices shall be deemed served upon delivery or three (3) days following deposit 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 the construction of any term or provision hereof. In construing the parties' intent regarding In this contract, no more significant or stricter construction of any term or provision hereof shall be asserted against the county as drafter. Ellensburg Fence Co-CSD 2503fg — Page 5 18. Governing Law, Venue. The performance and interpretation of the Contract Document shall be governed by and interpreted in accordance with the laws of the State of Washington. Any litigation arising from or in connection with this Contract shall be conducted in Grant County, Washington. Ellensburg Fence Co-CSD 2503fg — Page 6 CONTRACTOR: Ellensb nce Co, INC. By: Chris Gaidos, President License No. ELLENFC842NZ UBI No. 604-010-066 Dated the 29 of May , 2025. BOARD OF COUNTY COMMISSIONERS GRANT COUNTY, WASHINGTON rChai indy Carver, Vice -Chair Kevin Burgess, M er ATT S . Barbara J. Vasquez, Clerk of the Board Approved as to form: 02 Barbara G. Duerbeck, W SBA # 53946 Deputy Prosecuting Attorney Date: Ellensburg Fence Co-CSD 2503fg — Page 7 /G-- a'r- EXHIBIT A Grant County Washington TOM GAINES DIRECTOR Department of Central Services TELEPHONE (509) 754-6085 35 C Street NW, Ephrata WA, 98823 May 6th, 2025 REQUEST FOR BIDS Grant County Fairgrounds Fenceline Replacement Phase 1 CSD 2503ft! SUBMITTAL DEADLINE SUBMIT Tuesday, May 22nd, 2025, 2:00 pm 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 3 7/ 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 download plans 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 on May 22nd, 2025, at 2:00 P.M. in the Grant County Commissioners' offices on the 2nd floor of the Courthouse Annex building, 35 C Street NW, Ephrata, WA 98823. Administrative questions should be directed to Tom Gaines, Central Services Director, at (509) 754-2 o l l ext. 3276. 1a;,1,r �&�ecf Tom Gaines, Director of Central Services 1. GENERAL RFB, INFORMATION Grant County is statutorily authorized to dispense with public bidding, utilizing 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. N ote: 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. �.� Objective of this RFB Grant County must remove and replace a substantial amount of fencing around the Grant County Fairgrounds in Moses Lake, WA. This advertisement aims to contract the responsive low bidder for this work. 1.2 Bonds This project requires bid,erformance, and payment bonds. Grant County does not have bond documents, so respondents should look at their surety/insurance carrier and utilize their forms. While retention bonds are not required, they are preferred and expedite the full payment once the county accepts the job. 1.3 RFB Organization The RFB is composed of six sections with three apf)endices, orLyanized 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 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 in the County. Vendors may only rely upon written statements issued by the appropriate RFB Official Contact: Tom Gaines Grant County Central Services Director csd@_grantcountywa.gov 509-754-2011 x 3276 1.5 Questions Regarding the RFB 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 will require coordination with event staff. The measurements in this document are approximate. Bidders are responsible for ensuring their bids are accurate. Grant County will not be responsible for inaccurate bids due to any bidder's lack of due diligence. 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 M a y 15 t h, 2025, at 5:00 pm (PST). Questions received b y t h e C o u n t y will be answered and sent via email to the original email roster. 1.6 Bidder Responsibility Criteria (RCW 39.04. o 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 All respondents should read the entire RFB Packet carefully. Failure to comply with instructions may result in a bid being disqualified from the County's consideration. 2.2 Bid Submittal. _Format, _Misc. z.za 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 2:00 pm Thursday, May_zznd, 20 5, 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. z.zb All bids must be submitted to the County in a sealed envelope marked with the project title "Grant County Fairgrounds Fenceline replacement Phase 1 CSD 2503fg" and be directed to: Tom Gaines, Director of Central Services PO Box 37 / 35 C Street NW Ephrata, WA 98823 z.zc The vendor will bear the cost of the bid preparation and presentation. z.zd 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. z.ze A cover letter is required, as outlined in Section 3.1 below. z.zf 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. z.zg 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. z.zh Bids must include itemized breakdowns (if required) of all costs and include all fees (if required). z.zi 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. z.zj 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). z.zk 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. z.zm This request does not constitute an offer of employment or a contract for services z.zn Because of this request, the County reserves the option to reject any or all bids, wholly or partly. 2.20 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. z.zp All bids shall remain firm for ninety (go) days following the closing date to receive proposals. z.zq 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 County Bid Proposal form, 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 z.zj above, it will be compared to other responsive bids. 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. 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 (go) 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 exempt from public disclosure has been plainly and clearly marked or otherwise identified. 3.1b 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. 3.1c 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 following agencies, with notification given to Grant County: the Washington State Department of Labor & Industries, Employment Security, 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 The Grant County Fairgrounds are expansive, covering over one hundred acres. One area, known as "South Field," has a perimeter fence that must be replaced. The included picture depicts the area for removal and replacement. The picture is approximate. The fairgrounds have placed caution tape on a small portion that will not be replaced (it was recently replaced), and the endpoint on Airway Drive is also marked with caution tape. The contractor will be responsible for: 1. This work includes all labor, materials, and equipment necessary to furnish and install chain -link fences, gates, and accessories. 2. Removal of existing fence and posts, including concrete footers 3. Installation of posts and fencing with a bottom wire for increased rigidity 4. Barbed security wire (single angle, not "Y" shaped) 5. Fence specifications included in Appendix "B" 6. The project must be completed no later than August 4th 4.2 Code Requirements —Work performed will be permitted as required through Grant County, WA, and any other authority having jurisdiction. The contractor will be responsible for and submit all required permits 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 neat. 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 Liabilitv insurance with limits of no less than $1,000,000 combined single limit per accident for bodily injury and property damage; and b Commercial General Liabilitv insurance is written on an occurrence basis with no less than $1,000,000 combined, with a single limit per occurrence and $z,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. Workers' 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 (3o) 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 Proaosal 5.3a Payment will be made for all items complete and accepted on the unit, or lump sum prices stated in the proposal and previously stated. Each payment shall be 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 296-12,7 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 materials, 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 6.1a 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. 6.1b 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. 6.1c Grant County reserves the right to consider any claim of bid error not meeting the criteria outlined in Section 6.1 paragraph 6.1a 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 to appeal 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 Znd 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 39.04.35o 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. APPENDIX A Project Name: Grant County Fairgrounds Fenceline Replacement Phase One Project No.: CSD 2503fg Name of Firm: UBI: GRANT COUNTY CENTRAL SERVICES 35 C STREET NW EPHRATA WA, 98823 509-754-2011 EXT. 3276 BID PROPOSAL 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 install new fencing as 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 addenda if issued. (Initials) Acknowledge that the Firm has viewed the prevailing wage rates in the bid email. (Initials) N 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. SIGNATURE OF AUTHORIZED REPRESENTATIVE: Grant County reserves the right to accept or reject any bid prices within sixty (60) days of the bid date. APPENDIX B Specifications PART i — GENERAL 1.1 DESCRIPTION A. This work includes all labor, materials, and equipment necessary to furnish and install chain -link fences, gates, and accessories. 1.2 MANUFACTURER'S QUALIFICATIONS Fence, gates, and accessories shall be products of manufacturers regularly engaged in manufacturing items of the specified type. 1.3 SUBMITTALS A. SHOP DRAWINGS, PRODUCT DATA AND SAMPLES, furnish the following: 1. Manufacturer's Literature and Data: Chain link fencing, gates, and all accessories. 2. Manufacturer's Certificates: Zinc coating complies with specifications. a. Statement(s) signed by an official authorized to certify on behalf of the manufacturer(s) of the products provided, attesting that the chain link fence and component materials meet the minimum specified requirements in these specifications and drawings. The products provided shall only be acceptable from qualified manufacturers with at least five years' experience manufacturing thermally fused chain link fencing of the design, size, gauge of metal parts, and fabrication as specified herein. 3. Shop Drawings for Chain Link Fence and all components of the functional fence system. a. Layout offences and gates with dimensions, elevations, details, and finishes of components, accessories, and post foundations. b . Manufacturer's catalog cuts indicating materials compliance and specified options. 4. Operation and Maintenance Manuals. 5. Certification that fence alignment meets the requirements of the contract documents 6. Sample of special warranty. 1.4 WARRANTY A. Special Warranty: The manufacturer's standard form requires the manufacturer and/or installer to repair or replace components of chain -link fences and gates that fail in materials or workmanship within the specified warranty period. 1. Failures include, but are not limited to, deterioration of metals, metal finishes, and other materials beyond normal weathering. 2 . Warranty Period: Five years from the date of Substantial Completion. 1.5 APPLICABLE PUBLICATIONS A. The publications listed below are part of this specification to the extent referenced. The publications are referenced in the text by the basic designation only. B . American Society for Testing and Materials (ASTM): A392.-07........................Zinc-Coated Steel Chain -Link Fence Fabric A817-07 .........................Metal -Coated Steel Wire for Chain -Link Fence Fabric and Marcelled Tension Wire C941C94M-09..............Ready-Mixed Concrete F567-07.........................Installation of Chain -Link Fence F626-o8 .........................Fence Fittings Fabric F900-05.............. Industrial and Commercial Roller gates F1043-08 .......................Strength and Protective Coatings on Metal Industrial Chain -Link Fence Framework F1o83-o8.......................Pipe, Steel, Hot -Dipped Zinc -Coated (Galvanized) Welded, for Fence Structures. PART z - PRODUCTS 2.1 GENERAL Materials shall conform to ASTM Fio83 and ASTM A392 ferrous metals, zinc -coated; detailed specifications forming the various parts thereto; and other requirements specified herein. After fabrication, zinc -coated metal members (including fabric, gates, posts, rails, hardware, and other ferrous metal items) shall be reasonably free of excessive roughness, blisters, and sal -ammoniac spots. 2.2 CHAIN -LINK FABRIC ASTM A392 9-gauge wire woven in a 50 mm (z inch) mesh. The top and bottom selvage shall have a selvage knuckle finish. Zinc -coating weight shall be 570 grams/mz (z.o ounces per square foot). 2.3 POSTS, FOR GATES AND FENCING Provide members with minimum dimensions and wall thickness according to ASTM Fio83, Grade SK-4oA, round, zinc -coated steel, or as indicated in these specifications, whichever results in the heavier or larger member. The minimum dimensions and weights of posts shall conform to the tables in the ASTM Specification based on the size and type of fence material. Provide post braces and truss rods for each gate, corner, pull, or end post. Provide truss rods with turnbuckles or other equivalent provisions for adjustment. 2.4 TOP RAIL AND BOTTOM RAIL ASTM Fio83, Grade SK-4oA, round, zinc -coated steel. The dimensions and weights of the posts shall conform to the tables in the ASTM Specification and be fitted with suitable expansion sleeves and means for securing rail to each gate, corner, and end post. 2.5 TOP AND BOTTOM TENSION WIRE ASTM A817 and ASTM F626 are zinc -coated, with minimum coatings the same as fence fabric. 2.6 ACCESSORIES Accessories, such as necessary caps, rail and brace ends, wire ties or clips, braces and tension bands, tension bars, truss rods, and miscellaneous accessories conforming to ASTM F626 2.7 CONCRETE ASTM C94/C94M, using 19 mm (3/4 inch) maximum -size aggregate, and having a minimum compressive strength of 25 mPa (3000 psi) at 28 days. Non -shrinking grout shall consist of one part Portland cement and three parts clean, well -graded sand, non -shrinking grout additive, and the minimum amount of water to produce a workable mix. PART 3 — EXECUTION Demolition: all existing fences will be demolished and removed. Concrete will be removed. 3.1 INSTALLATION A. Install the fence by an adequately trained crew on previously prepared surfaces in a straight line following the ground's contour, keeping within one inch of the surface. Install the fence following ASTM F567-23 and with the manufacturer's printed installation instructions, except as modified herein or as shown. Maintain all equipment, tools, and machinery in sufficient quantities and capacities to properly install posts, chain links, and accessories while on the project. B . Concrete shall be domed to shed water away from posts. Posts shall be centered in concrete. Concrete post foundations in the earth shall be concrete cylinders with a minimum diameter of 12 inches, crowned at grade to shed water, and extended not less than 3 feet into the ground. Posts shall be set in the full depth of the foundation except for 3 inches of concrete under the posts. If foundation holes are excavated in unsuitable material, the County shall be notified for the determination of suitable construction precautions. 3.2 POST SETTING Install the post plumb and in alignment. Thoroughly compact the concrete so it is free of voids and finished in a slope or dome to divert water running down the post away from the footing. Cure the concrete for at least 72 hours before further work is done on the posts. 3.3 POST CAPS Fit all exposed ends of the post with caps. Provide caps that fit snugly and are weather -tight. Where the top rail is used, provide caps to accommodate the top rail. Install post caps as recommended by the manufacturer. 3.4 TOP RAILS AND BOTTOM RAILS Install rails before installing chain link fabric. Provide suitable means for securing rail ends to the terminal and intermediate posts. Top rails shall pass through intermediate posts supporting arms or caps. The rails shall have expansion couplings (rail sleeves) spaced as the manufacturer recommends. 3.5 TOP AND BOTTOM TENSION WIRE Install and pull taut the tension wire before installing the chain -link fabric. 3.6 ACCESSORIES Supply accessories (posts, braces, tension bands, tension bars, truss rods, and miscellaneous accessories), as required and recommended by the manufacturer, to accommodate the installation of a complete fence with taut fabric appropriately attached to posts, rails, and tension wire. 3.7 FABRIC Pull fabric taut and secure with wire ties or clips to the top rail or bottom rail. Tension wire should be close to both sides of each post and at intervals of not more than boo mm (24 inches) on centers. Fabric should be secured to posts using stretcher bars, ties, or clips. 3.8 GATES Install plumb, level, and secure gates for the opening without interference. Set keepers, stops, and other accessories into concrete as the manufacturer requires. Adjust hardware for smooth operation and lubricate where necessary. 3.9 REPAIR OF GALVANIZED SURFACES Where galvanized surfaces need field or shop repair, use galvanized repair compound, stick form, or another method. Repair surfaces per the manufacturer's printed directions. 3.10FINAL CLEAN-UP Remove all debris, rubbish and excess material from the site. APPENDIX C Approximate Location -4;A End point marked with caution tape Grant County Central Services POBox 37 Ephrata WA 98823 (509) 754-2011 Ext-3276 May 15, 2025 Grant County Fenceline Replacement Phase One (rebid) Q&A Log Note: This question -and -answer log will help contractors quickly receive information regarding the Re -bid for project CSD 2503fg. The technical question deadline is May 15th. After that date, all questions, answers, and other pertinent information will be sent out as an official addendum. (if needed) 1. What is the length of the fence being installed? a. It is approximately 1600' but if you bid 1600 and it's 1700, you will be responsible for the overage. All contractors should perform due diligence, visit the site, and measure themselves. The beginning and end points are marked. Grant County is providing an approximate length, as some may or may not desire this project. 2. What is the diameter of the End/Corner and Line posts? a. Line posts: 2 3/8" (60.3mm) O.D. galvanized pipe, with post tops with barbed wire overhang arms. b. Terminal Posts, End, corner, and gate posts: 3 %2" (88.9mm) O.D. galvanized pipe, furnished complete with all necessary bracing, fittings, etc. Gate posts for single gate panels over 12' (3.65m) wide use 4 %2" (114.3mm) O.D. pipe. Note: All single gate panels over 10' (3.0m) wide require ASTM A120 Schedule 40 pipe. c. Top Rail, 15/8" (42.2mm) Q.D. galvanized pipe coupled with slip-on rail sleeves for every standard length, generally 21' (6.4m) in length. 3. What is the gate size and type a. 13" rolling gate built to a commercial standard. Tom Gaines Director of Central Services tgaines@grantcounty`va.gov "To meet current and future needs, serving together with public and private entities, while fostering a respectful and successful work environment" Grant County Central. Services P0Box 37 Ephrata WA 98823 (509) 754-2011 Ext-3276 May 19th, 2025 Grant County Fenceline Replacement Phase One ADDENDUM #1 In the Q&A Log sent May 15th, "Terminal Posts, End, Corner, and Gate posts: 3 1/2" was noted. This is not a standard size; contractors should utilize 4" instead of custom ordering any material. Feedback I have received from several contractors has noted this anomaly. The gate post should also be of a standard size to support a 13' (not 13") rolling gate. This proj ect's bid date and time is this Thursday, May 22nd9 at 2 pm. Tom Gaines Director of Central Services tgaines@grantcountyNva.gov "To meet current and future needs, serving together with public and private entities, while fostering a respectful and successful work environment" Grant County Central Services P O Box 37 Ephrata WA 98823 (509) 754-2011 Ext-3276 May 19th, 2025 Grant County Fenceline Replacement Phase One ADDENDUM #2 I have heard from multiple companies that afive-year warranty period from substantial completion is beyond what many bonding companies will consider. Grant County considers atwo-year warranty period sufficient for this project. Tom Gaines Director of Central Services tgaines@grantcounty,,va.gov "To meet current and future needs, serving together with public and private entities, while fostering a respectful and successful work environment"