267008 Supplemental Information Letter No. 1.pdf

This is a Supplemental Information Letter No. 1 issued by the City of Salem Department of Finance Services Contracts & Procurement in response to Bid No. 267008 for Ditch Cleaning and Street Excavation Hauling Services. The bid closing date is April 1, 2026, at 11:00 a.m. local time. The City of Salem seeks two 10-12 yard dump trucks equipped with high lift gates and qualified drivers to provide on-demand hauling services for maintenance activities throughout the City's service area, which encompasses Salem, Turner, Keizer, and unincorporated areas of Marion and Polk Counties. The successful contractor will be awarded a one-year annual agreement commencing July 1, 2026, through June 30, 2027, with optional renewal for up to four additional one-year periods contingent upon satisfactory performance and budget approval. The contractor must provide alternate equipment within one business day in case of truck malfunction and must comply with ODOT and City of Salem safety regulations.

The supplemental letter addresses two critical questions received from prospective bidders. The contract is not subject to prevailing wage requirements. Regarding vehicle specifications, trucks must comply with the City's emissions standards and pass all ODOT inspections, but there are no restrictions on vehicle year or manufacturer provided these requirements are met. Bidders must submit firm, fixed pricing as a total lump sum yearly bid calculated using an hourly rate multiplied by 1,560 estimated annual hours, plus a separate hourly rate for overtime hours exceeding eight hours per day, with actual compensation based on hours worked and a minimum four-hour payment guarantee when trucks are not needed for a full eight-hour shift. The contractor must maintain commercial general liability insurance with a combined single limit of not less than $2,000,000 and obtain workers' compensation insurance as required by Oregon law.