6647_IFB.pdf

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Invitation for Bid (IFB)

2025 REGRAVELING PROGRAM (#202530)

IFB No. 6647

Due: Tuesday, April 22, 2025, 2:30 p.m. Eastern Time

Company Street address City

State, Zip Phone Company Website

Completed IFB document and pricing must be submitted through the BidNet Michigan Inter-governmental Trade Network (MITN) website https://www.bidnetdirect.com/

This IFB is for the 2025 Regraveling Program (#202530) as specified in the proposal book and pricing section. Please submit a bid for firm-fixed pricing for the material described herein. Items bid must be manufactured by the original equipment manufacturer (OEM) or must be an approved equal.

All goods meeting specifications, brand, and part number shall be delivered in good condition as required, on the dates established.

1.00 SOLICITATION INFORMATION

1.01 COMMUNICATION

Purchasing Agent: Tracy McDonald 248-858-4796 voice purchasing@rcoc.org

1.02 SOLICITATION SCHEDULE

Published on BidNet Monday, April 7, 2025 IFB due date Tuesday, April 22, 2025, 2:30 p.m., ET

1.03 BID AWARD

The contract will be awarded to the bidder who has offered the lowest price and has met the required specifications. RCOC reserves the right to award to more than one bidder, as it determines in its best interests. Unit prices on all items will prevail.

1.04 BIDDER REJECTION

RCOC reserves the right to reject any and all bids or any part thereof. Any incomplete bid and any bid in which prices are obvious errors may be rejected. A non-conforming response to the specifications or terms and conditions will be considered non-responsive and may be rejected.

http://www.bidnetdirect.com/ http://www.bidnetdirect.com/ mailto:purchasing@rcoc.org

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1.05 PROTEST AND APPEAL PROCEDURES

Bidders aggrieved by the award of any solicitation or resulting contract, may file a written notice of protest with the purchasing agent within seven (7) calendar days of award by the Board of Road Commissioners for Oakland County.

1.06 Alternate Bid

Bidders may submit an alternate bid. Alternate bids must be submitted as a complete and separate bid.

1.07 INCURRED COSTS FOR BIDDING

RCOC shall not be responsible for costs incurred in the preparation and presentation of this bid.

1.08 SAMPLES

Samples may be requested to facilitate the evaluation process, especially if bidding an alternate product. If required, the samples shall be provided to RCOC within 48 hours.

RCOC item number, bidder name, and product number shall be clearly marked on samples. Bidders requesting samples be returned must include a pre-paid shipping label, or UPS account information with the samples.

2.00 INFORMATION FOR BIDDERS

2.01 FINANCIAL DISCLOSURE REQUIREMENTS

RCOC requires that each bidder be financially capable of carrying out the terms of the contract. Bidders may be required to submit a copy of a recent financial statement or annual report. Such requests will be made in writing.

2.02 SUBCONTRACTS

The contractor shall not assign, transfer, convey, sublet or otherwise dispose of this contract, including any or all of its right, title or interest therein, or its power to execute such contract to any person, company or corporation without prior written consent of the RCOC.

2.03 EXEMPTION FROM TAXES

The RCOC is eligible for government pricing and is tax exempt.

2.04 GOVERNING LAW

This contract and all actions hereunder shall be governed by, subject to, and construed according to the laws of the State of Michigan.

2.05 CONTRACT COMMENCEMENT DATE

The contract commencement date shall be the date of the signing of the purchase order (PO) or execution of the contract, as set forth in the PO.

2.06 PACKING SLIPS

The successful bidder shall indicate purchase order number and delivery location on all packing slips and invoices.

2.07 INVOICING AND PAYMENT

Payment will be by ACH transfer or net thirty (30) days after acceptance by RCOC.

2.08 SERVICE CONTRACTS

Upon delivery, a signature of an RCOC employee must be obtained on the service ticket that states the quantity of material delivered. The signed delivery copy must be included with invoicing. RCOC will not be responsible for payment of invoices submitted without signed delivery tickets, or for any discrepancies not reported in writing within 30 days of occurrence.

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2.09 HAZARDOUS SUBSTANCES

State law requires that shipments of hazardous substances shall include Material Safety Data Sheets (MSDS). If required, the website for the MSDS (or a paper copy) must be supplied prior to the first order shipped under any contract, and at any time the MSDS are revised.

2.10 CONFLICT OF INTEREST

It is RCOC’s policy that no RCOC employees or businesses owned and operated by RCOC employees can be used in the performance of this contract.

The services described in this bid may not be assignable without the prior written consent of the RCOC.

3.00 INSURANCE

Successful bidders shall file with the Road Commission for Oakland County Board, copies of completed certificates of insurance as evidence that adequate insurance is carried and continuously maintain such insurance during the life of the contract. Insurance coverage shall be provided in accordance with the following:

1 .Comprehensive General Liability and Auto Liability Including coverage for owned, hired, and non-owned vehicles and Michigan no-fault coverage (PIP)

2. Bodily Injury and Property Damage:

The minimum limits of bodily injury liability and property damage liability shall be:

$1,000,000/per person or occurrence/aggregate OR Combined single limit: Bodily injury and property damage liability shall be $1,000,000 per occurrence/aggregate. Such insurance shall include broad form contractual liability.

3. Products Liability/Completed Operation

$1,000,000/ occurrence/aggregate

4. Worker’s Compensation Insurance – Bodily Injury – Statutory Employer’s Liability -- $500,000/person The successful bidders shall not cancel, reduce, or non-renew the coverage of any insurance required by this section without 30 days prior written notice to the Board. All insurance provided in accordance with this section shall include an endorsement whereby the insurer shall agree to notify the Board immediately of non-renewal or any reduction or cancellation of any coverage.

The successful bidder shall obtain owner’s protective liability insurance with the Road Commission for Oakland County as the named insured.

The successful Bidder agrees to save harmless, indemnify, represent and defend the Board, its officers, agents and employees against any and all claims for personal injury, property damage, or any other claims of whatsoever nature arising out of or related to the performance or non-performance of the work by the Bidder, the Bidder’s employees, agents and subcontractors.

RCOC must be listed as additional insured on General Liability and Auto Liability.

The successful bidder shall require subcontractors maintain insurance as stated above.

All insurance shall be carried with insurance companies authorized to do business in the State of Michigan and acceptable to the RCOC. Alternate acceptable insurance may be approved by RCOC.

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3.01 PROPOSAL BOOK ATTACHED

Bidders shall reference the attached Proposal for Project #202530 for more detailed information and requirements. It being understood that said proposal is to be considered a part hereof.

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4.00 SPECIFICATIONS

ROAD COMMISSION FOR OAKLAND COUNTY

SPECIAL PROVISION

FOR

REGRAVELING PROGRAM

RCOC/MAINT: SP Page 1 of 3 3/20/2025

a. Material Specification

GRAVEL

Aggregate Surface Course 23A shall be as per the Michigan Department of Transportation 2020 Standard Specification Section 902; Tables 902-1 and 902-2.

b. Description of Work

Haul 23A gravel to the jobsite and tailgate spread on various roads throughout the county.

RCOC forces will level and compact the material. RCOC staff will coordinate the daily gravel hauling activities (start time, locations, start day, working days, potential delays due to weather/resources…) with the contractor(s). The project Engineer will provide the contractor

(s) will a list of roads to be gravel. Locations are subject to change at the discretion of the

RCOC.

RCOC reserves the right to split the bid and modify the quantities/locations to be consistent with budgeted funds.

c. Contractor Equipment

The contractor shall comply with all requirements regarding the operation of a motor vehicle upon public roads. The contractor shall maintain vehicles and equipment in safe operating condition and any defective vehicles and/or equipment shall be removed from service until proper repairs are made.

The contractor and all its employees, agents and subcontractors (if any) shall perform the contract, provide services and operate all vehicles and equipment in compliance with all applicable federal, state and local statues, ordinances and regulations, including but not limited to, the Michigan Vehicle Code (being chapter 257 of the Michigan Compiled Laws and including the Motor Carrier Safety Act of 1963) and the Federal Motor Carrier Safety Regulations, and any applicable MIOSHA regulations.

NOTE: Contractor shall be equipped to haul to job site and dump spread a minimum of 850 tons per day.

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FOR

REGRAVELING PROGRAM

RCOC/MAINT: SP Page 2 of 3 3/20/2025

d. Miscellaneous

The contractor shall be responsible for all damages resulting from the contractor’s gravel haul activities. The contractor’s vehicle operators must take notice of and exercise special care when dumping or traveling near utilities (especially overhead lines). The contractor is responsible for any damage to utilities as a result of their activities and is responsible for coordinating repairs with the appropriate utility company, if necessary. The contractor’s vehicle operators shall exercise care and caution while traveling to and from the jobsite and dumping material. Roads will be open to through traffic during this activity.

e. Measurement and Payment

The completed work as measured for gravel haul operations will be paid for at the contract unit price of the following items of work:

Pay Item Pay Unit

Gravel Haul- Township Name ............................................................................................ Ton

“Gravel Haul – Township Name” will be paid for at the contract unit price per ton of gravel hauled to specified roads. The price shall be payment in full for furnishing all the equipment, materials, labor, and supervision necessary to haul gravel to the identified roads and tailgate spread. The same unit price shall apply to additional applications, if requested by the RCOC.

RCOC reserves the right to modify the quantities and locations to be consistent with budgeted funds. The quantities listed in this proposal are estimates and approximate only and such quantities are subject to increase or decrease.

The contractor’s invoice shall include the following: project name, project number, road name, itemized ticket numbers (with associated tonnage) and cost per load, unit price, total number of tons and total price.

All invoices shall be submitted to Steve Printz 2420 Pontiac Lake Road, Waterford, Michigan 48328.

Contractor shall provide the RCOC with a ticket with each load stating the following: Project number, aggregate source, aggregate series, date, time, truck number, weight, and supplier name.

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FOR

REGRAVELING PROGRAM

RCOC/MAINT: SP Page 3 of 3 3/20/2025

f. Locations:

The map below identifies “general” location information. Exact locations of material placement within the identified Townships will be provided to the successful bidder(s) prior to project commencement.

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5.00 ORDER AND CONTACT INFORMATION

Please provide the following information for ordering and for customer service contracts.

Order Desk Customer Service

Name Name

Phone number Phone number

Email address Email address

5.00 INFORMATION FROM BIDDER

Is there an objection or deviation? YES NO

Specify:

Indicate number of days for delivery to RCOC after receipt of order:

Do you offer payment discounts? For example, 2% 10 Net 30 YES NO

If so, state discount

The undersigned is authorized to represent the persons, firms and corporations joining and participating in the submission of this bid, and commits to meeting all aspects of the bid, terms and conditions.

Authorized Signature Title

Print Name Email

Company Street address City

State, Zip Phone Company Website

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TERMS AND CONDITIONS

Specification Deviation: Any deviation from this specification MUST be noted in detail and submitted in writing.

Completed specifications should be attached for any substitutions offered. The absence of a specification deviation statement and accompanying specification will hold the solicitor strictly accountable to the specifications as written herein. Failure to submit this document of specification deviation, if applicable, shall be grounds for rejection of the item when offered for delivery. If specifications or descriptive papers are submitted with bids or proposals, the solicitor’s name should be clearly shown on each document. The RCOC retains the right to determine the equivalency of any product or service.

Quantities: The RCOC requests purchase prices for the items identified in this solicitation, and in accordance with the specifications provided. The quantities provided may be given as a guideline only for the purpose of quote preparation.

These quantities shall not be construed as the total number of purchases for the contract. This estimated figure may increase and/or decrease throughout the term. No guarantee is expressed or implied as to the total quantity of items to be purchased under this contract. The RCOC reserves the right to add or delete like or related items at any time during the term of this contract. The additions or deletions shall be incorporated into the contract in the form of an addendum.

Evaluation: It is RCOC's intent to award the contract to one supplier; however, RCOC reserves the right to award to multiple suppliers if RCOC, at its sole discretion, deems such action to be to the best interest of the public we serve.

Contract award will be made to the lowest responsive/responsible supplier meeting all specifications.

Fiscal Funding: Funding of this contract is dependent on budget appropriations set each fiscal year. If necessary funds to continue with the specified equipment and services are not allocated by RCOC's Board, this contract shall be terminated at the expiration of the appropriated funds.

Delivery and Receipt of Goods: Accessibility for delivery purposes shall be between the hours of 7:30 a.m. and 2:30 p.m. Monday through Friday, with exception of RCOC observed holidays. All deliveries shall be received acceptance “subject to inspection”. All goods must be tailgate delivered.

F.O.B. Destination Freight Prepaid: Title passes to the RCOC when goods are delivered to an RCOC location. The supplier shall pay all freight charges, owns the goods during transit and files claims, if any.

Performance: The supplier agrees to deliver all items meeting specifications, brand, and part number in good condition, on the dates established. For blanket orders, failure to comply with the above performance standards in excess of 5% may result in the cancellation of the order.

Hold Harmless: The supplier agrees to save harmless, indemnify, represent, and defend the RCOC Board, its officers, agents, and employees against any and all claims of whatsoever nature arising out of, or related to, the performance or non-performance of the work by the supplier, the supplier’s employees, or agents.

MIOSHA Regulations: All equipment, machinery, tools and vehicles must meet all MIOSHA standards to be considered.

Compliance with Applicable Laws and Regulations: The supplier specifically agrees to comply with any and all applicable State, Federal, and Local statutes, ordinances, and regulations, and with RCOC regulations during performance of the services and will require compliance of all subcontractors. Additionally, the supplier shall comply with the following: In accordance with Michigan 1976 PA 453, the supplier hereto agrees not to discriminate against an employee or applicant for employment with respect to hire, tenure, terms, conditions or privileges of employment, because of race, color, religion, national origin, age, sex, height, weight or marital status. Further, in accordance with Michigan 1976 PA No. 220, as amended, the parties hereby agree not to discriminate against an employee or applicant for employment with respect to hire, tenure, terms, conditions or privileges of employment, or a matter directly or indirectly related to employment, because of a disability that is unrelated to the individual's ability to perform the duties of a particular job or position. The supplier further agrees that it will require all subcontractors for this project comply with this provision.

Taxes: The RCOC, a government agency, is eligible for government pricing schedules and is tax exempt.

Payment: Payment shall be approximately 30 days after receipt of goods and correct invoice and all specifications herein being met. The purchase order number must appear on all invoices.

Termination for Convenience RCOC may terminate this contract at any time for any reason by giving at least thirty (30) days’ notice in writing to the supplier. If the agreement is terminated by RCOC, the supplier will be paid for all outstanding invoices as of the date of termination.