8-PWO130995 General Requirements.pdf

PWO130995 Asphalt Concrete Mix and Delivery Services

REQUEST FOR BIDS AND RESULTING CONTRACT

GENERAL REQUIREMENTS

1.0 SCOPE:

Salt Lake County Contracts and Procurement, on behalf of Public Works Operations invites your firm to bid on providing asphalt concrete mix and trucking/delivery services, as more fully described in the attached specifications.

2.0 CONTENTS:

If any provision or specification in this “Request for Bids and Resulting Contract” (RFC) is ambiguous or is disputed by a bidder, the bidder must notify the County Contracts and Procurement Division prior to the opening of the bids. No dispute or protest concerning the ambiguity of these specifications or provisions of this RFC shall be accepted following opening of the bids.

3.0 QUESTIONS:

Questions shall be submitted through Bonfire – Utah Public Procurement Portal. Questions are due prior to the question date and time specified. If a question/answer changes the RFC document, the change will be released in an addendum. Do NOT contact the Agency, Division, Department, or other County officers or employees.

4.0 CONTRACT TERM:

The contract resulting from this solicitation will become effective on the date of execution with a six (6) year term. The County reserves the right to review the contract on a regular basis regarding performance and cost analysis and may negotiate price and service elements during the term of the contract.

5.0 ANNUAL PURCHASES:

No minimum or maximum quantity or purchases under this contract can be specified. For information purposes only and not as a guarantee of usage by the County, approximate annual amount under these contracts may be $1,700,000.00 annually. Estimated asphalt usage of 25,000 tons within Salt Lake County, such as:

• Millcreek City

• Taylorsville City

• Holladay City

• Magna City

• Kearns

• White City

• Unincorporated County

*Note: The above tonnage is only an estimate and not a guarantee of purchase and is subject to change. Purchases will be determined on trucking costs and availability.

6.0 DELIVERY:

Bidders may bid on material supply only (FOB Plant – will-call) or may additionally bid on trucking and delivery services per Part B of the Specifications/Pricing schedule. The County reserves the right to select one or both service categories. Where trucking/delivery is provided, the requirements of Section 8.0 and Part B of the bid schedule apply.

7.0 AWARD:

Salt Lake County may reject any or all bids if it is deemed to be in the best interest of the County.

The County reserves the right to do a multiple award by awarding multiple contracts to the responsive, responsible bidders meeting specifications. Purchases will be made based upon agency criteria such as price quotes, availability, location, etc.

A. If you do not carry an item on the Bid Schedule please don’t leave the space blank fill in the box with a N/A.

8.0 ORDERING AND INVOICING:

Orders made under this contract may be made by telephone or may be written. Large orders (800 ton or greater) will be placed a minimum of 24 hours in advance. All other orders will be placed on an as needed basis. Orders are to be coordinated with Public Works at 385-468-6101 or Department requesting product. If after the Contractor has received an order and Contractor(s) are not able to produce the required quantity, Contractor(s) shall give the County eight (8) hours advance notice of their inability to produce the product requested to allow County to procure the product from another contractor.

Contractor(s) are required to provide the County with a receipt, which includes date, quantity received, type of product and pricing at the time product is received.

An invoice shall be submitted to within 30 days after delivery: Operations Division prefers invoices be submitted electronically to kbodily@saltlakecounty.gov and pwOps- Online@saltlakecounty.gov. or you may mail the invoice to: Salt Lake County Operations 604 W 6960 S, Midvale, Utah 84047 Attn: Accounts Payable

Due to the awarded contract being available for use in all departments of Salt Lake County, vendor will need to provide invoice with respect to the Division that received the product.

Invoice will include date, time and quantity of product received, and a copy of the receipt with the signature of the County personnel at the site for verification. Salt Lake County has various departments located throughout Salt Lake County that may use this contract.

In order to insure availability of asphalt, when needed, it is required that bidders be within the geographical boundaries of Salt Lake County or within 25 miles of the County boundary.

Where trucking/delivery services are provided under Part B of the bid schedule, the County will provide the following notifications to awarded vendors when possible

Standard orders (200-400 tons): Minimum 24 hours advance notice will be provided.

Large orders (400 tons or greater): Minimum 48 hours advance notice will be provided.

Urgent/emergency orders: Contractor shall make best effort to respond within 4 hours of request; availability is not guaranteed.

mailto:kbodily@saltlakecounty.gov mailto:pwOps-Online@saltlakecounty.gov.%20 mailto:pwOps-Online@saltlakecounty.gov.%20

9.0 PRICING:

Pricing on bid schedule is to be the price to be paid by the County upon each order as shown on the contractor’s bid.

10.0 PRICE ESCALATION / DE-ESCALATION:

Pricing is to remain firm for the first 12-month term of the resulting contract. Prices in the second thru the fifth terms of the resulting contract may not increase more than 5% from the prior term.

Price increase requests should be submitted to Salt Lake County, Contracts and Procurement at least 90 days prior to contract renewal and, if approved, would be incorporated into the next term of the contract. Price increase requests must be supported by written documentation from the contractor detailing their cost increases. Price de-escalation is to be immediately communicated to the County and will be incorporated into the contract.

15.0 REQUIRED INSURANCE POLICIES:

GENERAL INSURANCE REQUIREMENTS FOR ALL POLICIES.

A. Any insurance coverage required herein that is written on a “claims made” form rather than on an “occurrence” form shall (i) provide full prior acts coverage or have a retroactive date effective before the date of this Agreement, and (ii) be maintained for a period of at least 3 (three) years following the end of the term of this Agreement or contain a comparable “extended discovery” clause. Evidence of current extended discovery coverage and the purchase options available upon policy termination shall be provided to the County.

B. All policies of insurance shall be issued by insurance companies licensed to do business in the State of Utah and either:

(i) Currently rated A- or better by A.M. Best Company;

—OR—

(ii) Listed in the United States Treasury Department’s current Listing of Approved Sureties (Department Circular 570), as amended.

C. Bidder shall furnish certificates of insurance, acceptable to the County, verifying the foregoing matters concurrent with the execution hereof and thereafter as required.

D. In the event any work is subcontracted, Bidder shall require its subcontractor, at no cost to the County, to secure and maintain all minimum insurance coverages required of the Bidder hereunder.

E. In the event that governmental immunity limits are subsequently altered by legislation or judicial opinion, Bidder shall provide a new certificate of insurance within 30 (thirty) days after being notified thereof in writing by the County, certifying coverage in compliance with the modified limits or, if no new limits are specified, in an amount acceptable to the County.

F. All required certificates and policies shall provide that coverage thereunder shall not be canceled or modified without providing 30 (thirty) days prior written notice to the County in a manner approved by the County District Attorney.

G. In the event Bidder fails to maintain and keep in force any insurance policies as required herein, County shall have the right at its sole discretion to obtain such coverage and reduce payments to Bidder for the costs of said insurance.

REQUIRED INSURANCE POLICIES.

Bidder agrees to secure and maintain the following required policies of insurance in accordance with the general insurance requirements set forth in the preceding subsection:

A. Workers’ compensation and employer’s liability insurance as required by the State of Utah unless a waiver of coverage is allowed and acquired pursuant to Utah law. This requirement includes Bidders who are doing business as an individual and/or as a sole proprietor as well as corporations, limited liability companies, joint ventures and partnerships. In the event any work is subcontracted, Bidder shall require its subcontractor(s) similarly to provide workers’ compensation insurance for all of the latter’s employees, unless a waiver of coverage is allowed and acquired pursuant to Utah law.

B. Commercial general liability insurance on an occurrence form with the County as an additional insured, in the minimum amount of $1,000,000 per occurrence with a $2,000,000 general policy aggregate and $2,000,000 products completed operations policy aggregate. The policy shall protect the County, Bidder, and any subcontractor from claims for damages for personal injury, including accidental death, and from claims for property damage that may arise from Bidder’s operations under this Agreement, whether performed by Bidder itself, any subcontractor, or anyone directly or indirectly employed by either of them. Such insurance shall provide coverage for premises operations, acts of independent Bidders, and completed operations.

C. Commercial automobile liability insurance that provides coverage for owned, hired, and non-owned automobiles, with the County as an additional insured, in the minimum amount of $1,000,000 per occurrence.

12.0 NON-EXCLUSIVE CONTRACT:

The contract to be awarded shall be non-exclusive. Salt Lake County reserves the right to purchase at its discretion, any product or service covered by the resulting contract from other sources during the term of the contract.

13.0 REQUIREMENTS:

The required product under this contract shall meet UDOT and APWA specs. Awarded contractor must submit current asphalt mix design which meets APWA Standard Specifications Section 32 12 05 (Revised 2026).

Mix design must be submitted to County upon request.

All mixes shall conform to the current APWA mix designator by roadway classification (see Section 14.12.100 of the Municipal Code and APWA Section 32 12 05). Superpave (SP) mix designations replace legacy Marshall DM designations. Acceptable mixes are detailed in Part A of the Specifications/Pricing schedule.

14.0 TERMS AND CONDITIONS:

Bidder agrees that if awarded a contract under this solicitation, Salt Lake County’s Terms and Conditions, attached, will apply.

15.0 PARTIAL BID SUBMISSION:

Submission of a partial listing of items on the Specifications/Pricing sample list will be accepted.

PART B – TRUCKING AND DELIVERY SERVICES (Price per US TON delivered, unless otherwise noted) Bidders may elect to bid Part B in addition to Part A. Delivery must comply with the notice requirements specified in Section 8.0. All prices are in addition to the FOB Plant material price in Part A.

Line Item Unit Est.

QTY

Unit Price Extended Price

T-1 Delivery – Standard Order (48-hour advance notice, 200-400 tons). Transport of asphalt materials from Contractor’s plant to County-designated project site within Salt Lake County. Includes truck, driver, and dispatch coordination. All road classes and mix types listed in Part A. Price per US TON delivered.

US

TON

5,000 $

T-2 Delivery – Large Order / Priority (48-hour advance notice, 400 tons or greater). Same scope as T-1.

Minimum 24-hour advance notice required. Price per US TON delivered.

US

TON

5,000 $

T-3 Dedicated Truck – Full Day Rate (minimum 8 hours).

One dedicated haul truck and driver for full-day operations at County direction. 48-hour advance notice required. Price per DAY.

DAY 50 $

T-4 Dedicated Truck – Hourly Rate (no minimum) One dedicated haul truck and driver for full-day operations at County direction. No advanced notice. Price per hour.

HOUR 100 $

T-5 Weekend / Holiday Delivery Premium. Applies to deliveries on Saturday, Sunday, or County-recognized holidays. 48-hour advance notice required. Premium surcharge per US TON delivered, in addition to applicable T-1 or T-2 rate.

US

TON

500 $

T-6 After-Hours Delivery Premium. Applies to deliveries outside 6:00 AM – 6:00 PM. 48-hour advance notice required. Premium surcharge per US TON delivered, in addition to applicable T-1 or T-2 rate.

US

TON

500 $

Grand Totals – Part B $

*Note: Quantities in Part B are estimates only and do not constitute a purchase guarantee. County will order trucking services at its discretion based on operational needs and cost analysis.