As-Needed On-Call Material Hauling Services.pdf

COUNTY OF IMPERIAL

REQUEST FOR QUOTATIONS

AS-NEEDED, ON-CALL MATERIAL HAULING SERVICES

COUNTY PROJECT NO. 7012PWS

August 13, 2026

Notice is hereby given that quotations must be submitted via the PlanetBids Vendor Portal, up to the hour of 2:00 p.m. on the date mentioned below for hauling material from local material suppliers and delivering to various road locations within Imperial County on an As Needed, On Call basis for fiscal year 2026-2027 or until funds have exhausted, whichever occurs first.

Quotations must be entered by 2:00 p.m. on Monday, September 14, 2026, using the County’s

PlanetBids Vendor Portal at https://vendors.planetbids.com/portal/64020/portal-home.

Material hauling services consists of material to be picked up at a commercial material supplier in

Imperial County, using bottom dump trucks with trailers, and/or construction end dumps as specified, hauled and delivered to an Imperial County road project on an As-Needed, On Call basis for the 2026-

2027 fiscal year or until funding has been exhausted, whichever occurs first. Typical materials to be picked up, hauled and delivered will be asphalt concrete mixes and/or aggregate materials such as class 2 aggregate base for the County’s road maintenance work.

There is no guarantee of number of trucks needed, or workdays, or known trucking haul routes and distances. This invitation for quotes is for fully burdened hourly rates inclusive of truck (and trailer where specified), operator to be paid prevailing wage rates, all fuels, oils, waiting time, any resources required to furnish this service, for hauling starting and ending at trucking company yard. Advance notice of truck hauling needs will be typically provided with 3-5 working days notification. Work hours will typically be

Monday – Friday during normal construction work hours between 7 am and 4 pm, on non-County holidays. County-wide emergency conditions may require truck hauling on non-normal work hours and weekends with little notification time. The truck hauling work shall be conducted in accordance with this notice inviting quotes, attached specifications and special provisions.

The County reserves the right to reject any or all quotations, or waive any informality in the quotations, and to accept or reject any item thereon.

Quote by vendor shall be applicable for a minimum of 75 calendar days from the date of receipt of quotations. It is requested that quotations be made on the forms furnished herewith and company name with signature be entered where blanks are provided.

https://vendors.planetbids.com/portal/64020/portal-home

SPECIAL PROVISIONS AND SPECIFICATIONS

FOR

August 13, 2026

Purpose

Imperial County needs reliable trucking/hauling services to pick up, haul and deliver asphalt concrete mix and/or aggregate materials from commercial material suppliers in Imperial County to various county road projects within Imperial County. The County performs routine road maintenance on a variety of unpaved and paved roads where these materials are needed. The County has limited available trucks and therefore needs to rely on private sector trucking services on an As-Needed, On-Call basis. The services may be needed for specific road maintenance projects, but also if any countywide road emergencies require materials due to wash outs, earthquake/seismic activity, or other circumstances.

Materials

Materials to be picked up, hauled and delivered include asphalt concrete mixes, hot or cold, for road maintenance work. Typically, a road maintenance project may need an average of 10-12 trucks from ½ day to 2 consecutive workdays. It is anticipated that the County will purchase approximately 50,000 tons of asphalt concrete materials from a separate vendor for fiscal year 2026-2027. Other materials for these services may also include aggregate materials for unpaved roads. These may be used to add base materials to roads, repair washouts due to flooding, protect embankments and repair sinkholes for pipe crossings with separation. An average road project requiring aggregate material may be an average of 3-5 trucks from ½ day to 2 consecutive workdays.

All asphalt concrete mix and/or aggregate materials will be separately purchased by Imperial County directly with various material suppliers, and purchase of materials is not a part of these as-needed, on-call material hauling services.

Trucks

Trucks to be furnished for picking up, hauling and delivery of asphalt concrete mixes shall be bottom dumps with trailers only. These shall have adjustable bottom gates for windrowing when delivering asphalt concrete materials to the various county road maintenance projects. Trucks to be furnished for picking up, hauling and delivery of aggregate materials shall be specified by County for the project need.

Trucks requested for aggregate materials could be bottom dumps with trailers, or large construction end dumps. In County Notice to Proceed for specific projects, the requested type trucks, and number of trucks, as well as date(s) and times, points of pickup and delivery of materials will be provided.

Commercial Material Suppliers

Following is a list of potential commercial material suppliers in Imperial County that the County may purchase materials from. The As-Needed, On-Call Material Hauling Services will require pick up at one of these following locations, to be determined, when a Notice to Proceed is provided to the Vendor, and coordination of actual haul day will occur. Haul days will be coordinated by Imperial County, the

Supplier, and the Vendor:

1. Aggregate Products Inc.

430 Pan American Street

Calexico, CA 92231

2. Aggregate Products Inc.

100 Brawley Avenue

Salton City, CA 92274

3. Pyramid Construction

839 Dogwood Road

Heber, CA 92249

4. Shell Canyon, Ocotillo

(IV Aggregate and/or Vulcan Materials)

Address to be determined

Ocotillo, CA 92259

Notice to Proceed & Process

It is anticipated that multiple Notice to Proceeds will be issued to Vendor over a 12-month period specific to road maintenance work on specific projects. As road maintenance work is scheduled, a typical 3-5 calendar day notification will be provided in writing to the Vendor. Notice to Proceed, will outline how many trucks needed, and what type trucks requested, location of commercial material site, type of materials, date and time to be at material site. The location of delivery point, and contact information of

County foreman at delivery point, typically a county road segment. Vendor shall verify with County and coordinate as needed, to assure a date/time that works for both County and Vendor. County will verify with the material supplier, which will be responsible for loading trucks.

It is understood that if Vendor does not have trucks available at a date/time, that coordination of such other date/time may need to be established between County, Vendor and material supplier. Weather conditions may also require revision of hauling services dates/times.

All loads picked up shall be weighed at commercial material supplier and provided a load ticket. Load tickets shall be provided to County at the material unloading/delivery site. One ticket shall be used per each haul trip, consisting of ticket number, date, truck number, material loading site, destination site and both, departure from material loading site and arrival at delivery site.

At conclusion of project hauling service event, Vendor shall provide summary of trucks used, operators, hours all with identifying information for County review of County records, invoicing and certified payroll records, if not provided monthly.

There is no guarantee of number of trucks needed, or workdays, or known trucking routes and distances until actual County work projects are scheduled. Therefore, the Vendor shall provide hourly rates for these services.

Work hours will typically be Monday – Friday during normal construction work hours between 7 am and

4 pm, on non-County holidays. County-wide emergency conditions may require truck hauling on non-normal work hours and weekends with little notification time. The truck hauling work shall be conducted in accordance with this notice inviting quotes attached specifications and special provisions.

Bidders

The bidder or its employees shall hold all necessary and applicable federal, state or local business and professional licenses. The County will require any or all contractors, its employees, or subcontractors to submit evidence of proper licensure for the entire contract period. The bidder to be selected shall provide the following before an actual contract, or purchase order will be finalized by the County:

• California DMV Motor Carrier Certificate/Permit

• Certificate of Insurance

• Business License

• DIR Registration, Trucking Company or Contractor – See Special Notice No. 1 Attached

California State Prevailing Wages

California State Prevailing Wages are in effect for this As-Needed, On-Call Material Hauling Services.

The Vendor hourly rates per truck, shall include full compensation for provision of trucks, truck operator prevailing wage rate, equipment, fuels, oils, waiting times, administration, overhead and profit, and any other resources required to furnish these hauling services.

Services by Vendor

All services shall comply with current California State Division of Industrial Safety orders, Occupational

Safety and Health Administration (OSHA), California Department of Transportation, and any other as required by local, state or federal laws. Vendor shall be solely responsible for the safety of Vendor’s employees and others relative to Vendor’s hauling services, procedures, truck and equipment and related activities. Additionally,

1. The County may reject, based on its condition, any equipment offered. If, for any reason, the truck is rejected, or the Vendor doesn’t perform, the County will not be liable for any charges.

2. Non-skilled, inefficient operators will not be tolerated at the job site, and the County foreman/supervisor may, when necessary, call for replacement.

3. All equipment shall be operated and maintained in good, serviceable condition and must comply with all current California State Division of Industrial Safety Orders, OSHA, and applicable sections of current California State Vehicle Code.

4. Vendor shall neither assign nor subcontract any of the services required under this contract without prior written consent of the County.

5. It is understood and agreed to by the parties hereto, that Vendor in the performance of providing these As-Needed, On-Call Material Hauling Services, is subject to the control or direction of

County only as to the following: truck types, locations of pickup and delivery, not haul routes, and how delivery will be addressed, either by sequencing end dumps or windrowing.

6. If, in the performance of these services, any third person is employed by Vendor, such person shall be entirely and exclusively under the direction, supervision, and control of Vendor. All terms of employment, including hours, wages, working conditions, discipline, hiring and discharge, or any other terms of employment or requirements of law, shall be determined by

Vendor.

Quotation Submission

This Request for Quotations is being posted to the County’s PlanetBids portal located at:

https://vendors.planetbids.com/portal/64020/portal-home. Prospective vendors must be registered with PlanetBids to access project documents and submit questions, proposals, and cost estimates.

Quotations for this project must be submitted using the “Place eBid” button on the project’s posting on PlanetBids no later than 2:00 P.M. on Monday, September 14, 2026.

The County will not consider quotations received after the specified time and date. An amendment is considered a new submission and will not be accepted after the specified time and date.

This Request for Quotation does not commit the County of Imperial to award a contract or pay any costs associated with the preparation of a quotation. The County reserves the right to cancel, in part or in its entirety, this solicitation should this be in the best interest of the County.

Award

The County intends to award one or more agreements to responsive and responsible proposers whose qualifications, experience, availability, rates, and overall quotations are determined to be in the best interest of the County. The County reserves the right to award agreements to multiple proposers and establishes a pool of qualified vendors to provide hauling services on an as-needed, on-call basis.

A total annual budget of $300,000 has been allocated for these services for Fiscal Year 2026-2027. The

County may distribute work among multiple awarded vendors based on factors including, but not limited to, project location, contractor availability, response time, equipment availability, past performance, workload demands, hourly rates, and the best interests of the County. No guarantee is made as to the amount of work, if any, that will be assigned to any individual vendor. Should additional funding become available, the County reserves the right to amend the total budget and modify the compensation authorized under any resulting agreement(s), subject to the Imperial County Board of Supervisors approval.

Compensation shall be based solely on actual services authorized and performed. Payment will be determined by the number and type of trucks utilized, the applicable awarded hourly rates, and the actual hours worked in support of County operations. Vendors may submit invoices for individual hauling assignments or monthly for services performed during the preceding billing period. All invoices shall include sufficient support documentation as required by the County to verify services rendered.

The successful Vendor further agrees the prices quoted shall be inclusive of all applicable taxes, charges and/or surcharges.

Once awarded, a subsequent Notice to Proceed will be provided by the County in coordination with the

Vendor to schedule the actual dates of services to be provided. Multiple Notice’s will be provided for each specific hauling services, on an “As-Needed, On-Call basis. See elsewhere in this Notification.

Sample Agreement for Services and Minimum Insurance Requirements provided in Exhibit A & Exhibit B https://vendors.planetbids.com/portal/64020/portal-home

VENDOR QUOTATION SCHEDULE

The County of Imperial is soliciting quotations for As-Needed, On-Call Material Hauling

Services in accordance with this Request for Quotations, including all special provisions and specifications.

Proposers shall submit fully burdened hourly rates that include all costs necessary to provide the requested hauling services, including, but not limited to, truck and trailer (where applicable), operator compensation, prevailing wages when required by law, fuel, lubricants, maintenance, insurance, overhead, profit, waiting time, and all other resources necessary to perform the work.

Vendor quotes shall provide fully burdened hourly rates inclusive of truck (and trailer where specified), operator compensation at applicable prevailing wage rates, fuel, lubricants, maintenance, insurance, overhead, profit, mobilization, demobilization, travel time, waiting time, and all other costs necessary to furnish the requested hauling services.

Billable time shall commence when the hauling unit departs the contractor's designated dispatch location, yard, or place of business in response to a County work assignment and shall continue until the hauling unit returns to its dispatch location, yard, or place of business upon completion of the assignment.

The submitted hourly rate shall constitute full compensation for all labor, equipment, travel, operating costs, and incidentals required to perform the work. No separate payment shall be made for mobilization, demobilization, mileage, fuel surcharges, or travel expenses.

The County reserves the right to award contracts to multiple responsive and responsible proposers and to issue work assignments based upon location, availability, response time, contractor qualifications, past performance, and the best interests of the County.

The County intends to establish one or more on-call agreements with responsive and responsible proposers. Notwithstanding the number of agreements that may be executed under this project, the total compensation authorized during Fiscal Year 2026-2027 shall not exceed $300,000, unless supplemental funding should become available and subsequently authorized and approved in writing by the County. The County makes no representation or guarantees regarding the amount of work to be assigned and reserves the right to issue no work under any resulting agreement.

The County reserves the right, in its sole discretion and subject to the availability of funding, to award contracts to multiple responsive and responsible proposers when determined to be in the best interest of the County.

Hauling using Bottom Dump Trucks, with Trailer from commercial material suppliers to various County Roads:

Hourly Rate (in numbers) Hourly Rate (in words)

Hauling using Construction End Dumps (20 cy capacity) from commercial material suppliers to various County Roads:

Hourly Rate (in numbers) Hourly Rate (in words)

The undersigned hereby declares:

(a) That VENDOR has carefully examined the Request for Quotations for As-Needed, On-Call Material

Hauling Services, County Project No. 7012 PWS, including the Special Provisions and Specifications and makes this proposal herewith.

(b) That Vendor proposes to accept in full payment for the hauling services the prices shown in this attached Schedule. It is understood and agreed that the hauling will be performed on an As-Needed, On-Call schedule for the fiscal year 2026-2027 or until funding has been exhausted, whichever occurs first. The hourly unit price will apply to the actual hours per truck actually used in the services, whatever they may be.

(c) That Vendor’s cost above includes full price for any and all surcharges and taxes.

(Company)

By:_ _________________ _

(Title)

SPECIAL NOTICE NO. 1

Pursuant to the requirements of Senate Bill 854 and California Labor Code section 1725.5, all contractors and subcontractors that wish to engage in public work through a public works contract must first register with the Department of Industrial Relations and pay all applicable fees. This also applies to trucking.

Beginning March 1, 2015, no contractor or subcontractor may be listed on a bid proposal for a public works project unless registered with the Department of Industrial Relations, pursuant to

Labor Code section 1725.5 (with limited exceptions from this requirement for bid purposes only under Labor Code section 1771.1(a)).

Beginning April 1, 2015, no contractor or subcontractor may be awarded a contract for public work on a public works project unless registered with the Department of Industrial Relations, pursuant to Labor Code section 1725.5.

This Project is subject to compliance monitoring and enforcement by the Department of

Industrial Relations.

For more information concerning Senate Bill 854 compliance, please visit:

http://www.dir.ca.gov/Public-Works/SB854.html.

NEW PUBLIC WORKS CONTRACTOR REGISTRATION LAW [SB 854]

FACT SHEET

SB 854, a budget trailer bill that was signed into law on June 20, 2014, and became effective immediately, made several significant changes to laws pertaining to the administration and enforcement of prevailing wage requirements by the Department of Industrial Relations (DIR).

Among other things, SB 854 established a new public works contractor registration program to replace prior Compliance Monitoring Unit (CMU) and Labor Compliance Program (LCP) requirements for bond-funded and other specified public works projects. The fees collected through this new program will be used to fund all of DIR’s public works activities, including compliance monitoring and enforcement, the determination of prevailing wage rates, public works coverage determinations, and hearing enforcement appeals.

Essentials of public works contractor registration program:

• Contractors will be subject to a registration and annual renewal fee that has been set initially at $300. The fee is non-refundable and applies to all contractors and subcontractors who intend to bid or perform work on public works projects (as defined under the Labor Code).

• Contractors will apply and pay the fee online and must meet minimum qualifications to be registered as eligible to bid and work on public works projects:

o Must have workers’ compensation coverage for any employees and only use subcontractors who are registered public works contractors.

http://www.dir.ca.gov/Public-Works/SB854.html o Must have Contractors State License Board license if applicable to trade.

o Must have no delinquent unpaid wage or penalty assessments owed to any employee or enforcement agency.

o Must not be under federal or state debarment.

o Must not be in prior violation of this registration requirement once it becomes effective. However, for the first violation in a 12-month period, a contractor may still qualify for registration by paying an additional penalty.

• The registration fee is not related to any project. It is more like a license that enables the registrant to bid on and perform public works.

• DIR will post a list of registered contractors and subcontractors on its website so that awarding bodies and contractors will be able to comply with requirements to only use registered contractors and subcontractors.

• Various protections are built in so that o A contractor won’t be in violation for working on a private job that is later determined to be public work;

o The inadvertent listing of an unregistered subcontractor on a bid won’t necessarily invalidate that bid;

o A contract with an unregistered contractor or subcontractor is subject to cancellation but is not void as to past work;

o An unregistered contractor or subcontractor can be replaced with one who is registered;

o A contractor whose registration lapses will have a 90-day grace period within which to pay a late fee and renew.

• Registrations will begin after July 1, 2014, once the registration system is ready to go online. The preferred method of payment will be by credit card.

• The requirement to list only registered contractors and subcontractors on bids becomes effective on March 1, 2015. The requirement to only use registered contractors and subcontractors on public works projects applies to all projects awarded on or after April

1, 2015.

Essentials of Public Works Enforcement Fund:

All contractor registration fees will go into the State Public Works Enforcement Fund and be used to fund the following items --

• administration of contractor registration requirement

• all DIR costs for administering and enforcing public works laws

• Labor Commissioner’s enforcement of other Labor Code violations on monitored public works projects.

DIR will no longer charge awarding bodies for prevailing wage compliance monitoring and enforcement by the CMU. (Note: DIR will continue to bill and collect fees from awarding agencies for CMU services provided through June 20, 2014.)

Related changes in DIR’s administration and enforcement of public works requirements:

• Requirements to use CMU or specified alternative (labor compliance program or project labor agreement) for state bond-funded and other specified projects have been eliminated and replaced by requirements that apply to all public works projects (as defined under the Labor

Code).

• Awarding bodies are now required to submit PWC-100 (contract award notice) for all public works projects. (This requirement previously applied to about 90% of all projects.)

• Contractors and subcontractors on all public works projects will be required to submit certified payroll records (CPRs) to the Labor Commissioner unless excused from this requirement.

o This requirement will be phased in as follows:

▪ Applies immediately to public works projects that have already been under

CMU monitoring, i.e. contractors on ongoing projects that have been submitting

CPRs to the CMU will continue doing so

▪ Will apply to any new projects awarded on or after April 1, 2015

▪ May apply to other projects as determined by Labor Commissioner

▪ Will apply to all public works projects, new or ongoing, on and after January 1, o The Labor Commissioner may make exception to this requirement for

▪ Projects covered by qualifying project labor agreement

▪ Projects undertaken by one of four remaining awarding bodies with legacy LCPs

(Caltrans, City of Los Angeles, County of Sacramento, and Los Angeles Unified

School District), so long as those LCPs remain approved by DIR o CPRs will be furnished online (as is done currently for CMU). DIR intends to continue making improvements to this process, including creating a means for general contractors to have online access to the CPRs submitted by their subcontractors.

• Requirements for awarding bodies to adopt and enforce a DIR-approved LCP are now limited to: (1) public works projects awarded prior to January 1, 2012, that were under a preexisting LCP requirement; and (2) projects funded in whole or in part by Proposition 84.

DIR Public Works Funding Legislation – SB 854 June 30, 2014

FACT SHEET END