ITB # 624 Construction Aggreegate Admin Doc.docx

STATE OF IDAHO

DIVISION OF PURCHASING

FOR

IDAHO MILITARY DIVISION

Invitation to Bid (ITB) ITB # 732

IMD Construction Aggregate Contract

TABLE OF CONTENTS

ITB Administrative Information

ITB Lead:

Michael Piccono, Purchasing Officer Division of Purchasing 650 W State St, RM 100, Boise ID, 83720 Michael.Piccono@adm.idaho.gov 208-332-1612

IPRO LOGIN

PURPOSE

The Idaho Military Division (“IMD”), through the Idaho Division of Purchasing (“DOP”), is requesting Bids from qualified Vendors for the purchase of Construction Aggregate on an “as needed” basis in accordance with the specifications provided below.

GENERAL INFORMATION, solicitation instructions and standard terms and conditions This Solicitation is issued by the state of Idaho (the “State”) via IPRO Powered by Luma (IPRO). The ITB Lead is the only contact for this Solicitation. All correspondence regarding this ITB shall be in writing. In the event that it becomes necessary to revise any part of this ITB, amendments will be posted at IPRO. It is the responsibility of the Bidder to monitor IPRO for any updates or amendments. Any oral interpretations or clarifications of this ITB shall not be relied upon. All changes to this ITB must be in writing and posted at IPRO to be valid. Alternate Bids are not allowed.

INQUIRIES

Questions or other correspondence must be submitted in writing to the ITB Lead listed below. QUESTIONS MUST BE RECEIVED BY 11:59:59 P.M. Mountain Time ON THE DATE LISTED IN THE ITB ADMINISTRATIVE INFORMATION. Written questions must be submitted using Attachment 1, Bidder Questions. Official answers to all written questions will be posted on IPRO as an amendment to this ITB.

ITB Lead: Michael Piccono, Purchasing Officer Phone: 208-332-1612 E-mail: Michael.Piccono@adm.idaho.gov

Any questions regarding the State of Idaho Standard Contract Terms and Conditions found at (Contract Terms and Conditions) must also be submitted in writing, using Attachment 1, Bidder Questions, by the deadline identified in the ITB Administrative Information. The State will not consider proposed modifications to these requirements after the date and time set for receiving questions. Questions regarding these requirements must contain the following:

1. The rationale for the specific requirement being unacceptable to the party submitting the question (define the deficiency).

2. Recommended verbiage for the State’s consideration that is consistent in content, context, and form with the State’s requirement that is being questioned.

3. Explanation of how the State’s acceptance of the recommended verbiage is fair and equitable to both the State and to the party submitting the question.

Bids which condition the Bid based upon the State accepting other terms and conditions not found in the ITB, or which take exception to the State’s terms and conditions, will be found non-responsive, and no further consideration of the Bid will be given.

SPECIFICATIONS

See Attachment 3 Specifications.

QUANTITY

The quantities provided in Attachment 2 – Bid Schedule are estimated annual quantities and used for evaluation and award purposes. IMD anticipates ordering full truckloads for delivery, orders less than full truck load IMD anticipates picking up. Actual quantities purchased may vary; no minimum or maximum amounts are guaranteed or implied. Additional quantities that surpass the amount listed may be placed by IMD for up to twenty five percent (25%) beyond the total estimated annual quantities for each Construction Aggregate and will be governed under the same terms and conditions, and pricing as identified in this ITB.

COST

Provide your fully burdened Total Cost on the Bid Schedule (Attachment 2).

BILLING PROCEDURE

The Contractor must provide a signed invoice upon delivery of each line item. The invoice and respective reports must be submitted no later thirty (30) calendar days after delivery. No invoice will be accepted or paid without receipt of required reports/documentation. Invoices submitted without the required reports/documentation will be returned to the Contractor for resubmission.

The Contractor must provide the following information with each invoice:

Invoices and reports are to be submitted to:

Agency Contact Person: Brenda Hughes Agency Name: Idaho Military Division - SRO Address: 4040 W Guard St., BLDG 600 Boise, ID. 83705 Email: SROINVOICES@IMD.IDAHO.GOV

SUBMISSION REQUIREMENTS

Required Bid Submission Items Your Bid Submission must consist of the following:

Bid Schedule Provide your cost information on Attachment 2, Bid Schedule, below. Do not submit your Bid on any other form. Submitting your Bid on a form different than the Bid Schedule may cause your Bid to be rejected as non-responsive.

State of Idaho Signature Page The State of Idaho Signature Page must be completed and submitted as part of your Bid. The State of Idaho Signature Page is attached in IPRO.

Bid Submission Methods Bids must be submitted electronically via IPRO. Do not fax or e-mail your Bid. Your Bid must be received at the Division of Purchasing by the date and time specified on the IPRO header document. The official time, for bid closing purposes, is the Division of Purchasing’s time clock.

Electronic Submission via IPRO Submitting electronically via IPRO, upload all of the Required Bid Submission Items (See Section 10.1) and enter your cost in IPRO for each line item; as the “Total Cost” on the Bid Schedule OR $0.01 as your cost in IPRO.

Upload all Required Bid Submission Items using Microsoft products such as Word and Excel. Do not submit items in .pdf format, unless provided otherwise in this ITB.

Submitting via IPRO, be advised that that the Bidder for Bid evaluation and award purposes is the entity profile under which you submit in IPRO, which must be the same legal entity presented in your uploaded response materials. If the entity identified on the state supplied Signature Page differs from the entity under which you submit your Bid in IPRO, the information provided on the Signature Page prevails.

It is mandatory to submit your Bid electronically via IPRO, all Bidders participating in a Solicitation issued through IPRO must establish an account in the IPRO system as it is necessary in order to process and/or award the resulting Contract(s). It is free to establish an account and only takes a few minutes.

Bidders are further advised to upload response materials with descriptive file names, organized and consolidated in a manner which allows the State to efficiently navigate the Bidder’s response; as the State will print uploaded documents for evaluation in the manner received via IPRO.

Trade Secrets If your Bid contains trade secret information which you have identified, you must also submit a redacted copy of the Bid (in electronic format, with the word “redacted” in the file name) with all trade secret information removed or blacked out; as well as a separate document containing a complete list (per the instructions in the three (3) paragraphs directly below) of all trade secret information which was removed or blacked out in the redacted copy.

Paragraph 28 of the Solicitation Instructions to Vendors describes trade secrets to “include a formula, pattern, compilation, program, computer program, device, method, technique or process that derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons and is subject to the efforts that are reasonable under the circumstances to maintain its secrecy.” In addition to marking each page of the document with a trade secret notation (as applicable; and as provided in Paragraph 28 of the Solicitation Instructions to Vendors), Bidders must also:

Identify with particularity the precise text, illustration, or other information contained within each page marked “trade secret” (it is not sufficient to simply mark the entire page). The specific information you deem “trade secret” within each noted page must be highlighted, italicized, identified by asterisks, contained within a text border, or otherwise clearly delineated from other text/information and specifically identified as a “trade secret.”

Provide a separate document entitled “List of Redacted Trade Secret Information” which provides a succinct list of all trade secret information noted in your Bid; listed in the order it appears in your submittal documents, identified by Page #, Section #/Paragraph #, Title of Section/Paragraph, specific portions of text/illustrations; or in a manner otherwise sufficient to allow the State’s procurement personnel to determine the precise text/material subject to the notation. Additionally, this list must identify with each notation the specific basis for your position that the material be treated as exempt from disclosure.

AWARD

Award will be made to the responsive responsible Bidder with the lowest Total Cost, as provided on Attachment 2 Bid Schedule. Bidders must bid on all line items to be considered for award.

Note: In the event of conflict with the State’s Standard Terms and Conditions, or other terms, conditions or requirements contained in this ITB, the following provisions will take precedence:

Installation and Acceptance Upon request by the Idaho Military Division, the Contractor shall uniformly spread the aggregate material ordered on the designated section or area as specified. The Agency will provide plans outlining the required grades, depths, and conformity standards to ensure proper installation. The Contractor shall adhere strictly to these specifications and complete the work to the satisfaction of the Agency.

Acceptance of aggregate shall meet the requirements of Attachment 3 - Specifications. If IMD determines the aggregate is not in accordance with the specifications, or is a different material than what was ordered, IMD will notify the Contractor to remove the aggregate, correct the discrepancy, and re-deliver to the specified location at the Contractor’s expense. The timeframe for completion of the corrective action must be agreed upon between IMD and the Contractor and shall not exceed fourteen (14) days from receipt of written notification from the IMD Purchasing and Contracting Office.

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Reporting requirements Contractor must provide all available technical data sheets with each delivery, which at a minimum must include quality and mixture reports.

contractor delivery / agency pickup At the time of each order IMD may request delivery to be performed by the Contractor. In some cases, IMD may request an IMD employee to pick up the order. Pickup must be available within fifty (50) miles of the delivery locations below.

Deliveries must be made to the designated locations (listed below) within fourteen (14) business days following the Contractors acknowledgment of the order, unless otherwise agree to in writing. The Locations below are approximate and are for information only, exact location will be provided with each order request. The majority of deliveries will be in the Orchard Combat Training Center (OCTC). Deliveries performed by the Contractor must be FOB Destination.

Idaho Military Division - Gowen Field 4040 W Guard St., BLDG 600 Boise, ID. 83705

Orchard Combat Training Center (OCTC) - South of Gowen Field 33400 S. Orchard Access Rd.

Boise, ID. 83716

Fuel Surcharge Fuel surcharges shall not be allowed.

Compliance with All construction aggregate must meet or exceed the latest versions of the Idaho Standards for Public Works Construction, the Idaho Transportation Department Standard Specifications for Highway Construction, and the standards of the American Association of State Highway and Transportation Officials (AASHTO). Updated specifications and standards can be accessed at:

· Idaho Standard for Public Works Construction (https://lhtac.org/resources/ispwc/),

· Idaho Transportation Department Specifications for Highway Construction (https://apps.itd.idaho.gov/apps/manuals/specbook/specbook17.pdf) and,

· The American Association of State Highway and Transportation Officials (“AASHTO”) (https://transportation.org/)

Price Adjustment Clause Prices must be firm for six (6) months from the effective date of the Contract. A price adjustment may be considered two (2) times per year thereafter. If a price adjustment is requested, the Contractor must notify DOP and IMD in writing as further detailed below.

The Contractor must:

· provide a letter identifying the line item(s) of the Contract, the amount of the increase for each item, and a detailed reason for the increase.

· provide supporting documentation such as letters from suppliers, price index, etc.

Increases will be limited to the actual increases to the Contractor that are applicable industry wide.

Price increases will not be effective until an Amendment to the Contract is agreed to by the parties and executed by DOP.

Records Maintenance Contractor shall maintain or supervise the maintenance of all records necessary to properly account for all payments made to the Contractor pursuant to the Contract. These records shall be retained by the Contractor for at least three (3) years after the Contract terminates, or until all audits initiated within the three (3) years have been completed, whichever is later.

Audit Rights The Contractor agrees to allow State and Federal auditors and State purchasing staff access to all the records relating to this Contract, for audit, inspection, and monitoring of services or performance. Such access will be during normal business hours or by appointment.

ITB # 624 IMD Construction Aggregate Contract

ATTACHMENT 1 – BIDDER QUESTIONS

PLEASE DO NOT IDENTIFY YOUR NAME OR YOUR COMPANY’S NAME OR PRODUCT NAMES OF INTELLECTUAL PROPERTY IN YOUR QUESTIONS.

ADD ROWS BY HITTING THE TAB KEY WHILE WITHIN THE TABLE AND WITHIN THE FINAL ROW.

The following instructions must be followed when submitting questions using the question format on the following page.

1. DO NOT CHANGE THE FORMAT OR FONT. Do not bold your questions or change the color of the font.

2. Enter the ITB section number that the question is for in the “ITB Section” field (column 2). If the question is a general question not related to a specific ITB section, enter “General” in column 2. If the question is in regards to a State Term or Condition or a Special Term or Condition, state the clause number in column 2. If the question is in regard to an attachment, enter the attachment identifier (example “Attachment A”) in the “ITB Section” (column 2), and the attachment page number in the “ITB page” field (column 3).

3. Do not enter text in the “Response” field (column 5). This is for the State’s use only.

4. Once completed, this form is to be e-mailed per the instructions in the ITB. The e-mail subject line is to state the ITB number followed by “Questions.”

ATTACHMENT 3 – specifications

These specifications are the minimum mandatory specifications that your Bid must meet in order for the State to consider your Bid for award. Restate each specification listed in this section in which your bid deviates, followed by your response demonstrating that your Bid meets or exceeds the required specifications; provide model, part #, or description, as appropriate.

All construction aggregate must meet or exceed the latest versions of the Idaho Standards for Public Works Construction, the Idaho Transportation Department Standard Specifications for Highway Construction, and the standards of the American Association of State Highway and Transportation Officials (AASHTO). Updated specifications and standards can be accessed at:

· Idaho Standard for Public Works Construction (https://lhtac.org/resources/ispwc/),

· Idaho Transportation Department Specifications for Highway Construction (https://apps.itd.idaho.gov/apps/manuals/specbook/specbook17.pdf and,

· The American Association of State Highway and Transportation Officials (“AASHTO”) (https://transportation.org/)

All aggregate to Idaho Standard for Public Works Construction and ITD's Standard Specifications for Highway Construction as follows:

1. Aggregates and General Requirements

1.1. 6 inch Minus Uncrushed Aggregate:

1.1.1. Uncrushed, hard, durable gravel or fragments of stone

1.1.2. May include sand, stone dust or similar filler material.

1.1.3. Screen out or crush down oversize material to meet graduation requirements.

1.1.4. Percent of wear not more than fifty percent (50%), at five hundred (500) revolutions on material retained on No.4 sieve.

1.1.5. Gradation

Gradations are listed in the following chart:

UNCRUSHED AGGREGATE GRADATIONS

PERCENTAGES BY WEIGHT PASSING SQUARE MESH SIEVES

8 inch

3 inch

1 inch

3/8inch

No.16

No. 50

No. 100

1.1.5.1. AASHTO T 2: Sampling of Aggregates.

1.1.5.2. AASHTO T 11: Materials Finer than 75 μm (no. 200)Sieve in Mineral Aggregates by washing.

1.1.5.3. AASHTO T 27: Sieve analysis of Fine and Coarse Aggregates.

1.1.5.4. AASHTO T 248: Reducing large samples of aggregate to testing size.

1.1.5.5. AASHTO T 255:Total Moisture Content of Aggregate by Drying.

1.1.5.6. Allowable percentage passing No. 4 sieve may be adjusted within the range shown in the table.

1.1.5.7. Portion of fine aggregate passing the No.200 sieve to be less than sixty percent (60%) of that portion passing the No. 40 sieve.

1.1.5.8. Liquid limit of fine aggregate passing the No. 40 sieve (425 µm) . Plasticity Index less than (<) 6.

1.1.5.9. AASHTO T 89: Determining the Liquid Limits of Soils.

1.1.5.10. AASHTO T 90: Determining the Plastic Limit and Plasticity Index of Soils.

1.1.5.11. Sand Equivalent value of 25. Sand Equivalent not required if less than five percent (5%) passing the No. 200 sieve.

1.1.5.12. AASHTO Tl 76: Plastic Fines in Graded Aggregates and Soils by Use of the Sand Equivalent Test.

1.2. ¾ inch Crushed Aggregate:

1.2.1. Fine and coarse fragments of crushed stone or crushed gravel.

1.2.2. May include sand, finely crushed stone, crusher screenings, or similar filler material.

1.2.3. Crushed material consisting of hard, durable particles or fragments of stone free of flat, elongated or soft pieces, dirt, or other objectionable material.

1.2.4. Percent of wear not more than thirty-five percent (35%), at five hundred (500) revolutions.

1.2.5. AASHTO T 96: Los Angeles Abrasion Test.

1.2.6. Gradation

Gradations are listed in the chart below.

CRUSHED AGGREGATE FOR BASE GRADATIONS

PERCENTAGES BY WEIGHT PASSING SQUARE MESH SIEVES

NOMINAL MAXIMUM SIZE

2 ½ inch

2 inch

1 ½ inch

3/8inch

No. 30

1.2.6.1. AASHTO T 2: Sampling of Aggregates.

1.2.6.2. AASHTO T 11: Materials Finer than No. 200 Sieve in Mineral Aggregates by Washing.

1.2.6.3. AASHTO T 27: Sieve Analysis of Fine and Coarse Aggregates.

1.2.6.4. Allowable percent passing No. 4 sieve may be adjusted within the range shown in the table.

1.2.6.5. Portion of fine aggregate passing the No. 200 sieve to be less than sixty percent (60%) of that portion passing the No. 40 sieve.

1.2.6.6. Liquid limit of fine aggregate passing the No. 40 sieve (425µm). Plasticity Index less than (<) 56.

1.2.6.7. AASHTO T 89: Determining the Liquid Limits of Soils.

1.2.6.8. AASHTO T 90: Determining the Plastic Limit and Plasticity Index of Soils.

1.2.6.9. Sand Equivalent of thirty ( 30). Sand Equivalent not required if less than five percent (5%) passing the No. 200 sieve.

1.2.6.10. AASHTO T 176: Plastic Fines in Graded Aggregates and Soils by Use of the Sand Equivalent Test.

1.2.6.11. Sand Equivalent not required if less than five percent (5%) passing the No. 200 sieve or aggregate to be used for cement or lime treated base.

1.3. Production requirements

1.3.1. Percentage of fractured particles occurring in the finished product to be uniform and constant.

1.3.2. The percentage of aggregate retained on the No. 4 sieve having at least one fractured face as determined by WAQTC TM-1 to be sixty percent (60%) for untreated base and seventy-five (75%) for treated base and road mix.

1.3.3. Material may require screening and/or washing prior to crushing to eliminate excessive fines. No additional payment will be made for pre-screening or washing.

1.4. Test coarse and fine aggregates for soundness

Incorporate all material that passes the No. 4 sieve into the final product unless it is necessary to reduce the amount of this material to meet gradation specifications.

1.4.1. AASHTO T 104: Soundness of Aggregate by Use of Sodium Sulfate or Magnesium Sulfate.

1.4.2. Five (5) cycles using sodium sulfate.

1.4.3. Maximum loss; twelve percent (12%).

1.5. Aggregate Control

1.5.1. Consistency checks on percent passing No. 4 and No. 200 sieves for samples taken from belt loading hauling equipment or from roadway.

1.5.2. Variation from as crushed stockpile average on No. 4 sieve not to be greater than plus or minus (±) six percent (6%).

1.5.3. Variation from as crushed stockpile average on No. 200 sieve not to be greater than plus or minus (±) three percent (3%).

2. Sand:

Sand is to be used as general purpose sand. It must be clean and not of refuse type.

3. 1 ½ - 2 inch crushed rock:

Rock crushed manually to a specified size for base material to roads that is able to compact well.

4. 3-5 in cobble:

Cobble is made up of three (3) to five (5) inch stones that have been naturally smoothed and rounded by rivers and lakes.

5. Other Special Aggregates Certain worksites may necessitate the use of specific aggregates, mixtures, or combinations to ensure compatibility with existing materials. In such cases, samples may be collected and analyzed to determine appropriate matches and associated pricing.

If project requirements necessitate the addition of new materials, DOP shall issue an Amendment Request to the Contractor. Prices for Special aggregates must be mutually agreeable and signed and executed in an amendment before becoming effective.

Such amendments shall be incorporated into the contract upon mutual agreement and execution by DOP, IMD and the Contractor through a signed amendment. No changes, additions, or prices shall be in effect until signed by both parties.

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