ITB PW 26-0010 - Unit Price SW System Maint-Emergency Services Cover Letter.pdf

City of Woodinville

Invitation to Bid (ITB) No. PW 26-0010

Unit Price Stormwater System Maintenance and Emergency Services

ATTACHED DOCUMENTS: This ITB includes the following documents:

• This ITB Cover Letter

• Appendix A – Scope of Work

• Appendix B – Special Sites

• Appendix C – Confined Spaces Permit

• Appendix D – Filterra Plant List

• Appendix E – Filterra Mulch Specifications

• Appendix F – SotrmFilter Inspection-Maintenance Sheet

• Appendix G – Left Lane-Shift

• Appendix H – Right Lane-Shift

• Appendix I – Shoulder Closure

• Appendix J – Sidewalk Closure

• Appendix K – Intersection Lane Closure

• Appendix L – Roundabout Flagging

• Appendix M – Alternating 1-lane-2-way

• Bid Proposal Form (to be completed & signed by contractor)

• Bid Bond Form

• Certificate of Compliance w/Wage Payment Statues (to be completed by contractor)

• Surplus Material Form (if applicable, to be completed by contractor)

• Proforma Contract Documents:

o Draft Unit Price Public Works Contract o Title VI Assurances from Contractors o Payment & Performance Bond Form o Declaration of Option for Retention o Retainage Bond Form o Retained Escrow Agreement Form o Retainage Release Requirements

SCOPE OF WORK: The selected Contractor will be required to perform unit priced (as needed or on-call) catch basin and storm facility vactor cleaning services, storm filter cartridge replacement, Filterra® replacement and maintenance, CCTV inspection/jetting/root cutting, decant and disposal, traffic control, and after other minor items at various locations within the jurisdictional boundaries of Woodinville, WA, including potential emergency/afterhours services, all in accordance with the Specifications and Contract Documents.

Details for the work to be performed will be presented to the Contractor through the City’s OpenGov Enterprise Asset Management System (EAM) aka Cartegraph, by assigned Work Orders. The City will not authorize any work until a Work Order has been issued, unless the Contractor is responding to an emergency.

It is the Contractor's responsibility to adequately review and understand the Scope of Work, facility locations, and all potential hazards and dangers associated with the Work.

Contractor shall include in their bid any filing fees required to comply with applicable labor laws concerning prevailing wages, hours, workers’ compensation and other conditions of employment. Contractor is familiar with Washington State Dept. of Revenue Rule 171 (WAC 458-20-171) as no separate, distinct sales tax monies will be reimbursed to the Contractor. All labor is exempt from sales tax. Applicable sales tax must be included in the rates bid and shall be paid on the purchase of the materials, equipment, or supplies used or consumed to complete the Work.

BUDGET: The current estimated budget for 2027 – 2028 is $600,000.

CONTRACT DURATION: The initial term of this Contract shall be three (3) years effective January 1, 2027, with the City having the option to renew for one (1) additional year.

BID PRICE: The bid price shall include everything necessary to perform and complete each maintenance or work order, including, but not limited to, furnishing all materials, equipment, tools, and all management, superintendent’s labor and service. In the event of a discrepancy between the unit price and the total price for any Bid Item, the unit price will govern, and the total item price will be adjusted accordingly. If the Total Bid amount is an incorrect total when all Bid Items are added together, the Total Bid price will be corrected. If tax is calculated improperly, the City shall utilize the correct tax rate and correct the Total Bid.

BID PROPOSAL SUBMITTAL: All interested and registered Contractors must submit their bid proposal through the Public Purchase portal by 10 am (local time) on October 28th, 2026. Bid proposals received after the due date will not be accepted. There will NOT be a physical public opening of bids. Public Purchase allows for an electronically sealed bid system and as a result all bids must be uploaded in Public Purchase to be accepted.

Thus, the public opening of bids will be done electronically on Public Purchase.

(For instructions on how to get registered in Public Purchase go here:

https://www.sharedprocurementportal.com/VendorRegistration . Note that it may take up to 24 hours for newly registered accounts. Registration is a 2-step process. Step 1 is to register. Step 2 occurs after you receive an activation email from Public Purchase. You will have to log back in, click on the “Tools” tab then, on the “Agencies” tab. This will take you to the Agency search page. In the Agency name box type in “Agency Name”.

Leave the “new Agency since” box blank. Make sure Registration Status says “ALL”. Click on “search”. This will bring up the Agency below. To the far right of it you will see “view” and “Register”. Click on the “Register” link to complete the supplier registration with the Agencies. If you do not select “Woodinville” you will not appear to me as a registered vendor and you will not be able to access this ITB or download bid attachments).

Contractors certified Veteran Owned, Small Owned, or OMWBE Certified minority or women owned businesses are encouraged to register in Public Purchase and submit a bid. For more information: Office of Minority and Women's Business Enterprises | (wa.gov).

Submitted bids shall be valid for at least sixty (60) calendar days after bid opening.

The City of Woodinville will not be liable for any costs associated by the Contractor in preparation of a bid/proposal or presentation in response to this ITB.

https://www.sharedprocurementportal.com/VendorRegistration https://omwbe.wa.gov/ https://omwbe.wa.gov/

All proposals shall be accompanied by a bid deposit in the form of cashier’s check, certified check, postal money order, or a surety bond to the City of Woodinville in the amount of five percent (5%) of the total amount of the bid. An electronic copy of the bid deposit must be uploaded with the full proposal on Public Purchase, with the original bid deposit either hand delivered to Woodinville City Hall or mailed to 17301 133rd Avenue NE, Woodinville, WA 98072, Attn: Chista Kouretchian. The original must be received by Chista, no later than noon Friday Oct. 30th. Late receipt of original bid deposit may deem the entire submitted proposal as non-responsive.

Bidder Protests shall be pursuant to RCW 39.04.105.

BASIS OF AWARD: The City will select and award the Contract to the lowest responsible and responsive bidder pursuant to RCW 39.04.350. Determination of the low bidder will be made based on the Schedule A, Total Base Bid, as shown on the Bid Proposal Form. The number of hours listed are estimates for the purpose of comparison and not a guarantee of Work. The City will not be bound or limited to the quantities listed.

Schedule A consists of Work Orders assigned and completed under normal business hours as follows:

- 5 am to 7:30 pm, Monday through Friday, excluding holidays

Schedule B consists of Work Orders assigned and completed in emergencies, afterhours, weekends or holidays as follows:

- 7:30 pm to 5 am, Monday through Friday, Saturday, Sunday, holidays

- An emergency may arise any time, on any day. A 3-hour response time is required for emergency requests.

- Holidays are deemed as those in which Woodinville City Hall is closed in observance. A complete list of holidays can be found here: Holidays - Woodinville, WA

The City will not accept any additional costs associated whatsoever with overhead, profit, duties, transportation, freight, fuel, environmental, storage, disposal, etc. These will not be paid for separately. Costs thereof should be included in the Schedule A and B pricing.

The Information for Bidders on page 3 of the Bid Proposal Form clearly identifies all items and forms that must be submitted with Contractor’s bid prior to the bid closing date. Any items or forms missing upon bid opening may deem the Contractor as not responsive.

ESTIMATED QUANTITIES: The unit quantities shown in the Bid Proposal Form are estimates and are stated only for bid comparison purposes. The City does not warrant that the actual quantities of work will correspond with those estimates. The City reserves the right to increase or decrease any of the quantities shown without adjusting the unit contract prices by Change Order. Payment will be made on the basis of the actual quantities satisfactorily completed in accordance with the Contract requirements.

AGREEMENT FOR SERVICES: The Contractor selected for final award will be required to enter into a standard Public Works Contract substantially in the form of the draft contract attached with this ITB. Retainage will be required along with a 100% Payment and Performance Bond.

The selected Contractor will have, or be able to obtain, a certificate of insurance as defined in the draft contract, with a policy endorsement which names the City of Woodinville as additional insured.

https://www.woodinville.gov/247/Contact-Us

PRICE INCREASES: Unit prices under Schedule A and B will not increase during the initial twelve (12) months of the three-year contract term. After the initial twelve (12) months, the Contractor may request increases to unit prices no more than once every six (6) months in conjunction with the Prevailing wage updates https://secure.lni.wa.gov/wagelookup/RatesPublication.aspx.

Requests for unit price changes must be submitted in writing to the Procurement Division no later than thirty

(30) days before the proposed unit price increase is to take effect. Unit price increases are strictly limited to:

(A) increases in unit prices caused by increases in prevailing wage rates issued by the Department of Labor & Industries, or (B) increases in unit prices caused by increases in materials pricing.

As part of its request for a unit price change, the Contractor shall supply documentation reasonably satisfactory to the City demonstrating such increases in prevailing wages or materials pricing. The City will evaluate the Contractor’s submitted documentation:

A. If the City reasonably determines that the submitted documentation supports the requested unit price increase, then the City may elect either of the following:

(1) Provide written notice to the Contractor that the City accepts the requested unit price change, in which case the Contract is deemed amended to include requested unit price change as of the date of the notice.

(2) Provide written notice to the Contractor that the City rejects the requested unit price change. In no event is the Contractor entitled to any compensation whatsoever arising from City rejection of the Contractor’s requested unit price increase.

B. If the City reasonably determines that the submitted documentation does not support the requested unit price increase, then the City will give notice thereof to the Contractor, in which case the Contractor remains obligated to perform the Work at the unadjusted unit price.

Pricing Decreases. All unit price reductions for materials at the manufacturer’s or distributor’s level shall be reflected in a reduction of the unit price(s) to the City retroactive to the effective date of the price reductions.

PREVAILING WAGE: This Contract is subject to the requirements of Chapter 39.12 RCW, as it may be amended, relating to prevailing wages. Prevailing rate shall be paid on public works and building service maintenance contracts. No worker, laborer or mechanic employed in the performance of any part of this Contract shall be paid less than the prevailing rate of wage as determined by the Industrial Statistician of the Department of Labor and Industries for the State of Washington. The schedule of prevailing wage rates in King County for this Contract is available online at https://secure.lni.wa.gov/wagelookup/rates/journey-level-rates and by this reference made a part of this contract as though fully set forth herein effective from the date of this ITB issuance. If the work is funded in part or in whole with Federal funds, Federal wage laws and regulations shall be applicable. A printed copy of the prevailing wage rates is available for viewing at the City of Woodinville, or a hard copy can be mailed upon request.

Prior to making any payment under the awarded Contract, the City must receive an approved copy of the “Statement of Intent to Pay Prevailing Wages” from the Department of Labor and Industries. It is the Contractor’s responsibility to obtain and file the Statement. The Contractor shall be responsible for all filing fees. Each invoice shall include a signed statement that prevailing wages have been paid by the Contractor and all subcontractors.

https://secure.lni.wa.gov/wagelookup/RatesPublication.aspx https://secure.lni.wa.gov/wagelookup/rates/journey-level-rates

Intents and affidavits must be submitted annually for all Work completed during the previous 12 months, which must be certified by the Industrial Statistician of the Department of Labor and Industries.

In case any dispute arises as to what are the prevailing rates of wages for work of a similar nature and such dispute cannot be adjusted by the parties of interest, including labor and management representatives, the matter shall be referred for arbitration to the Director of the Department of Labor and Industries of the State and his/her decision therein shall be final and conclusive and binding on all parties involved in the dispute as provided for by RCW 39.12.060 as amended.

A NOTE about Prevailing Wages: An owner/operator does not need to pay themselves prevailing wages;

HOWEVER, they do still need to pay their employees prevailing wages and file Intents and Affidavits with the Department of Labor and Industries. (See also WAC 296-127-026.)

QUESTIONS: Any questions regarding this ITB can be addressed to Chista Kouretchian at (425) 877-2288 or chistak@woodinville.gov (email is preferred).

SUBCONTRACTORS: A public works contractor must verify responsibility criteria for each first tier subcontractor, and a subcontractor of any tier that hires other subcontractors must verify responsibility criteria for each of its subcontractors. Verification shall include that each subcontractor, at the time of subcontract execution, meets the responsibility criteria listed in RCW 39.04.350(1) and possesses an electrical contractor license, if required by chapter 19.28 RCW, or an elevator contractor license, if required by chapter 70.87 RCW. This verification requirement, as well as the responsibility criteria, must be included in every public works contract and subcontract of every tier. Each Contractor shall submit the names of such subcontractors (or name itself as performing the work) on a separate sheet of paper attached to and submitted with their bid proposal. In the absence of such a list submitted with the bid proposal, the Contractor’s agreement and certification in this paragraph of no subcontracting in the three identified trades remains in force.

PUBLIC RECORDS ACT: All responses submitted become the property of the City and after bid opening may be subject to public disclosure under the Public Records Act, RCW 42.56. Within two business days of the bid opening on a public works projects subject to competitive bids, if a bidder requests copies of the bids, the City will provide copies of the bids received (see RCW 39.04.105). In that event, the City will allow at least two full business days after providing bidders with copies of all bids before executing a contract for the project.

Any information contained in the response that is exempt from public disclosure because it is proprietary, a trade secret or otherwise exempt must be clearly designated. Marking of the entire response or entire sections of the response as exempt will not be accepted or honored. The City will not honor designations by the bidder where pricing is marked proprietary.

TITLE VI NON-DISCRIMINATION COMPLIANCE: The City of Woodinville, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252,42 U.S.C. 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

mailto:chistak@woodinville.gov