ITB Slurry Seal_2024~1.pdf

Invitation to Bid (ITB)

2024 TYPE III SLURRY SEAL PROJECT

TR2429

City of Redmond Public Works, Street Operations Division

SCHEDULE OF EVENTS

Advertisement March 10 & 11, 2024 Questions/Clarifications Due April 3, 2024, 12:00 pm Bids Due/Bid Opening April 9, 2024, 2:00 pm Intent to Award April 12, 2024 City Council Award April 23, 2024, 6:00 pm Notice to Proceed April 24, 2024 Final Completion Date August 25, 2024

Single Point of Contact (SPC): Anthony Ortgies Phone: (541) 504-2034 Email: Anthony.ortgies@redmondoregon.gov

ITB Address: City of Redmond Attn: City Recorder, Kayla Duddy 411 SW 9th St

Redmond, OR 97756

TABLE OF CONTENTS

I. SUMMARY OF REQUESTED SERVICES

II. SCOPE OF WORK

III. REQUIREMENTS OF BIDDERS

IV. EVALUATION CRITERIA

V. INSURANCE REQUIREMENTS

VI. BID SUBMISSION

VII. ADDITIONAL INFORMATION

VIII. INTENT TO AWARD

IX. CONTRACT EXECUTION

X. PAYMENT

XI. COMPLETION

XII. QUESTIONS AND CLARIFICATIONS

XIII. ADDENDA

XIV. SUPPLEMENTAL CONDITIONS

XV. LEGAL NOTICE

ATTACHMENT A: Required Bid Submittal Checklist ATTACHMENT B: Technical Specifications, Special Provisions ATTACHMENT C: 2024 Slurry Seal Road List ATTACHMENT D: 2024 Slurry Seal Map 11” x 17” ATTACHMENT E: City of Redmond Terms & Conditions, Sample Contract

I. SUMMARY OF REQUESTED SERVICES

The City of Redmond includes a Type III slurry seal as part of its street preservation program. The Public Works Department, Street Operations Division, is requesting bids from qualified and experienced vendors to apply a type III slurry seal on approximately 117,702 square yards (6 centerline miles) of existing asphalt. The project also includes public notification, traffic control, and other work necessary to complete the project.

As a result of this ITB, the City intends to award one contract. The term of the Contract is anticipated to be from April 24, 2024 to August 25, 2024. It is anticipated that the Contract will be awarded by Redmond’s City Council on Tuesday April 23, 2024 at 6:00 p.m.

II. SCOPE OF WORK

The slurry seal will be applied at various locations throughout the Redmond Street system. Please refer to the attached Street List (ATTACHMENT C) and Project Street Map (ATTACHMENT D).

Project will require performance in a professional manner, while providing adequate traffic control to maintain the public’s safety. Working hours will be during daytime between 7:00 a.m. and 5:00 p.m. All start and stops will be laid out in white marking paint. Bidders are encouraged to visit the work sites prior to bidding to determine the existing road and traffic conditions and to verify the dimensions of the work areas. Dimensions and quantities in the bid schedule (FORM A) are approximate only, and the City does not guarantee that the estimated project quantities for materials will be the actual quantity required for the project. The City of Redmond reserves the right to revise bid quantity after award to meet funding availability.

All workmanship, materials, and conditions shall conform to the 2018 Oregon Standard Specifications, current special provisions, General Conditions, and Supplementary Conditions (ATTACHMENT B).

This is a Public Works contract and subject to Oregon Bureau of Labor and Industries (BOLI) Wage Rates, dated January 11, 2024 and Amendments for Region 10 as defined under ORS279C.800 to 279C.870.

III. REQUIREMENTS OF BIDDERS

1. Bidder is responsible for verifying dimensions and bid quantities prior to bidding. Before submitting a bid, the bidder shall carefully examine all contract documents, visit the site of the work, and fully inform themselves of all existing conditions and limitations. Bidders shall include in the bid, sum or sums, sufficient to cover the cost of all items in the Contract.

2. Each proposal must be submitted on the prescribed form and accompanied by a certified check or Bid Bond executed on the prescribed form, payable to the City of Redmond, Oregon, in an amount not less than 5 percent of the amount bid. The successful Bidder will be required to furnish the necessary additional bond(s) for the faithful performance of the Contract, as prescribed in the Contract Documents.

3. The attention of bidders is directed to the State government requirements and conditions of employment to be observed and minimum wage rates as found in BOLI Wage Rates effective January 11, 2023 (Region 10).

4. The City of Redmond will closely review the Contractor’s Experience Questionnaire to ensure a Contractor with acceptable experience is awarded the Contract.

5. Bidders and subcontractors must be registered with the Construction Contractors Board (ORS 701.055), or the bid will not be received or considered. A bid from an unregistered contractor will be rejected as unresponsive.

IV. EVALUATION CRITERIA

Bids will be evaluated and ranked on the criteria below that best fits the City’s needs.

1. Responsiveness: A bid received by the City Recorder prior to closing will be reviewed for completion.

2. Bid Amount: City will generally award the Contract to the lowest responsible bidder for each that substantially complies with the requirements of the material specifications.

3. Responsibility Determination: City will determine if an apparent successful bidder is responsible prior to award and execution of the Contract.

4. In determining the lowest responsible bidder, City will also consider:

a. Whether the bidder maintains a permanent place of business

b. Has adequate equipment to provide materials properly and expeditiously

c. Has suitable financial status to meet all obligations incident to the materials

d. Has appropriate technical knowledge

e. Can comply with project dates.

V. INSURANCE REQUIREMENTS

Successful bidder shall maintain insurance meeting the minimum insurance requirements of the City of Redmond. Successful bidder(s) must provide a current Certificate of Insurance, and Additional Insured Primary/Non-Contributory endorsements naming City of Redmond as additional insured to the City within seven (7) days after the Intent of Award.

The contractor shall at all times maintain, in force, at Contractor’s expense, Commercial General Liability Insurance, Automobile Liability Insurance, and Workers’ Compensation Insurance. Commercial General Liability Insurance, Annual Aggregate is $4,000,000 with $2,000,000 per occurrence limit. Builder’s Risk insurance is not required as part of this Contract.

VI. BID SUBMISSION

1. Contractor shall submit completed exhibits as required in Section XVI, Required Bid Submittal Checklist.

All pages listed on the checklist are required in the submittal. Bidder is responsible to review all documents submitted in the Bid as complete.

2. The bid is to include all labor, materials, equipment, and services called for and necessary to construct a completed and useable facility.

3. Contractor is solely responsible for ensuring that bid is received by the City by the closing date and time, at the location specified on the cover page. Bids submitted by FAX or email will be rejected.

4. The Bid, plus two (2) additional copies, shall be submitted in a sealed envelope to the City Recorder with the following information clearly displayed on the front of the envelope:

a. Name of Contractor

b. ITB Title: “2024 Type III Slurry Seal Project”

5. If a bidder wishes to withdraw its bid, the bid must be withdrawn prior to the closing date and time. The withdrawal must be made in writing and signed by the authorized representative and received by the City Recorder prior to the closing date and time.

6. Bidder shall notify the City Recorder and SPC prior to bid opening date, should omissions or errors be found in solicitation documents. City will clarify by written Addenda which will become a part of the solicitation documents. The City of Redmond will not be responsible for any oral instructions or interpretations.

7. Late bids will not be accepted or reviewed.

8. The bids must be signed by the person(s) legally authorized to bind the contractor to the quote and the contract resulting from this ITB. Upon request of the City, any representative submitting a bid on behalf of the Contractor shall provide a current document certifying authority to bind the Contractor.

9. No oral, telephonic, faxed or emailed bids or bid modifications will be considered.

10. To obtain approval of material, products, methods as equal to those specified, bidder must submit substitution requests at least five (5) days before bid opening.

11. By signing and returning the bid, the bidder acknowledges they have read and understand the terms and conditions contained in these solicitation documents and accept and agree to be bound by the terms and condition of these documents in their entirety.

VII. ADDITIONAL INFORMATION

1. This procurement and contract are pursuant to ORS 279A and the City of Redmond’s procurement rules.

2. Bidder is responsible for verifying dimensions and bid quantities prior to bidding.

3. The City of Redmond reserves the right to:

a. Reject any and all bids if it is in the City’s best interest to do so

b. Postpone the awarding of the Contract for a period of not more than 45 days from the bid opening date

c. Amend the quote solicitation

d. Not to award a contract for requested services

e. Award a contract to more than one contractor

f. Extend the deadline for submission of quote

g. Waive any irregularities or informalities in any quote

h. Accept the bids determined to be the most beneficial to the public and City of Redmond

i. Negotiate the final terms of the Contract

j. Revise bid quantity after award, to meet funding availability.

4. By submitting a bid, Contractor shall accept all terms and conditions of ATTACHMENT E, “Sample Contract with the City of Redmond.”

5. Contractor must hold any necessary licenses or certificates required by federal, state and local governments to provide requested materials.

6. City reserves the right to reject bid of any bidder who has previously failed to perform properly and to complete on time contracts of a similar nature, who is not in a financial position to perform the Contract, who has habitually and without cause neglected the payment of bills or otherwise disregarded their obligation to subcontractors, material suppliers or employees. In determining the lowest responsible bidder, Owner will also consider whether the bidder (a) maintains a permanent place of business, (b) has adequate equipment to do the work properly and expeditiously, (c) has suitable financial status to meet all obligations incident to the work, (d) has appropriate technical knowledge, and (e) able to comply with completion date.

7. The contractor shall use recyclable products to the maximum extent economically feasible in the performance of the contract work set forth in this document.

8. This contract shall comply with provisions of ORS Section 279C.525 and comply with Environmental and Natural Resource laws.

9. The City of Redmond is not responsible for any costs incurred to submit a bid, and all bidders responding to the solicitation do so solely at their own expense.

10. No director or employee of the City shall have any pecuniary interest in the materials.

11. Contractor and subcontractors are encouraged to use local labor when available.

VIII. INTENT TO AWARD

The notification of contract award will be made to all responsible bidders within seven (7) calendar days of the bid opening. Protest of Award must be in writing, must be submitted by a bidder in good legal standing, be specific, and received within seven (7) business days of the Intent to Award. The protest must be submitted in writing to the City Recorder, Kayla Duddy, 411 SW 9th St, Redmond, Oregon, 97756.

IX. CONTRACT EXECUTION

After submission of required information and insurances, the City will proceed with awarding the Contract.

Vendor(s) shall not supply materials under the Contract until the Contract has been executed. It is the intention of the City to award the Contract at the April 24, 2024, City Council meeting.

X. PAYMENT

Payment will be made as provided in the Contract. The contractor and subcontractors shall comply with all General Conditions of the Contract Documents as detailed in the City of Redmond 2010 Standards and Specifications. A five percent (5%) retainer will be withheld from each progress payment and released when requirements of General Conditions are met.

The contractor and subcontractors must pay not less than the minimum hourly rate of wage as determined by the Commissioner of Bureau of Labor for the City of Redmond, and which is not less than prevailing wage. They or their sureties must execute a statement under oath in a form prescribed by the State Labor Commissioner, certifying the hourly rate of wage paid and that no workman was paid less than prevailing rate of wage or less than the minimum hourly rate of wage and file with the Clerk of the District prior to any disbursement under the Contract and in accordance with ORS 279C.800 thru 279C.870. Contractors shall make payments in accordance with the Contract, ORS 279C.840 to 279C.870 and the laws of the State of Oregon. Contractor is required to have a $30,000 Public Works Bond filed with CCB before starting work on the project, unless exempt. (SB 477, Sections 2-5) Contractor is required to verify their subcontractors have filed bond.

Workmanship and materials installed and accepted as complete shall be invoiced monthly. There will be no advanced payment for materials stored.

XI. COMPLETION

All project construction shall be completed within forty-five (45) calendar days once work begins, or completed by August 25, 2024, whichever is sooner. Liquidated damages will be assessed per the City of Redmond Standards and Specifications General Conditions Section B (if the Contractor fails to complete the work within the time allowed).

XII. QUESTIONS AND CLARIFICATIONS

All questions and requests for clarification related to this solicitation must:

1. Be submitted in writing via email to the SPC identified on ITB Cover Page. Questions by telephone are not accepted.

2. Be received by April 3, 2024 at 12:00 pm.

3. Questions will be responded to in a written addendum.

XIII. ADDENDA

1. Statements by City representatives are not binding unless confirmed by written Addenda.

2. Addenda issued are to be covered in the Bid and will become a part of the Contract.

3. Addenda will be issued through the Oregon eProcurement system, OregonBuys, at https://oregonbuys.gov

4. The last Addendum will be issued at least three (3) business days prior to the bid opening.

XIV. SUPPLEMENTAL CONDITIONS

GENERAL

The following supplemental information is in addition to the General Conditions and Current City of Redmond Standards and Specifications and references therein.

All workmanship and materials shall meet the current City of Redmond Standards and Specifications Dated 2010 and all Special Provisions issued on or before the award date of this project.

All contracts and bonds shall be fully signed, approved, and initiated, and pre-construction held, prior to notice to proceed issuance for construction. Payment and Performance Bonds shall be held by the City of Redmond until work is completed and accepted, sub-contractor and materials providers paid in full and certified. Work includes a 1- year warranty on all workmanship and materials from the day of written project acceptance.

Any discrepancy found in plans is to be reported to engineer or inspector for clarification or change prior to progressing with work. Any and all work changes that include changes to the contract cost, shall be made in writing and approved prior to construction. Any changes made without written approval by engineer will not be paid.

SCHEDULE

The contractor is required to provide a detailed schedule of work prior to construction approval. Schedule is to be updated monthly until project is completed.

STAGING

Contractor to specify staging location and provide proof to the City of Redmond of approval for use of the property.

XV. LEGAL NOTICE

City of Redmond, 2024 Type III Slurry Seal Project

The City of Redmond Public Works Department invites contractors to bid on the 2024 Type III Slurry Seal Project.

Sealed bids shall be received by City Hall, Attn: City Recorder, 411 SW 9th St, Redmond, OR, 97756 until 2:00 p.m.

on April 9, 2024, and publicly opened and read. Bids received after the 2:00 p.m. deadline will not be considered and will be returned unopened to the contractor. First Tier Subcontractor List is required to be submitted by 4:00 p.m., same day. The First Tier Subcontractor List may also be submitted with the sealed bid at the contractor’s preference. Bids shall be clearly labeled: “2024 Type III Slurry Seal Project.”

The project includes type III slurry surface sealing of approximately 162,000 square yards (8 centerline miles) of existing roadway surfaces on local streets throughout Redmond. The project estimate is $570,000.

https://oregonbuys.gov/

This is a Public Works contract and subject to Oregon Bureau of Labor and Industries (BOLI) Wage Rates, dated January 5, 2024 and Amendments for Region 10 as defined under ORS279C.800 to 279C.870.

The Invitation to Bid, attachments, and specifications may be obtained for no cost through the Oregon eProcurement Program, OregonBuys, at http://oregonbuys.gov. Prospective bidders are solely responsible for checking the website(s) to determine if any addenda have been issued. For additional information regarding this Invitation to Bid, please contact Anthony Ortgies by email at Anthony.Ortgies@redmondoregon.gov.

The City may reject bids not in compliance with all prescribed solicitation procedures or other applicable law and may reject any or all bids when the cancellation or rejection is in the best interest of the City, and at no cost to the City. Prices quoted shall be firm offers, irrevocable, valid, and binding after the closing date.

PUBLISH: The Bulletin March 10 & 11, 2024 DJC March 10 & 11, 2024 mailto:Anthony.Ortgies@redmondoregon.gov