ITB26-24 FinalAssembled.pdf

City of Vancouver

PROPOSAL AND CONTRACT

DOCUMENTS

FOR

BID # 26-24: UNIT PRICED BRIDGE SHELTER MAINTENANCE AND

REPAIRS

JUNE 2026

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City of Vancouver

INVITATION TO BID – PUBLIC WORKS UNIT-PRICED

SERVICES

Invitation to Bid Information:

ITB NUMBER: 26-24

ITB TITLE: Unit Priced Bridge Shelter Maintenance and Repairs DATE ISSUED: June 30, 2026

CONTACT PERSON: Julie Denton

EMAIL ADDRESS:

Julie.Denton@cityofvancouver.us PROJECT MANAGER: Brian Taylor

ENGINEER’S ESTIMATE: $1,500,000

QUESTION DEADLINE: Tuesday, July 14, 2026 ADDENDUM DEADLINE: Tuesday, July 21, 2026 BID OPENING: Tuesday, July 28, 2026 at 11:00 am

Submit Bids to:

Procurement Portal:

cityofvancouver.bonfirehub.com

For delivery in person, by courier, UPS or FedEx:

Attn: Procurement Services Vancouver City Hall

415 W. 6TH ST

Vancouver, WA 98660

For delivery by the US Postal Service:

Attn: Procurement Services City of Vancouver

PO BOX 1995

Vancouver, WA 98668

*Please refer to Section I: Instructions to Bidders, Submittal Instructions for further information.

SECTIONS

A. Instructions to Bidders B. Terms and Conditions C. Submittal Requirements

□ Bid Form

□ Non-Discrimination Clause

□ Certification of Wage Payment Statues

D. Contract Award – Only to be completed by awarded contractor

□ Contract

E. City of Vancouver General Conditions for Facility Construction F. Special Provisions http://cityofvancouver.bonfirehub.com/

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SECTION A: INSTRUCTIONS TO BIDDERS

INVITATION TO BID

Notice is hereby given that sealed bids will be received by the City of Vancouver, Washington, for ITB 26-24: Unit Priced Bridge Shelter Maintenance and Repairs bids up to the hour of 11:00 a.m., Pacific Local Time, Tuesday, July 28, 2026 and will publicly open and read aloud at that time on the same day in the Vancouver City Hall, 415 W 6th St, Vancouver, Washington and via an online platform.

The City of Vancouver 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.

The City of Vancouver is committed to providing equal opportunities to State of Washington certified Minority, Disadvantaged and Women's Business Enterprises in contracting activities.

(Section 4 of Chapter 56, Laws of 1975, 1st Ex. Sess., State of Washington).

Julie Denton, Senior Procurement Specialist

BACKGROUND

The City of Vancouver encompasses 51.84 square miles, has an estimated 2024 population of 202,600 and it is projected to exceed 268,000 by 2042. The City is located on the I-5 corridor and extends along the shore of the Columbia River, 100 miles upstream from the Pacific Ocean.

It lies directly across the river from Portland, Oregon and is the southwestern gateway to the State of Washington.

The City is responsible for vital municipal infrastructure and urban services. It builds and repairs roads, maintains water and sewer service, provides fire and police protection as well as parks & recreation programs, administers land use policy and takes an active role in Vancouver’s commercial and industrial development.

Vancouver has a Council/Manager form of government with a City Council comprised of the Mayor and six councilmembers who set policy and direction. The City Manager oversees the day-to-day operations of the City.

ITB SCHEDULE

These dates are estimates and subject to change by the City.

Event Date Questions Due by 5:00pm PST Tuesday, July 14, 2026 Addendum Issuance by 5:00pm PST Tuesday, July 21, 2026 Bid Opening at 11:00am PST Tuesday, July 28, 2026

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SCOPE OF SERVICES

This contract provides for comprehensive facility maintenance and repair services for City-owned facilities, including the Bridge Shelter, a 120-bed, 13,665-square-foot facility operating 24 hours per day, seven days per week and other work, all in accordance with the attached General Conditions, these Contract Provisions, and the Special Provisions.

The City intends to award each contract for an initial period of three (3) years, with the option to extend for one (1) additional year.

The period of this Bid and its prices shall be for one (1) year, commencing on the effective date of the contract.

This is a Unit Priced Contract in accordance with RCW 35.22, the City reserves the right to perform work using this Contract, or using City staff, or other contractors, or through any mechanism available to the City. This Contract is for the convenience of the City and does not carry any estimates as to how much could be spent. The intent of this Contract is to provide for small, recurring, or routine repairs as needed by the City. The Contract shall not exceed $150,000 per contract year.

Each individual work order shall be performed upon Contractor’s receipt of a City issued Purchase Order. Contractor shall commence work on the date specified on the Purchase Order and within the allowable Working Days specified on the Purchase Order.

The period of the Bid’s prices shall be for one (1) year, commencing on the effective date of the Contract. This Contract shall have prevailing wage rates updated annually; yearly cost adjustments may be made accordingly at the discretion of the City in instances where prevailing wage rates increased above the annual Consumer Price Index-All Urban Consumers (CPI-U). An Intent to Pay Prevailing Wages must be filed at the beginning of the Contract year and an Affidavit of Wages Paid must be filed annually for any public work completed within the previous twelve (12) month period.

Yearly cost adjustments may be made accordingly at the discretion of the City. Cost adjustments shall be in accordance with the CPI-U for the Seattle-Tacoma-Bremerton area.

Contractor shall submit request and justification for cost adjustments at least thirty (30) days prior to Contract renewal. The adjusted price will be approved at the beginning of each year’s extension at the sole discretion of the City and must be firm for the remainder of year.

DELIVERY REQUIREMENTS

Bids shall be delivered by or before 11:00 a.m., Pacific Local Time, on Tuesday, July 28, 2026.

The City will not accept any submittals after that day and time. Bidder accepts all responsibility and risk for method of delivery.

The Bid opening will be held in person and via an online platform. Contractors are invited to join in person, through the website, or by phone:

Online:

ITB 26-24: Unit Priced Bridge Shelter Maintenance and Repairs Page 5 of 38 https://teams.microsoft.com/l/meetup-join/19%3ameeting_M2Q0NjRkYmEtNTJlNS00NTFhLTk3MDUtYzM4MzVlYWJjYzIw%40threa d.v2/0?context=%7b%22Tid%22%3a%22bf6d19b6-9266-4686-a93a- 50b537dc583a%22%2c%22Oid%22%3a%22c58d7094-c394-48f9-9b8d-2dfaaf95cfd5%22%7d

By Phone:

(347) 941-5324 Meeting number (access code): 787831137#

SUBMITTAL INSTRUCTIONS

Bids are to be submitted to Procurement Services on the bid forms provided for this purpose, in a sealed container. The outside of envelope(s) or package(s) shall clearly state the project name, Bid number, Bidder’s name and return address, and the date and time of the Bid opening.

Bidders may submit sealed bids online through the City of Vancouver’s Procurement Portal cityofvancouver.bonfirehub.com or select one of the following options for delivery of the Bid proposal:

Delivery Address:

(In Person, Courier, UPS, or FedEx)

Procurement Services Manager City of Vancouver

Customer Service Desk - 1st floor lobby 415 W. 6th Street

Vancouver, WA 98660

Mailing Address:

(USPS)

Procurement Services Manager City of Vancouver

PO Box 1995 Vancouver, WA 98668

Bids delivered to locations other than as indicated in this document or received after the designated time will not be accepted.

It is the Bidder’s responsibility to allow enough time for delivery to occur before the designated Bid due date and time. Please be advised that Bid deliveries requiring signature may not be delivered to Procurement Services in a timely manner as our receiving point is not staffed at all times and there may be no one available to sign at the time of delivery. Bids delivered to locations other than as indicated above or received after the designated time will not be accepted.

Bids submitted via FAX or EMAIL will not be accepted.

Bids will be opened and publicly read in person and via an online platform at the Vancouver City Hall, 415 W 6th Street, Vancouver, WA 98660 at the time and date specified. Contractors are invited to join in person, through the website, or by phone:

Online:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_NGE1NWNhNjQtZjg0OS00N2MzLTk3YmItZDkzMDMwM2Q2NjQ5%40thr ead.v2/0?context=%7b%22Tid%22%3a%22bf6d19b6-9266-4686-a93a- 50b537dc583a%22%2c%22Oid%22%3a%22c58d7094-c394-48f9-9b8d-2dfaaf95cfd5%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_M2Q0NjRkYmEtNTJlNS00NTFhLTk3MDUtYzM4MzVlYWJjYzIw%40thread.v2/0?context=%7b%22Tid%22%3a%22bf6d19b6-9266-4686-a93a-50b537dc583a%22%2c%22Oid%22%3a%22c58d7094-c394-48f9-9b8d-2dfaaf95cfd5%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_M2Q0NjRkYmEtNTJlNS00NTFhLTk3MDUtYzM4MzVlYWJjYzIw%40thread.v2/0?context=%7b%22Tid%22%3a%22bf6d19b6-9266-4686-a93a-50b537dc583a%22%2c%22Oid%22%3a%22c58d7094-c394-48f9-9b8d-2dfaaf95cfd5%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_M2Q0NjRkYmEtNTJlNS00NTFhLTk3MDUtYzM4MzVlYWJjYzIw%40thread.v2/0?context=%7b%22Tid%22%3a%22bf6d19b6-9266-4686-a93a-50b537dc583a%22%2c%22Oid%22%3a%22c58d7094-c394-48f9-9b8d-2dfaaf95cfd5%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_M2Q0NjRkYmEtNTJlNS00NTFhLTk3MDUtYzM4MzVlYWJjYzIw%40thread.v2/0?context=%7b%22Tid%22%3a%22bf6d19b6-9266-4686-a93a-50b537dc583a%22%2c%22Oid%22%3a%22c58d7094-c394-48f9-9b8d-2dfaaf95cfd5%22%7d http://cityofvancouver.bonfirehub.com/ http://cityofvancouver.bonfirehub.com/ https://teams.microsoft.com/l/meetup-join/19%3ameeting_NGE1NWNhNjQtZjg0OS00N2MzLTk3YmItZDkzMDMwM2Q2NjQ5%40thread.v2/0?context=%7b%22Tid%22%3a%22bf6d19b6-9266-4686-a93a-50b537dc583a%22%2c%22Oid%22%3a%22c58d7094-c394-48f9-9b8d-2dfaaf95cfd5%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NGE1NWNhNjQtZjg0OS00N2MzLTk3YmItZDkzMDMwM2Q2NjQ5%40thread.v2/0?context=%7b%22Tid%22%3a%22bf6d19b6-9266-4686-a93a-50b537dc583a%22%2c%22Oid%22%3a%22c58d7094-c394-48f9-9b8d-2dfaaf95cfd5%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NGE1NWNhNjQtZjg0OS00N2MzLTk3YmItZDkzMDMwM2Q2NjQ5%40thread.v2/0?context=%7b%22Tid%22%3a%22bf6d19b6-9266-4686-a93a-50b537dc583a%22%2c%22Oid%22%3a%22c58d7094-c394-48f9-9b8d-2dfaaf95cfd5%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NGE1NWNhNjQtZjg0OS00N2MzLTk3YmItZDkzMDMwM2Q2NjQ5%40thread.v2/0?context=%7b%22Tid%22%3a%22bf6d19b6-9266-4686-a93a-50b537dc583a%22%2c%22Oid%22%3a%22c58d7094-c394-48f9-9b8d-2dfaaf95cfd5%22%7d

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By Phone:

(347) 941-5324 Meeting number (access code): 787831137#

No bidder may withdraw his/her bid after the hour set for the opening thereof, unless the award of contract is delayed for a period exceeding forty-five (45) days. If it is determined to be in the best interest of the City, the City reserves the right to request an extension of bid prices during the review process.

The City of Vancouver, at its sole discretion, reserves the right to cancel this invitation or reject any and all bids submitted or to waive any minor formalities if the best interests of the City would be served.

BIDDING DOCUMENTS

Bidding documents may be obtained from the City of Vancouver Procurement Services website at: cityofvancouver.bonfirehub.com. These are available for viewing, downloading and printing on your own equipment, free of charge.

Bids shall be in accordance with the Plans, Specifications, General Conditions, Special Provisions and all other contract documents prepared for the above referenced project, on file in the office of Procurement Services, phone (360) 487-8430. Bid results may be obtained within 24 hours after the Public Bid Opening by accessing The City of Vancouver Procurement Services website at: cityofvancouver.bonfirehub.com. Bids are to be submitted to Procurement Services on the proposal forms provided for this purpose, in a sealed container. The outside of envelope(s) or package(s) must clearly state the project name, Bid number, Bidder’s name and return address, and the date and time of the Bid opening.

ADDENDA

All project-specific questions, requests for clarification, and requests for substitutions must be submitted in writing, via email, by Tuesday, July 14, 2026 at 5:00 pm to Julie.Denton@cityofvancouver.us. If required, an addendum will be prepared and issued by the City of Vancouver no later than Tuesday, July 21, 2026.

It is the sole responsibility of the Bidder to learn of and obtain any and all issued Addenda.

Addenda may be obtained from the City of Vancouver Procurement Services website at:

cityofvancouver.bonfirehub.com. The City of Vancouver accepts no responsibility or liability and will provide no accommodation to Bidders who fail to check for addenda and as a result, submit a non-responsive Bid submittal.

RESPONSIBILITY CRITERIA

It is the intent of City to award a contract to the lowest responsive and responsible bidder. In accordance with RCW 39.04.350, before award, the bidder must meet the following bidder responsibility criteria to be considered a responsible bidder.

The bidder may be required to provide the City documentation demonstrating compliance with the criteria.

1) At the time of bid submittal, have a certificate of registration in compliance with chapter 18.27 RCW, a plumbing contractor license in compliance with chapter 18.106 http://cityofvancouver.bonfirehub.com/ http://cityofvancouver.bonfirehub.com/ http://cityofvancouver.bonfirehub.com/ http://cityofvancouver.bonfirehub.com/

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RCW, an elevator contractor license in compliance with chapter 70.87 RCW, or an electrical contractor license in compliance with chapter 19.28 RCW, as required under the provisions of those chapters;

2) Before award of contract, A. Have a current Washington Unified Business Identifier (UBI) number;

B. Not be disqualified from bidding on any public works contract under

RCW 39.06.010 or 39.12.065(3);

C. If applicable, have industrial insurance coverage for the bidder's employees working in Washington as required in Title 51 RCW; an employment security department number as required in Title 50 RCW;

and a state excise tax registration number as required in Title 82 RCW;

D. If bidding on a public works project subject to the apprenticeship utilization requirements in RCW 39.04.320, not have been found out of compliance by the Washington state apprenticeship and training council for working apprentices out of ratio, without appropriate supervision, or outside their approved work processes as outlined in their standards of apprenticeship under chapter 49.04 RCW for the one-year period immediately preceding the date of the bid solicitation;

E. Have received training on the requirements related to public works and prevailing wage under Chapter 39.04 RCW and Chapter 39.12 RCW;

F. Within the three-year period immediately preceding the date of the bid solicitation, not have been determined by a final and binding citation and notice of assessment issued by the department of labor and industries or through a civil judgment entered by a court of limited or general jurisdiction to have willfully violated, as defined in RCW 49.48.082, any provision of chapter 49.46, 49.48, or 49.52 RCW.

3) Before award of contract, if applicable:

A. Have Industrial Insurance (workers’ compensation) coverage for the bidder’s employees working in Washington, as required in Title 51 RCW;

B. Have a Washington Employment Security Department reference number, as required in Title 50 RCW;

C. Have a Washington Department of Revenue state excise tax registration number, as required in Title 82 RCW;

4) Supplemental responsible bidder criteria, if applicable.

Pursuant to RCW 39.06.020, the bidder who is awarded the contract must verify responsibility criteria in accordance with RCW 39.04.350 and as listed in 1) – 3) above 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 listed in 1) – 3) above 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 the project contract and in each subcontract of every tier.

SUPPLEMENTAL BIDDER RESPONSIBILITY CRITERIA

In addition to the mandatory bidder responsibility criteria, the bidder must also meet the following relevant supplemental bidder responsibility criteria applicable to the project. As evidence that a bidder meets the supplemental bidder responsibility criteria, the Apparent

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Successful Bidder must submit, upon request, the required documentation to the City of Vancouver, within 72 hours of notification. The City reserves the right to request such documentation from other bidders as well.

If the City determines the bidder does not meet the bidder responsibility criteria and is therefore not a responsible bidder, the City shall notify the bidder in writing with the reasons for its determination. If the bidder disagrees with this determination, they may appeal the determination within 24 hours of receipt of the City’s determination by presenting additional information to the City. The City will consider the additional information before issuing its final determination. If the final determination affirms that the bidder is not responsible, the City will not execute a contract with any other Bidder until two (2) business days after the bidder determined to be not responsible received the City’s final written determination as required by RCW 39.04.350(3)(d).

The time deadline for a bidder to appeal a determination that they are not responsible, as indicated here, may be modified by the City, adopting either a standard for all projects or changing it on a project-by-project basis.

1. Federal Debarment – The bidder shall not currently be debarred or suspended from bidding on Public Works Projects by the Federal government. The bidder shall not be listed as a current debarred or suspended bidder on the U.S. Governments System for Award Management (SAM) website.

a. Website: http://www.sam.gov.

2. State Debarment – The principals of the bidder shall not currently have any company that is debarred or suspended from bidding on Public Works by Washington State.

3. Claims against Retainage and Bonds – The bidder shall not have a record of excessive claims filed against the retainage or payment bonds for public works projects during the previous three years, that demonstrate a lack of effective management by the bidder of making timely and appropriate payments to its subcontractors, supplies, and workers, unless there are extenuating circumstances acceptable to the City.

4. Experience Modification Rate – The bidder’s Experience Modification Rate should be at or below 1.0. EMR rates above 1.0 are cause for Determination of Non-Responsibility unless the circumstances raising the rate have been accepted by the City.

As evidence that the bidder meets the bidder responsibility criteria 1 A above, the apparent low bidder must submit, upon request, the following documentation to the Owner within 72 hours of notification. The Owner reserves the right to request such documentation from other bidders also.

1. Federal Debarment – The bidder shall not be listed as a current debarred or suspended bidder on the U.S. Governments System for Award Management (SAM) website:

http://www.sam.gov.

2. State Debarment – The principals of the bidder shall not have any company listed as a current debarred or suspended bidder on the State of Washington Labor & Industries Debarred Contractors List.

http://www.sam.gov/ http://www.sam.gov/ https://secure.lni.wa.gov/debarandstrike/ContractorDebarList.aspx

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3. Claims against Retainage and Bonds – The bidder shall submit a list of any public works projects over $500,000 completed within the last five years (5) that have had a claim against the retainage and/or payment or performance bond. Documentation provided should include a written explanation of the circumstances surrounding each claim and the ultimate resolution of the claim.

4. Experience Modification Rate – The bidder shall not have an Experience Modification Rate that exceeds 1.0 as indicated on the Department of Labor & Industries website. If the bidder’s score exceeds 1.0 additional information may be requested.

If the City determines the bidder does not meet the bidder responsibility criteria and is therefore not a responsible bidder, the City shall notify the bidder in writing with the reasons for its determination. If the bidder disagrees with this determination, they may appeal the determination within 24 hours of receipt of the City’s determination by presenting additional information to the City. The City will consider the additional information before issuing its final determination. If the final determination affirms that the bidder is not responsible, the City will not execute a contract with any other Bidder until two (2) business days after the bidder determined to be not responsible received the City’s final written determination as required by RCW 39.04.350(3)(d).

The time deadline for a bidder to appeal a determination that they are not responsible, as indicated here, may be modified by the City, adopting either a standard for all projects or changing it on a project-by-project basis.

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SECTION B: TERMS AND CONDITIONS

RECIPROCAL PREFERENCE FOR RESIDENT CONTRACTORS

In accordance with RCW 39.04.380 the State of Washington is enforcing a Reciprocal Preference for Resident Contractors. Any public works bid received from a nonresident contractor from a state that provides an in-state percentage bidding preference, a comparable percentage disadvantage must be applied to the bid of that nonresident contractor.

A nonresident contractor from a state that provides a percentage bid preference means a contractor that:

a. is from a state that provides a percentage bid preference to its resident contractors bidding on public works contracts.

b. at the time of bidding on a public works project, does not have a physical office located in Washington.

The state of residence for a nonresident contractor is the state in which the contractor was incorporated or, if not a corporation, the state where the contractor's business entity was formed.

All nonresident contractors will be evaluated for out of state bidder preference. If the state of the nonresident contractor provides an in-state contractor preference, a comparable percentage disadvantage will be applied to their bid prior to contract award.

This section does not apply to public works procured pursuant to RCW 39.04.155, 39.04.280, or any other procurement exempt from competitive bidding.

PREVAILING WAGE REQUIREMENTS

If awarded the project, the Contractor and each subcontractor shall have on file a yearly "Statement of Intent to Pay Prevailing Wages" with the Washington State Department of Labor and Industries before payment will be made for work performed. An approved "Affidavit of Wages Paid" form must be filed at the end of each contract year. If the contract is extended, a "Statement of Intent to Pay Prevailing Wages" and "Affidavit of Wages Paid" form will be required to filed for each contract year. This Contract shall have prevailing wage rates updated annually.

The State of Washington prevailing wage rates applicable for this public works project, which is located in Clark County, may be found at the following website address of the Department of Labor and Industries: https://secure.lni.wa.gov/wagelookup/rates/journey-level-rates.

Based on the quote submittal deadline for this project, the applicable effective date for prevailing wages for this project is Tuesday, July 28, 2026. For Contracts where award was delayed more than six (6) months after the bids were due, the prevailing wage in effect on the date of award shall apply for the duration of the first year of the Contract.

A copy of the applicable prevailing wage rates will also available for viewing at the Vancouver City Hall, located at 415 W 6th St Street, Vancouver WA 98660. Upon request, the City will mail a hard copy of the applicable prevailing wages for this project. To request a copy of the applicable prevailing wage rates please call (360) 487-8430 or email procurement.services@cityofvancouver.us.

https://secure.lni.wa.gov/wagelookup/rates/journey-level-rates mailto:procurement.services@cityofvancouver.us

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RETAINAGE

For contracts under $150,000, the City shall hold a 10% retainage in lieu of a performance and payment bond on all payments under this Contract. For contracts of $150,000 or greater, the City shall hold a 5% retainage and require a yearly performance and payment bond for the Contract. Payment of the retained percentage shall be withheld, by the City, for a period of 45 days following the completion of the contract year or the Contract work if requested by the Contractor. In instances where the Contractor requests an early retainage release, the Contractor will be required to file new prevailing wage paperwork for future projects.

Retainage shall be paid to the Contractor at the expiration of 60 days per RCW 60.28, in the event no claims, as provided by law, have been filed against such funds; and provided further, that releases or certificates have been obtained from the State Department of Labor and Industries, from the State Department of Revenue, and the Employment Security Department and all other departments and agencies having jurisdiction over the activities of the Contractor.

In the event such claims are filed, the Contractor shall be paid such retained percentages less an amount sufficient to pay any such claims, together with a sum sufficient to defray the cost of foreclosure action and to cover attorney fees as determined by the City.

Every person performing labor or furnishing supplies toward the completion of said improvement of work shall have a lien upon said monies so reserved; provided, that such notice of the lien of such claimant shall be given in the manner provided in RCW 39.08.030 and within the time provided in RCW 60.28 as now existing and in accordance with any amendments that may hereafter be made thereto.

E-VERIFY PROGRAM

Contractor shall register and enter into a Memorandum of Understanding (MOU) with the Department of Homeland Security E-Verify program within sixty (60) days after execution of this Agreement. Contractor shall ensure all Contractor employees and any sub-contractor(s) assigned to perform work under this Agreement are eligible to work in the United States.

Contractor shall provide verification of compliance upon City request. Failure by Contractor to comply with this subsection shall be considered a material breach.

CITY BUSINESS AND OCCUPATIONAL LICENSE

The Contractor, at no expense to the City, shall be responsible to obtain all necessary licenses, permits, and similar legal authorizations required to perform the work associated with this Agreement. The Contractor will be required to hold a city business license if working within Vancouver city limits. The Contractor shall apply for city license via the State of Washington Department of Revenue (DOR), Business Licensing Service (BLS), at:

https://secure.dor.wa.gov/. For application assistance, contact DOR BLS at 360-705-6741. For more information about city business license regulations and fees, see:

www.cityofvancouver.us/businesslicense or call 360-487-8410 option 3.

REJECTED BIDS

The City will not be responsible for any errors in bids. Bidders will not be allowed to alter bids after the submittal deadline. The City may consider a bid irregular and reject it if any of the Bid Item prices are excessively unbalanced (either above or below the amount of a reasonable http://www.cityofvancouver.us/businesslicense

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Bid) to the potential detriment of the City. Bids submitted must be complete and include pricing for the work to be completed, in whole, per the attached plans and specifications.

Qualified bids will be deemed non-responsive and will not be accepted.

The City reserves the right to adjust the scope of this work to match available funds. The City of Vancouver, at its sole discretion, reserves the right to cancel this invitation, reject any or all bids submitted, and to waive any minor formalities if deemed to be in the best interest of the City.

TIE BREAKING

After opening Bids, if two or more lowest responsive, responsible Bid totals are exactly equal, then the tie-breaker will be determined by a coin toss by the Procurement Manager or their designee before at least two (2) witnesses. Bidders shall choose “Heads” or “Tails” in alphabetic order by the name of the firm as registered with the Washington State Department of Licensing prior to the Coin Flip. Only those Bidders who submitted a Bid total that is exactly equal to the lowest responsive, responsible Bid are to participate.

CLAIM ERRORS

A Bidder who wishes to claim error after the Bids have been publicly opened and read shall promptly notify the City that an error occurred. The Bidder shall submit a declaration under penalty of perjury signed by the Bidder and accompanied by the work sheets used in the preparation of the Bid, requesting relief from the responsibilities of Award. The affidavit or declaration shall describe the specific error(s) and certify that the work sheets are the ones used in preparing the Bid.

BID AWARD

Once bids have been received and reviewed, staff will prepare a Staff Report to be presented to Council. Once Council has formally awarded this contract, an Award email will be sent as evidence of the acceptance of the bid. No other act of the City shall constitute acceptance of a bid.

Bidders may not alter their bid prices after the hour set for the public Bid Opening, unless the award of contract is delayed for more than forty-five (45) days. The City reserves the right to request an extension of time for firm bid prices during any such delay to allow for the review process.

FAILURE TO EXECUTE CONTRACT

Failure to return the required insurance certificate, performance and payment bonds, and labor and materials bonds (if applicable), or failure or refusal to sign the Contract within 10 calendar days, shall be considered failure to execute the contract. The City may then Award the Contract to the second lowest responsible Bidder or reject all remaining Bids. If the second lowest responsible Bidder fails to return the required documents as stated above within the time provided after Award, the Contract may then be Awarded successively in a like manner to the remaining lowest responsible Bidders until the above requirements are met or the remaining Proposals are rejected. The City may grant an extension to the contractor to submit the required insurance and bonds for up to an additional 20 calendar days for extenuating circumstances. The extension shall be granted at the City’s sole discretion.

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PROTESTS

Pre-Bid or Solicitation Phase Protest The City must receive a Pre-Bid or Solicitation Protest at least five (5) Days before the bid open date or proposal/qualifications response due date. These protests are to be submitted to the Procurement Specialist overseeing the project.

Upon receipt of the Protest the Procurement Specialist shall review the concerns outlined and consult with the necessary parties as need. The Procurement Specialist shall reply to the protest within three (3) Days.

Pre-Award Protest The City must receive a Pre-Award Protest within five (5) Days after the date of publication of the bid tab to the City’s website for bids or notification of Intent to Award for a Solicitation.

These protests are to be submitted to the Procurement Manager. The City may provide copies of the Protest to the bidder/proposer against whom the Protest is made if the Protestor does not copy them on the Protest. The bidder/proposer subject of the Protest will have two (2) Days to respond to the City about the Protest following its receipt of copies of the Protest, either from the Protestor or the City.

Upon receipt of the Protest, the Procurement Manager, upon receipt of the protest, shall review all of the issues brought forward in the protest and consult with the necessary parties as needed. All available facts will be considered. The Procurement Manager shall respond, in writing, to all parties within ten (10) Days. The Procurement Manager may extend this deadline to respond at any time during the ten (10) Day period with written notice to all parties. The Procurement Manager will respond to the Protest in writing by email if an email address is provided, requesting acknowledgement of receipt or will mail a response using certified mail.

The Procurement Manager will not execute a contract for the project with anyone other than the Protestor without first providing at least two (2) Days’ written notice of the City’s Intent to Award.

For more information see the City of Vancouver Procurement’s Protest Policy at: Procurement Services -The City of Vancouver, WA https://www.cityofvancouver.us/business/procurement-services/ https://www.cityofvancouver.us/business/procurement-services/

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SECTION C: BID SUBMITTAL REQUIREMENTS

PHASE 1: BID SUBMITTAL CHECKLIST

The bidder's attention is especially called to the following forms, which must be executed in full as required. This checklist has been prepared and furnished to aid bidder in including all necessary supporting information with their bid. It is not guaranteed to be complete or accurate, and the responsibility for compliance with all bidding requirements remains with the bidder. Items in bold shall be submitted with your bid. Failure to do so shall render your bid non-responsive.

□ BID FORM

Bids shall be completed and submitted on the bid forms provided.

□ ADDENDA ACKNOWLEDGEMENT

The bidder must sign, where indicated on the last page of the bid documents, acknowledgement of any addenda prior to the bid opening. Failure to comply with this provision will render the bid non-responsive and therefore void.

It is the sole responsibility of the Supplier to learn of Addendum, if any. Such information may be obtained from the City of Vancouver Procurement Services' website at: cityofvancouver.bonfirehub.com;

However the sole responsibility for obtaining and learning of Addendum belongs to the Bidder. The City of Vancouver accepts no responsibility or liability and will provide no accommodation to bidders who fail to check for addendums and submit inadequate or incorrect responses.

□ NON-DISCRIMINATION CLAUSE

Bidders must provide evidence of compliance as required by RCW 35.22.650 on the attached form.

□ CERTIFICATION OF COMPLIANCE WITH WAGE PAYMENT STATUTES

Bidders are required to submit a statement verifying that within the three-year period immediately preceding the date of the bid solicitation, they not have been determined by a final and binding citation and notice of assessment issued by the Department of Labor and Industries or through a civil judgment entered by a court of limited or general jurisdiction to have willfully violated, as defined in RCW 49.48.082, any provision of chapter 49.46, 49.48, or 49.52 RCW.

SUPPLEMENTAL BIDDER RESPONSIBILITY CRITERIA

Additional Supplemental Bidder Responsibility criteria will be required of the Apparent Successful Bidder (lowest, responsive, responsible Bidder). Bidder must submit required information to City within 72 hours after receipt of the request by the City of Vancouver. Bidders are not required to submit this information with their Bid.

NOTE: If during the Bidding period, a potential Bidder believes that the Supplemental Bidder Responsibility Criteria will exclude them from bidding, Bidder may request the City to consider

ITB 26-24: Unit Priced Bridge Shelter Maintenance and Repairs Page 15 of 38 modifying the criteria. Such modification, if accepted by the City, will be communicated via the issuance of an addendum to the Bidding documents.

PHASE 2: CONTRACT AWARD

The following is to be signed and/or delivered by the awarded contractor to the City within ten

(10) days after the award date.

□ CONTRACT

This agreement is to be signed by the successful bidder.

□ INSURANCE CERTIFICATE

The City shall be named as an additional named insured on all insurance policies.

These policies shall comply with the requirements as stated in the Contract.

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BID FORM

To the City Council City of Vancouver Vancouver, Washington 98660

The undersigned hereby certifies that the locations and construction details of work outlined in the Plans and Specifications have been personally examined for the:

This contract provides for comprehensive facility maintenance and repair services for City-owned facilities, including the Bridge Shelter, a 120-bed, 13,665-square-foot facility operating 24 hours per day, seven days per week and other work, all in accordance with the attached General Conditions, these Contract Provisions, and the Special Provisions. Plan and specifications for this building are viewable on the Bonfire Procurement Portal under ITB 25- 37: Bridge Shelter project.

The City's objective is to establish a single point of accountability for facility maintenance operations for each schedule identified while allowing the selected contractor flexibility to self-perform services and/or utilize qualified subcontractors where appropriate.

The selected contractor(s) shall serve as the Prime Contractor and shall be responsible for the management, coordination, quality control, scheduling, and performance of all services provided under the resulting contract. Award will be made based on the lowest responsive and responsible bidder for each individual schedule. Bidders are not required to provide bids for every schedule.

Work performed outside of regular business hours of 7:00 a.m. – 5:00 p.m. will be paid at 1.5 times the normal hourly rate, and Work performed on Holidays pursuant to RCW 1.16.050 will be paid at 2 times the normal hourly rate, unless otherwise authorized by the City.

Services for this contract are expected to begin in December of 2026. Additional Work may be added to the Contract within the scope of each schedule based on the pricing provided in the bid and upon mutual agreement of the Contractor and the City. Any changes shall be a written Amendment and signed by all parties to the Contract.

The City intends to award each contract for an initial period of three (3) years, with the option to extend for one (1) additional year.

The period of this Bid and its prices shall be for one (1) year, commencing on the effective date of the contract.

Requirements for Work under each schedule is provided in the Special Provisions. Bidder certifies they have read and thoroughly understand the General Conditions and Special Provisions and contract governing the work included in this improvement and the method by which payment will be made for said work and hereby propose to undertake and complete the work included in this improvement in accordance with said Plans, Specifications and Contract and at the following schedule of rates and prices. City will not pay for the drive time to and from the facility.

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The City reserves the right to adjust the scope of this work to match available funds, including, if necessary, the elimination of specific work or all work associated with specific buildings included in this Invitation to Bid.

NOTE:

Show prices in legible figures (not words) written in ink or typed and expressed in U.S.

dollars and cents.

Where conflict occurs unit price shall prevail.

Unit Prices required for all non-Lump Sum bid items.

The Total Price for Non-Lump Sum Bid Items should be calculated as follow:

o Approx. Quantity (as listed for that bid item) x Unit Price = Total Price Your proposal will be considered irregular and will be rejected if the unit price is left blank and a price per unit cannot be determined by equally dividing the “Approx.

Quantity” into the Total Price and rounding the result to the nearest two decimal places.

Your Bid shall be considered non-responsive and therefore, void if:

o Figures are illegible o Minimum proposal requirements are not met (when applicable) o Bid is qualified or conditions are added to your Bid.

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Schedule A: Mechanical Systems

No.

Approx.

Qty per

Year Unit of

Measure Items with Unit Price Bid Unit Price Total Price

1A 300 HR

Hourly Labor Rate for Repairs

Regular Time Monday-Friday 7:00 a.m. – 5:00 p.m.

2A 4 EA

Fee for Heat Pump Water Heater

System (Lochinvar Veritus) Preventative Maintenance

3A 2 EA Fee for Greenheck Exhaust Fans Preventative Maintenance $ $

4A 2 EA Fee for LG Heat Pump Systems Preventative Maintenance $ $

5A $10,000 % Material Mark Up % $

6A 100 EA Emergency Call Out Fee $ $

Schedule A - Subtotal $

Washington State Sales Tax 8.9% $

Schedule A - Total $

Schedule B: Electrical Systems

Approx.

Qty per

Year Unit of

Measure Items with Unit Price Bid Unit Price Total Price

1B 150 HR

Hourly Labor Rate for Electrician Regular Time Monday-Friday 7:00 a.m. – 5:00 p.m.

2B $10,000 % Material Mark Up % $

3B 100 EA Emergency Call Out Fee $ $

Schedule B - Subtotal $

Schedule B - Total $

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Schedule C: Plumbing Systems

Approx.

Qty per

Year Unit of

Measure Items with Unit Price Bid Unit Price Total Price

1C 150 HR

Hourly Labor Rate for Plumber

Regular Time Monday-Friday 7:00 a.m. – 5:00 p.m.

2C 4 EA Domestic Hot Water Systems Preventative Maintenance $ $

3C 2 EA Expansion Tanks Preventive Maintenance $ $

4C 2 EA Sensor Faucets $ $

5C $10,000 % Material Mark Up % $

6C 100 EA Emergency Call Out Fee $ $

Schedule C - Subtotal $

Schedule C - Total $

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Schedule D: Commercial Kitchen Equipment

Approx.

Qty per

Year Unit of

Measure Items with Unit Price Bid Unit Price Total Price

1D 150 HR

Hourly Labor Rate for Kitchen Technician

Regular Time Monday-Friday 7:00 a.m. – 5:00 p.m.

2D 2 EA

Semi-Annual Commercial

Kitchen Maintenance Systems Preventative Maintenance

3D 4 EA

Quarterly Commercial Kitchen

Maintenance Systems Preventative Maintenance

4D 12 EA

Monthly Commercial Kitchen

Maintenance Systems Preventative Maintenance

5D 100 EA Emergency Call Out Fee $ $

6D $10,000 % Material Mark Up % $

Schedule D - Subtotal $

Schedule D - Total $

ITB 26-24: Unit Priced Bridge Shelter Maintenance and Repairs Page 21 of 38

Schedule E: General Building Maintenance

Approx.

Qty per

Year Unit of

Measure Items with Unit Price Bid Unit Price Total Price

1E 500 HR

Hourly Labor Rate for General Laborer

Regular Time Monday-Friday 7:00 a.m. – 5:00 p.m.

2E 250 HR

Hourly Labor Rate for Carpenter/Handyman

Regular Time Monday-Friday 7:00 a.m. – 5:00 p.m.

3E 4 EA Door & Hardware Inspection Preventative Maintenance $ $

4E 1 EA Life Safety Door Preventative Maintenance $ $

5E 12 EA Building Condition Preventative Maintenance $ $

6E 100 EA Emergency Call Out Fee $ $

7E $10,000 % Material Mark Up % $

Schedule E - Subtotal $

Schedule E - Total $

The following Addendum/Addenda is/are hereby acknowledged:

Addendum Date of Signed Acknowledgment No. Addendum/Addenda

1.

2.

3. _______

4. ______

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NOTE: Failure to acknowledge any issued Addenda will render proposal non-responsive and therefore void. It is the sole responsibility of the Bidder to learn of Addendum, if any. Such information may be obtained from the City of Vancouver Procurement Services' website at: cityofvancouver.bonfirehub.com

In accordance with RCW 39.04.350 (1) a, before award of a public works contract, a bidder must meet the following responsibility criteria to be considered a responsible bidder and qualified to be awarded a public works project. The bidder must:

(a) At the time of bid submittal, have a certificate of registration in compliance with chapter 18.27 RCW, a plumbing contractor license in compliance with chapter 18.106 RCW, an elevator contractor license in compliance with chapter 70.87 RCW, or an electrical contractor license in compliance with chapter 19.28 RCW, as required under the provisions of those chapters;

Please fill out the below the table if you plan to use a subcontractor or self-perform the work:

Description of Work Self Perform

Sub Contract

Work Not In Project

Electrical

Plumbing

Elevator

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The undersigned, under penalty of perjury, hereby certifies that said person(s), firm, association, LLC, or corporation has (have) not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with the project for which this proposal is submitted.

The undersigned declares that they have reviewed the insurance requirements listed in the Contract, and have discussed both cost and availability of these insurance requirements with my insurance broker/agent. The bid being submitting accurately reflects the cost and availability of the insurance requirements as outlined by the City of Vancouver, which I will abide by if awarded the contract.

The Contractor hereby certifies that the Contractor has an Employment Security Department number as required to conduct public works projects pursuant to RCW 39.04.350.

The undersigned declares that before preparing their bid, they read carefully the specifications and requirements for bidders and that their bid is made with the full knowledge of the kind, quality and quantity of services and equipment to be furnished, and their said bid is as stated on these pages. By signing this page of the bid, the Contractor acknowledges and agrees to the terms and conditions of each of the forms included in the bid documents.

Authorized Official (Signature) Date

Print Name of Authorized Official Title of Authorized Official

Company Name Telephone Number

Address City, State, Zip

E-mail Address Federal Employee I.D. #

State Contractor's License Number Washington Unified Business Identifier

(UBI#)

Employment Security Reference Number

NOTE:

1. If the bidder is a co-partnership, so state, giving firm name under which business is transacted.

2. If the bidder is a corporation or LLC, this proposal must be executed by a duly authorized official.

3. Proposals submitted must be complete and include pricing for the work to be completed, in whole, per the attached plans and specifications.

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NON-DISCRIMINATION CLAUSE

RCW 35.22.650-Public Works or Improvements-Minority Business, Employees-Contract, Contents

All contracts by and between a first class city and contractors for any public work or improvement exceeding the sum of ten thousand dollars, or fifteen thousand dollars for construction of water mains, shall contain the following clause:

“Contractor agrees that they shall actively solicit the employment of minority group members. Contractor further agrees that they shall actively solicit bids for the subcontracting of goods or services from qualified minority businesses.

Contractor shall furnish evidence of his/her compliance with these requirements of minority employment and solicitation. Contractor further agrees to consider the grant of subcontracts to said minority bidders on the basis of substantially equal proposals in the light most favorable to said minority businesses. The Contractor shall be required to submit evidence of compliance with this section as part of the bid.”

As used in this section, the term “minority business” means a business of at least fifty-one percent of which is owned by minority group members. Minority group members include, but are not limited to, African Americans, Women, Native Americans, Asians, Eskimos, Aleuts, and Hispanics.

By signing the bid form the bidder certifies that they agree to comply with this non-discrimination clause and shall provide documentation of compliance as requested by the City.

By signing the signature page of the proposal, the Contractor acknowledges and agrees to the terms and conditions of this form.

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CERTIFICATION OF COMPLIANCE WITH WAGE PAYMENT STATUTES

The bidder hereby certifies that, within the three-year period immediately preceding the bid solicitation date Tuesday, July 28, 2026 that the bidder is not a “willful” violator, as defined in RCW 49.48.082, of any provision of Chapters 49.46, 49.48, or…