City of Vancouver

PROPOSAL AND CONTRACT

DOCUMENTS

FOR

BID # 26-29: CHKALOV BUILDING REMODEL

AUGUST 4, 2026

PROJECT NO. PRJ100983

ITB 26-29: Chkalov Building Remodel Page 2 of 38

INVITATION TO BID (ITB) # 26-29:

CHKALOV BUILDING REMODEL

Invitation to Bid Information:

ITB Number: 26-29 ITB Title: Chkalov Building Remodel Date Issued: Tuesday, August 4, 2026

Contact Person: Julie Denton Email Address: Julie.Denton@cityofvancouver.us Contact Phone: 360-487-8435 Project Manager: Lam Vuong

Engineer’s Estimate: $12,500,000

Pre-Bid Meeting: Tuesday, August 25, 2026 Questions Due: Tuesday, September 8, 2026 Addendum Due: Tuesday, September 15, 2026 Bid Opening: Tuesday, September 22, 2026

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 Street Vancouver, WA 98660

For Delivery by US Postal Service:

Attn: Procurement Services City of Vancouver PO Box 1995 Vancouver, WA 98668

*Please refer to Section 1: Instructions to Bidders, Submittal Instructions for Further Information

Table of Contents

SECTION A: INSTRUCTIONS TO BIDDERS

SECTION B: TERMS AND CONDITIONS

SECTION C: BID SUBMITTAL REQUIREMENTS & PROCEDURES

BID FORM

ATTACHMENTS:

Contract Specifications- General Conditions–Bid Set – 38 Pages (July 10, 2026) Contract Specifications–Bid Set–1,102 Pages (July 10, 2026) Contract Drawings–Bid Set–128 Pages (July 10, 2026) Contract Drawings Supplement–Environmental Graphic Design–Bid Set–52 Pages (May 5, 2026) file://internal.cityofvancouver.us/FINANCE/Procurement/Resources/Boiler%20Documents/ITB/Updates/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 26-29: Chkalov Building Remodel bids up to the hour of 11:00 a.m., Pacific Local Time, Tuesday, September 22, 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.

An optional pre-bid meeting is to be held at time, 1:00 pm PST, on Tuesday, August 25, 2026 at 521 SE Chkalov Drive, Vancouver, Washington. Interested prime contractors are encouraged to attend. At this meeting questions concerning the Contract Documents and the proposed work will be discussed.

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).

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 reserves the right to cancel this Invitation to Bid or reject any and all bids submitted or to waive any minor formalities of this call if the best interest of the City would be served.

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.

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

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ANTICIPATED BID SCHEDULE

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

Event Date Pre-Bid Meeting at 1:00 pm PST Tuesday, August 25, 2026 Questions Due by 5:00 pm PST Tuesday, September 8, 2026 Final Addendum Issued by 5:00 pm PST Tuesday, September 15, 2026 Bid Opening at 11:00 am PST Tuesday, September 22, 2026

SCOPE OF SERVICES

This Contract provides for the exterior and interior renovation of the existing 45,828 GSF commercial building located at 521 SE Chkalov Drive, including demolition work, building envelope work, structural steel work, installation of new exterior and interior finishes, masonry work; replacement and new installation of mechanical, electrical, and plumbing work and associated utilities: site hardscape and softscape including parking, amenities, and landscaping; exterior and interior environmental graphics and other work, all in accordance with the attached Contract Plans, these Contract Provisions and the General Conditions.

The Contract Work shall be Substantially Complete by November 5, 2027.

DELIVERY REQUIREMENTS

Bids shall be delivered by or before 11:00 a.m., Pacific Local Time, on Tuesday, September 22, 2026.

The City will not accept any submittals after that day and time. Bidders 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, online, or by phone by calling (347) 941-5324 (access code: 787831137#):

SUBMITTAL INSTRUCTIONS

Bids are to be submitted to Procurement Services on the bid forms provided for this purpose, in a sealed envelope. The outside of the 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.

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:

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 does not deliver to City

Hall) Procurement Services Manager

City of Vancouver PO Box 1995

Vancouver, WA 98698 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 file://internal.cityofvancouver.us/FINANCE/Procurement/Resources/Boiler%20Documents/ITB/Updates/cityofvancouver.bonfirehub.com

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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 submitted via FAX or EMAIL will not be accepted.

Bids will be opened publicly and 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_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#

No bidder may withdraw their bid after the hour set for the opening thereof, unless the award of contract is delayed for a period exceeding forty-five 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 minor formalities if the best interests of the City would be served.

BIDDING DOCUMENTS

Bidding documents may be obtained from the City of Vancouver’s Procurement Portal:

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 Service. Bid results may be obtained within 24 hours after the Public Bid Opening by accessing the City of Vancouver Procurement Portal:

cityofvancouver.bonfirehub.com. Bids are to be submitted to Procurement Services on the proposal forms provided for this purpose, in a sealed envelope. The outside of the 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.

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 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 file://internal.cityofvancouver.us/FINANCE/Procurement/Resources/Boiler%20Documents/ITB/Updates/cityofvancouver.bonfirehub.com file://internal.cityofvancouver.us/FINANCE/Procurement/Resources/Boiler%20Documents/ITB/Updates/cityofvancouver.bonfirehub.com

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All Bids must be accompanied by a bid deposit in cashier’s check or surety in an amount equal to five percent (5%) of the amount of such bid. Should the successful bidder fail to enter into such contract and furnish satisfactory performance bond within the time stated in the specifications, the bid deposit may be forfeited to the City of Vancouver.

ADDENDA

All project-specific questions, requests for clarification, and request for substitutions must be submitted in writing, via email, by Tuesday, September 8, 2026 to Julie Denton at Julie.Denton@cityofvancouver.us. If required, an addendum will be prepared and issued by the City of Vancouver no later than Tuesday, September 15, 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 the 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 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 RW; 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 ration, without appropriate supervision, or outside their approved work processes as outlined in their standards of apprenticeship under Chapter 49.04 RCW of 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.

file://internal.cityofvancouver.us/FINANCE/Procurement/Resources/Boiler%20Documents/ITB/Updates/cityofvancouver.bonfirehub.com

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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 judgement 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) 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 possess and electrical contractor licenses, 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 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.

1) Federal Debarment – The bidder shall not currently be debarred or suspended from bidding on Public Works Projects by the Federal government.

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.

5) Apprenticeship Utilization – The table below reflects the required minimum apprenticeship utilization labor hours. The City encourages Contractors to exceed these minimum utilization hours. These goals must include the labor hours of the prime and any subcontractor's working the project. Before final payment, the Prime Contractor and all subcontractors will be required to file an approved Affidavit of Wages Paid form. If the Contractor does not meet the minimum established utilization

ITB 26-29: Chkalov Building Remodel Page 8 of 38 requirement, they will be assessed a penalty of $100.00 for each unmet apprenticeship labor hour. For projects with an engineer’s estimate of less than $2,000,000 the contractor will be assessed a penalty of $25.00 for each unmet hour for the first time the contractor is unable to meet the goal. Each subsequent failure to meet the goal will be at the $100.00 per hour for each unmet hour. If the Contractor is able to meet or exceed the minimum utilization hours the Contractor will receive an incentive as noted on the bid form. For additional information on the City’s updated apprenticeship program, please visit the City’s website. The apprenticeship utilization requirement will be based on the Engineer’s Estimate for the project, not the bid amount.

Engineer’s Estimate Required Minimum Labor Hours

$500,000 - $1,000,000 5% $1,000,001 - $1,499,999 10%

Above $1,500,000 15%

For more information on apprenticeship programs, you can visit the Washington State Department of Labor & Industries website at Apprenticeship Registration & Tracking System (ARTS).

6) Completion of Similar Projects: The bidder shall have successfully completed 3 projects of similar size and scope as required by the contract documents for this project within the last 10 years. In evaluating whether the projects were “successfully completed” the Owner may check references for the previous projects and may evaluate the owner’s assessment of the Bidder performance, including but not limited to:

a. Quality Control

b. Safety Record

c. Timeliness of performance

d. Use of skilled personnel

e. Management of subcontractors

f. Availability of and use of appropriate equipment

g. Compliance with contract documents

h. Management of submittals process, change orders, and close-out.

7) A Bidder may be deemed not responsible if:

a. Evidence of collusion exists with any other Bidder or potential Bidder.

Participants in collusion will be restricted from submitting further bids; or

b. The Bidder, in the opinion of the City, is not qualified for the work or to the full extent of the bid, or to the extent that the bid exceeds the authorized prequalification amount as may have been determined by a prequalification of the Bidder; or

c. An unsatisfactory performance record exists based on past or current City work or for work done for others, as judged from the standpoint of conduct of the work; workmanship; or progress; affirmative action; equal employment opportunity practices; termination for cause; or Disadvantaged Business https://www.cityofvancouver.us/wp-content/uploads/2024/06/Apprenticeship-Policy-Final.pdf https://lni.wa.gov/licensing-permits/apprenticeship/apprenticeship-registration-and-tracking-system https://lni.wa.gov/licensing-permits/apprenticeship/apprenticeship-registration-and-tracking-system

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Enterprise, Minority Business Enterprise, or Women’s Business Enterprise utilization; or

d. There is uncompleted work (City or otherwise), which in the opinion of the City might hinder or prevent the prompt completion of the work bid upon; or

e. The Bidder failed to settle bills for labor or materials on past or current contracts, unless there are extenuating circumstances acceptable to the City; or

f. The Bidder has failed to complete a written public contract or has been convicted of a crime arising from a previous public contract, unless there are extenuating circumstances acceptable to the City; or

g. The Bidder is unable, financially or otherwise, to perform the work, in the opinion of the City; or

h. There are any other reasons deemed proper by the City; or

i. More than one proposal is submitted for the same project from a Bidder under the same or different names.

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:

htp://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.

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.

5) Apprenticeship Utilization - The Bidder shall submit an Apprenticeship Utilization Plan that demonstrates how the company plans to achieve the Apprenticeship Utilization Requirement. The Plan shall:

a. Provide an estimated outcome for utilization of apprentices for the prime contractor and all subcontractors.

b. Provide an estimated total hours and work times that are reasonable to complete the scope of the project.

c. Demonstrate how the contractor (and subcontractors) intends to meet or exceed the requirement, including the labor type and approved program(s) from which the labor is obtained.

d. Quantify the cost of the apprenticeship utilization on this particular project.

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

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6) Completion of Similar Projects - The Bidder shall submit a list of projects of similar size and scope that either they or a named sub-contractor have successfully completed. For the purposes of meeting this criterion, the Owner has determined that “similar size and scope to this project” means projects having the following characteristics: commercial office space renovation work including building envelope work, structural steel work, installation of new exterior and interior finishes, masonry work; replacement and new installation of mechanical, electrical, and plumbing work and associated utilities; site hardscape and softscape including parking, amenities, and landscaping; exterior and interior environmental graphics; other work in alignment with the Contract Drawings and Specifications. The information about each project shall include the following:

• Owner’s name and contact information for the owner’s representative

• Awarded contract amount

• Final contract amount

• A description of the scope of the project and how the project is similar to this project

• The Bidder’s assessment of its performance of each project, including but not limited to the following:

• Quality control;

• Safety record;

• Timeliness of performance;

• Use of skilled personnel;

• Management of subcontractors;

• Availability of and use of appropriate equipment;

• Compliance with contract documents;

• Management of submittals process and change orders

By signing the Signature page of the Bid, the Contractor confirms to be in compliance with all items listed under Supplemental Bidder Criteria item 7 above. The City may request additional information or confirmation of compliance with the above items.

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 current project specific “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 upon completion of the project before release of retainage.

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 bid submittal deadline for this project, the applicable effective date for prevailing wages for this project is Tuesday, September 22, 2026. For Contracts where award was delayed more than six months after the bids were due, the prevailing wage in effect on the date of award shall apply for the duration of the Contract.

A copy of the applicable prevailing wage rates will also be available for viewing, upon request, at the Vancouver City Hall, located at 415 W 6th 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@cityovancouver.us.

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

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RETAINAGE

Payment of the retained percentage shall be withheld, by the City, for a period of 45 days following the completion of all Contract work, as defined by WSDOT Section 1-01.3, and shall be paid the Contractor at the expiration of 60 days per RCW 39.12 and 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 in accordance with any amendments that may hereafter by 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 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.

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 Services website. For application assistance, contact DOR BLS at 360-705-6741. For more information about city business license regulations and fees visit the City website 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 bid submittal deadline. The City may consider a bid irregular and reject if any of the Bid Item prices are excessively unbalanced (either above or below the amount of a reasonable 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 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, 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.

https://secure.dor.wa.gov/ http://www.cityofvancouver.us/businesslicense

ITB 26-29: Chkalov Building Remodel Page 13 of 38

TIE BREAKING

After opening Bids, if two or more lowest responsive, responsible Bids total are exactly equal, the tiebreaker will be determined by a coin toss by the Procurement Manager or their designee before at least two 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 Bidders shall submit a declaration under penalty of perjury signed by the Bidder and accompanied by the worksheets 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 worksheets are the ones used in preparing the Bid.

APPRENTICESHIP UTILIZATION

The City of Vancouver recognizes that a well-trained construction work force is critical to the ability of constructing successful public works projects. Apprenticeship training programs are particularly effective in providing training and experience to individuals seeking to enter or advance in the work force. By providing for apprenticeship utilization on public works projects, the City can create opportunities for training and experience that will help assure that a trained work force will be available in sufficient numbers in the future for the construction of public works projects.

All public works construction projects estimated to cost $500,000 dollars or more, will require the Contractor to have a percentage of their labor hours performed by apprentices enrolled in an approved Apprenticeship Program.

Prior to the payment of the final pay estimate the Contractor and all subcontractors will be required to file the affidavit of wages paid for the project and all applicable certified payrolls.

Based on the information from the affidavits and payrolls, the City will use the apprenticeship utilization information in the L & I portal to determine the incentive or penalty applicable for the project based on the City’s apprenticeship policy.

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 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 material bonds (if applicable), or failure or refusal to sign the Contract within 10 https://www.cityofvancouver.us/wp-content/uploads/2024/06/Apprenticeship-Policy-Final.pdf

ITB 26-29: Chkalov Building Remodel Page 14 of 38 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.

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 & PROCEDURES

PHASE 1: BID SUBMITTAL CHECKLIST

The bidder’s attention is especially called to the following form, which must be executed in full as required. This checklist has been prepared and furnished to aid the 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 make your bid non-responsive.

BID FORM

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

ADDENDA ACKNOWLEDGEMENT FORM

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 Bidder to learn of addendum, if any. Such information may be obtained from the City of Vancouver’s 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 addendum and submit inadequate or incorrect responses.

NON-DISCRIMINATION

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

CERTIFICATION OF COMPLIANCE WITH WAGE PAYMENT STATUSES

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 judgement 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.

LIST OF SUBCONTRACTORS

The City has determined that requirements of RCW 39.30.060(1) applies to this solicitation and requires each bidder to submit, as a part of the bid, the names of the subcontractors with whom the bidder, if awarded the contract, will subcontract for performance of the work of heating, ventilation and air conditioning, plumbing as described in RCW 18.106, electrical as described in RCW 19.28, structural steel, and rebar installation or to name itself for the work. The City requires that this information is required to be submitted as a part of the bid, otherwise this shall deem the bidder non-responsive. The bidder shall not list more than one subcontractor for each http://www.cityofvancouver.bonfirehub.com/

ITB 26-29: Chkalov Building Remodel Page 16 of 38 category of work identified, unless subcontractors vary with bid alternates, in which case the bidder must indicate which subcontractor will be used for which alternate.

The requirement of this section is to name the bidder’s proposed heating, ventilation and air conditioning, plumbing, electrical subcontractors, structural steel and rebar installation who will contract directly with the general contractor submitting the bid to the public entity.

BID SECURITY FORM

The bid bond, or acceptable form, is to be executed by the bidder and a surety company licensed to do business in Washington, unless the bid is accompanied by a cashier’s check. No such bid bond will be required where a cashier’s check is submitted in lieu of a bond. The amount of the bond or cashier’s check shall not be less than five percent of the total amount bid and may be shown in dollars or on a percentage basis. If a surety company form is submitted, please attach the form to the Bid Documents submitted. The submitted bid bond is subject to forfeiture if the successful bidder fails to enter into the contract.

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 modifying the criteria. The request for modifications must be submitted by the question deadline. 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 days after the award date.

CONTRACT

This agreement is to be signed by the successful bidder.

PERFORMANCE BOND

This shall be submitted by the successful bidder and a surety company, licensed to do business within the State of Washington on the approved City of Vancouver form.

PAYMENT BOND

This shall be submitted by the successful bidder and a surety company, licensed to do business within the State of Washington on the approved City of Vancouver form.

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

This Contract provides for the exterior and interior renovation of the existing 45,828 GSF commercial building located at 521 SE Chkalov Drive, including demolition work , building envelope work, structural steel work, installation of new exterior and interior finishes including masonry work; replacement and new installation of mechanical, electrical, and plumbing work and associated utilities: site hardscape and softscape including parking, amenities, and landscaping; exterior and interior environmental graphics and other work, all in accordance with the attached Contract Plans, these Contract Provisions and the General Conditions.

The Contract Work shall be Substantially Complete by November 5, 2027.

Bidder certifies they have read and thoroughly understand the Specifications and contract governing the purchase and the method by which payment will be made for said work and hereby propose to undertake and complete requirements in accordance with said Contract and at the following schedule of rates and prices.

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 locations 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 shall be calculated as follows:

o Approx. Quantity (as listed for that bid item) x Unit Price = Total Price

• Your Bid 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 to the nearest two decimals.

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

o Figures are illegible.

o Minimum Bid requirements are not met (when applicable).

o Bid is qualified or conditions are added to your Bid.

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Item Approx Qty

Unit of Measure

Description Unit Price Total Price

1. 1 LS Chkalov Building Remodel Lump Sum $

2. 1 EST Apprenticeship Utilization $10,000 $10,000

Subtotal

Washington State Sales Tax 8.9%

Grand Total

The following Addendum/Addenda is/are hereby acknowledged:

Addendum No

Date of Addendum Signed Acknowledgment

1.

2.

3.

4.

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’s website at cityofvancouver.bonfirehub.com.

http://www.cityofvancouver.bonfirehub.com/

ITB 26-29: Chkalov Building Remodel Page 19 of 38

The undersigned, under penalty of perjury, herby 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 Bid 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 submitted 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 (the bid bond form must be signed separately), 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.

ITB 26-29: Chkalov Building Remodel Page 20 of 38

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

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

ITB 26-29: Chkalov Building Remodel Page 21 of 38

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.