Polymer_Overlay_for_Bridges_-_STATE_PROJECT.pdf

REQUEST FOR BID

2023-REQ-076-PR

POLYMER OVERLAY FOR BRIDGES - STATE PROJECT

County of Dane

City-County Building, Room 425, 53703

Madison, WI 53703

RELEASE DATE: June 6, 2023

DEADLINE FOR QUESTIONS: June 16, 2023

RESPONSE DEADLINE: June 30, 2023, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/countyofdane

County of Dane

REQUEST FOR BID

Polymer Overlay for Bridges - STATE PROJECT

I. Introduction II. Contract Term

III. Bid Specifications IV. Pricing Table V. Vendor Questionnaire

VI. General Guidelines VII. Standard Terms and Conditions

Attachments:

A - Attachment 1 Polymer Overlay Transition detail

B - Attachment_1_Polymer_Overlay_Transition_detail

Request For Bid #2023-REQ-076-PR Title: Polymer Overlay for Bridges - STATE PROJECT

1. INTRODUCTION

1.1. Summary

The purpose of this document is to provide interested parties with information to enable them to prepare and submit a solicitation response for NO VALUE.

The County intends to use the results of this process to award a contract(s) or issuance of purchase order for the product(s) and or services(s) stated above.

1.2. Contact Information

Susan LeBrun

Highway Engineer (Construction)

2302 Fish Hatchery Road

Madison, WI 53713

Email: lebrun.susan@countyofdane.com

Phone: (608) 266-9081

Department:

Highway & Transportation

1.3. Timeline

Desired Bid Release Date June 6, 2023

Vendor Question Submission Deadline June 16, 2023, 2:00pm

Proposal Submission Deadline June 30, 2023, 2:00pm mailto:lebrun.susan@countyofdane.com tel:(608)266-9081

2. CONTRACT TERM

The contract shall be effective on the date indicated on the Dane County Purchase Order or the Dane

County Contract execution date.

Anticipated Term: TBD

If applicable, any optional or renewal terms are not automatic extensions. Renewal terms must be agreed upon mutually by Dane County and Contractor.

3. BID SPECIFICATIONS

Dane County as represented by the Purchasing Division will accept bids for the purchase of specified item(s) as described within this document.

The specifications below describe an acceptable product. Minor variations in specification may be accepted if, in the opinion of County staff, they do not adversely affect the quality, maintenance or performance of the item(s). Dane County reserves the right to accept or reject any and all bids, to waive informalities and to choose the bid that best meets the specifications and needs of the County.

Specification Compliance:

1. Bidder shall review every numbered specification listed within this section.

2. Any deviation from the minimum specifications stated herein must be identified in detail in the Bid

Spec Deviations section of the Vendor Questionnaire and must include a description of how the proposed item(s) differ from the bid specification requirements, along with detailed justification for such deviation.

3. Bidder shall include photos and schematics as necessary, for complete clarification. If additional documents are needed to explain and illustrate deviations, upload that file to the Supplemental

Documents section of the Vendor Questionnaire.

3.1. GENERAL

You are invited to submit a bid to provide State Bridge Polymer Overlay Services on Bridges B-13-794 and B-13-795 on STH 19 between I-39 and River Road for Wisconsin Department of Transportation. This project is being let on their behalf by the Dane County Highway Department.

All materials supplied under this proposal shall conform to the Standard Specifications for Road and

Bridge Construction, 2023 edition (hereinafter referred to as the "Standard Specifications"), and all subsequent revisions and supplementary specifications, of the Wisconsin Division of Highways, Department of Transportation.

The special provisions in this proposal shall supplement and take precedence over the Standard

Specifications.

3.2. POLYMER OVERLAY, ITEM 509.5100.S.

Description

A. This special provision describes providing two layers of a two-component polymer overlay system to the bridge deck for Bridges B-13-794 and B-13-795 on STH 19 between I-39 and River

Road.

Materials

A. Furnish materials specifically designed for use over concrete bridge decks. Furnish polymer liquid binders from the department’s approved product list.

Polymer Resin

A. Furnish a polymer resin base and hardener composed of two-component, 100 percent solids, 100 percent reactive, thermosetting compound with the following properties:

Property Requirements Test Method

Gel Time[1] 15 - 45 minutes @ 73° to 75°

F

ASTM C881

Viscosity[1] 7 - 70 poises ASTM D2393, Brookfield RVT, Spindle No. 3, 20 rpm

Shore D Hardness[2] 60-75 ASTM D2240 Absorption[2] 1% maximum at 24 hr ASTM D570

Tensile Elongation[2] 30% - 70% @ 7 days ASTM D638 Tensile Strength[2] 2000 to 5000 psi @ 7 days ASTM D638

Chloride Permeability[2] <100 coulombs @ 28 days AASHTO T277

[1]Uncured, mixed polymer binder [2]Cured, mixed polymer binder

Ensure that the polymer resin when mixed with aggregate has the following properties:

Property Requirement[1] Test Method Minimum Compressive Strength 1,000 psi @ 8 hrs

5,000 psi @ 24 hrs ASTM C579 Method B, Modified[2]

Thermal Compatibility

No Delaminations

ASTM C884

Minimum Pull-off Strength

250 psi @ 24 hrs

ASTM C1583

[1] Based on samples cured or aged and tested at 75°F [2] Plastic inserts that will provide 2-inch by 2-inch cubes shall be placed in the oversized brass molds.

Aggregates

A. Furnish natural or synthetic aggregate that is non-polishing; clean; free of surface moisture;

fractured or angular in shape; free from silt, clay, asphalt, or other organic materials; and conforms to the following:

Aggregate Properties

Property Requirement Test Method

Moisture Content[1] 1/2 of the measured aggregate absorption, % ASTM C566

Hardness >6.5 Mohs Scale

Fractured Faces 100% with at least 1 fractured face & 80% with at least 2 fractured faces of material retained on No.16 ASTM D5821

Absorption <1% ASTM C128

[1] Sampled and tested by the department before placement.

Gradation

Sieve Size % Passing by Weight

No. 4 100

No. 8 30 – 75

No. 16 0 – 5

No. 30 0 – 1

Approval of Bridge Deck Polymer Overlay System

A. A minimum of 20 working days before application, submit product data sheets and specifications from the manufacturer, and a certified report of test or analysis from an independent laboratory to the engineer for approval.

B. The department will sample and test the aggregates for gradation and moisture content before placement. If requested, supply the department with samples of the polymer for the purpose of acceptance testing.

Product Data Sheets and Specifications

A. Product data sheets and specifications from the manufacture consists of literature from the manufacturer showing general instructions, application recommendations/methods, product properties, general instructions, or any other applicable information.

Certified Report of Test or Analysis

A. Conform to the following:

1. Polymer Binder: Submit a certified report of test or analysis from an independent laboratory dated less than 3 years before the date of the project letting showing the polymer binder meets the outlined requirements.

2. Aggregates: Submit a certified report of test or analysis from an independent laboratory dated less than 6 months before the date of the project letting showing the aggregates meet the outlined requirements.

Construction - General

A. Ensure that the overlay system is 1/4 inch thick or thicker.

B. Conform to the following:

1. Field Review: Conduct a field review of the existing deck to identify any possible surface preparation and material compatibility issues.

2. Pre-Installation Meeting: Conduct a pre-installation meeting with the manufacturer's representative and the engineer before construction. Discuss the field review findings, verification testing of the surface preparation and establish procedures for maintaining optimum working conditions and coordination of work. Furnish the engineer a copy of the recommended procedures and apply the overlay system according to the manufacturer’s instructions. Supply for the engineer’s use for the duration of the project, a Concrete

Surface Profile (CSP) chip set of 10 from the International Concrete Repair Institute (ICRI).

3. Manufacturer’s Representative: An experienced manufacturer's representative familiar with the overlay system installation procedures shall be present at all times during surface preparation and overlay placement to provide quality assurance that the work is being performed properly. This requirement may be reduced at the engineer’s discretion.

4. Material Storage: Store and handle materials according to the manufacturer’s recommendations. Store resin materials in their original containers in a dry area. Store all aggregates in a dry environment and protect aggregates from contaminants on the job site.

Deck Preparation - Deck Repair

A. Remove all asphaltic patches and unsound or disintegrated areas of the concrete decks as the plans show, or as the engineer directs.

B. Work performed to remove and repair the concrete deck will be paid for under other items.

C. Use deck patching products that are compatible with the overlay system. Patching materials with magnesium phosphate shall not be used. Place patches after surface is prepared via shot blasting and cleaning as described in "Deck Preparation - Surface Preparation" of this specification.

D. Portland cement concrete patches shall be used for joint repairs and full depth deck repairs with a plan area larger than 4 sf, unless approved otherwise by the Structures Design Section.

E. If rapid-set concrete is used, place patches per the manufacturer’s recommendation. If Portland cement concrete is used, place patches per standard spec 509.3.9.1.

F. Deck patching shall be filled and properly finished prior to overlay placement.

G. Do not place overlay less than 1 hour, or per the manufacturer’s recommendation, after placing rapid-set concrete patches in the repair areas.

H. Do not place overlay less than 28 days after placing Portland cement concrete patches in the repair areas.

Deck Preparation - Surface Preparation

A. Determine an acceptable shotblasting machine operation (size of shot, flow of shot, forward speed, and/or number of passes) that provides a surface profile meeting CSP 5 (medium-heavy shotblast) according to the ICRI Technical Guideline No. 310.2.

B. If the engineer requires additional verification of the surface preparation, test the tensile bond strength according to ASTM C1593.

C. The surface preparation will be considered acceptable if the tensile bond strength is greater than or equal to 250 psi or the failure area at a depth of 1/4 inches or more is greater than 50 percent of the test area.

D. Continue adjustment of the shotblasting machine and necessary testing until the surface is acceptable to the engineer or a passing test result is obtained.

E. Prepare the entire deck using the final accepted adjustments to the shotblasting machine as determined above.

F. Thoroughly blast clean with hand-held equipment any areas inaccessible by the shotblasting equipment. Do not perform surface preparation more than 24 hours before the application of the overlay system.

G. Protect drains, expansion joints, access hatches, or other appurtenances on the deck from damage by the shot and sand blasting operations and from materials adhering and entering.

H. Tape or form all construction joints to provide a clean straight edge.

I. Before shot blasting, remove pavement markings within the treatment area using an approved mechanical or blasting method.

J. Prepare the vertical concrete surfaces adjacent to the deck a minimum of 2” above the overlay according to SSPC-SP 13 (free of contaminants, dust, and loose concrete) by sand blasting, using wire wheels, or other approved method.

K. Just before overlay placement, clean all dust, debris, and concrete fines from the prepared surfaces including the vertical surfaces with compressed air. When using compressed air, the air stream must be free of oil.

L. Any grease, oil, or other foreign matter that rests on or has absorbed into the concrete shall be removed completely.

M. If prepared surfaces (including the first layer of the polymer overlay) are exposed to rain or dew, lightly sandblast (brush/breeze blast) the exposed surfaces.

N. The engineer may consider alternate surface preparation methods per the overlay system manufacture’s recommendations.

O. The engineer will approve the final surface profile and deck cleanliness before the contractor placing the polymer overlay.

Transitional Area

See Attachment 1 for detail on transition from deck to approach slab/pavement.

Overlay Application

A. Perform the handling and mixing of the polymer resin and hardening agent in a safe manner to achieve the desired results according to the manufacturer’s instructions.

B. Do not apply the overlay system if any of the following exists:

1. Ambient air temperature is below 50 F or above 100 F.

2. Deck temperature is below 50 F.

3. Moisture content in the deck exceeds 4.5 percent when measured by an electronic moisture meter or shows visible moisture after 2 hours when measured in accordance with ASTM

D4263.

4. Rain is forecasted during the minimum curing periods listed under C.5.

5. Materials component temperatures below 65 F or above 99 F.

6. Concrete deck age is less than 28 days.

7. The deck temperature exceeds 100 F.

8. If the gel time is 10 minutes or less at the predicted high air temperature for the day.

C. After the deck has been shotblasted or during the overlay curing period, only necessary surface preparation and overlay application equipment will be allowed on the deck.

D. Provide appropriate protective measures to prevent contamination from equipment allowed on the deck during preparation and application operations. Begin overlay placement as soon as possible after surface preparation operations.

E. The polymer overlay shall consist of a two-course application of polymer and aggregate. Each of the two courses shall consist of a layer of polymer covered with a layer of aggregate in sufficient quantity to completely cover the polymer.

F. Apply the polymer and aggregate according to the manufacturer’s requirements. Apply the overlay using equipment designed for this purpose. The application machine shall feature positive displacement volumetric metering and be capable of storing and mixing the polymer resins at the proper mix ratio.

G. Disperse the aggregate using a method that provides a uniform, consistent coverage of aggregate and minimizes aggregate rolling or bouncing into final position.

H. First course applications that do not receive enough aggregate before the polymer gels shall be removed and replaced. A second course applied with insufficient aggregate may be left in place, but will require additional applications before opening to traffic.

I. After completion of each course, cure the overlay according to the manufacturer’s instructions.

Follow the minimum cure times listed under C.5 or as prescribed by the manufacturer.

J. Remove the excess aggregate from the surface treatment by sweeping, blowing, or vacuuming without tearing or damaging the surface; the material may be re-used if approved by the engineer and manufacturer.

K. Apply all courses of the overlay system before opening the area to traffic. Do not allow equipment or traffic on the treated area until directed by the engineer.

L. After the first layer of coating has cured to the point where the aggregate cannot be pulled out, apply the second layer. Before applying the second layer, broom and blow off the first layer with compressed air to remove all loose excess aggregate.

M. Before opening to traffic, clean expansion joints and joint seals of all debris and polymer.

N. A minimum of 3 days following opening to traffic, remove loosened aggregates from the deck, expansion joints, and approach pavement.

Application Rates

A. Apply the polymer overlay in two separate courses in accordance with the manufacturer’s instructions, but not less than the following rate of application.

Course Minimum Polymer Rate[1] (GAL/100 SF) Aggregate[2] (LBS/SY)

1 2.5 10+ 2 5.0 14+

[1] The minimum total applications rate is 7.5 GAL/100 SF.

[2] Application of aggregate shall be of sufficient quantity to completely cover the polymer.

Minimum Curing Periods

A. As a minimum, cure the coating per table below.

B. If faster cure times are desired and achievable, submit to the engineer a certified test report from an independent laboratory showing the material is able to reach a compressive strength of

1000 psi as tested per ASTM C 579 Method B within the temperature ranges and cure times for which the product is proposed to be placed

C. Establish ambient air, material, and substrate temperatures from the manufacturer for field applications. Field applications will not be allowed below the documented temperatures.

Average temperature of deck, polymer and aggregate components in degrees F Course 50-54 55-59 60-64 65-69 70-74 75-79 80-84 85-99

1 6 hrs. 5 hrs. 4 hrs. 3 hrs. 2.5 hrs 2 hrs 1.5 hrs. 1 hr.

2 8 hrs. 6.5 hrs. 6.5 hrs. 5 hrs. 4 hrs. 3 hrs. 3 hrs. 3 hrs.

Repair of Polymer Overlay

A. Repair all areas of unbonded, uncured, or damaged polymer overlay for no additional compensation.

B. Submit repair procedures from the manufacturer to the engineer for approval.

C. Absent a manufacturer’s repair procedures and with the approval of the engineer, complete repairs according to the following: Saw cut the limits of the area to the top of the concrete;

remove the overlay by scarifying, grinding, or other approved methods; shot blast or sand blast and air blast the concrete before placement of polymer overlay; and place the polymer overlay according to "Overlay Application" section.

Measurement

A. The department will measure Polymer Overlay by the square yard, acceptably completed.

Payment

A. The department will pay for measured quantities at the contract unit price under the bid item listed below.

B. Payment is full compensation for preparing the surface; for tensile bond testing; for creating the transitional area; for providing the overlay; for cleanup; and for sweeping/vacuuming and disposing of excess materials.

ITEM NUMBER DESCRIPTION UNIT

509.5100.S Polymer Overlay SY

Completion Date

A. Work on project must be completed by August 31st, 2023 unless approved in writing by engineer.

3.3. TRAFFIC CONTROL & WORK HOURS

The Contractor will need to coordinate schedule with Dane Co. Highway by submitting traffic control plan at least 2 weeks prior to start of work. Traffic control must be consistent with MUTCD standards for a single lane closure on a 2 lane facility.

Allowable single lane closure times are 7:00 am - 3:00 pm M-F.

3.4. INSURANCE

Bidders shall carry insurance as required in the Standard Terms and Conditions, Indemnification &

Insurance Section.

A. The bidder shall furnish Dane County Highway and Transportation Department along with the bid a certificate of insurance showing the type, amount, class of operations covered, effective dates, and expiration dates of policies.

3.5. BID BOND/PERFORMANCE BOND

A. Each proposal must be accompanied by a certified or cashier's check payable to the Dane

County Public Works, Highway & Transportation Department, or a bid bond, as a guarantee in the amount of 5% of the total bid.

B. Successful bidders shall furnish the County with a performance bond equal to 100% of the contracted amount (per State Statute 779.14).

3.6. NOTICE TO BEGIN WORK

A. The contractor is required to begin work within ten calendar days after official notice from the

County.

B. Liquidated damages of $200 per weekday will be assessed for any delay after this notification to begin.

C. The contractor will notify the County 48 hours in advance of beginning the project in order for the County to provide an inspector.

D. An inspector may not be furnished if notice of starting work by the contractor is not given to the

County prior to 3:00 p.m. of the preceding day for projects starting on Tuesday thru Friday, or prior to 3:00 p.m. on Friday for projects starting on Saturday thru Monday.

E. Failure to notify the County could result in non-payment for that part of the work that is completed when an inspector is absent.

3.7. INVOICING

A. An invoice shall be issued and emailed to the Dane County invoice email address found on the

Bill To section of each Dane County purchase order issued.

B. All invoices shall comply with the pricing and markups established by this specification and bid and/or Dane County contract.

4. PRICING TABLE

Pricing shall be inclusive of all labor, delivery costs and other expenses necessary to provide product in accordance with the specifications and terms and conditions of this bid document and your proposal.

POLYMER OVERLAY B-13-794 AND B-13-795 ON STH 19 BETWEEN I-39 AND RIVER ROAD

Apply protective surface treatment to the entire top surface of each bridge deck. The contractor will need to coordinate schedule with Dane County Highway at least 2 weeks in advance of the work so that traffic control can be verified and an inspector assigned.

Line Item Description Quantity Unit of

Measure Unit Cost Total

509.5100.1 POLYMER OVERLAY - BRIDGE B-13-794 3,771 SF

509.5100.2 POLYMER OVERLAY - BRIDGE B-13-795 3,771 SF

619.1000 MOBILIZATION 1 LS

643.0100 TRAFFIC CONTROL (PROJECT) 1 LS

TOTAL

5. VENDOR QUESTIONNAIRE

5.1. ........................................................................................................ BI

D DOCUMENT UPLOADS

5.1.1. Upload supplemental documents

Upload any additional or required information documents that supplements the bid submission.

5.1.2. Upload W9*

Upload your company's W9 form.

NOTE: The W9 is required to be signed within the past 12 months

*Response required

5.2. ........................................................................................................ VE

NDOR INFORMATION

5.2.1. Local Vendor Preference *

Select a Local Vendor Preference:

Locally Based and Owned Vendor Criteria

1. Your business or corporate headquarters is physically located in Dane County and;

2. Your business owners or shareholders totaling more than 50% of ownership live in Dane County and;

3. Your business is registered and authorized to do business in the State of Wisconsin.

Locally Operated Vendor Criteria

1. Your business is registered and authorized to do business in the State of Wisconsin and;

2. Your business has an established place of business within Dane County.

Non-Locally Operated Vendor Criteria

1. Your business is registered and authorized to do business in the State of Wisconsin and;

2. Your business has an established place of business in one of the following Wisconsin Counties:

Columbia, Dodge, Green, Iowa, Jefferson, Rock, or Sauk.

NOTE: A post office box address does not qualify as an established place of business.

☐ Locally Based & Owned Vendor

☐ Locally Operated Vendor

☐ Non-Locally Operated Vendor

☐ No Preference

*Response required

5.2.2. Cooperative Purchasing*

Reference General Guidelines - Section 8.

Does your company agree to furnish the commodities or services of this bid to municipalities and state agencies?

☐ Yes

☐ No

*Response required

5.2.3. Fair Labor Practice Certification*

Has your company been found by the National Labor Relations Board ("NLRB") or the Wisconsin

Employment Relations Commission ("WERC") to have violated any statute or regulation regarding labor standards or relations in the seven years prior to the date this bid submission is signed?

If yesis answered, a copy of any relevant information regarding such violation is required to be uploaded with your bid submission.

Additional information about the NLRB and WERC can be found using the following links:

www.nlrb.gov and http://werc.wi.gov.

☐ No, our company has NOT been found by the NLRB or the WERC to have violated any statute or regulation regarding labor standards or relations in the seven years prior to the date this bid submission is signed.

☐ Yes, our company HAS been found by the NLRB or the WERC to have violated any statute or regulation regarding labor standards or relations in the seven years prior to the date this bid submission is signed.

*Response required

5.3. ........................................................................................................ BI

D SPECIFICATIONS

5.3.1. Bid Specifications*

Vendor complies and agrees to all Bid Specifications listed on the Bid Specifications Page.

☐ Yes

☐ No

*Response required

5.4. ........................................................................................................ BI

D DEVIATIONS

5.4.1. Specification Deviations*

http://www.nlrb.gov/ http://werc.wi.gov/ https://procurement.opengov.com/portal/countyofdane/projects/48395?section=403939

If there are no specification deviations, write in "None"

If there are specifications deviations, provide the Spec # and deviation explanation for each deviation.

5.5. ........................................................................................................ BI

D ADDENDA

5.5.1. I understand that if any addendum is issued I will have to acknowledge the posted addendum. *

☐ Please confirm

*Response required

5.5.2. If an addendum is posted after I have submitted my bid response and the resulting addendum requires action to be taken either in the Specification Section or Pricing Section, I understand that:*

1. I will have to unsubmit my bid response.

2. I will have to acknowledge the posted addendum.

3. I will have to take action in responding to the changes on either the Specification Section or Pricing

Section.

4. I will then have to resubmit my bid response.

Further instructions on addendum(a) postings can be found here.

☐ Please confirm

*Response required

5.6. ........................................................................................................ SI

GNATURE AFFIDAVIT

5.6.1. Solicitation Response Signature Affidavit*

This is an electronic signature form via DocuSign that is required to be signed upon finalizing submission of bid or proposal.

NOTE: For detailed instructions on how to complete the forms via DocuSign, please access the help articles below:

How to Complete DocuSign Forms

How to Download, Complete and Upload without DocuSign

Click here to go to the form https://help.procurement.opengov.com/en/articles/4413350-managing-addenda https://help.procurement.opengov.com/en/articles/5659414-how-to-complete-docusign-forms https://help.procurement.opengov.com/en/articles/5608000-how-to-download-docusign-forms https://na4.docusign.net/Member/PowerFormSigning.aspx?PowerFormId=edc59ca5-ec84-4fbd-949b-c65e2eec75b7&amp;env=na4&amp;acct=89dea4ef-d946-42fe-b789-43edb8d4c6b1&amp;v=2

6. GENERAL GUIDELINES

6.1. INTRODUCTION

Dane County invites and will accept bids for item(s) outlined within this bid. The County as represented by Purchasing Division, intends to use the results of this process to purchase goods or services here within.

6.2. REASONABLE ACCOMMODATIONS

The County will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you need accommodations at a vendor conference or site visit, contact the Purchasing Officer listed or call WI

Relay 711 for TDD Services.

6.3. VENDOR REGISTRATION

Interested vendors are required to register at the County's eProcurement Portal. Registration is free and will ensure that you receive notifications of solicitations that match your profile and category code.

Registering allows a vendor the opportunity to receive notifications for bids issued by the County and provides the County with up-to-date company contact information.

Once registered, please double check to make sure your vendor information including commodity codes is up-to-date by signing into your account at the County's eProcurement Portal.

6.4. CLARIFICATION/QUESTIONS

Any questions concerning this bid must be submitted via the County's eProcurement Portal.

Questions must be received before 2:00 pm on Friday, June 16, 2023.

Requests submitted after that time will not be considered.

6.5. ADDENDA & REVISIONS

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this bid, addenda and/or supplements will be posted via the County's eProcurement Portal.

Bidders are responsible to regularly monitor the web site for any such postings. It is recommended to check the eProcurement Portal for addenda prior to submitting a proposal. Bidders must acknowledge the receipt/review of any addenda via the eProcurement Portal.

The Purchasing Division has the sole authority for modifications to specifications and/or this bid document.

6.6. INSPECTION OF PREMISES/VENDOR SITE VISIT

When applicable, bidder’s may inspect site(s) prior to submitting bids to determine all requirements associated with the project by contacting Carmen Hidalgo. Failure to do so will in no way relieve the successful bidder from the necessity of providing, without additional cost to the County, all necessary services that may be required to carry out the intent of the resulting contract.

https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane

6.7. LOCAL VENDOR PURCHASING PREFERENCE

APPLICABLE TO RFB's

Under Dane County Ordinance 25.08(11)(c-e), a Locally Based and Owned Vendor, Locally Operated

Vendor, or Non-Locally Operated Vendor may be invited to match the low bid if the low bid is offered by a vendor that is not identified as a Locally Based and Owned Vendor, Locally Operated Vendor, or Non-

Locally Operated Vendor according to Dane County Ordinance requirements. Local Vendor Preferences do not apply to bids for sand, gravel, salt, asphalt and concrete.

Locally Based and Owned Vendors:

1. When bids are reviewed, the County will determine if a Locally Based and Owned Vendor responding to the bid is the low bidder. If a Locally Based and Owned Vendor is the low bidder, they will be awarded the bid.

2. If a Locally Based and Owned Vendor is not the low bidder but is within 15% of the low bid, the

County will contact the Locally Based and Owned Vendor and provide that vendor the option of matching the low bid price.

3. If no Locally Based and Owned Vendors are among the responding bidders, or the Locally Based and

Owned Vendor declines to match the low bid, then the County will determine if a Locally Operated

Vendor has responded to the bid.

Locally Operated Vendors:

4. If a Locally Operated Vendor is within 10% of the low bid, the County will contact the Locally Operated

Vendor and provide that vendor the option of matching the low bid price.

5. If no Locally Operated Vendors are among the responding bidders, or the Locally Operated Vendor declines to match the low bid, then the County will determine if a Non-Locally Operated Vendor has responded to the bid.

Non-Locally Operated Vendors:

6. If a Non-Locally Operated Vendor is within 5% of the low bid, the County will contact the Non-Locally

Operated Vendor and provide that vendor the option of matching the low bid price.

7. If no Non-Locally Operated Vendors are among the responding bidders, or the Non-Locally Operated

Vendor declines to match the low bid, then the County will award the bid to the low bidder without regard to the location of the vendor.

APPLICABLE TO RFP's

Under County ordinances, a Local Vendor is defined as a supplier or provider of equipment, materials, supplies or services that has an established place of business within the County of Dane. An established place of business means a physical office, plant or other facility. A post office box address does not qualify a vendor as a Local Vendor.

1. County ordinance provides that a local vendor automatically receive five points toward the evaluation score.

2. Vendors located within the counties adjacent to Dane County (Columbia, Dodge, Green, Iowa, Jefferson, Rock, Sauk) automatically receive two points toward the evaluation score.

6.8. LOCAL CONTENT VENDOR PREFERENCE

GENERALLY ONLY APPLICABLE TO RFB's

Under Dane County Ordinance 25.08(4)(f-j), bidders offering goods made in Dane County, its surrounding counties, or the State of Wisconsin receive a price preference on sealed bid solicitations.

Bids are first evaluated to determine if any bidders are offering products that qualify as Dane County-

Made Goods, Regionally-Made Goods, or Wisconsin-Made Goods. Local Vendor Preferences do not apply to bids for sand, gravel, salt, asphalt and concrete.

A bidder offering Dane County-Made Goods will be considered the successful bidder if their price is up to 15% higher than the low bid for goods that are not Dane County-Made Goods. If no vendors meet this criteria, then the County will determine if any bidder is offering Regionally-Made Goods. If so, then such a bidder will be considered successful if their price is up to 12.5% higher than the low bid for goods that are not Regionally-Made Goods. If no vendors meet this criteria, then the County will determine if any bidder is offering Wisconsin-Made Goods. If so, that bidder will be considered successful if their price is up to 10% higher than the low bid for goods that are not Wisconsin-Made Goods. If no vendors are offering Dane County-Made, Regionally-Made, or Wisconsin-Made Goods, then the County will evaluate the low bid without regard to the content of the goods.

6.9. FAIR LABOR PRACTICES CERTIFICATION

Dane County Ord. 25.09 (1) is as follows:

(28) BIDDER RESPONSIBILITY. (a) Any bid, application or proposal for any contract with the county, including public works contracts regulated under chapter 40, shall include a certification indicating whether the bidder has been found by the National Labor Relations Board (NLRB) or the Wisconsin

Employment Relations Committee (WERC) to have violated any statute or regulation regarding labor standards or relations within the last seven years. The purchasing manager shall investigate any such finding and make a recommendation to the committee, which shall determine whether the conduct resulting in the finding affects the bidder’s responsibility to perform the contract.

If a company indicates that they have been found by the NLRB or WERC to have such a violation in the

Vendor Questionnaire section, a copy of any relevant information regarding such violation with is required to be uploaded with the bid submission.

Additional information about the NLRB and WERC can be found using the following links:

www.nlrb.gov and http://werc.wi.gov.

6.10. COOPERATIVE PURCHASING

Participating in cooperative purchasing gives vendors the opportunity for additional sales without additional bidding. Municipalities and state agencies use cooperative purchasing to expedite purchases.

A “municipality” is defined as any county, city, village, town, school district, board of school directors, sewer district, drainage district, vocational, technical and adult education district, or any other public body having authority to award public contracts (s. 16.70(8), Wis. Stats.). Federally recognized Indian tribes and bands in this state may participate in cooperative purchasing with the state or any municipality under ss. 66.0301(1) and (20, Wis. Stats.

https://www.nlrb.gov/ http://werc.wi.gov/

In the Vendor Questionnaire section, you will have the opportunity to participate in allowing municipalities and state agencies to piggyback this bid. Participation is not mandatory. A vendor’s decision on participating in this service has no effect on awarding the bid.

Dane County is not a party to these purchases or any dispute arising from these purchases and is not liable for delivery or payment of any of these purchases.

6.11. DESIGNATION OF CONFIDENTIAL & PROPRIETY INFORMATION

GENERALLY ONLY APPLICABLE TO RFP's

All restrictions on the use of data contained within a proposal and all confidential information must be clearly stated on the Vendor Information Attachment under the “Designation of Confidential and

Proprietary Information” section.

Proprietary information submitted in a proposal, or in response to the RFP, will be handled in accordance with the applicable Wisconsin State Statute(s).

Submitted pricing will always become public information when proposals are opened and therefore cannot be designated as confidential.

Other information cannot be kept confidential unless it is a trade secret. Trade secret is defined in Sect.

134(80)(1)(c) Wis. State Statutes, as follows: "Trade secret" means information, including a formula, pattern, compilation, program, device, method technique or process to which all of the following apply:

1. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons who can obtain economic value from its disclosure or use.

2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.

To the extent permitted by law, it is the intention of Dane County to withhold the contents of the proposal from public view until such times as competitive or bargaining reasons no longer require non-disclosure, in the opinion of Dane County. At that time, all proposals will be available for review in accordance with the Wisconsin Open Records Law.

In the event the Designation of Confidentiality of this information is challenged, is required to provide legal counsel or other necessary assistance to defend the Designation of Confidentiality.

Failure to designate confidential and proprietary information within the Designation of Confidential and

Proprietary Information section of the Vendor Information Attachment may mean that all information provided as part of the proposal response will be open to examination or copying. The County considers other markings of confidential in the proposal document to be insufficient. The undersigned agrees to hold the County harmless for any damages arising out of the release of any material unless they are specifically identified within the Designation of Confidential and Proprietary Information section of the

Vendor Information Attachment.

6.12. BID SUBMISSION, MULTIPLE PROPOSALS & ACCEPTANCE

Proposals must be submitted via the County's eProcurement Portal before 2:00 pm on Friday, June 30, 2023. Late, faxed, mailed, hand-delivered, or incomplete proposals will be rejected unless otherwise specified. Dane County is not liable for any cost incurred by proposers in replying to this RFP.

Multiple proposals from a vendor will be permissible; however, the proposer must create separate accounts with separate log-in sequences, emails, and passwords on the County’s eProcurement

Portal. Each such proposal must be submitted separately and labeled as Proposal #1, Proposal #2, etc.

Please message procurementsupport@opengov.com with any questions regarding set up.

Dane County reserves the right to accept any part of this bid deemed to be in the best interest of the

County. The County also retains the right to accept or reject any or all bids.

6.13. PROPOSAL ORGANIZATION & FORMAT

Proposers must respond to the Vendor Questionnaire via the eProcurement Portal and organize based on submission instructions.

6.14. GENERAL INSTRUCTIONS ON SUBMITTING COST PROPOSALS

The Cost Proposal section of this solicitation will either be incorporated into the system as a Pricing

Table or as a separate Cost Proposal Attachment that must be downloaded, completed, saved, and uploaded to the Vendor Questionnaire section separate from the RFP response.

On occasion, certain Dane County Highway RFPs may not include a Cost Proposal element to the solicitation.

6.15. PRICING

Price(s) quoted shall include all labor, materials, equipment, shipping and other costs and conditions outlined within the bid. Pricing shall remain fixed.

6.16. RIGHT TO REJECT PROPOSALS & NEGOTIATE CONTRACT TERMS

The County reserves the right to reject any and all proposals and to negotiate the terms of the contract, including the award amount, with the selected proposer prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring proposer, the County may negotiate a contract with the next highest scoring proposer.

6.17. PRELIMINARY EVALUATION

The proposals will first be reviewed to determine if all applicable requirements are met. Failure to meet mandatory requirements will result in the proposal being rejected. In the event that all vendors do not meet one or more of the mandatory requirements, the County reserves the right to continue the evaluation of the proposals and to select the proposal which most closely meets the requirements specified in the solicitation.

6.18. PROPOSAL SCORING

GENERALLY ONLY APPLICABLE TO RFP's https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane mailto:procurementsupport@opengov.com

Accepted proposals will be reviewed by an evaluation team and scored against the stated criteria in the evaluation section of the RFP posting. This scoring will determine the ranking of vendors based upon their written proposals. If the team determines that it is in the best interest of the County to require a

Phase 2 Evaluation which may include oral presentations, the highest-ranking vendors will be invited to make such presentations. Those vendors that participate in the interview process will then be scored, and the final ranking will be made based upon those scores.

RFP Cost Proposal's will be scored using a standard quantitative calculation where the most cost criteria points will be awarded to the proposal with the lowest cost.

6.19. ORAL PRESENTATIONS/INTERVIEW

GENERALLY ONLY APPLICABLE TO RFP's

Top ranked selected proposers may be required to make oral interview presentations and/or site visits to supplement their proposals, if requested by the County. The County will make every reasonable attempt to schedule each presentation at a time and location that is agreeable to the proposer. Failure of a proposer to conduct a presentation to the County on the date scheduled may result in rejection of the vendor’s proposal.

6.20. AWARD

APPLICABLE TO RFP's

An RFP award will typically be granted in one of two ways.

1. The award may be granted to the highest scoring responsive and responsible proposer.

2. Alternatively, the highest scoring proposer or proposers may be requested to submit final and best offers. If final and best offers are requested, they will be evaluated against the stated criteria, scored and ranked. The award will then be granted to the highest scoring proposer.

A resulting award and any part thereof shall not be subcontracted or assigned to another Contractor without prior written permission of the County. The Contractor shall be directly responsible for any

Subcontractor’s performance and work quality when used by the Contractor to carry out the scope of the job. Subcontractors must abide by all terms and conditions under this Contract.

APPLICABLE TO RFB's

The County will award the bid to the responsive and responsible bidder whose bid is most advantageous to the County. In determining the most advantageous bid, the County may consider criteria such as, but not limited to, cost, bidder’s past performance and/or service reputation, and service capability, quality of the bidder’s staff or services, customer satisfaction, references, the extent to which the bidder’s staff or services meet the County’s needs, bidder’s past relationship with the County, total long term cost to the County, fleet continuity and any other relevant criteria listed in this solicitation.

A resulting award and any part thereof shall not be subcontracted or assigned to another Contractor without prior written permission of the County. The Contractor shall be directly responsible for any

Subcontractor’s performance and work quality when used by the Contractor to carry out the scope of the job. Subcontractors must abide by all terms and conditions under this Contract.

6.21. NOTIFICATION OF INTENT TO AWARD

As a courtesy, the County may send a Notice of Intent letter to responding vendors at the time of the award.

Written notice of award to a vendor in the form of a purchase order or other document, mailed or emailed to the address shown on the bid will be considered sufficient notice of acceptance of bid.

6.22. CONTRACT/PROJECT ADMINISTRATION

The County department(s) utilizing the service will be responsible for coordinating, monitoring and administering the resulting service contract/purchase order. The department shall be responsible for notifying the awarded vendor about contract renewals or extensions. Any modifications or additions to the contract(s)/purchase order(s) shall be communicated by the department to the Purchasing Division.

6.23. CONTRACT ASSIGNMENT - SUBCONTRACTORS

A resulting contract and any part thereof shall not be subcontracted or assigned to another Contractor without prior written permission of the County. The Contractor shall be directly responsible for any subcontractor's performance and work quality when used by the Contractor to carry out the scope of the job. Subcontractors must abide by all terms and conditions under this Contract.

6.24. CONTRACT ADDITIONS

The County reserves the right to add new items and locations at a price conforming to other like items on the contract. The procedure for such additions shall be as follows:

1. The County Purchasing Officer will contact the vendor requesting pricing for the item(s) to be added.

2. The vendor, within three working days, should respond in writing and include the bid number, contract period and the price for each item or service to be provided.

3. Upon receipt, the County shall issue a Change Order adding the service or product(s) to the

Contract or Purchase Order.

• The County reserves the right to accept or reject prices and obtain bids on the open market for these add ons.

• When applicable, Contractor may be required to sign a Dane County Contract.

6.25. CONTRACT TERMINATION

If for any reason the successful contractor fails to fulfill the requirements of the contract for providing the specified services, the County shall have the right to cancel the contract at any time and negotiate for the services with another contractor.

6.26. PAYMENT TERMS & INVOICING

Unless otherwise agreed upon in writing, Dane County will pay properly submitted vendor invoices within thirty (30) days of receipt of goods or services. Payment will not be made until goods or services are delivered, installed (if required), and accepted as specified. Invoices presented for payment shall be submitted to via email to the Department Invoice Email Address shown on the Bill To section of the

PO issued. The Dane County purchase order number must be noted on the submitted invoice.

Other incidental or standard industry charges not identified herein, are not allowed under this contract.

Miscellaneous service charges used to help the Contractor pay various fluctuating current and future costs are not allowed. These charges include, but are not limited to, costs directly or indirectly related to the environment, energy issues, fuel charges, service and delivery of goods and services.

6.27. CERTIFICATE OF INSURANCE

The successful vendor is required to submit to Dane County a Certificate of Insurance prior to performing any work under this contract. The certificate is required prior to issuance of purchase order.

See Section 22.0 Insurance Responsibility in the Standard Terms & Conditions.

Please contact your insurance representative to issue an Additional Insured Endorsement naming

County of Dane, a municipal corporation, its boards, commissions, agencies, officers, employees and representatives listed as an ADDITIONAL INSURED on the General Liability policy.

Indicate mailing address as:

County of Dane

Risk Management

City County Building Room 425

210 Martin Luther King Jr., Blvd.

Madison, WI 53703

Please inform your insurance representative that you have agreed to provide us with 30 Days written notice in the event of cancellation for any reason before the expiration date of your policy or policies.

Call 608-266-4965 with any questions.

6.28. PERMITS & LICENSES

The Contractor selected under this bid shall be required to obtain the necessary permits and licenses prior to performing any work under this contract. The Contractor will be required to demonstrate valid possession of appropriate required licenses and will keep them in effect for the term of this contract.

Contractor must be financially responsible for obtaining all required permits and licenses to comply with pertinent regulations, municipal, county, State of Wisconsin and Federal laws, and shall assume liability for all applicable taxes.

6.29. SATISFACTORY WORK

Any work found to be in any way defective or unsatisfactory shall be corrected by the Contractor at its own expense at the order of the County. The County also reserves the right to contract out services not satisfactorily completed and to purchase substitute services elsewhere. The County reserves the right to charge the vendor with any or all costs incurred or retain/deduct the amount of such costs incurred from any monies due or which may become due under this contract.

6.30. GOVERNMENT STANDARDS

All materials, equipment, and supplies provided to the County must fully comply with all safety requirements as set forth by the Wisconsin Department of Commerce and all applicable OSHA

Standards. Bidders shall comply with all local, state and federal regulations, directives and laws.

6.31. DANE COUNTY SUSTAINABILITY PRINCIPLES

On October 18, 2012, the Dane County Board of Supervisors adopted Resolution 103, 2012-2013 establishing the following sustainability principles for the county:

• Reduce and eventually eliminate Dane County government’s contribution to fossil fuel dependence and to wasteful use of scarce metals and minerals;

• Reduce and eventually eliminate Dane County government’s contribution to dependence upon persistent chemicals and wasteful use of synthetic substances;

• Reduce and eventually eliminate Dane County government’s…