Procurement_of_Goods_and_Services-Intake_Form_-_Ashley_Carabelos.msg

Procurement of Goods and Services-Intake Form - Ashley Carabelos

Pierce County

Procurement of Goods and Services-Intake Form

Entry Details

GENERAL INFORMATION

Division Planning and Public Works

Department Contract Specialist Ashley Carabelos

Email ashley.carabelos@piercecountywa.gov

Procurement Title On-Call Civil Construction for Bridge, Culvert, and Other Miscellaneous Repair Services for Planning & Public Works

Purchase Type Services

Is this Federally Funded? No

Upload Federal funding supporting documentation Scope and Bid Table.docx

Project Summary See Attached

Project Background See Attached

CONTRACT TERM

Will this result in a project-specific or a blanket contract? Blanket contract

If this will be a blanket contract, what is the initial term of contract ? One year

Renewal Terms (if applicable) One Year

What is the budget for this procurement? $750,000.00

Anticipated number of resulting contracts: One

ANTICIPATED TIMELINE

Desired Contract Start Date 8/3/2026

Explain immediate need if there are time constraints Current agreement in place fully expires October 2026. We want the new one in place to avoid a gap in services.

SCOPE OF WORK

Scope of Project See Attached

Deliverables See Attached

Minimum Requirements See Attached

VENDOR QUESTIONNAIRE

Questions Method See Attached

EVALUATION / SCORING

7. Will there be a Phase 2 Review Process No

Additional contacts who should receive a procurement notice? Yes

Name Ashley Carabelos

Email ashley.carabelos@piercecountywa.gov

Will someone else need to be added as an "Approver" in OpenGov? Yes

Name Ashley Carabelos

Email ashley.carabelos@piercecountywa.gov

Scope and Bid Table.docx

PIERCE COUNTY INVITATION TO BID NO. 2026-MPW-XXX

PROJECT TITLE:

CIVIL CONSTRUCTION FOR BRIDGE, CULVERT, AND OTHER MISCELLANEOUS REPAIR SERVICES FOR PLANNING & PUBLIC WORKS

SUMMARY OF SERVICES:

The purpose of this Unit Priced Invitation to Bid (RCW 36.32.235) is for Pierce County to secure the services of a construction contractor to perform miscellaneous civil and heavy equipment construction services at various locations for Pierce County Planning & Public Works on an as-needed basis. Work shall be performed in accordance with national, state, and local codes, and products shall be installed per the product manufacturer’s technical specifications. Work locations are throughout Pierce.

Contractors must have the capability to serve the County by providing material, labor, and all necessary equipment to perform a variety of small to large-sized projects.

BID FORM

BIDDER REGISTERED NAME:

BID DATE:

Having carefully examined all bid documents prepared by Pierce County, as well as the premises and conditions affecting the work, the undersigned proposes to furnish all labor, equipment, and materials to perform all work in accordance with the terms and conditions and prevailing wage requirements attached.

The quantities shown in this document are estimates only, being given only as the basis for the comparison of bids. The County does not warrant, expressly or by implication, that the actual amount of work will correspond therewith; the right to increase or decrease the amount of work to eliminate one or more items prior to or following the award is reserved by the County. Bid prices for each item are binding for the life of the contract. The total bid amount is for evaluation and award purposes only; the initial estimated contract amount is $750,000.00. In the case of mathematical error, the unit price will take precedence.

Item No.

Description

UO M

QTY

Unit Price

Extended Price

Fully Burdened Heavy Equipment Operator Labor Rate, Straight-time

HR

Fully Burdened Heavy Equipment Operator Labor Rate, Overtime

HR

Fully Burdened Truck Driver Labor Rate, Straight-time

HR

Fully Burdened Truck Driver Labor Rate, Overtime

HR

Fully Burdened General Labor Rate, Straight-time

HR

Fully Burdened General Labor Rate, Overtime

HR

Fully Burdened Flagger Rate, Straight-time

HR

Fully Burdened Flagger Rate, Overtime

HR

Excavator Equipment (28,000 Pounds Minimum, 89 Horse Power Minimum)

HR

Excavator Equipment (60,000 Pounds Minimum, 168 Horse Power Minimum)

HR

Excavator Equipment (105,000 Pounds Minimum, 320 Horse Power Minimum) with Thumb

HR

Excavator Equipment (145,000 Pounds Minimum, 440 Horse Power Minimum) with Thumb

HR

Loader Equipment (40,000 Pounds Minimum, 200 Horse Power Minimum)

HR

Dozer Equipment (18,000 Pounds Minimum, 90 Horse Power Minimum)

HR

BID FORM

Item No.

Description

UO M

QTY

Unit Price

Extended Price

Smooth Drum Single Vibratory Roller Equipment (10 Ton Minimum)

HR

Solo Dump Truck Equipment (15 Tons)

HR

Side Dump Equipment (32 Tons)

HR

Truck and Pup Equipment (32 Tons)

HR

Truck and Transfer Equipment (32 Tons)

HR

Off-Road Dump Truck Equipment (19 Cubic Yard Capacity)

HR

Water Truck Equipment (3,000 Gallon Minimum)

HR

Mark-Up for Materials

Est Cost

$20,000

Mobilization Demolition Fee, 1-day job (3-10 hours)

EA

Mobilization Demolition Fee, 2-day jobs (11-20 hours)

EA

Mobilization Demolition Fee, 3-day jobs

(21-30 hours)

EA

Mobilization Demolition Fee, 4-5-day jobs

(31-50 hours)

EA

Mobilization Demolition Fee, 5 plus day jobs (50 +) hours

EA

TOTAL BID PRICE (bid items 1-27):

Mark-Up for Overhead & Profit for Job Classifications not included 1-8*

*Bid Item 28: Overhead & Profit Markup; Not included in the total bid amount – markup to be used if needed and at the discretion of Pierce County. Pierce County reserves the right to accept or reject the Markup amount listed on the bid form.

Sales tax will be paid on taxable amounts based on the rate of the location of service.

The Contractor is responsible for all taxes, fees, insurance, and bonding costs (if required) for these services. All costs (except sales tax) must be included with bid pricing. Tax rates may vary based on the location of service.

The County does not guarantee utilization through any resultant contract. The solicitation may provide estimates of utilization solely to help bidders prepare their bids and does not serve as a guarantee of usage. Sites may be added or deleted throughout the life of the contract.

Pierce County reserves the right to reject any and all bids, to waive as an informality any irregularities in any bids or in the bidding, and to accept any item in the bid.

Info

JOB SITE: Various Pierce County Locations

PRE-BID MEETING: No Pre-bid is planned for this bid opportunity.

COMPLETION TIME:

The initial contract period will be one year, with a one-year renewal available for a maximum of two years.

CONTRACT ESTIMATE:

· The initial contract estimate is $750,000.00.

The following forms must be returned with the bid/proposal:

· Bid Sheet

· Bid Proposal Bond Form

The following must be returned by the successful bidder no later than 10 days after bid award:

· Signed Contract

· Certificate of Insurance with liability limits not less than indicated in the General Conditions

· These will be executed on County forms and will be enclosed with award documents.

BID NOTES:

· A Bid Bond is required for this solicitation.

· Successful low bidder may be required to provide references that demonstrate the ability to serve Pierce County prior to award. Failure to provide references when requested or references not demonstrating the ability to service the needs of Pierce County may result in your bid being deemed non-responsible.

· Successful bidder must provide a Contract Bond for $750,000.00.

· 5% retainage will be held for the full contract period unless a retainage bond is provided.

· Contractor is responsible for all Taxes, Fees, Insurance, and Bonding costs for this Project. All costs, except sales tax, must be included in the unit bid prices.

SCOPE OF WORK

BID SPECIFICATIONS

The following are minimum qualifications and licensing requirements that the Contractor must meet. The County reserves the right but is not obligated, to obtain clarification from the Contractor if compliance to the minimum qualifications is unclear in the Contractor’s response. Failure to submit requested information to the County within 5 days, is grounds for rejecting the bid without further consideration.

The Contractor must:

· Successful vendor must be a State of Washington Licensed Commercial General Contractor for a minimum of 5 years.

· References may be required prior to award. Failure to furnish references may cause your bid to be rejected as non-responsive.

All Contractor personnel will be familiar with conducting themselves in a safe, courteous, and professional manner at all times while on-site. All company vehicles must have signage identifying the company.

The work will be assigned by Pierce County by Purchase Order number, addressing scope of work and required time of completion. Work locations are throughout Pierce County. Contractors must have the capability to service the County by providing material, labor, and all necessary equipment Work includes but is not limited to:

A. Ability to provide heavy equipment and civil construction services utilizing various types of equipment and licensed operators. Equipment services shall include but not be limited to: the repair or replacement of existing bridge abutments, culverts (pipe or box), storm water treatment vaults, guardrail, reinforced concrete foundations, restoration work for asphalt and/or concrete, and pavement installations; decommissioning of underground fuel storage tanks, bridgework, hauling of road materials, waste, rock, and other debris; placement of materials within the river levees and revetment facilities along the Puyallup, Carbon, Nisqually, and White River or any other location designated by the Project Manager. Work may include traffic control. The material types vary with project needs, including but not limited to: chip rock, crushed aggregates, bank run gravel, quarry spalls, one to ten-man rock, granular road salt, tree and vegetative debris, excavated soils, riprap, gravel, sand, and dirt.

B. Have access to a minimum of, but not limited to, the following construction equipment:

1. Excavator – 28,000 pounds minimum, 89 horse power minimum

2. Excavator – 60,000 pounds minimum, 168 horse power minimum

3. Excavator – 105,000 pounds minimum, 320 horse power minimum

4. Excavator – 145,000 pounds minimum, 440 horse power minimum

5. Loader – 40,000 pounds minimum, 200 horse power minimum

6. Dozer – 18,000 pounds minimum, 90 horse power minimum

7. Crane for off loading and setting structures

8. Smooth Drum Single Vibratory Roller – 10 Ton minimum

9. Solo Dump Truck – 15 Tons*

10. Side Dump – 32 Tons*

11. Truck and Pup – 32 Tons*

12. Truck and Transfer – 32 Tons*

13. Off-Road Dump Truck

14. Water Truck – 13,000 gallon minimum

*Minimum net weight of aggregate the truck can legally haul.

C. Must be able to provide traffic control services:

D. The Contractor shall provide equipment within Five (5) calendar days of notice, whether written, emailed, or verbal phone call. All equipment supplied and/or utilized under this contract must be of adequate design and condition to safely, satisfactorily and legally accept, transport and transfer materials as required.

The Contractor will review the information furnished by the County and, within one week of receipt of the project information, prepare and return a detailed work estimate including, but not limited to, the following:

· Estimated hours for applicable labor, staff classifications, and heavy equipment multiplied by associated bid prices.

· Subcontracted work, if any, and costs.

· Material costs.

· Disposal fees if applicable

The County will review the Contractor’s estimate and, if acceptable, will issue a Purchase Order number and notice to proceed date.

Work shall be performed in accordance with recognized sound safety standards, and any equipment, supplies, and products shall be used in accordance with the manufacturer’s technical specifications.

ADDITIONAL CONTRACTOR REQUIREMENTS/RESPONSIBILITIES:

· Air Quality/Maintenance: The Contractor shall keep dust and other on-site emissions at a minimum by using applicable best management practices. In addition, the awarded contractor shall collect/remove from adjacent roadways any incidental debris generated from on-site loading activities.

· Equipment: Pierce County will not be responsible for the safe keeping of equipment stored onsite during a project’s duration. Any/all equipment kept on-site during and after operational hours is the responsibility of the awarded contractor.

All level “C” personal protective equipment, defined at the following website: https://www.osha.gov/otm/section-8-ppe/chapter-1#:~:text=LEVEL%20C%3A,resistant%20gloves%20and%20safety%20boots as well as consumables and/or expendables and tools required by the trade shall be furnished by the successful Contractor. Tools shall include, but not be limited to: electric grinders, electric drills, reciprocating saws, circular saws, miter saws, welders, gas detectors, confined space entry equipment, ladders that reach up to 30 feet, air tools and compressors, and all required hand tools.

All equipment used to deliver materials along the river system or in other environmentally sensitive areas shall have the hydraulic fluid replaced with food-grade oil prior to mobilization to the site. The cost to convert to the food grade oil shall be incidental to the equipment bid items. Trucks will be exempt from converting to food-grade oil. Equipment shall be inspected daily for oil and grease leaks and fixed immediately. All handling of fluids on the job site shall meet all current environmental regulations. All equipment on the job site shall be equipped with spill-prevention kits. All costs associated with a spill cleanup caused by the Contractor's equipment will be at the Contractor’s expense.

Specialized equipment, tools of the trade or protective equipment not listed above but deemed necessary and pre-approved by Pierce County for the performance of the work, shall be reimbursed at cost, plus the percentage markup set forth in the bid form for materials as full compensation for equipment. Equipment hours will be actual hours in use, rounded upward to the nearest half-hour.

Trades required but not listed on the bid sheet shall be reimbursed at the current hourly prevailing wage rate plus the percentage markup listed in bid item #28 unless Pierce County believes the markup listed is too high based on industry standards.

Bid Pricing:

The rates submitted with this bid will be figured using the following costs and considerations:

· Bidders to whom contracts are awarded must pay prevailing wages and shall be responsible for complying with all prevailing wage requirements.

· The unit bid prices shall be full payment for any and all labor costs associated in any way with the work. Once a contract is awarded, the County will pay only the unit bid price and will not pay any additional charge or fee to cover any cost or expense related to providing the labor.

· Bidders should therefore include within their proposed unit prices all costs for which the bidder would wish to be reimbursed or paid, including (without limitation), the cost to obtain labor, all overhead and administrative costs, profit, supervisory costs, training costs, regulatory costs, permits, taxes, food, drink, fuel, transportation costs, travel time, mobilization, demobilization, personal safety gear, and small tools as defined above, and any other cost associated in any way with providing the labor for which the unit price is bid.

· State and local sales taxes shall be excluded from the rates bid, as Pierce County will add those taxes to each purchase order issued under this contract.

· No charge other than the unit price bid, such as surcharges, fuel charges, environmental charges, insurance charges, etc., will be allowed.

Labor:

The Contractor will be reimbursed for labor (other than administrative support) dedicated solely to the particular job and only for the hours worked at the Pierce County facility job site unless pre-authorized as above. If a contractor wishes to utilize an in-house fabrication shop, pre-approval from Pierce County is required and said hours shall be documented and reimbursed at the rate for the appropriate trade. The Contractor will not be reimbursed for field supervision, estimated and executing work orders, mobilization, demobilization or transportation to and from the job site. That compensation should be included the appropriate bid item(s).

Estimated Quantities:

The County does not warrant, expressly or by implication, the actual amount of work and reserves the right to increase or decrease the amount of work, frequency, and/or locations throughout the life of the contract. The basis of payment will be the actual unit bid prices for the item of the work performed and measured in accordance with these specifications. As applicable, the resulting contract may also be available for use by other County Departments and amended in writing to add funds.

Sub-Contractors:

If pre-approved and/or required subcontractors will be reimbursed at actual cost plus 15%. To support charges for subcontractors, the Contractor shall provide the County with valid copies of subcontractors' invoices.

Materials:

The material used to perform the work shall be recorded as the work is performed and shall be reimbursed at cost plus the percentage markup set forth in Bid Item #22 as full compensation for material. To support charges for materials, the Contractor shall provide the County with valid copies of vendor invoices. If invoices are not available for materials from the Contractor stocks, the Contractor shall certify actual costs (at a reasonable level) by declaration. All materials required for the performance of the work shall be reimbursed using this method.

The County reserves the right to provide materials. In this case, the Contractor will receive no payment for any costs, overhead, or profit arising from the value of the materials themselves.

Disposal:

Contractor may be asked to demo, haul, and dispose of concrete and other structures or materials that are not required to be removed by a State Certificated Solid Waste Collection Company. Contractor will be paid for disposal costs, transit time to disposal location(s) and labor and equipment hours in use.

Invoices:

The Contractor will provide invoices that meet the County’s needs for contract management. The contractor shall submit with each invoice all records and documents necessary to support the invoice. To support charges for materials the Contractor shall provide the County with valid copies of vendor invoices. If invoices are unavailable due to being from Contractor stocks, the contractor shall certify actual costs (at a reasonable level). The County will promptly review each invoice and process it for payment within thirty (30) days of receipt. Invoices shall be emailed to: PCPWContractServices@piercecountywa.gov.

Prevailing Wages:

The hourly rates paid to employees shall comply with the current schedule of applicable prevailing wage rates published by the State of Washington, Department of Labor and Industries. Rates shall include all benefits, insurance, taxes, payments required by (1) FICA, (2) FUTA, (3) SUCA, (4) State of Washington Industrial Insurance and Medical Aid Premiums, and all other costs paid to or for the laborer.

For bidding purposes, the Contractor shall assume that the weekday labor rate of the Prevailing Rate of Wages applies. Percentage adjustments for weekend work will be made in accordance with the schedule of Prevailing Rate of Wages overtime codes. Payment will be based on actual hours worked.

The Contractor and any Subcontractor shall be bound by the provisions of Chapter 39.12 RCW, as amended, relating to prevailing wages and usual fringe benefits. No workman, laborer, or mechanic employed in the performance of any part of this contract shall be paid less than the “prevailing rate of wages” as determined by the Industrial Statistician of the Department of Labor and Industries. The filing fee is required for each Statement of Intent to Pay Prevailing Wages and Affidavit of Wages Paid.

The following Annual Adjustment of Wages Paid shall be applicable on each anniversary date of the contract:

Notwithstanding any other provisions of this agreement, on each anniversary of the contract date, the Contractor shall increase wages paid to its employees to the extent necessary to comply with the then most recent Prevailing Wage Determination issued by the Washington State Department of Labor & Industries’ Industrial Statistician (L&I). The Contractor shall provide to Pierce County Contract Compliance a new

Statement of Intent to Pay Prevailing Wages, with the then most recent Prevailing Wage Determination attached and approved by the L&I, on each anniversary date of this agreement.

The Contractor shall also provide within thirty days prior to the anniversary of this contract, notice to Pierce County of a change in the prevailing wage rate.

Contractor billings to Pierce County will be adjusted to reflect said new rate. The County agrees to add to the amounts due the Contractor hereunder the amount, if any, by which the applicable prevailing wages paid by the Contractor are increased as a result of the operation of this paragraph. Provided Pierce County will not be liable for additional prevailing wage payments if the contractual wage amount exceeds the new prevailing wage. The Contractor further agrees to provide to the County an Affidavit of Wages Paid, certified by the L&I, within 30 days after each anniversary date of this agreement, for all work performed during the anniversary year just completed. The terms of this paragraph shall be included in any subcontract.

DEFINITIONS

A. Unit Price Contract: Pierce County is unable to determine the precise schedule or amount of work that may be performed. The County will develop the scope of work and define the specific details for each project. RCW 36.32.235 defines Unit Price Contracting for Counties.

B. Work order: In this document the term work order refers to both Purchase Orders (PO) and Work Assignments (WA). A work order is a document that assigns or authorizes a certain job or task to be performed.

Contractor’s Cost Estimate

A. Before the work begins, the County Work Order Project Manager (PM) will send the Contractor a proposed scope of work with necessary back up documentation to form an estimate.

B. The Contractor must review the proposed scope of work, assess site conditions and constraints, and check the contract documents for specific service requirements.

C. The Contractor must provide a formal estimate with detailed cost breakdown for the proposed work, this estimate should include the expected quantities of work, unit prices, material estimates, and any approved subcontractor use.

D. The estimate needs to contain a schedule for the work. All work must commence as agreed in the Purchase Order and Notice to Proceed.

E. The estimate needs to contain a list of subcontractors and suppliers. Contractor is responsible for ensuring all subcontractors have follows RCW 39.12 Prevailing Wage Requirements and these contract requirements for compliance.

Proceed With Work

A. An approved Purchase Order will serve as notice to the Contractor to proceed. All work must be coordinated through the County PM. The Contractor will not perform any work without a fully executed Purchase Order from the County. No mobilization on site will occur until all required pre-work submittals are submitted and accepted by the County PM.

B. All tasks and work performed must adhere strictly to the scope, terms, and conditions outlined in the contract. Any work conducted beyond the specified scope will result in immediate contract termination.

C. Work shall be performed in accordance with recognized sound safety standards, and any equipment, supplies, and products shall be used in accordance with the manufacturer’s technical specifications.

Schedule of Working Hours

A. The Contractor will submit a written notice for any work outside the specified regular working hours under this contract. This notice must be received by the County PM at least 48 hours before the proposed work. Before any work outside regular hours can commence, the County PM must approve of any or all revised working hours. Any work conducted outside regular hours will not incur additional costs for the County, except as stipulated in the Contract Documents.

Payment For On-Call Work

A. The Contractor will invoice the County at the completion of the project based on actual costs, i.e., labor time, materials, permits, subcontractors, and equipment hours in use for the project.

B. Invoicing will be limited to monthly per issued work order number. Final invoicing for each work order must be completed no later than 30 days after completion of completion of work.

C. The County will not make payment on any Work Order invoice until all required intents have been filed and approved with L&I.

D. The invoice shall provide an itemized accounting of the labor, material and equipment costs for all work. This includes subcontractors and prefabricated, off-site manufacturer supplier list, subcontractor work where applicable, and all approved mark-ups. Each invoice shall have backup documentation that supports the invoice including daily work reports, material invoices and equipment rental invoices per the Schedule of Unit Prices and contract requirements.

E. All invoices must conform to RCW 39.12.040.1.b: When submitting a voucher claim for payment on a project estimate, contractors must state that the prevailing wages have been paid in accordance with the pre-filed statement or statements of intent to pay prevailing wages on file with the public agency.

Revision Of the Amount Authorized

A. The Contractor will report the PM as soon as it determines the initial work estimated cannot be completed. The Contractor will provide the PM an updated formal estimate to authenticate the request from an authorize company resource. The Contractor shall not proceed with any Work that would result in exceeding the authorized not-to-exceed amount identified in the Work Order without confirmation from the PM. Once a revised Work Order total is negotiated, a revised work order will be issued.