Snow_and_Ice_Maintenance_Services.pdf

GENERAL SERVICES BID

SNOW AND ICE MAINTENANCE SERVICES

(NO. 2025.074-ITQ)

FOR

Washington County, Oregon

RELEASE DATE: August 28, 2025 DEADLINE FOR QUESTIONS: September 15, 2025

RESPONSE DEADLINE: September 18, 2025, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/washington-county-or

Snow and Ice Maintenance Services

1. Introduction

2. Legal Advertisement

3. Project Details

4. Vendor Questionnaire

5. Pricing Table

6. Instructions to Bidders

Attachments:

A - 2025_SERVICES_CONTRACT_SAMPLE

B - CONTRACT_SITE_LIST_AUGUST_2025

C - INSURANCE_REQUIREMENTS_SUMMARY

Snow and Ice Maintenance Services

1. Introduction

1. Summary

General work description

Washington County Facilities Division is seeking a contractor to assist with maintaining safe parking areas during snow and ice events. The services may include plowing snow, snow shoveling, snow blowing, applying an ice melt product and removing snow accumulated from plowing to an offsite location.

2. Contact Information

Danielle Howard Procurement Analyst II 155 North First Ave

MS-28

Hillsboro, OR 97124 Email: danielle_howard@washingtoncountyor.gov Phone: (503) 846-8757 Department:

Facilities

3. Timeline

Washington County reserves the right to modify this timeline at the County’s discretion without notice.

Release Project Date August 28, 2025

Question Submission Deadline September 15, 2025, 5:00pm

Submission Deadline September 18, 2025, 2:00pm mailto:danielle_howard@washingtoncountyor.gov tel:(503)846-8757

Snow and Ice Maintenance Services

2. Legal Advertisement

1. Legal Ad

WASHINGTON COUNTY, OREGON REQUEST FOR QUOTE

No. 2025.074-ITQ Snow and Ice Maintenance Services

The Quote documents will be available at www.WashCoPurch.com/biz

Respondents are responsible for checking the site for any addenda to the quote documents before submitting their quotes to the site.

Quotes are due no later than 2:00 pm on Thursday, September 18, 2025 ; the system does not allow for late submissions.

Quotes must contain a statement as to whether the bidder is a resident bidder, as defined in ORS 279A.120(1)(b).

The County may reject any quote not in compliance with all prescribed public bidding procedures and requirements, and may reject for good cause any or all quotes upon a finding of the County it is in the public interest to do so.

Washington County reserves the right to reject any and all responses and to waive any and all informalities in the best interest of the County.

Respondents are solely responsible for ensuring receipt of their quote by the Procurement Division.

Respondents must conform to the requirements of these quote documents and all related, applicable laws.

The County does not intend to pre-qualify any respondents for this project. All quotes submitted for this project will be considered provided that they meet the criteria set forth in the quote documents with respect to submission in a timely manner, bonding, and all other applicable requirements.

Dated this Thursday, August 28, 2025

Danielle Howard

Procurement Analyst II

(503) 846-8757 http://www.washcopurch.com/biz

Snow and Ice Maintenance Services

3. Project Details

1. Snow and Ice Maintenance Services

Washington County is seeking the services of a qualified Contractor based on the requirements below:

A. Contractor shall assist the Washington County Facilities Division in maintaining safe parking areas, sidewalks, steps, ADA ramps and other areas outside County facilities during winter weather events.

B. All work will be initiated and coordinated by the Washington County contract administrator with the Contractor. Contractor will be contacted by the County Contract Administrator to initiate the need for service.

C. The services may include plowing snow, snow shoveling, snow blowing, applying an ice melt product and removing snow accumulated from plowing to an offsite location. Though uncommon, the Contractor may also be requested to apply liquid deicer or sand/gravel via truck around County owned and operated properties and should have the ability to do so.

D. Contractor must be available to coordinate upcoming efforts and work on winter weather management 24 hours a day when winter weather is possible.

E. Contractor must be available to start service within 4 hours of being contacted by the County contract administrator. If Contractor is unable to deploy a crew(s) within the 4 hour availability period at minimum the Contractor must call 1 hour prior to provide the contract administrator an update on why staff is unable to arrive at 4 hour service period and provide new timeline for arrival.

F. Snow removal will be performed in such a manner as to provide reasonable access to (and use of) walkways, sidewalks, access and parking areas. Provided access must be with a high priority on ADA access areas.

G. Regarding any accumulation of snow as a direct result of snow removal; snow may be piled on-site upon approval by and at the direction of the County. If snow is to be piled at on offsite location, the County Contract Administrator will provide the alternate location.

H. In no instance shall shoveled, blown or plowed snow accumulation block sidewalks, walkways, access areas or driveways, vehicles, equipment or obstruct the view of directional or informational signs.

I. Contractor shall avoid covering catch basins and other drains with snow as much as possible.

J. The Contractor is responsible for removal of snow around any parked vehicles or equipment and shall not accumulate snow in a manner that obstructs vehicles or

Snow and Ice Maintenance Services equipment. Contractor’s operations will not damage any parked vehicles, equipment, public parking lot infrastructure (to include but not limited to curbs, curb stops and gates), or personal property while performing the work described in the Contract. If an accident occurs, the Contractor shall inform the Contract Administrator as soon as possible. Contractor may be held responsible for replacing damaged property.

K. All work shall be carried out in a manner as to provide the least possible inconvenience to and maximum protection of the public.

L. Contractor shall provide the equipment, labor and incidentals adequate to perform the snow removal work.

M. Contractor shall use equipment and methods commonly used in the industry for a contract of this size and scope. Equipment shall be maintained in good working order and operated in a safe manner by trained, experienced operators. Yellow strobe lights must be used when plowing is in progress.

N. Contractor is responsible for all maintenance and operating costs of contractor’s equipment.

O. The Contractor is responsible for the knowledge of the surface and other conditions of the parking area (including irregular surfaces, curbs or speed control bumps) to facilitate the safe operation of snow removal equipment. Previewing the work sites prior to snow removal events is highly recommended to allow for site familiarity.

P. Should windfallen trees or other obstacles interfere with snow removal activities, the contractor is to notify the County and proceed with snow removal in as much of the area as safely possible. Contractor should be prepared to remove minor debris such as small branches, which interfere with snow removal. Minor debris is to be moved outside the snow removal area. Removal of minor debris is considered incidental to snow removal services and will not be charged extra to the County.

Q. Upon request of County, application of a snow and ice melt product may be warranted.

The snow and ice melt product must be approved by the County before application.

R. Locations to be serviced include, but are not limited to, those which are outlined in Attachment B - Contract Site List August 2025.

Snow and Ice Maintenance Services

4. Vendor Questionnaire

Please note the system will accept Google Docs or Google Pages, but they are not readable by the County. DO NOT upload your response using a Google product.

1. Electronic Submittal** By electronically submitting this response the Supplier attests and certifies that:

1. Person completing this response represents that I am either authorized to bind the Supplier, or that I am submitting the Response on behalf of and at the direction of the Supplier's representative authorized to contractually bind the Supplier.

2. I represent that the Supplier or its applicable representative(s) has reviewed the information contained in this Solicitation Package and that the information submitted is accurate.

3. Respondent agrees that the action of electronically submitting its response constitutes:

a. an electronic signature on the responses, generally,

b. an agreement to conduct business electronically,

c. an electronic signature on any form or section specifically calling for a signature, and

d. an affirmative agreement to any statement contained in the solicitation that requires a definite confirmation or acknowledgement.

☐ Yes

☐ No *Response required

2. Solicitation Requirements* Did you read through and confirm that you met all of the Solicitation requirements?

☐ Yes

☐ No *Response required

3. OFFER*

By submission of a response does the bidder attest that they have carefully examined the Special Instructions, Project/Specification Information, General Instructions and all other related material and information, and agrees to comply with the terms set forth in those documents and to furnish the services described at the rates bid?

Snow and Ice Maintenance Services

Does the bidder further agrees that this offer will remain in effect at the rates bid for a period of not less than 180 calendar days from the date that bids are due and that this offer may not be withdrawn or modified during that time?

☐ Yes

☐ No *Response required

4. Collusion and Discrimination* The bidder hereby certifies that this bid is genuine and that it has not entered into collusion with any other vendor(s) or any other person(s).

The bidder hereby certifies that it has not discriminated and will not discriminate against any minority, women or emerging small business enterprise or against a business enterprise that is owned or controlled by or that employs a disabled veteran as defined in ORS 408.225 in obtaining any required subcontract per ORS 279A.110.

☐ Please confirm *Response required

5. Past Employmnent* Have you or a member of your staff been an employee of Washington County in the last six months?

☐ Yes

☐ No *Response required

6. Tax* The bidder hereby certifies that they have complied with the tax laws of Oregon and all political subdivision of the State of Oregon, including ORS 305.620 and ORS chapters 316, 317 and 318.

Washington County may terminate the contract if contractor fails to comply with any tax laws during the term of the contract.

☐ Please confirm *Response required

7. Resident Vendor* The bidder is a resident as defined in ORS 279A.120*?

*ORS 279A.120(1)(b) – Resident bidder means a vendor that has paid unemployment taxes or income taxes in this state during the 12 calendar months immediately preceding submission of the bid, has a business address in this state and has stated in the bid whether the vendor is a resident vendor . Nonresident vendor shall comply with the provisions of ORS 279A.120(3).

☐ Yes

☐ No

Snow and Ice Maintenance Services

*Response required

8. CCB#

If a Construction Contractors Board Number is required enter it here.

9. Oregon Secretary of State Business Registry* Enter your registry number without dashes or spaces. If you are not currently registered enter N/A. If you are the successful bidder you will be required to register with the Secretary of State in order to contract with the County, per OAR 125-246-0330.

*Response required

10. Business Hours* What are your regular business hours?

*Response required

11. Changes Requested to County Contract Standard Terms and Conditions Upload any alterations requested to Washington County's contract standard terms and conditions per the Form of Contract article of the Terms and Conditions Section.

12. Solicitation Awareness* How did you hear about this quote opportunity?

Select all that apply

☐ OregonBuys

☐ Link sent directly to my email

☐ DJC Oregon, Portland Tribune, or other printed media

☐ Twitter, Facebook, or other social media

☐ Washington County Website

☐ Plan Room, Planning Center, etc.

*Response required

Snow and Ice Maintenance Services

5. Pricing Table

The County intends to award one (1) contract based on the lowest responsive, responsible respondent via lump sum for lines in the pricing table.

A. The hourly rates specified by the responder shall include labor, consumable materials and supplies, necessary or incidental costs and all direct and indirect administrative costs.

These incidental supplies and materials include such items as fasteners, adhesives, hardware and other small expense items which are difficult to track or bill through any other process.

B. The County considers a line marked as $0 to be the price quoted for that line item.

SNOW AND ICE MELT SERVICES

Contractor shall invoice the County based on these rates. QTYs listed in table are examples used for bidding purposes only and not a true depiction of the estimated QTYs for this contract.

Line Item Description Unit Cost Unit of Measure

Quantity Total

1 Plow Rate (2 Hour Minimum) Per Hour 4

2 Liquid de-icer labor rate Per Hour 1

3 Liquid de-icer Per Gallon Used

4 Labor for application of Granular Ice Melt (This labor rate will also be used for Shoveling Labor Rate) - 2 Hour Minimum

Per Hour 27

5 Granular Ice Melt (Qty 1-5 bags) Per 50lb Bag 6

6 Granular Ice Melt (Qty 6-10 bags) Per 50lb Bag 15

7 Granular Ice Melt (Qty 10 bags or more)

Per 50lb Bag 5

8 Gravel Spreader Truck (2 Hour Minimum plus $50 per yard of gravel)

Per Hour 4

TOTAL

Snow and Ice Maintenance Services

6. Instructions to Bidders

1. DEADLINE DISCLAIMER

It is the responsibility of the bidder to upload and submit electronic bids before the deadline date and time approaches as posted on the County's Procurement Portal. Allow for a sufficient amount of time for the bid entry/document upload process in order to ensure timely submission.

Some people are experiencing problems with the Internet, so make sure that all documents are uploaded as soon as possible well in advance of the deadline. The County's Procurement Portal system will close promptly at the deadline date and time…no exceptions are allowed.

2. PUBLIC BID OPENING

A Public Bid Opening will not be held as it is not required for purchases under $250,000.

3. RIGHTS OF THE COUNTY

The County expressly reserves the following rights:

A. To waive any irregularities in the quotes submitted.

B. To base awards with due regard to price, delivery, compliance with specifications, and other such factors as may be necessary and in the public interest in the circumstances.

C. To make awards to any respondent whose quote, in the opinion of management and the Board, is the lowest responsible quote.

D. To cancel the procurement or reject any or all quotes, or selected portions thereof, in accordance with ORS 279B.100. Under no circumstances shall the County be responsible for, nor shall it reimburse, any costs associated providing a bid for this solicitation.

E. To negotiate final contract terms and conditions to the fullest extent allowed by the law and as in the best interests of the County.

Acceptance of an offer is subject to budget approval and budgetary constraints as determined by the County.

4. EXPECTATIONS OF RESPONDER

A. If this solicitation requires response on all items, failure to do so will disqualify the quote.

If quoting on all items is not required, the County considers a $0 marked line item to be the price quoted for that line.

B. To examine all specifications, instructions, terms and conditions thoroughly.

C. To provide for appropriate insurance as required.

Snow and Ice Maintenance Services

D. To comply with all Federal, State and County laws, ordinances, and rules.

E. Responder will comply fully with specifications as attached for the agreed quote and/or resulting contract, especially where materials and work are involved.

F. To clean up all debris and remove from the site as specified.

G. Upon completion of the resulting contract and/or delivery and installation, to pass a good, free and clear title for goods and services rendered to the County. Such goods and services shall be free of all claims, mechanic’s liens, subcontractor judgments and other encumbrances which might cloud the County’s title to said goods and services.

H. That they have met any and all registration or license requirements where required for contractors as set forth in the Oregon Revised Statutes.

I. To accept any claims, liens and demands to indemnify the County and preserve harmless the County or the property the entire time of equipment installation and/or resulting contract duration.

J. To meet the highest standards prevalent in the industry or business most closely related to the goods or services of this bid.

K. To understand that the successful bidder will be held to all County policies and procedures.

5. CHANGES

The County, by written order, may make changes in the following areas:

A. Drawings, design, and/or specifications where the product or service is a special order or separate project for the County.

B. The method of shipment or packaging.

C. The place of delivery and installation (if required).

D. If said change(s) increases or decreases the net cost of the product/service, the County and the responder agree to negotiate an equitable adjustment.

E. The contractor shall not make any changes in the specifications or other requirements without the express prior written consent of the County. Any proposed changes shall be presented in writing to County management not less than fourteen (14) calendar days prior to the proposed effective date of said change.

F. The additions of similar or related work or materials or unidentified needs.

6. HOURLY RATES

A. The hourly rates specified by the responder shall include labor, consumable materials and supplies, necessary or incidental costs and all direct and indirect administrative costs.

These incidental supplies and materials include such items as fasteners, adhesives, Snow and Ice Maintenance Services hardware and any other small expense items which are difficult to track or bill through any other process.

B. Hours paid under the resulting contract shall be only for productive hours at the job site.

Time spent for transportation of workers, material acquisition, handling and delivery or movement of contractor owned or rental equipment is not directly chargeable to the County.

C. In the event a mark up is allowable, the County will pay mark up on goods and materials only. The County will not pay a mark up on shipping charges, freight charges, fees (including disposal fees), taxes or surcharges.

7. LOW TIE QUOTES

A. Low tie quotes are subject to the Oregon preference contained in ORS 279A.120:

1. “For purposes of awarding a public contract, a contracting agency shall give preference to goods or services that have been manufactured or produced in this state if price, fitness, availability and quality are otherwise equal.”

B. Low tie quotes that remain after application of the statutory Oregon preference shall be awarded according to the following sequence:

1. Preference shall be given to the responder whose principal offices or headquarters are located in Oregon.

2. If a tie still remains after applying (A) above, award shall be made by drawing lots among any tied Oregon responders. Such responders shall be given notice and an opportunity to be present when lots are drawn.

3. If none of the tied responders is located in Oregon, award of the contract shall be made by drawing lots among the tied responders.

8. GUARANTEE and DAMAGE CLAUSE

A. Contractor agrees to repair any failures due to inferior workmanship and/or materials without additional expense to the County.

B. Contractor shall be responsible for redecorating, restoring, or otherwise repairing any portion of the County's premises, facilities, or any County owned properties or right-of-ways which are damaged by the contractor and its agents in the case of any work related to its obligation under this contract.

C. Contractor agrees to repair any avoidable damage to existing materials, surfaces and equipment caused during the execution of the work, without additional expense to the County.

Snow and Ice Maintenance Services

9. PUBLIC CONTRACTING STATUTES

A. This solicitation and the resulting contract are governed by Oregon Law and Washington County Procurement Rules. The provisions of Oregon Revised Statutes 279B.220 through 279B.235, Public Contracts, as applicable are incorporated herein by reference. Any Contractor accepting a purchase order from the County and/or executing a contract with the County for the delivery of materials and/or services agrees to comply with said provisions.

B. Oregon Revised Statutes can be obtained from: Legislative Counsel Committee, S101 State Capitol, Salem, OR 97310-0630. Phone (503) 378-8146 or on line at:

http://www.leg.state.or.us/ors/home.html

C. Washington County Procurement Rules can be obtained from: Washington County Procurement Division, 155 North First St., Ste 270, Hillsboro, OR 97124, phone (503) 846- 8737 or email wcpurchasing@co.washington.or.us.

10. QUESTIONS, INTERPRETATIONS, and ADDENDA

A. If necessary, interpretations or clarifications in response to questions will be issued by addenda. Questions received after the deadline to submit questions WILL NOT be answered. Oral and other interpretations or clarifications will be without legal effect.

B. Any amendment(s) to or error(s) in the document called to the attention of the County will be added to or corrected by written addendum and posted to the County's Procurement Portal. The County may also issue addenda to modify the proposal documents, as it deems advisable.

C. Receipt of addenda must be acknowledged.

D. Proposers shall be solely responsible to check for and download all addenda, if any, from the County's Procurement Portal prior to submitting their proposals.

11. CONTRACT AWARD

A. Contract will be for a five year period. The term of the contract resulting from this quote shall not exceed five years.

B. The contract that will be executed for this solicitation will be a standard Washington County Contract, which may incorporate terms and conditions from this solicitation document, as well as from the responder’s response. A sample contract is attached.

Potential responders should review this contract to ensure they can meet the terms and conditions of this contract prior to submitting a quote.

C. The County intends to award one (1) contract based on the lowest responsive, responsible respondent via lump sum for lines in the pricing table.

http://www.leg.state.or.us/ors/home.html

Snow and Ice Maintenance Services

12. FORM OF CONTRACT

A. A copy of the County's contract that the County expects the successful firm or individual to execute is attached. The contract will incorporate the terms and conditions from this RFP document, attachments provided, and the successful proposer's response documents.

B. Firms taking exception to any of the contract terms should indicate the same by uploading in the Vendor Submission or their exceptions will be deemed waived

13. PAYMENT

A. Payment shall be made upon submission of invoice and any required supporting documentation after final acceptance of each phase and/or monthly progress payments.

B. Contractor shall invoice the County no later than thirty (30) days following completion of work.

C. The County will pay the invoice within 30 days after approval of the invoice by the contract administrator.

14. INSURANCE REQUIREMENTS

The insurance requirements for this contract are outlined in the Insurance Requirements Summary Form located in the Attachments section, under Attachment C.

15. Oregon Corporate Activity Tax ("CAT")

A. In 2019 Oregon adopted a Corporate Activity Tax (“CAT”) applicable to all types of business entities. The legislation accomplishes the following:

1. Establishes a "Fund for Student Success" that is separate and distinct from the state's general fund

2. Adopts a new Corporate Activity Tax (CAT) imposed on all types of business entities

B. The CAT is in addition to the state's current corporate income tax. The CAT is imposed on businesses for the privilege of doing business in this state. It is measured on a business's commercial activity, which is the total amount a business realizes from transactions and activity in Oregon. The CAT is applied to taxable Oregon commercial activity in excess of $1 million. Any costs relating to Oregon’s Corporate Activity Tax will not be reimbursable under Cost of the Work.

16. BIDDER RESPONSIBILITY FORM QUESTIONS

To determine responsibility of the respondent, the County may require a "Bidder Responsibility Form" to be completed. In the case the County requires this form to be completed, the apparent low bidder will be notified in writing and the following requirements apply:

Snow and Ice Maintenance Services

A. Bidder will complete and submit the Bidder Responsibility Form Questions, signifying electronic signature by the Bidder, that states the qualifications of the firm for accomplishing the specified work with their bid.

B. The Apparent Low Bidder will be sent a link to respond to the Bidder Responsibility Form.

Bidder must respond by the due date which shall be no more than 2 business days after the bid due date. Failure to do so will result in the low bidder being found non-responsive.

C. The Bidder Responsibility Form addresses the following standards of responsibility:

1. Evidence of projects of similar scope undertaken and completed by the bidder for local government agencies within the last five (5) years. Previous project information should include: examples of scope of work similar to this project, the name of the project, the bidder's role on the project (general contractor or subcontractor), the date completed, the project engineer or architect, and the name of the public agency (include the public agency's address, phone number and contact person). To be considered for acceptance a bidder must demonstrate a minimum of three (3) consecutive years' experience in successfully executing work of the types specified.

2. Evidence of a satisfactory record of performance during the last five (5) years;

3. Evidence of sufficient financial, material, equipment, facility and expertise, necessary to meet all contractual responsibilities;

4. Evidence that the key subcontractors, installers and personnel supervisory proposed for this contract are qualified for the type of work specified; and

5. Evidence of a satisfactory record of integrity. A bidder may be determined to lack integrity if the County determines the bidder demonstrates a lack of business ethics such as violation of state environmental laws or false certifications made to an agency. The County may find a bidder non- responsive based on the lack of integrity of any entity having influence or control over the bidder (such as a key employee of the bidder that has the authority to significantly influence the bidder's performance of the Contract or a parent company, predecessor or successor entity). The standards for conduct disqualification under Washington County Procurement Rule 30-145(1)(a) may be used to determine a bidder's integrity. Copies of any letters of recommendation or appreciation from other public agencies of previous improvement projects successfully completed by the bidder would be accepted but are not required.

17. LICENSES/PERMITS/CERTIFICATIONS

A. ORS 701.026 and ORS 671.530 require that bidders be licensed with the Oregon Construction Contractors Board or licensed by the State Landscape Contractors Board prior to the submission of a bid.

1. A contractor licensed under ORS Chapter 701 may bid on a landscaping job or perform a construction project that includes landscape contracting as a portion of the

Snow and Ice Maintenance Services project if the landscape contracting portion is subcontracted to a licensed landscaping business as defined in ORS 671.520.

2. A landscaping business may bid on a job or perform a contract that includes the phase of landscape contracting for which it is not licensed if it employs a licensed landscape contractor, or subcontracts with another landscaping business, licensed for that phase.

3. Failure to be licensed will be sufficient cause to reject bids as “non-responsive.”

B. The contractor shall maintain in effect all licenses, permits and certifications required for the performance of the work. The contractor shall notify the County immediately if any license, permit or certification required for the performance of this contract ceases to be effective for any reason.

18. QUALIFICATIONS OF RESPONDERS

Qualifications may be evaluated when determining award.

A. Responders may be required to produce acceptable personal, business, and credit references and completed examples of previous work of a similar nature.

B. The County reserves the right to investigate references and to consider the past performance of any responder with respect to its successful performance of similar projects, compliance with specifications and contractual obligations, its completion or delivery of services on schedule, and its lawful payment of employees and workers whether or not specifically listed by the responder.

19. CONTRACTOR'S RESPONSIBILITY

It is understood that the specifications and other contract documents do not purport to control the method of performing the work, but only the requirements as to the nature of the completed work. The contractor assumes the entire responsibility for the method of performing the work. Suggestions as to the method included in the contract documents shall be deemed advisory only and the feasibility of such methods or the lack thereof, shall not affect the contractor's liability, or status as an independent contractor under the resulting contract.

20. EMPLOYMENT STANDARDS

A. The contractor agrees that upon request by the County, it shall remove from County premises any of contractor’s employees, subcontractors or agents who, in the reasonable opinion of the County, has been involved in inappropriate conduct; bringing any unauthorized personnel (including their own children) into a County facility; are involved with the unauthorized use of County equipment, or are not qualified to perform the work assigned.

Snow and Ice Maintenance Services

B. Contractor agrees to take immediate and reasonable steps to maintain its provisions of service under the resulting contract in the event of any labor action involving its employees on County premises or elsewhere