Specifications.pdf

REQUEST FOR QUOTATION

HDPE & PP Pipe Materials

Form Revised 10/27/2014 1 CMA 6627C011

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Purchasing Division is soliciting bids on behalf of the West Virginia Department of Transportation to establish an open-ended contract for High-Density Polyethylene (HDPE) Pipe and Polypropylene (PP) Pipe throughout the state of West Virginia.

2. DEFINITIONS: The terms listed below shall have the following meanings assigned to them throughout and for the purpose of this Solicitation. Additional definitions can be found in Section 2 of the General Terms and Conditions.

2.1 “AASHTO” - The American Association of State Highway and Transportation

Officials is a standard setting body which publishes specifications, test protocols, and guidelines that are used in highway design and construction throughout the

United States. Reference: www.transportation.org.

2.2 “ADO” and “Agency Delivery Order” - A written order entered by WVDOT personnel in the wvOASIS financial system against a master agreement, authorizing quantities of commodities and/or services to be delivered in accordance with all terms, conditions, and prices stipulated in the original contract.

2.3 “ASTM International” and “ASTM” – the international standards organization that develops and publishes voluntary consensus technical standards for a wide range of materials, products, systems, and services. Reference: www.astm.org

2.4 “Contract Item(s)” - The list of items available for Vendor to provide pricing as identified in Section 3.2 of this Solicitation and referenced throughout.

2.5 “Contractor” or “Vendor” - Interchangeably used throughout this Solicitation and in any cited Sections of the West Virginia Department of Transportation, Division of Highways Standard Specifications, Roads and Bridges, adopted latest

Standard Specs edition, as amended, including any Supplementals and refers to any entity submitting a bid in response to the Solicitation, the entity that has been selected as the lowest responsible bidder, or the entity that has been awarded the

Contract, as context requires.

2.6 “Emergency Work” – Work or orders required to be done without delay owing to circumstances for which the WVDOT could not have reasonably expected and has been designated as such by a representative of the WVDOT.

2.7 “FOB” or “Free on Board” - Indicates that the price for goods includes delivery at the Vendor’s expense to a specified point, and that the Vendor retains liability for loss or damage until the goods are delivered.

http://www.transportation.org/ http://www.astm.org/

Form Revised 10/27/2014 2 CMA 6627C011

2.8 “HDPE” – High Density Polyethylene.

2.9 “Liquidated Damages” - Monetary compensation due from the Vendor in the event the Vendor’s performance falls short of contractual stipulation or breaches the contract. Delays in the delivery of goods and/or services or quality failures or corrections by the Vendor may result in the Agency assessing charges for such deficiencies per these contract Specifications, the Standard Specs Section 108.7, as amended, and calculated from the table posted in Section 6.3.1 of these

Specifications.

2.10 “MCS&T” - the WVDOH Materials Control, Soil and Testing Division, who performs all procedures necessary for the sampling, testing, reporting, and inspection of products and materials to maintain a reliable quality assurance system.

Reference: https://transportation.wv.gov/materials-control-soils-and-testing-division.

2.11 “MP” - refers to a Materials Procedure per the Materials Control, Soils, and Testing

Division of the West Virginia Division of Highways, as amended. Reference:

https://transportation.wv.gov/wvdoh-materials-procedures.

2.12 “PP” – Polypropylene.

2.13 “Pricing Pages,” “Attachment A,” and “ATT A” - The schedule of prices attached hereto as Attachment A (ATT A) and used to evaluate Solicitation responses.

2.14 “Solicitation” - The official notice of an opportunity to supply the State with goods or services.

2.15 “Standard Lengths” – The fixed physical size of a pipe piece for purchase.

2.16 “Standard Specs” - Used throughout this solicitation means the West Virginia

Department of Transportation, Division of Highways Standard Specifications, Roads and Bridges, most recent edition, as modified or amended by all subsequent

Supplemental Specifications.

2.17 “WVDOT,” or “Agency” - Interchangeable terms for the West Virginia

Department of Transportation.

3. GENERAL REQUIREMENTS:

https://transportation.wv.gov/materials-control-soils-and-testing-division https://transportation.wv.gov/materials-control-soils-and-testing-division https://transportation.wv.gov/wvdoh-materials-procedures

Form Revised 10/27/2014 3 CMA 6627C011

3.1 Standard Specifications Roads and Bridges: The following Standard Specs

Sections shall apply, as applicable, to the administration of this contract: 101, 102, 103, 104, 105, 106, 107, 108, 109, and 110, as amended.

Materials, equipment, and performance of this contract shall conform to, but are not limited to, the requirements of Sections 604, 606, and 714, as amended.

Free electronic copies of the Standard Specs and Supplementals are available at:

https://transportation.wv.gov/specifications-standards-and-publications. Hard copies of these publications may be purchased by completing the Specification

Order Form provided within the website.

3.2 Contract Items and Mandatory Requirements: Vendor shall provide Agency with the Contract Items listed below on an open-end and continuing basis. Contract

Items must meet or exceed the mandatory requirements as shown below.

3.2.1 Corrugated Polyethylene Perforated Underdrainage Pipe shall be supplied in standard length coils of 100’ and 250’. Pipe shall conform to the requirements of Standard Specs Sections 606 and 714, as amended.

3.2.2 Corrugated HDPE Pipe, Profile Wall - shall be purchased as 20’ and 30’ standard length sections of pipe. Pipe shall conform to the requirements of

Standard Specs Sections 604 and 714, as amended, and AASHTO M 294, types “S” or “D”. Pipe shall be fabricated such that the connection of pipe sections will form a continuous line free from irregularities in the flow line.

3.2.2.1 20’ length flexible pipes shall be joined by bell and spigot joints, and the pipe shall be installed to preserve the alignment, provide a leak resistant joint that conforms to ASTM D3212 performance requirements, and prevent the separation of sections.

3.2.2.2 30’ length flexible pipes shall be plain end.

3.2.2.3 Vendors bidding must source approved suppliers/fabricators from

MCS&T, APL 714.019.003 12-60 inches Pipe, High Density

Polyethylene, Profile Wall, as amended. Reference:

https://transportation.wv.gov/division-approved-product-lists-apls.

3.2.3 Corrugated PP Pipe, Dual Wall shall be 20’ sections of pipe and shall conform to the requirements of Standard Specs Sections 604 and 714.17, and

ASTM F2881M or AASHTO M 330.

3.2.3.1 20’ length flexible pipes shall be joined by bell and spigot joints, and the pipe shall be installed to preserve the alignment, provide a leak https://transportation.wv.gov/specifications-standards-and-publications https://transportation.wv.gov/division-approved-product-lists-apls

Form Revised 10/27/2014 4 CMA 6627C011 resistant joint that conforms to ASTM D3212 performance requirements, and prevent the separation of sections.

3.2.3.2 The dual wall pipe and fittings shall meet the requirements of ASTM

F2306/F2306M, F2763, F2764/F2764M, F2881/F2881M and

F2947/F2947M or AASHTO M 330, as amended.

3.2.3.3 Vendors bidding must source approved suppliers/fabricators from

MCS&T, APL 714.017.000 Pipe, Polypropylene, Dual Wall, 12-60

Inches, as amended. Reference:

https://transportation.wv.gov/division-approved-product-lists-apls.

3.2.4 Split Couplings: Split Couplings are used occasionally by the WVDOT and shall be incidental to the ordering of HDPE or PP pipe. The cost of Split

Couplings should be factored into the bid price of pipe. Vendors shall provide standard Split Couplings sized for corresponding pipe when requested by the WVDOT on the ADO.

3.2.4.1 HDPE fittings must meet AASHTO M 294 requirements.

3.2.4.2 PP fittings must meet the requirements of ASTM F2881M or

AASHTO M 330.

Table 3.2.4 provides the Split Coupling Estimated Averages based on order history over the past two (2) years, provided as a courtesy. Estimated quantities listed below are approximations only and do not imply or guarantee future quantities.

TABLE 3.2.4:

Split Coupling Estimated Averages

Split Coupling Diameter

Yearly Average

15" 5

18" 44

24" 11

30" 5

36" 5

48" 3

60" 0

3.2.5 Emergency Request: Emergency requests, as ordered by a WVDOT

District Engineer or their designee, is work that shall be initiated within forty-eight (48) hours from when the order is received by the Vendor. The https://transportation.wv.gov/division-approved-product-lists-apls

Form Revised 10/27/2014 5 CMA 6627C011 determination of emergency work will be in accordance with Section 2.6 of this Solicitation and prominently noted on an ADO. Designated emergency requests will be paid at 1.50 times the Vendors bid price.

4. CONTRACT AWARD:

4.1 Contract Award: The Contract is intended to provide Agencies with a purchase price on all Contract Items. All qualified responsible Vendors shall be awarded a contract for those Contract Items bid which meet all mandatory requirements of this Contract.

4.1.1 Determining Low Bid Per Project: To determine the low bid Vendor for individual projects, the WVDOT District Engineer or their designee will calculate the lowest overall total cost of the Contract Items required for individual projects. A written ADO will be issued to the Vendor with the lowest overall total cost.

WVDOT reserves the right to request any one or combination of Contract

Items for which bids are awarded at the lowest overall total as set forth in this section.

4.2 Pricing Pages, Attachment A (“ATT A”): Vendor must complete the Pricing

Pages by providing a bid price for each Contract Item listed. Vendor must factor into their bid prices all equipment, materials, delivery, and labor required to provide

Contract Items. Vendors may bid on any or all items. Vendor must complete the

Pricing Pages for each Contract Item bid in their entirety as failure to do so may result in Vendor’s bids being disqualified. All bids or pricing submitted shall be held and honored by the Vendor for 90 days after the bid opening date. Failure to submit the Pricing Pages (ATT A) with bid will result in the disqualification of the entire bid.

4.2.1 The Pricing Pages contain a list of Contract Items and estimated purchase volumes. The estimated purchase volume for each item represents the approximate volume of anticipated purchases only. No future use of the

Contract or any individual item is guaranteed or implied.

4.2.2 Vendors should type or electronically enter the information into the Pricing

Pages spreadsheet to prevent errors in the evaluation. In most cases, the

Pricing Pages are available in wvOASIS within the solicitation attachments, however, Vendors may request an electronic copy of the Pricing Pages spreadsheet for bid purposes by sending an email request to the following address: John.W.Estep@wv.gov mailto:John.W.Estep@wv.gov

Form Revised 10/27/2014 6 CMA 6627C011

4.2.3 Changing a column or row description, Contract Item description, unit of measure, or estimated quantities on the Pricing Pages, Attachment A

(ATT A), will result in the disqualification of Contract Item bid on the altered line. In circumstances when all Contract Items must be bid for bid evaluation and contract award, the disqualification of any Contract Item will result in the disqualification of the entire bid.

Submitting Pricing Pages other than those provided with this solicitation, as described in Section 4.2, will result in the disqualification of Vendor’s bid in its entirety.

Vendor entries of bid prices or other notations made in wvOASIS commodity line descriptions will not be considered for bid evaluation or award.

4.3 Contract Award Transition: Upon the award of this contract, WVDOT will announce an effective start date. Any order issued under the previous contract will remain in effect and shall not be cancelled without mutual written agreement between the issuing agency and the Vendor.

4.4 Cooperative Contracting: The purchase prices on all Contract Items herein, available for the WVDOT, shall be adoptable for other public agencies upon their request. Agencies under the authority of the West Virginia Purchasing Division must receive prior approval from the Purchasing Director.

5. ORDERING, INVOICING AND PAYMENT:

5.1 Ordering: Vendor shall accept orders through regular mail, facsimile, email, or any other written forms of communication. Vendor shall maintain and keep current its phone numbers, fax number, email address, locations, and ordering/billing/ payment addresses with WVDOT and in wvOASIS. Vendor may, but is not required to, accept online orders through a secure internet ordering portal/website.

If Vendor can accept online orders, it shall include in its response a brief description of how Agencies may utilize the online ordering system. Vendor shall ensure that its online ordering system is properly secured prior to processing Agency orders online.

5.2 Agency Delivery Order (“ADO”): District personnel must issue an ADO from wvOASIS for specific quantities of materials based on each project’s requirements and detailing the need and location information of work to be completed per

Contract Items, as well as the start and end dates, which will become the agreed upon official start and end dates. The ADO must be created in wvOASIS and approved to “Final” prior to placing the order with the Vendor. The District is

Form Revised 10/27/2014 7 CMA 6627C011 responsible for creating the ADO in wvOASIS and is required to submit the approved order, in writing, directly to the Vendor via mail, email or fax. Verbal communication with the Vendor is not considered an official order. In the event the Vendor denies an order or if there are changes to an ADO, the District must process a change order to the approved ADO issued from wvOASIS.

Emergencies shall be prominently noted on the ADO. Once complete, the ADO shall be sent to Vendor via fax, email, or mail.

5.3 Invoicing: Invoices submitted to WVDOT For payment should contain the following information:

Vendor’s name and payment remit-to address, as they appear in Vendor’s wvOASIS account.

The corresponding order’s ADO number.

The ordering Agency’s delivery site

The Contract Item description, unit price, quantity, and extended total.

The date(s) Contract Items were delivered.

5.4 Payment: Upon completion of the work indicated on the ADO, Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

The State of West Virginia currently utilizes a Purchasing Card program, administered under contract by a banking institution, as well as Electronic Funds

Transfer as methods to process payment for goods and services. The Vendor shall accept the State of West Virginia’s Purchasing Card and Electronic Funds Transfer for payment of orders under this Contract. Electronic Funds Transfer for payment is available through the WV State Auditor’s Office. The Vendor may visit the WV

State Auditor’s website at www.wvsao.gov for all necessary forms and instructions.

Payment method may be dictated at WVDOT’s discretion.

6. PROJECT ACCEPTANCE, DELIVERY AND RETURN:

6.1 Project Acceptance and Written Verification of Receipt: Upon receipt of a

WVDOT ADO, the Vendor shall advise the WVDOT in writing within five (5) calendar days of their acceptance or refusal of the ADO. As verification of receipt, Vendor must provide written acknowledgement of any ADOs, and any

Revisions/Modifications thereto sent by WVDOT. Failure to provide the

WVDOT with written acknowledgement of any ADOs/Revisions within five (5) days of the Order being sent shall be considered refusal of the ADO. In the event of refusal, the WVDOT at its own discretion shall cancel the ADO and may seek to obtain the goods or services from the next low bid Vendor or proceed with an emergency purchase from the open market.

6.2 Delivery Time: Vendor shall deliver standard orders within 10 working days after http://www.wvsao.gov/

Form Revised 10/27/2014 8 CMA 6627C011 orders are received. Orders shall have a minimum total of $1,000. Vendor may assess a separate shipping charge for deliveries on orders totaling less than $1,000.

Vendor shall deliver emergency orders within 48 hours after orders are received, or within the timeframe established with the Vendor as in Section 3.2.5. Vendor shall ship all orders in accordance with the established delivery date and shall not hold orders until a minimum delivery quantity is met. No Vendor is authorized to ship project related goods or begin work/services, nor is the WVDOT authorized to receive materials, prior to the issuance of an ADO.

6.3 Late Delivery: The Agency placing the order under this Contract must be notified in writing if orders will be delayed for any reason. Any delay in delivery that could cause harm to an Agency will be grounds for cancellation of the delayed order, and/or obtaining the items ordered from another awarded Vendor or proceeding with an Emergency Purchase from the open market.

The Agency placing the ADO under this Contract must be notified in writing by the Vendor no later than five (5) business days prior to the scheduled delivery date noted on the Agency’s order. Any failure to notify, acknowledge receipt of

WVDOT’s written ADOs/ Revisions resulting in delivery delay, or failure to start or complete the project per the WVDOT scheduled due dates may be determined by the WVDOT at its sole discretion as harmful to the Agency and as such, shall result in WVDOT’s cancellation of the ADO and application of Liquidated

Damages.

Any Agency seeking to obtain items from the open market under this provision must first obtain approval of the West Virginia Purchasing Division.

6.3.1 Liquidated Damages: If the Vendor’s work completion or corrections of deficient work exceeds the ADO completion due date or timeframe, the

Vendor shall agree that no extension of contract time will be granted unless

Liquidated Damages are applied by Vendor as an itemized invoice credit for the corresponding ADO. The WVDOT shall calculate Liquidated

Damages per project beginning on day one (1) after the WVDOT’s specified

ADO due date and in accordance with this Section, the Contract’s Terms and Conditions, Standard Specs Section 108.7, and the following Standard

Specs Section Table 108.7.1 - Schedule of Liquidated Damages, as amended:

Form Revised 10/27/2014 9 CMA 6627C011

Table 108.7.1

Schedule of Liquidated Damages

Original Contract Amount Daily Charges Per

Calendar Day For More Than To and Including

$0 $500,000 $350

$500,000 $2,000,000 $650

$2,000,000 $10,000,000 $1,600

$10,000,000 $25,000,000 $3,100

$25,000,000 $4,200

6.3.2 Force Majeure: It shall be further noted that the Vendor is not responsible for and shall not be penalized for delays in its delivery of goods and/or services when caused by factors or events outside Vendor’s control, including but not limited to acts or omissions of the Agency or third parties, acts of civil or military authority, civil disturbance, war, terrorism, pandemics, explosions, fire, floods, tornadoes, or other natural disasters or acts of God.

6.4 Delivery Payment/Risk of Loss: Standard order delivery shall be F.O.B.

destination to the Agency’s location. Vendor shall include the cost/discount of standard order delivery charges in its bid pricing and is not permitted to charge the

Agency separately for such delivery, except as noted in Section 6.2. The Agency will pay delivery charges on all emergency orders provided that Vendor invoices those delivery costs as a separate charge with the original freight bill attached to the invoice.

Deliveries made by the Vendor shall be comprised only of Contract Items intended for delivery at that location and specified in the pricing pages, contract specifications or ADO. At no time shall property belonging to the West Virginia

Department of Transportation be utilized as a lay-down or storage facility by the

Vendor, or items left with the intention of being distributed to an alternate location.

6.5 Return of Unacceptable Items: The decision of the WVDOT District Engineer or their designee regarding materials, workmanship, quality etc., shall be final per the

Standard Specs Section 105.1, as amended. If the Agency deems the Contract Items to be unacceptable, the Contract Items shall be returned to Vendor at Vendor’s expense and with no restocking charge. Vendor shall either arrange for the return within five (5) days of being notified that items are unacceptable or permit the

Agency to arrange for the return and reimburse Agency for delivery expenses. If the original packaging cannot be utilized for the return, Vendor will supply the

Agency with appropriate return packaging upon request. All returns of

Form Revised 10/27/2014 10 CMA 6627C011 unacceptable items shall be F.O.B. the Agency’s location. The returned product shall either be replaced, or the Agency shall receive full credit or refund for the purchase price, at the Agency’s discretion.

6.6 Return Due to Agency Error: Items ordered in error by the Agency will be returned for credit within 30 days of receipt, F.O.B. Vendor’s location. Vendor shall not charge a restocking fee if returned products are in a resalable condition.

Items shall be deemed to be in a resalable condition if they are unused and in the original packaging. Any restocking fee for items not in a resalable condition shall be the lower of the Vendor’s customary restocking fee or 5% of the total invoiced value of the returned items.

7. VENDOR DEFAULT:

7.1 The following shall be considered a Vendor default under this Contract.

7.1.1 Failure to provide Contract Items in accordance with the requirements contained herein.

7.1.2 Failure to comply with other specifications and requirements contained herein.

7.1.3 Failure to comply with any laws, rules, and ordinances applicable to the

Contract Services provided under this Contract.

7.1.4 Failure to remedy deficient performance upon request.

7.2 The following remedies shall be available to Agency upon default.

7.2.1 Immediate cancellation of the Contract.

7.2.2 Immediate cancellation of one or more release orders issued under this

Contract.

7.2.3 Any other remedies available in law or equity.

8. MISCELLANEOUS:

8.1 No Substitutions: Vendor shall supply only Contract Items submitted in response to the Solicitation unless a contract modification is approved in accordance with the provisions contained in this Contract.

Form Revised 10/27/2014 11 CMA 6627C011

8.2 Vendor Supply: Vendor must carry sufficient inventory of the Contract Items being offered to fulfill its obligations under this Contract. By signing its bid, Vendor certifies that it can supply the Contract Items contained in its bid response.

8.3 Vendor Name Change: It is the Vendor’s responsibility to notify the WVDOT of name changes or acquisition by another company during the term of the contract.

The WVDOT must be notified in writing of the change/acquisition and intention for the contract’s ownership within 10 days of the change. Failure to do so may result in payment delays.

8.4 Reports: Vendor shall provide the Agency with quarterly reports, annual summaries, and/or monthly reports as requested by the Agency and/or the West

Virginia Purchasing Division showing quantities, total dollar value of the Contract

Items purchased, ordered, shipped & invoiced with dates in spreadsheet format as defined by the Agency. Failure to supply such reports may be grounds for cancellation of this Contract.

8.5 Contract Manager: During its performance of this Contract, Vendor must designate and maintain a primary contract manager responsible for overseeing

Vendor’s responsibilities under this Contract. The Contract Manager must be available during normal business hours to address any customer service or other issues related to this Contract. Vendor should list its Contract Manager and his or her contact information below.

Contract Manager: __________________________

Telephone Number: _________________________

Fax Number: _______________________________

Email Address: _____________________________

Vendor shall inform the Agency in writing of any changes to the information provided above within 10 calendar days of such changes. Failure to comply may be grounds for cancellation of this contract.