INVITATION TO BID Bid Package Montrose County 2017 Gravel Crushing Services Bids Due and Opening Wednesday, December 7, 2016 Time 2:00 p.m. Location Montrose County Road and Bridge Office 949 N. 2 nd Street Montrose, CO 81401 1
General Conditions Montrose County is accepting sealed bids for gravel crushing services in gravel pits at various locations within the county, which are either owned or leased by Montrose County. Contract will be for the calendar year 2017 with option to renew for two additional one year periods of 2018 & 2019. Submitted bids must be enclosed in an sealed opaque envelope marked 2017 Gravel Crushing Bid and delivered to Montrose County Road & Bridge, Attn: Dean Cooper, 949 North 2nd St, Montrose, CO 81401, no later than Wednesday, December 7, 2016 at 2:00 p.m. our clock. The bids will be opened immediately thereafter and read aloud. Bids received after the time due will not be considered and will be returned to the bidder un-opened. Bid Packages can be downloaded from Montrose County s web site using the following link: http://www.montrosecounty.net/bids.aspx The successful bidding Contractor will be required to enter into an agreement with Montrose County. A sample copy of the agreement is included in this bid package. Subsequent years may have different crush quantities and locations, which will be determined prior to the beginning of each calendar year (around mid to late November) and are subject to budget limitations. Contractor will be advised of the estimated quantities and locations. Payment to Contractor will be made upon submission and approval of invoice(s). Payment will follow normal County payment processing cycles for issuance of checks. A 5% bid security is required with the bid as outlined in C.R.S. 24-105-201. All bids shall be irrevocable for 45 days from the date of the bid opening. A payment and performance bond equal to 50% of the bid amount will be required as outlined in C.R.S. 38-26-106 and the contract agreement for the successful bidder. Contractor shall carry insurance coverage as outlined in the contract agreement. Montrose County will pay all royalties that pertain to pits leased by the County. Bids are to be submitted on the bid schedule forms included within the bid package. Prices for the last two years of the contract, if extended, will be indexed to the U.S. Bureau of Labor Statistics - Producer Price Index #212321-P for Construction Sand & Gravel Mining primary products. The base index will be the final December 2016 index value of series ID: PCU212321212321P from the series catalog at http://data.bls.gov/cgi-bin/srgate 2
Since prices need to be set prior to January of the following years, the preliminary November index will be used to calculate unit price changes. The change will be calculated by dividing the November preliminary index by the base index and multiplying it by the original prices. Example: If the December 2016 Base Index is 341 and the preliminary November 2017 index is 345, and assuming an original bid unit price of $4.90 per ton, the resulting 2018 unit price will increase by 1.17% for a revised unit price of $4.95 per ton as determined by the following calculation: 345 341 $4.90=$4.95 Likewise, the 2019 unit price adjustment will use the preliminary November 2018 index against the December 2016 base index. Awarding of Bid Award may be made to the lowest responsive, responsible bidder. Page 2 of the Bid Schedule Form will be used for comparing bid totals and unit pricing. In reviewing the bids it receives, the County reserves the right to reject, for any reason whatsoever, any and all bids, and to waive any informality or irregularity in a bid. The action to award a contract is subject to approval by the Board of County Commissioners. The submission of a bid does not in any way commit the County to enter into an agreement or contract with that bidder. It is anticipated that award of the contract will be made within two (2) weeks of the bid opening. All bidders will be notified of the Commissioners decision. Within one week of award, any required submittals will be due. Required of Successful Bidder A payment and performance bond equal to 50% of the bid amount will be required as outlined in C.R.S. 38-26-106 and the contract agreement Contractor shall provide a copy of all necessary APEN Permit(s) issued by CDPH&E Contractor shall provide proof of currency and compliance with MSHA Training Part 46. Contractor shall carry insurance coverage as outlined in contract agreement and provide certificates thereof. Enter into a contract agreement with the County. 3
Additional Terms and Scope of Services 1. Contract period shall be for one calendar year with option to renew for two (2) additional calendar years at the discretion of the County Commissioners. 2. Estimated annual crushing quantities will range from 70,000 to 130,000 tons in crushed products. Montrose County makes no guarantee regarding minimum tons crushed. 3. The gravel crushed shall meet the Gravel Crushing Sieve Specifications as shown on Attachment A. The County shall inspect periodically for compliance with sieve specifications. At any time it is determined that the gravel is substandard, the crushing operation may be ordered to cease until the stockpile can be tested for compliance with the sieve specifications. 4. Contractor will be required to run a sieve test at approximately 1,000 tons at the beginning of each crush, and thereafter shall run additional tests at approximately 3,000 ton intervals, except for chips which will require the first test at 300 tons and then every 500 tons thereafter. Sieve and fractured face test results shall be given to the County Engineer or designee by end of business the work day following the sample day. Material Codes 507, 509 & 515 require a Plasticity Index test conducted in conjunction with each sieve test. Plasticity Index tests results shall be provided within three working days of the sample day. All testing costs (including Plasticity Index) shall be the responsibility of the contractor. The County Engineer or designee may perform additional tests at its discretion. Montrose County will bear the cost for such additional tests. 5. If a product is found to be out of specification on any test, and the contractor fails to meet specifications with any subsequent test, the County shall have the option to: 1) Stop all crushing operations until the Contractor makes necessary corrections and can prove that specifications are being met; 2) Negotiate a reduced compensation for the out of specification product. Compensation for the out-of-specification material shall be paid at a rate not to exceed 50% of bid price; 3) Have the out-of-specification material reprocessed into a usable product that meets a different specification. Contractor shall only be paid at the bid unit rate for the reprocessed specified material. No payment will be made for the initial out-of-specification material; 4) Request that additional material be crushed at contractor s expense to make up for the out-of-specification material; 5) Any combination of the above. 6. Consistent out-of-specification performance shall be sufficient grounds for termination of the contract and claim for damages including claims against contractor s bond. 7. All gravel shall be measured using certified belt scales placed in the crushing circuit after the screen to capture the pay quantity(s). The County Engineer or his designee shall be present for verification of the belt scale readings. Scales shall be certified prior to the first crush, and recertified after moving between locations unless waived by the Montrose County designee. 8. Contractor agrees to notify the County Engineer or designee at least 24 hours in advance of a belt scale reading. 4
9. Locations and quantities to crush are outlined in the Gravel Crushing Quantities as shown on Attachment B. Quantities may vary depending on annual budget appropriation, and shall not be construed as creating a multiple fiscal year obligation. In the event that non-appropriation occurs, County shall not be obligated to complete the Attachment B schedule. 10. Anticipated crush quantities may be exceeded in any one year if the County has need, and has appropriated additional money to pay for the additional crush. Crush quantities are typically established by mid November for the next calendar year s crushing. 11. Contractor shall begin crushing operations on or after the effective date of the contract, and no later than January 15 th of each subsequent year; and shall complete all crushes no later than August 31 st of each year, unless written permission by the County is granted to extend the completion date for that year. 12. The order and priority for County gravel crushing operations shall be determined by the County Engineer or his designee, and may be negotiated with the Contractor with an attempt to minimize the number of moves for the crushing equipment. 13. The County may assess liquidated damages in the amount of $300 per calendar day against the Contractor until the contract is finished if the deadline for crushing services is not met by August 31 st of each year. 14. Extraction locations and placement of stockpiles will be at the direction of Montrose County delegate. 15. Montrose County will remove overburden and level a pad for the crusher prior to the crush; and push down high walls, slope/re-grade disturbed areas after crushing operations have ceased. 16. Contractor shall push pit run to the crusher, maintain high walls during the crush, and tram additional dirt needed for road base if necessary. 17. If necessary, Montrose County will haul and stock pile dirt/fines not available at the pit site to a location within the pit agreed upon prior to the crush in order to meet gravel specifications. 18. Contractor shall maintain, and leave a level pit floor after crushing is completed. Pit is to be left free of trash and debris. No onsite disposal of waste is permitted. 19. Montrose County Road & Bridge may ask to haul gravel while crushing is in progress. The Road & Bridge Superintendent or his designee will seek permission and coordinate with the crushing contractor should this occur. Contractor shall have control of the pit while crushing is being performed and must adhere to all applicable regulations; therefore permission to haul is not guaranteed. 20. Contractor is responsible for operating in performance with all applicable regulations, including but not limited to Mine Safety & Health Administration (MSHA), Colorado Department of Public Health & Environment (CDPH&E), Division of Minerals & Geology (DMG), OSHA, Montrose County Special Use criteria, Montrose County Gravel Pit Mitigation Standards, and any other applicable regulation. 21. Contractor is to provide a copy of applicable Construction Permit(s) (APEN) issued by CDPH&E, and proof of current MSHA Part 46 training upon notice of bid award. 22. All costs except the mobilization costs are to be included in the bid price per ton. Mobilization will be separate and charged once for each pit crushed at unless a move within the pit is required and approved by Montrose County. If a move within a pit 5
becomes necessary the Contractor and County shall negotiate a mobilization price for the move. 23. Montrose County will try to schedule crush volumes to maximize pit utilization when requesting chips. One chip will have a set volume with an estimate of the other chip volumes. Actual quantities of the estimated chips will be determined by what the pit will yield. For example: if we have a set 1,000 tons of a ¾-1/2 chip, then we estimate that 400 tons of a ½-3/8 chip, and 160 tons of a 3/8 chip will also be generated. When crushing chips, every effort will be made to have a crush of ¾ dirty surface course or clean class 6 to aid in the chip making. For further information regarding material specifications please contact Norm David at 970-964- 2448. 6
BID SCHEDULE FORM Vendor Information Page 1 of 3 Vendor Address Phone Number Fax Number E-Mail Address Representative s Signature Printed Name of Signer Title Date Exceptions or Comments Page 2 of 3 7
BID SCHEDULE FORM UNIT RATES ALL PRODUCTS Material Material Description Code 507 County Spec. Dirty ¾ Surface Course Gravel 508 Class 6 Clean ¾ Road Base 509 County Spec. Dirty 7/8 Surface Course Gravel 512 Class 5 1.5 Minus Road Base 513 Class 1 2.5 Minus Road Base 514 Class 2 4 Minus Road Base 515 County Spec. Dirty 1.5 Surface Course Gravel 516 Recycled Asphalt Pavement 572 ¾ SMA Gravel 573 ½ Asphalt Gravel Bid Price Per Ton CHIPS 504 3/8 Chip 506 ¾ ½ Chip 511 ½ - 3/8 Chip Mobilization Cost Each Move 2017 Estimated Quantities Schedule Bid Form (Estimated Quantities are for bidding purposes) Code Description Est. Qty Unit Bid Price Extended Bid Price 507 County- Dirty ¾ Surface Course 77,500 508 Class 6 Clean ¾ Road Base 5,000 513 Class 1 2.5 Minus Road Base 7,500 515 County Dirty 1.5 Surface Course 25,000 Mobilization 4 Total Bid Price Vendor Name Date Page 3 of 3 8
BID ACKNOWLEDGMENT The undersigned, having carefully read and considered the Invitation to Bid for the Montrose County 2017 Gravel Crushing Services Bid, does hereby offer to supply such services to the County of Montrose, Colorado in the manner described and subject to the Contract Documents. The undersigned further states that this bid is made and submitted in good faith and is not founded on, or in consequence of, any collusion, anticompetitive agreement or other type of anticompetitive activities between themselves and any other interested party, in restraint of free competition. Bidder Business Name Authorized Representative Signature Authorized Representative Name & Title (print) Address Date Phone Fax Email 9