Invitation for Bid 08012

Steel Culverts

Invitation for Bid (IFB)08012 STEEL CULVERTS

The purpose of this IFB is to establish master contracts for steel culverts and associated parts. Contracts are awarded by Regions, which are defined elsewhere in the IFB.

The Washington State Department of Enterprise Services (DES) issues this IFB under the authority of the Revised Code of Washington (RCW) 43.19. DES reserves the right to modify dates and times. Any changes will be sent electronically as Amendments to all users of Washington’s Electronic Business Solution (WEBS) who downloaded this IFB. To request this information in alternative formats call (360) 902-7400.

Optional Pre-Bid Meeting....November 1, 2012 at 2:00 PM

1500 Jefferson Building

1500 Jefferson St. SE,Room TBA

Olympia, WA

Directions/Parking:

Bids Are Due...... November 21, 2012

DES contact...... David Scott

Phone - 360-407-9424

Email –

Deliver Bids to...... Washington State Department of Enterprise Services (DES)

1500 Jefferson Building

1500 Jefferson St. SE

Olympia, WA 98501

Attention:Bid Clerk,Master Contracts & Consulting Unit

IMPORTANT: Deliver Bids in a sealed package.The package should havethe following information on the outside:

  • IFB Number
  • Bid Due Date and Time
  • DES contact’s Name
  • Bidder’s Company Name & Address

Contents

1SUMMARY OF OPPORTUNITY

1.1Purpose of the IFB

1.2purchasers

1.3Contract Term

1.4Estimated Usage

1.5Regions

1.6Service Expectations

1.7Order Fulfillment Requirements

1.8Technical Specifications/Minimum requirements

2IFB OVERVIEW

2.1Acknowledgement

2.2Washington’s Electronic Business Solution (WEBS)

2.3Amendments

2.4Bidder Communication Responsibilities

2.5Bidder Responsiveness

2.6Pricing

2.7Non-Endorsement & Publicity

2.8No Costs or Charges

2.9No Best and Final Offer

2.10Miscellaneous Expenses

2.11Economic and Environmental Goals

3PREPARATION OF BIDS

3.1Pre-bid Meeting

3.2Bid Submittals (Checklist)

3.3Format

3.4Electronic Copies

3.5Due Date and Time

3.6Bid Opening

4EVALUATION AND AWARD

4.1General Provisions

4.2Determination of Responsiveness

4.3Evaluation

4.4Selection of Apparent Successful Bidder

4.5Intent to Award

4.6Award

4.7Bid Information Availability after Award

5CONTRACT FORMATION

5.1The Contract

5.2Parties

5.3Authority to Bind

5.4Counterparts

5.5Changes

5.6Price Adjustments

5.6.1Firm and Fixed Period

5.6.2Price Protection

5.6.3Price Increases

5.6.4Contract Extensions and Price Adjustments

APPENDICES

Competitive Procurement Standards

Price Sheet

Bidder Profile

CERTIFICATIONS & ASSURANCES

AUTHORIZED OFFER & CONTRACT SIGNATURE PAGE

Washington State Department of Enterprise ServicesPage 1 of 20

Invitation for Bid 08012

Steel Culverts

1SUMMARY OF OPPORTUNITY

1.1Purpose of the IFB

The purpose of this IFB is to establish Regional Master Contracts for steel culverts and associated parts. The primary user of the contract is the Department of Natural Resources (DNR) for use in their six regions as shown below.

Oregon is included as a seventh “region” in the Price Sheet.

Non-DNR Purchasers - For the most part, the DNR region boundaries follow county lines. However, this is not true for all counties. To avoid confusion for non-DNR Purchasers only, entire counties have been assigned to one DNR region even though the county may include more than one DNR region. The DNR boundaries in the five areas in red in the map above indicate where DNR region boundaries do not coincide with county boundaries. A list of counties in each region is provided in Section 1.5 Regions. The following map defines which counties are included in which DNR region.

Non-DNR Region Definition Map

When a Purchaser desires to buy a specific type and size of culvert, they will issue a Purchase Order against the appropriate Regional Master Contract. The delivery location defines which Regional Master Contract to use.

1.2purchasers

The Contract will be for use by all members of the Washington State Purchasing Cooperative (WSPC) including, where applicable: State Agencies, Institutions of Higher Education, Political Subdivisions, and Non-Profit Corporations.

The Contract will also be available for use by Oregon Cooperative Purchasing Program (ORCPP). The participation by the state of Oregon and it cooperative members is not mandatory and is bound by the rules of Oregon and its cooperative. DES makes no claim whether or not this contract meets the test for Oregon participation. Questions regarding participation by the state of Oregon and its cooperative should be directed to the state of Oregon: DAS State Procurement Office, .

While use of the Contract by Political Subdivisions and Non-Profit Corporations that are members of the WSPC and ORCPP members is optional, DES encourages them to use our Contracts. Their use of the Contracts may significantly increase the purchase volume. Their orders are subject to the same Contract terms, conditions and pricing as state agencies. DES accepts no responsibility for orders or payment by WSPC, DASCPP or ORCPP members.

WSPC members:

Oregon:

1.3Contract Term

The initial term of the Contract will be one year from date the date the Contract becomes effective with the option to extend for additional term(s) or portions thereof. Extensions will be exercised at the sole discretion of DES upon written notice to the Contractor. The total Contract term, including the initial term and all extensions, will not exceed sixyears unless circumstances require a special extension. DES reserves the right to extend with some or all of the Contractors.

1.4Estimated Usage

Purchases over the initial term of the statewide Contract(s)could approximate $200,000. Estimates are based on past and/or projected usage and are provided solely for assisting Bidders in preparing their Bids. Orders will be placed only on an as needed basis.

DES does not represent or guarantee any minimum purchase.

1.5Regions

Below is a list of DNR regions and the counties included in the DNR regions for non-DNR Purchasers. Oregon is included as a seventhregion in thePrice Sheet.

DNR Regions / Counties Assigned to DNR Regions for non-DNR Purchasers
Olympic / Clallam, Jefferson, Mason, Kitsap, Grays Harbor
Pacific Cascade / Pacific, Lewis, Skamania, Clark, Cowlitz, Wahkiakum
Northwest / Whatcom, Skagit, Snohomish,
South Puget Sound / King, Pierce
Northeast / Okanogan, Ferry, Stevens, Pend Oreille,
Southeast / Chelan, Douglass, Grant, Lincoln, Spokane, Kittitas, Adams, Whitman, Yakima, Benton, Franklin, Walla Walla, Columbia, Garfield, Asotin, Klickitat
Not Serviced / San Juan – Not part of this contract as Bid.

1.6Service Expectations

Upon Award, the state expects the successful Bidder to:

a)Review the impact of this Award and take the necessary steps to ensure adequate coverage and Contract compliance.

b)Assist Purchasers in making the most cost effective purchases offering the greatest value.

c)At the request of the Purchaser, provide site visits (by a qualified representative) at a mutually agreed date and time to assist defining the most appropriate product.

d)Solicit from the Purchaser the expected usage of the equipment.

e)Promote and market the use of this Contract to all eligible Contract Purchasers.

f)Provide electronic notification to DES of upcoming manufacturer sponsored events related to new technology, product introductions, training seminars, mobile product demonstrations, etc.

g)Take necessary action to ensure that authorized Purchasers will always receive Contract pricing that conforms to the Contract terms.

h)Upon request, provide Purchasers with price verification documentation to include the manufacturer’s price schedule, which correlates to the date of the order.

1.7Order Fulfillment Requirements

Contract Purchasers may place orders against this Contract either in person, electronically, fax, or by phone. The following will apply for all issued orders:

a)Freight is included in the price except as noted in b) below. No COD deliveries allowed.

b)There will be no minimum order requirements. However, for total orders under $5,000.00, freight may be prepaid and added to the invoice.

c)The Contractor will make every effort to ensure the expeditious delivery of all Contract orders. A pattern of prolonged delivery delays may be cause for Contract termination.

d)The Contractor will provide a “Customer Service” representative who will be responsible for resolving Contract performance issues (including, but are not limited to, order fulfillment delays, receipt of damaged goods, product returns, etc.)

e)Unless special delivery requirements have been pre-arranged and communicated, deliveries are to be off-loaded at Purchaser’s receiving dock or designated job site during the normal work hours (Monday through Friday from 8 AM to 5 PM). The Contractor is responsible for coordinating with Purchasers and carrier(s) the delivery schedule, shipping instructions and location delivery details. If it is determined that order fulfillment could potentially exceed the typical order fulfillment lead-time, then the Contractor will advise the Purchaser within 24 hours following receipt of the order. In such cases, the state reserves the right to purchase elsewhere (without being liable for cancellation/restocking fees) should the anticipated delivery lead-time adversely affect project scheduling.

f)Product damaged due to Contractor negligence will be replaced (and expedited) at Contractor’s expense or, if the Purchaser prefers, be noted on the receiving report and deducted from final payment. Additionally, the Contractor responsibility includes; shipping costs, and arrangements for a pickup to insure freight charge billing to Contractor for defective returns.

g)Should an order include a specialty item(s), the Contractor’s or manufacturer’s restocking fees concerning the specialty item(s) will be communicated and approved by Purchaser upon receipt of the purchase order. A specialty item means the item is not pre-existing, is of unique fabrication, and it is not likely to be purchased by anyone other than the customer placing the order.

All costs for packaging/containers willbe borne by the Contractor. All products willconform to the provisions set forth in the federal, county, state and city laws for their product, including handling, processing and labeling. Packaging must ensure safe transportation to point of delivery. The Contractor is responsible to verify delivery conditions/requirements prior to the delivery.

1.8Technical Specifications/Minimum requirements

Culverts

  • Corrugated Metal Pipe (CMP) will meet the requirements of AASHTO M 36-03 Corrugated Steel Pipe, Metallic-Coated, for Sewers and Drains except as modified by these specifications. The term “corrugated metal pipe” as used in this contract includes both Type I and Type II pipe.
  • Round CMP will be AASHTO M 36-03 Type I pipe.
  • Pipe-Arch CMP will be AASHTO M 36-03 Type II pipe.
  • Corrugated metal pipe will have helical corrugations with annular rerolled ends.
  • Aluminum coated steel used in the fabrication of pipes and bands will meet the requirements of AASHTO M 274-87, Aluminum-coated Type 2 Steel.
  • Zinc coated (galvanized) steel used in the fabrication of pipes and bands will meet the requirements of AASHTO M 218-03 Steel Sheet, Zinc-Coated (Galvanized), for Corrugated Steel Pipe.
  • Damaged coating, all cut ends, lifting lug welds and bevel cutswill be treated according to AASHTO M36-03, Section 11, REPAIR OF DAMAGED COATINGS.
  • Corrugated metal pipe will have a minimum of 12 inches of annular corrugations on each end of the pipe.
  • Round CMP will be available in single piece lengths up to 40 feet. Pipe-Arch CMP will be available in single piece lengths up to 20 feet.
  • All culverts will have the length identified with paint on the inside of the culvert, on at least one end. Paint pen or spray paint is acceptable.
  • Cut bevel ends will form a smooth and continuous curve to the dimensions specified by the purchaser at the time of order. See Bevel Cut Pay Detail below fordetails.

Lifting Lugs

  • Lifting lugs capable of supporting the weight of the pipe will be installed according to the embedded lifting lug detail shown below. Drilling through the culvert and installing eye-bolts will not be accepted.
  • Lifting lugs will be welded to the pipe, and the welds treated according to AASHTO M36-03, Section 11, REPAIR OF DAMAGED COATINGS.

Bands

  • Bands for CMP will meet the requirements of AASHTO M 36-03 Corrugated Steel Pipe, Metallic-Coated, for Sewers and Drains except as modified by these specifications.
  • Bands for all CMP will be corrugated bands with annular corrugations that match the size and shape of the annular rerolled ends of the pipe sections being joined.
  • Hardware will be included with all bands.
  • Bands will be composed of no more than 3 pieces bolted together.
  • 12 inch wide culvert bands will have a minimum of 3 bolts at each connection.
  • 24 inch wide culvert bands will have a minimum of 5 bolts at each connection.
  • See Band and Gasket Pay Detail below for a description of the bid items.

Hardware

  • Steel bolts and nuts will meet the requirements of ASTM A 307 and will be galvanized in accordance with AASHTO M 232.
  • Culvert band bolts will be a minimum of 8" in length with full length threads and square shoulders.
  • All nuts will be flanged type.

Gaskets

  • Rubber gaskets will be continuous closed cell, synthetic expanded rubber gaskets conforming to the requirements of ASTM D 1056.

Shipping

  • Culverts are notto be nested for shipping.
  • Offloading of delivered culverts will be provided by Purchaser.
  • Culvert Supplier will give 48 hours advance notice of delivery to Purchaser.

2IFB OVERVIEW

2.1Acknowledgement

By responding to this IFB, a Bidder acknowledges having read and understood the entire IFB and acceptsall information contained within the IFB without modification.

NOTE: The Competitive Procurement Standardsis an Appendix to this IFB which consists of general provisions and terms forSolicitations issued by DES. Should a term within the Competitive Procurement Standards conflict with a term elsewhere in the IFB, the latter will prevail.

2.2Washington’s Electronic Business Solution (WEBS)

Bidders are solely responsible for:

  • Properly registering with Washington’s Electronic Business Solution (WEBS) at and maintaining an accurate Vendor profile in WEBS.
  • Downloading the IFB packet consisting of the IFB, all Appendices, and incorporated documents related to the IFB for which you are interested in Bidding.
  • Downloading the IFBensures notification of all subsequent Amendments to the IFB.

2.3Amendments

Prior to the Bid due date and time, DES reserves the right to change portions of this IFB. All changes will be issued in writing by DES as an Amendment and incorporated into the IFB. If there is any conflict between Amendments, or between an Amendment and the IFB, thedocument issued last in time will be controlling. Only Bidders who have properly registered and downloaded the original IFBdirectly via WEBS will receive notification of Amendments and other correspondence pertinent to the procurement.

2.4Bidder Communication Responsibilities

During the IFBprocess, all Bidder communications concerning this IFB must be directed to the DES. Unauthorized contact regarding this IFB with other state employees involved with the IFB may result in disqualification. All oral communications will be considered unofficial and non-binding on DES. Bidders should rely only on written Amendments issued by the DES.

Bidders are responsible for communicating inquiries concerning the IFB to the DES as soon as possible.

Additionally, if a Bidder does not notify DES of an issue, exception, addition, or omission, DES may consider the matterwaived by the Bidder for protest purposes.

2.5Bidder Responsiveness

Bidders are to respond to each question/requirement contained in this IFB. Failure to comply with any applicable item may result in a Bid being deemed non-responsive and disqualified.

DES reserves the right to determine the actual level of Bidders’ compliance with the requirements specified in this IFB and to waive informalities in a Bid. An Informality is an immaterial variation from the exact requirements of the competitive IFB, having no effect or merely a minor or negligible effect on quality, quantity, or delivery of the supplies or performance of the services being procured, and the correction or waiver of which would not affect the relative standing of, or be otherwise prejudicial to Bidders (See WAC 200-300-015(18)).

2.6Pricing

Pricing instructions are provided on thePrice Sheetsubmittal. Failure to address each line item on a specific spreadsheet tab in thePrice Sheetsubmittalwill result in the Bid for that region being rejected as non-responsive for that region. Prices must include all cost components needed for the delivery of the goods to the site and/or services as described in this IFB.

The proposed pricing levels should reflect the market provided by the Contract resulting from thisIFB.

2.7Non-Endorsement & Publicity

In selecting a Bidder to supply goods and purchased services specified herein to contract Purchasers, neither DES nor the Purchasers are endorsing the Bidder’s goods and purchased services, nor suggesting that they are the best or only solution to their needs.

2.8No Costs or Charges

Costs or charges under the proposed Contract incurred before aContract is fully executed will be the sole responsibility of the Bidder.

2.9No Best and Final Offer

DES reserves the right to make an Award without further discussion of the Bid submitted; i.e., there will be no best and final offer request. Therefore, the Bid should be submitted on the most favorable terms that a Bidder intends to offer.

2.10Miscellaneous Expenses

Expenses related to day-to-day performance under any Contract, including but not limited to, travel, lodging, meals, incidentals will not be reimbursed to the Bidder. However, DES recognizes that there may be occasions when the Bidder will be required by the Purchaserto travel. In such case the Purchaser must provide written pre-approval of such expenses on a case-by-case basis. Any such reimbursement will be at rates not to exceed the guidelines for state employees published by the Washington State Office of Financial Management set forth in the Washington State Administrative and Accounting Manual, and not to exceed expenses actually incurred.