Jan. 25. 2017_ 9:02AM No. 135.6 P. 1
State Of West Virginia Request For Quotation
Procurement Folder :281920 Document Description ASPHALT - MATERIALS. DELIVERY AND LABOR BY THE VENDOR Procurement Type :Agency Master Agreement Date issued Solicitation Closes Solicitation No Version Phase 2018-12-21 2017-01-11 ARro age DOTI 700000012 1 Final 14:0 0:00•
FINANCE & ADMINISTRATION Vendor Name, Address and Telephone DIVISION OF HIGHWAYS Cast & Baker Corporation BLDG 5, RM A-220 2214 Washington Rd. 1900XANAWHA BLVD E Cannonsburg, PA 15317 CHARLESTON VVV 25302 US Ph: 724-745-6430
FOR INFORMATION CONTACT THE Angela.Moorrean (304) 558-9427 [email protected]
Signature X FEIN # 25-1428005 DATE 1/10/17 All offereauMect to en terms an• conditions contained In this solicitation FORM ID: INV-PROARF0401 DatiPrInted : Dee 21, 2016 Rollattallon Number: 1)071700000012 ridge : J.An. 25. 2017 9:02AM No. 1356 P. 2
VARIOUS AGENCY LOCATIONS STATE OF WEST VIRGINIA AS INDICATED BY ORDER VARIOUS LOCATIONS AS INDICATED BY ORDER
No City WV 99999 No City VVV 99999
US i US
I. Line I Commodity Line Description Qtv Unit Issue Unit Price Total Price 1 ASPHALT MATERIALS, DELIVERY AND LABOR BY THE VENDOR
Commodity Code Manufacturer Model # Specification 30121601
Extended Description ASPHALT - MATERIALS, DELIVERY AND LABOR BY THE VENDOR PER THE E-CATALOG
Line Event Event Date 1 TECHNICAL QUESTION DUE 2016-12-29
Date Printed Dec 21, 2016 Solicitation Number 00T1700000012 Page • 2 FORM ID :11/1,4PRC.ARFO-001 Jan. 25. 2017 9:02AM No. 1356 P. 3
Document Phase Document Description Page 3 0011700000012 PIS ASPHALT - MATERIALS, DELIVERY AND Of 3 LABOR BY THE VENDOR
ADDITIONAL TERMS AND CONDITIONS
See attached document(s) for additional Terms and Conditions Jan. 25. 2017— 9:02AM. No. 1356_P. 4
State Of West Virginia Request For Quotation
Procurement Folder :281920 Document Description :ADDENDUM 1 ASPHALT-MATERIALS DELIVERY 8, LABOR BY THE VENDOR f Procurement Type :Agency Master Agreement Date Issued Solicitation Closes Solicitation No Version Phase 2017-01-09 2017-01-18 ARFO 0803 0011700000012 2 Final 14:00:00
FINANCE & ADMINISTRATION Vendor Name, Address and Telephone DIVISION OF HIGHWAYS Cast & Baker Corporation BLDG 5, RM A-220 2214 Washington Rd. 1900 KANAWHA BLVD E Cannonsburg, PA 15317 CHARLESTON 25302 US { Ph: 724-745-6430
FOR INFORMATION CONTACT THE Angela Moorman (304) 555-9427 angiej.moormanawv.gov
Signature X FEIN it 25-1428005 DATE 1/17/17 . All Ors subject to all terms and conditioner contained In this solicitation Date Printed; Jan 09, 2017 SolleltatIon Number: 0021700000012 Page: 1 FORM ID t WV-PRC-ARF0401
Jan. 25. 2017 9:02AM No. 1356 P. 5
VARIOUS AGENCY LOCATIONS STATE OF WEST VIRGINIA AS INDICATED BY ORDER VARIOUS LOCATIONS AS INDICATED BY ORDER
No City WV99999 No City WV 99999
US US
Line Commodity Line Description City Unit Issue Unit Price Total Price 1 ASPHALT-MATERIALS DELIVERY AND LABOR BY THE VENDOR Commodity Code Manufacturer Model X Specification 3012101
Extended Description ASPHALT - MATERIALS, DELIVERY AND LABOR BY THE VENDOR PER THE E-CATALOG
Line pitm g_af___yer 3ate 1 TECHNICAL QUESTION DUE 2016-12-29
bate Printed Jan 00,2017 Solleitanon Mumbo': D0'T1700000012 Page: 2 FORM lb : WV4nRC-ARFO-001 No. 1356 P. 6 Jan. 25. 2017 9:02AM
Document Phase Document Description Page3 of3 DOT1700000012 Final AOOE:NDUM 1 ASPHALT-MATERIALS DELIVERY & LABOR SY THE: VENDOR
.ADDITIONAL TERMS AND CONDITIONS
See attached document(s) for additional Terms and Conditions
Jan. 25. 2017— 9:02AM No. 1356 P. 7
State of West Virginia Request For Quotation
Procurement Folder :281920 Document Description :ADDENDUM .' ASPHALT-mATERIALS DELIVERY & LABOR BY THE VENDOR , Procurement Type :Agency Master Agreement Date Issued Solicitation Closes Solicitation No Version Phase 201701-13 2017-01-18 ARFQ 0803 D011700000012 3 Final 14:00:00 1
FINANCE 8, ADMINISTRATION Vendor Name, Address and Telephone DIVISION OF HIGHWAYS Cast & Baker Corporation BLDG 5, RM A-220 2214 Washington Rd. 1900 KANAWHA BLVD E Cannonsburg, PA 15317 CHARLESTON WV 25302 US I Ph: 724-745-6430
FOR INFORMATION CONTACT THE Angela ,Moorman (304) 558-9427 [email protected]
Signature X FEIN # 25-1428005 DATE 1/17/17 All ont-r7 subject to all terms and conditions contained in this solicitation Deur Printed Jan 10, 2017 Solidi:tan Number ; DOT1700000012 Pe: CORM (0: WV-PRCARFO-001 4n. 25. 2017 9:03AM No, 1356 P. 8
VARIOUS AGENCY LOCATIONS STATE OF WEST VIRGINIA AS INDICATED BY ORDER VARIOUS LOCATIONS AS INDICATED BY ORDER
No City WV99999 WV 99999
US
Line Commodity Line Description City Unit Issue Unit Price Total Price 1 ASPHALT - MATERIALS, DELIVERY AND LABOR BY THE VENDOR Commodity Code Manufacturer Model # Specification 30121601
Extended Description ASPHALT - MATERIALS, DELIVERY AND LABOR BY THE VENDOR PER THE E-CATALOG
Event Event Date TECHNICAL QUESTION DUE 2016-12-29
Date Prm d ; Jen 13,2017 Solicitation Number: D071700000012 Page : 2 FORM ID: WV-PRGARFO-001 J n.25. 2017 9:03AM No, 1356 P. 9
Document Phase Document Description Page 3 00T1700000012 Final ADDENDUM 1 ASPHALT-MATERIALS of 3 DELIVERY & LABOR BY THE VENDOR
ADDITIONAL TERMS AND CONDITIONS
See attached document(s) for additional Terms and Conditions Jan. 25. 2017_ 9:03AM No.1356 P. 10_
State of West Virginia Request For Quotation
I Procurement Folder :281920 Document Description :ADDENDUM 1 ASPHALT-MATERIALS DEUVERY & LABOR BY THE VENDOR Procurement Type.: Agency Master Agreement Date lisued Solicitation Closes Solicitation No Version Phase 2017-01-13 2017-01-25 ARFQ 0803 DOTI 700000012 4 Fmal 14:00:00
FINANCE & ADMINISTRATION Vendor Name, Address and Telephone DIVISION OF HIGHWAYS Cast & Baker Corporation SLUGS, RM A-220 2214 Washington Rd. 1900 KANAWHA BLVD E Cannonsburg, PA 15317 CHARLESTON VVV 25302 US Ph: 724-745-6430
FOR INFORMATION CONTACT THE Angela Moorman (304) 558-9427 angie4,moor7nan(tantgov
J Signature X FEIN # 25-1428005 DATE 1/24/17 All offer* eubJctto all te and conditions contained In this 1101111tatlen Data Printed : Jan 13,2017 Solicitation Number; OD11700000012 Page ; 1 FORM ID ; WV•PRS4RFel401
Jan: 25. 2017 9.: 03AM No. 1356 P. H
VARIOUS AGENCY LOCATIONS STATE OF WEST VIRGINIA AS INDICATED BY ORDER VARIOUS LOCATIONS AS INDICATED BY ORDER
No City WV99999 No city WV 99999
US I US
Line Commodity Line Description OtY Unit Issue Unit Price Tote! Price 1 ASPHALT - MATERIALS, DELIVERY AND LABOR BY THE VENDOR ,Commodity Code Manufacturer -Model # Specification 30121kt
Extended Description 'ASPHALT - MATERIALS, DELIVERY AND LABOR BY THE VENDOR PER THE E-CATALOG
Line Event Event Date • 1 TECHNICAL QUESTION DUE 2016-12-29
bate Printed: Jan 13,2017 Solicitation Number: P071700000012 Page: 2 FORM ID : WV-PRC-ARFQ-001 Jan, 25. 2017 9:03AM No, 1356 P. 12
Document Phase Document Description Page 3 DOT1700000012 Final ADDENDUM 1 ASPHALT-MATERIALS of 3 DELIVERY & LABOR BY THE VENDOR
ADDITIONAL TERMS AND CONDITIONS
See attached document(s) for additional Terms and Conditions
n. 25. 2017_ 9:03AM No. 1356_P. 13
State of West Virginia Request For Quotation
Procurement Folder :281920 Document Description :ADDENDUM 1 ASPHALT-MATERIALS DELIVERY & LABOR BY THE VENDOR Procurement Type :Agency Master Agreement Date Issued Solicitation Closes Solicitation No Version Phase 2017-01-23 2017-01-25 ARFQ 0803 0011700000012 5 Anal 14:00:00
- '' ' : --- - ". • FINANCE & ADMINISTRATION Vendor Name, Address and Telephone DIVISION OF HIGHWAYS Cast & Baker Corporation BLOC-S. RM 4220 2214 Washington Rd. 1900 KANAWHA BLVD E Cannonsburg, PA 15317 CHARLESTON WV 28302 US Ph: 724-745-6430
FOR INFORMATION CONTACT THE Angela Moorman (304) 558-9427 [email protected]
Signature X FEIN # 25-1428005 DATE 1/24/17 All offers subject to ell terms and conditions contained In this solicitation Dm; Printed; Jan 23, 201? Solle.lemien Numb,,: 00T1700000012 Page:1 FORM ID: WV-PRC-ARF0.001 Jan. 25. 2017 9:03AM No. 1356 P. 14
VARIOUS AGENCY LOCATIONS STATE OF WEST VIRGINIA AS INDICATED BY ORDER VARIOUS LOCATIONS AS INDICATED BY ORDER
No City WV99999 No City WV 99999
US US
Line I Commodity tine Description Unit Issue Unit Price Total Price ASPHALT - MATERIALS. DELIVERY 1 1 AND LABOR BY THE VENDOR
Commodity Code Manufacturer Model Specification 30121601
Extended Description ASPHALT • MATERIALS, DELIVERY AND LABOR BY THE VENDOR PER THE E-CATALOG
Line Event Event Date 1 TECHNICAL QUESTION DUE 2016-12-29
Date Punted: Jan 23, 2017 Solicitation Number: C1071700000012 Page:2 FORM lb : WV•PRCARR2-001 Jan. 25. 2017 9:04AM No. 1356 P. 15
Document Phase Document Description Page 3 0011700000012 Final ADDENDUM I ASPHALT-MATERIALS of 3 DELIVERY & LABOR BY THE VENDOR
ADDITIONAL TERMS AND CONDITIONS
See attached document(s) for additional Terms and Conditions Jan. 25. 2017 9:10AM No. 1356 P. 32
INSTRUCTIONS TO VENDORS SUBMITTING BIDS
West Virginia Division of Highways Maintenance Division
REVIEW DOCUMENTS THOROUGHLY: The attached documents contain a solicitation for bids. Please read these instructions and all documents attached in their entirety. These instructions provide critical information about requirements that if overlooked could lead to disqualification of a Vendor's bid. All bids must be submitted in accordance with the provisions contained in these instructions and the Solicitation. Failure to do so may result in disqualification of Vendor's bid.
MANDATORY TERMS: The Solicitation may contain mandatory provisions identified by the use of the words "must," "will," and "shall." Failure to comply with a mandatory term in the Solicitation will result in bid disqualification.
BID SUBMISSION: All bids must be submitted electronically through the West Virginia Vendor Self Service Portal website or signed, sealed in an envelope and delivered by the Vendor to the Agency on or before the date and time of the bid opening. Any bid received by the Agency staff is considered to be in the possession of the Agency and will not be returned for any reason. In the event that a Vendor submits multiple bids in response to the same Solicitation, the bid with the most recent Agency or wv0ASIS time stamp shall be the bid considered by the Agency and the Agency shall disregard all other bids by that Vendor for that Solicitation. Any bid received by the Agency after the date and time of the bid opening as specified in the Solicitation shall be disregarded by the Agency.
ADDENDUM ACKNOWLEDGEMENT: Changes or revisions to this Solicitation will be made by an official addendum issued by the Agency. Vendor should acknowledge receipt of all addenda issued with this Solicitation by completing an Addendum Acknowledgment Form, a copy of which is included herewith. Failure to acknowledge addenda may result in bid disqualification. The addendum acknowledgement should be submitted with the bid to expedite document processing.
BID FORMATTING: Vendor should type or electronically enter the information onto its bid to prevent errors in the evaluation. Failure to type or electronically enter the information may result in bid disqualification.
ALTERNATES: Any model, brand, or specification listed in this Solicitation establishes the acceptable level of quality only and is not intended to reflect a preference for, or in any way favor, a particular brand or vendor. Vendors may bid alternates to a listed model or brand provided that the alternate is at least equal to the model or brand and complies with the required specifications. The equality of any alternate being bid shall be determined by the Agency at its sole discretion. Any Vendor bidding an alternate model or brand should clearly identify the alternate items in its bid and should include manufacturer's specifications, industry literature, and/or any other relevant documentation demonstrating the equality of the alternate items. Failure to provide information for alternate items may be grounds for rejection of a Vendor's bid. Jan. 25. 2017 9:11AM No. 1356 P. 33
EXCEPTIONS AND CLARIFICATIONS: The Solicitation contains the specifications that shall form the basis of a contractual to-cement. Vendor shall clearly mark any exceptions, clarifications, or other proposed modifications in its bid. Exceptions to, clarifications of, or modifications of a requirement or term and condition of the Solicitation may result in bid disqualification.
REGISTRATION: Prior to Contract award, the apparent successful Vendor must be properly registered with the West Virginia Purchasing Division and must have paid the $125 fee or the fee then assessed by said Division, if applicable.
UNIT PRICE: Unit prices shall prevail in cases of a discrepancy in the Vendor's bid.
PREFERENCE: Vendor Preference may only be granted upon written request and only in accordance with the West Virginia Code § 5A-3-37 and the West Virginia Code of State Rules. A Vendor Preference Certificate form has been attached hereto to allow Vendor to apply for the preference. Vendor's failure to submit the Vendor Preference Certificate form with its bid will result in denial of Vendor Preference.
SMALL, WOMEN-OWNED, OR MINORITY-OWNED BUSINESSES: For any solicitations publicly advertised for bid, in accordance with West Virginia Code §5A-3-37(a)(7) and W. Va. CSR § 148-22-9, any non-resident vendor certified as a small, women-owned, or minority-owned business under W. Va. CSR § 148-22-9 shall be provided the same preference made available to any resident vendor. Any non-resident small, women-owned, or minority- owned business must identify itself as such in writing, must submit that writing to the Purchasing Division with its bid, and must be properly certified under W. Va. CSR § 148-22-9 prior to contract award to receive the preferences made available to resident vendors. Preference for a non- resident small, women-owned, or minority owned business shall be applied in accordance with W. Va. CSR § 148-22-9.
ELECTRONIC FILE ACCESS RESTRICTIONS: Vendor must ensure that its submission in the West Virginia Vendor Self Service Portal website can be accessed by the Agency staff immediately upon bid opening. The Agency will consider any file that cannot be immediately opened and/or viewed at the time of the bid opening (such as, encrypted files, password protected files, or incompatible files) to be blank or incomplete as context requires, and therefore unacceptable. A vendor will not be permitted to unencrypt files, remove password protections, or resubmit documents after bid opening if those documents are required with the bid.
NON-RESPONSIBLE: The Agency reserves the right to reject the bid of any vendor when the Agency determines that the vendor submitting the bid does not have the capability to fully perform, or lacks the integrity and reliability to assure good-faith performance. A determination of non-responsibility will only extend to the contract for which the vendor has submitted a bid and does not operate as a bar against submitting future bids.
ACCEPTANCE/REJECTION: The Agency may accept or reject any bid in whole, or in part when the Agency determines it is in the best interest of the State.
TIE BIDS: When tie bids are received and the Agency intends to award the work to only one vendor, the Agency shall break the tie by allowing the tied vendors to make a final offer, flip of a 2 Jan. 25. 2017 9:11AM No. 1356 P. 34
coin, draw of the cards, or any other impartial method considered prudent by the Agency. If tie bids are received and the Agency intends to award the bid to multiple vendors, the Agency may award the bid to the number of the tied bidders as Agency deems necessary using the procedure set forth in this section to establish the number of tied bidders which will be awarded the bid.
16. YOUR SUBMISSION IS A PUBLIC DOCUMENT: Vendor's entire response to the Solicitation and the resulting Contract are public documents. As public documents, they will be disclosed to the public following the bid/proposal opening or award of the contract, as required by the competitive bidding laws of West Virginia Code §§ 5A-3-1 at seq., 5-22-1 et seq., 50-1-1 et seq. and the Freedom of Information Act in West Virginia Code §§ 29B-1-1 at seq. Submission of any bid, proposal, or other document to the Agency constitutes your explicit consent to the subsequent public disclosure of the bid, proposal, or document. Labeling any document "confidential," "proprietary," "trade secret," "private," or labeled with any other claim against public disclosure of the documents will not protect that document from public disclosure. All submissions are subject to public disclosure without notice.
DO NOT SUBMIT MATERIAL YOU CONSIDER TO BE CONFIDENTIAL, A TRADE SECRET, OR OTHERWISE NOT SUBJECT TO PUBLIC DISCLOSURE.
3 Jan.- 25. 2017 9:11AM No. 1356 P. 35
GENERAL TERMS AND CONDITIONS:
CONTRACTUAL AGREEMENT: Issuance of an Award Document signed by the Agency and approved as to form by legal counsel for the Agency, if required, constitutes acceptance of this Contract made by and between the Agency and the Vendor. Vendor's signature on its bid signifies Vendor's agreement to be bound by and accept the terms and conditions contained in this Contract.
DEFINITIONS: As used in this Solicitation/Contract, the following terms shall have the meanings attributed to them below. Additional definitions may be found in the specifications included with this Solicitation/Contract.
2.1. "Agency" means the West Virginia Department of Transportation, Division of Highways. This Contract is entered into by the Agency pursuant to the provisions of West Virginia Code § 174-19 and §17-2A-8.
2.2. "Bid" or "Proposal" means the vendors submitted response to this solicitation.
2.3. "Contract" means the binding agreement that is entered into between the Agency and the Vendor to provide the goods or services requested in the Solicitation. The Contract shall be comprised of the (i) Solicitation and any other document required by the Solicitation (ii) Bid or Proposal (iii) Award Document and (iv) General Terms and Conditions; Instruction to Vendors Submitting Bids, collectively referred to as the "Contract Documents".
2.4. "Award Document" means the document signed by the Agency, and approved as to form by legal counsel for the agency, that identifies the Vendor as the contract holder.
2.5. "Solicitation" means the official notice of an opportunity to supply the Agency with goods or services.
2.6. "State" means the State of West Virginia and/or any of its agencies, commissions, boards, etc. as context requires.
2.7. "Vendor" or "Vendors" means 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.
CONTRACT TERM; RENEWAL; EXTENSION: The term of this Contract shall be determined in accordance with the category that has been identified as applicable to this Contract below:
13 Term Contract Initial Contract Term: This Contract becomes effective on award extends for a period of _until February 28, 2018 year(s).
4 Jan. 25. 2011 9:11AM No. 1356 P. 36
Renewal Term: This Contract may be renewed upon the mutual written consent of the Agency, and the Vendor. Any request for renewal should be submitted in writing to the Agency thirty (30) days prior to the expiration date of the initial contract term or appropriate renewal term. A Contract renewal shall be in accordance with the terms and conditions of the original contract. Renewal of this Contract is limited to _two successive one (1) year periods or multiple renewal periods of less than one year, provided that the multiple renewal periods do not exceed 24 months in total. Automatic renewal of this Contract is prohibited.
Delivery Order Limitations: In the event that this contract permits delivery orders, a delivery order may only be issued during the time this Contract is in effect. Any delivery order issued prior to the expiration of this Contract shall be effective for no more than one year from the date the delivery order is issued. No delivery order may be• extended beyond one year after this Contract has expired.
Fixed Period Contract: This Contract becomes effective upon Vendor's receipt of the notice to proceed and must be completed within days.
Fixed Period Contract with Renewals: This Contract becomes effective upon Vendor's receipt Of the notice to proceed and that part of the Contact more fully described in the attached specifications must be completed within days. Upon completion, the vendor agrees that maintenance, monitoring, or warranty services will be provided for successive one year periods or multiple periods of less than one year provided that the multiple renewal periods do not exceed months in total.
One Time Purchase: The term of this Contract shall run from the issuance of the Award Document until all of the goods contracted for have been delivered, but in no event will this Contract extend for more than one calendar year.
Other: See attached.
NOTICE TO PROCEED: Vendor shall begin performance of this Contract immediately upon receiVing notice to proceed unless otherwise instructed by the Agency. Unless otherwise specified, the fully executed Award Document will be considered notice to proceed.
QUANITTIES: The quantities Squired under this Contract shall be determined in accordance with the category that has been identified as applicable to this Contract below. IN Open End Contract: Quantities listed in this Solicitation are approximations only, based on estimates supplied by the Agency. It is understood and agreed that the Contract shall cover the quantities actually ordered for delivery during the term of the Contract, whether more or less than the quantities shown.
Service: The scope of the service to be provided will be more clearly defined in the specifications included herewith.
121 Combined Service and Goods: The scope of the service and deliverable goods to be provided will be more clearly defined in the specifications included herewith. 5 Jan. 25. 2017 9:12AM No. 1356 P. 37
o One Time Purchase: This Contract is for the purchase of a set quantity of goods that are identified in the specifications included herewith. Once those items have been delivered, no additional goods may be procured under this Contract without an appropriate change order approved by the Vendor and Agency.
6. PRICING: The pricing set forth herein is firm for the life of the Contract, unless specified elsewhere within this Solicitation/Contract by the Agency. A Vendor's inclusion of price adjustment provisions in its bid, without an express authorization from the Agency in the Solicitation to do so, may result in bid disqualification.
'7. EMERGENCY PURCHASES: The Agency may purchase goods or services in the open market that Vendor would otherwise provide under this Contract if those goods or services are for immediate or expedited delivery in an emergency and Vendor is unable to provide those goods and services on an immediate or expedited basis in the sole judgment of Agency. Emergencies shall include, but are not limited to, delays in transportation or an unanticipated increase in the volume of work. An emergency purchase in the open market, by the Agency, shall not constitute of breach of this Contract and shall not entitle the Vendor to injunctive relief or to any form of compensation or damages. This provision does not excuse the State from fulfilling its obligations under a One Time Purchase contract.
8. REQUIRED DOCUMENTS: All of the items checked below must be provided to the Agency by the Vendor as specified below.
0 BID BOND: All Vendors shall furnish a bid bond in the amount of five percent (5%) of the total amount of the bid protecting the State of West Virginia. The bid bond must be submitted with the bid.
0 PERFORMANCE BOND: The apparent successful Vendor shall provide a performance bond in the amount of . The performance bond must be received by the Agency prior to Contract award. n LABOR/MATERIAL PAYMENT BOND: The apparent successful Vendor shall provide a liFor/material payment bond in the amount of 100% of the Contract value. The labor/material payment bond must be delivered to the Agency prior to Contract award.
In lieu of the Bid Bond, Performance Bond, and Labor/Material Payment Bond, the Vendor may provide certified checks, cashier's checks, or irrevocable letters of credit. Any certified check, cashier's check, or irrevocable letter of credit provided in lieu of a bond must be of the same amount and delivered on the same schedule as the bond it replaces. A letter of credit submitted in lieu of a performance and labor/material payment bond will only be allowed for projects under $100,000. Personal or business checks are not acceptable.
0 MAINTENANCE BOND: The apparent successful Vendor shall provide a two (2) year maintenance bond covering the roofing system. The maintenance bond must be issued and delivered to the Agency prior to Contract award.
6 Jan. 25. 2017 9:12AM No. 1356 P. 38
13 INSURANCE: The apparent successful Vendor shall furnish proof of the following insurance prior to Contract award and shall list the State as a certificate holder: a Commercial General Liability Insurance: In the amount of $1,000,000.00 or more. D Builders Risk Insurance: In an amount equal to 100% of the amount of the Contract.
The apparent successful Vendor shall also furnish proof of any additional insurance requirements contained in the specifications prior to Contract award regardless of whether or not that insurance requirement is listed above.
LICENSE(S) / CERTIFICATIONS / PERMITS: In addition to anything required under the Section entitled Licensing, of the General Terms and Conditions, the apparent successful Vendor shall furnish proof of the following licenses, certifications, and/or permits prior to Contact award, in a form acceptable to the Agency.
[ WEST VIRGINIA CONTRACTOR'S LICENSE
le apparent successful Vendor shall also furnish proof of any additional licenses or certifications Ic ntained in the specifications prior to Contract award regardless of whether or not that requirement is listed above.
WORKERS' COMPENSATION INSURANCE: The apparent successful Vendor shall comply with laws relating to workers compensation, shall maintain workers' compensation insurance when required, and shall furnish proof of workers' compensation insurance upon request.
LIQUIDATED DAMAGES: Vendor shall pay liquidated damages in the amount of for . This clause shall in no way be considered exclusive and shall not limit the State or Agency's right to pursue any other available remedy.
ACCEPTANCE: Vendor's signature on its bid, or on the certification and signature page, constitutes an offer to the Agency that cannot be unilaterally withdrawn, signifies that the product or service proposed by vendor meets the mandatory requirements contained in the Solicitation for that product or service, unless otherwise indicated, and signifies acceptance of the terms and conditions contained in the Solicitation unless otherwise indicated.
FUNDING: This Contract shall continue for the term stated herein, contingent upon funds being appropriated by the Legislature or otherwise being made available. In the event funds are not appropriated or otherwise made available, this Contact becomes void and of no effect beginning Jan. 25. -2017 9:12AM No, 1356 P. 39
on July I of the fiscal year for which funding has not been appropriated or otherwise made available.
PAYMENT: Payment in advance is prohibited under this Contract Payment may only be made after the delivery and acceptance of goods or services. The Vendor shall submit invoices in arrears.
TAXES: The Vendor shall pay any applicable sales, use, personal property or any other taxes arising out of this Contract and the transactions contemplated thereby. The State of West Virginia is exempt from federal and state taxes and will not pay or reimburse such taxes.
CANCELLATION: The Agency reserves the right to cancel this Contract immediately upon. written notice to the vendor if the materials or workmanship supplied do not conform to the specifications contained in the Contract. The Agency may also cancel any purchase or this contract for any reason or no reason upon 30 days written notice to the Vendor.
TIME: Time is of the essence with regard to all matters of time and performance in this Contract
APPLICABLE LAW: This Contract is governed by and interpreted under West Virginia law without giving effect to its choice of law principles. AnY information provided in specification manuals, or any other source, verbal or written, which contradicts or violates the West Virginia Constitution, West Virginia Code or West Virginia Code of State Rules is void and of no effect.
COMPLIANCE: Vendor shall comply with all applicable federal, state, and local laws, regulations and ordinances. By submitting a bid, Vendor acknowledges that it has reviewed, understands, and will comply with all applicable laws, regulations, and ordinances.
PREVAILING WAGE: To the extent required by applicable law, Vendor shall be responsible for ensuring compliance with prevailing wage requirements and determining when prevailing wage requirements are applicable.
ARBITRATION: Any references made to arbitration contained in this Contact, Vendor's bid, or in any American Institute of Architects documents pertaining to this Contract are hereby deleted, void, and of no effect
MODIFICATIONS: This writing is the parties' final expression of intent. Notwithstanding anything contained in this Contract to the contrary, no modification of this Contract shall be binding without mutual written consent of the Agency and the Vendor.
WAIVER: The failure of either party to insist upon a strict performance of any of the terms or provision of this Contract, or to exercise any option, right, or remedy herein contained, shall not be construed as a waiver or a relinquishment for the future of such term, provision, option, right, or remedy, but the same shall continue in full force and effect. Any waiver must be expressly stated in writing and signed by the waiving party.
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SUBSEQUENT FORMS: The terms and conditions contained in this Contract shall supersede any and all subsequent terms and conditions which may appear on any form documents submitted by Vendor to the Agency such as price lists, order forms, invoices, sales agreements, or maintenance agreements, and includes Internet websites or other electronic documents. Acceptance or use of Vendor's forms does not constitute acceptance of the terms and conditions contained thereon.
ASSIGNMENT: Neither this Contract nor any monies due, or to become due hereunder, may be assigned by the Vendor without the express written consent of the Agency and any other government agency or office that may be required to approve such assignments.
WARRANTY: The Vendor expressly warrants that the goods and/or services covered by this Contract will: (a) conform to the specifications, drawings, samples, or other description furnished or specified by the Agency; (b) be merchantable and fit for the purpose intended; and (c) be free from defect in material and worlananship.
STATE EMPLOYEES: State employees are not permitted to utilize this Contract for personal use and the Vendor is prohibited from permitting or facilitating the same. BANKRUPTCY: In the event the Vendor files for bankruptcy protection, the Agency may deem this Contact null and void, and terminate this Contract without notice.
PRIVACY, SECURITY, AND CONFIDENTIALITY: The Vendor agrees that it will not disclose to anyone, directly or indirectly, any personally identifiable information or other confidential information gained from the Agency, unless the individual who is the subject of the information consents to the disclosure in writing or the disclosure is made pursuant to the Agency's policies, procedures, and rules. Vendor further agrees to comply with the Confidentiality Policies and Information Security Accountability Requirements, set forth in: http://www.transportation.wv.gov/Documents/WVDOT-Privacv-Notice.pdf.
YOUR SUBMISSION IS A PUBLIC DOCUMENT: Vendor's entire response to the Solicitation and the resulting Conixact are public documents. As public documents, they will be disclosed to the public following the bid/proposal opening or award of the contract, as required by the competitive bidding laws of West Virginia Code §§ 5A-3-1 et seq., 5-22-1 et seq., and 50-1-1 et seq. and the Freedom of Information Act West Virginia Code §§ 29B-1-1 et seq. Submission of any bid, proposal, or other document to the Agency constitutes your explicit consent to the subsequent public disclosure of the bid, proposal, or document. Labeling any document labeled "confidential," "proprietary," "trade secret," "private," or labeled with any other claim against public disclosure of the documents will not protect that document from public disclosure. All submissions are subject to public disclosure without notice. DO NOT SUBMIT MATERIAL YOU CONSIDER TO BE CONFIDENTIAL, A TRADE SECRET, OR OTHERWISE NOT SUBJECT TO PUBLIC DISCLOSURE.
LICENSING: Vendor must be licensed and in good standing in accordance with any and all state and local laws and requirements by any state or local agency of West Virginia, including, but not limited to, the West Virginia Secretary of State's Office, the West Virginia Tax Department, West Virginia Insurance Commission, or any other state agency or political subdivision. Upon 9 Jan. 25. 2017 9:13AM No, 1356 P. 41
request, the Vendor must provide all necessary releases to obtain infortnation to enable the Agency to verify that the Vendor is licensed and in good standing with the above entities.
ANTITRUST: In submitting a bid to, signing a contract with, or accepting an Award Document from Agency, the Vendor agrees to convey, sell, assign, or transfer to the State of West Virginia all rights, title, and interest in and to all causes of action it may now or hereafter acquire under the antitrust laws of the United States and the State of West Virginia for price fixing and/or unreasonable restraints of trade relating to the particular commodities or services purchased or acquired by the State of West Virginia. Such assignment shall be made and become effective at the time the purchasing agency tenders the initial payment to Vendor.
VENDOR CERTIFICATIONS: By signing its bid or entering into this Contract, Vendor certifies (1) that its bid or offer was made without prior understanding, agreement, or connection with any corporation, firm, limited liability company, partnership, person or entity submitting a bid or offer for the same material, supplies, equipment or services; (2) That its bid or offer is in all respects fair and without collusion or fraud; (3) that this Contract is accepted or entered into without any prior understanding, agreement, or connection to any other entity that could be considered a violation of law; and (4) that it has reviewed this Solicitation in its entirety; understands the requirements, terms and conditions, and other information contained herein. Vendor's signature on its bid or offer also affirms that neither it nor its representatives have any interest, nor shall acquire any interest, direct or indirect, which would compromise the performance of its services hereunder. Any such interests shall be promptly presented in detail to the Agency. The individual signing this bid or offer on behalf of Vendor certifies that he or she is authorized by the Vendor to execute this bid or offer or any documents related thereto on Vendor's behalf; that he or she is authorized to bind the Vendor in a contractual relationship; and that, to the best of his or her knowledge, the Vendor has properly registered with any State agency that may require registration.
PURCHASING CARD ACCEPTANCE: The State of West Virginia currently utilizes a Purchasing Card program, administered under contract by a banking institution, to process payment for goods and services. The Vendor must accept the State of West Virginia's Purchasing Card for payment of all orders under this Contract unless the box below is checked.
Vendor is not required to accept the State of West Virginia's Purchasing Card as payment for all goods and services.
VENDOR RELATIONSHIP: The relationship of the Vendor to the State shall be that of an independent contractor and no principal-agent relationship or employer-employee relationship is contemplated or created by this Contract The Vendor as an independent contactor is solely liable for the acts and omissions of its employees and agents. Vendor shall be responsible for selecting, supervising, and compensating any and all individuals employed pursuant to the terms of this Solicitation and resulting contract. Neither the Vendor, nor any employees or subcontractors of the Vendor, shall be deemed to be employees of the State for any purpose whatsoever. Vendor shall be exclusively responsible for payment of employees and contractors for all wages and salaries, taxes, withholding payments, penalties, fees, fringe benefits, professional liability insurance premiums, contributions to insurance and pension, or other deferred compensation plans, including but not limited to, Workers' Compensation and Social Security obligations, licensing fees, etc. and the 10 Jan. 25. 2017 9:134M No. 1356 P. 42
filing of all necessary documents, forms, and returns pertinent to all of the foregoing. Vendor shall hold harmless the State, and shall provide the State and Agency with a defense against any and all claims including, but not limited to, the foregoing payments, withholdings, contributions, taxes, Social Security taxes, and employer income tax returns.
INDEMNIFICATION: To the fullest extent permitted by law, the Vendor agrees to defend, indemnify, and hold harmless the Agency, its officers, agents and employees from and against all suits, claims, damages, liability, losses, and expenses, including but not limited to attorney's fees and costs of investigations, arising out of; pertaining to or resulting from the performance of work for the above identified Project, including all claims, damages, losses or expenses which are attributable to bodily injury, sickness, disease or death, or to damage to or destruction of property, whether caused either wholly or in part by the negligence, actions or omissions of the Vendor, a Subcontractor or anyone directly or indirectly employed by the Vendor or Subcontractor or for anyone whose acts the Vendor or Subcontractor may be liable, except for any liability or damages due to the willful or intentional unlawful acts or the sole negligence of the Agency or its employees.
PURCHASING AFFIDAVIT: In accordance with West Virginia Code § 5A-3-10a, all Vendors are required to sign, notarize, and submit the Purchasing Affidavit stating that neither the Vendor nor a related party owe a debt to the State in excess of $1,000. The affidavit must be submitted prior to the award, but should be submitted with the Vendor's bid. A copy of the Purchasing Affidavit is included herewith.
CONFLICT OF INTEREST: Vendor, its officers or members or employees, shall not presently have or acquire an interest, direct or indirect, which would conflict with or compromise the performance of its obligations hereunder. Vendor shall periodically inquire of its officers, members and employees to ensure that a conflict of interest does not arise. Any conflict of interest discovered shall be promptly presented in detail to the Agency.
REPORTS: Vendor shall provide the Agency with the following reports identified by a checked box below: 13 Such reports as the Agency may request. Requested reports may include, but are not limited to, - quantities purchased, agencies utilizing the contract, total contract expenditures by agency, etc. 13 Quarterly reports detailing the total quantity of purchases in units and dollars, along with a listing of purchases by agency. Quarterly reports should be delivered to the Agency via email to the Agency representative specified by Agency.
BACKGROUND CHECK: In accordance with W. Va. Code § 15-2D-3, the Director of the Division of Protective Services shall require any service provider whose employees are regularly employed on the grounds or in the buildings of the Capitol complex or who have access to sensitive or critical information to submit to a fingerprint-based state and federal background inquiry through the state repository. The service provider is responsible for any costs associated with the fmgerprint-based state and federal background inquiry. After the contract for such services has been approved, but before any such employees are permitted to be on the grounds or 11 Jan. 25. 2017 9:14AM No. 1356 P. 43
in the buildings of The Capitol complex or have access to sensitive or critical information, the service provider shall submit a list of all persons who will be physically present and working at the Capitol complex to the Director of the Division of Protective Services for purposes of verifying compliance with this provision. The State reserves the right to prohibit a service provider's employees from accessing sensitive or critical information or to be present at the Capitol complex based upon results addressed from a criminal background check .Service providers should contact the West Virginia Division of Protective Services by phone at (304) 558-9911 for more information. 40. PREFERENCE FOR USE OF DOMESTIC STEEL PRODUCTS: Except when authorized by the Director of the Purchasing Division pursuant to W. Va. Code § 5A-3-56, no contractor may use or supply steel products for a State Contract Project other than those steel products made in the United States. A contractor who uses steel products in violation of this section may be subject to civil penalties pursuant to W. Va. Code § 5A-3-56. As used in this section:
"State Contract Project" means any erection or construction of, or any addition to, alteration of or other improvement to any building or structure, including, but not limited to, roads or highways, or the installation of any heating or cooling or ventilating plants or other equipment, or the supply of and materials for such projects, pursuant to a contract with the State of West Virginia for which bids were solicited on or after June 6, 2001. "Steel Products" means products rolled, formed, shaped, drawn, extruded, forged, cast, fabricated or otherwise similarly processed, or processed by a combination of two or more or such operations, from steel made by the open hearth, basic oxygen, electric furnace, Bessemer or other steel making process. The Purchasing Division Director may, in writing, authorize the use of foreign steel products if: The cost for each contact item used does not exceed one tenth of one percent (.1%) of the total contract cost or two thousand five hundred dollars ($2,500.00), whichever is greater. For the purposes of this section, the cost is the value of the steel product as delivered to the project; or The Director of the Purchasing Division determines that specified steel materials are not produced in the United States in sufficient quantity or otherwise are not reasonably available to meet contract requirements.
41. PREFERENCE FOR USE OF DOMESTIC ALUMINUM, GLASS, AND STEEL: In Accordance with W. Va. Code § 5-19-1 et seq., and W. Va. CSR § 148-10-1 et seq., for every contract or subcontract, subject to the limitations contained herein, for the construction, reconstruction, alteration, repair, improvement or maintenance of public works or for the purchase of any item of machinery or equipment to be used at sites of public works, only domestic aluminum, glass or steel products shall be supplied unless the spending officer determines, in writing, after the receipt of offers or bids, (1) that the cost of domestic aluminum, glass or steel products is unreasonable or inconsistent with the public interest of the State of West Virginia, (2) that domestic aluminum, glass or steel products are not produced in sufficient quantities to meet the contract requirements, or (3) the available domestic aluminum, glass, or steel do not meet the contract specifications. This provision only applies to public works contracts awarded in an amount more than fifty thousand dollars ($50,000) or public works contracts that require more than ten thousand pounds of steel products.
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The cost of domestic aluminum, glass, or steel products may be unreasonable if the cost is more than twenty percent (20%) of the bid or offered price for foreign made aluminum, glass, or steel products. If the domestic aluminum, glass or steel products to be supplied or produced in a "substantial labor surplus area", as defined by the United States Department of Labor, the cost of domestic aluminum, glass, or steel products may be unreasonable if the cost is more than thirty percent (30%) of the bid or offered price for foreign made aluminum, glass, or steel products. This preference shall be applied to an item of machinery or equipment, as indicated above, when the item is a single unit of equipment or machinery manufactured primarily of aluminum, glass or steel, is part of a public works contact and has the sole purpose or of being a pemunent part of a single public works project. This provision does not apply to equipment or machinery purchased by a spending unit for use by that spending unit and not as part of a single public works project.
All bids and offers including, domestic aluminum, glass or steel products that exceed bid or offer prices including foreign aluminum, glass or steel products after application of the preferences provided in this provision may be reduced to a price equal to or lower than the lowest bid or offer price for foreign aluminum, glass or steel products plus the applicable preference. If the reduced bid or offer prices are made in writing and supersede the prior bid or offer prices, all bids or offers, including the reduced bid or offer prices, will be reevaluated in accordance with this rule.
It is hereby expressly covenanted, agreed and understood by and between the parties hereto, that the Vendor will immediately make payment and refund to the Agency for any and all overpayments made by said Agency to the Vendor on any estimate or estimates, advances ,if applicable ,or partial payments made on this Contract Agency is given the right and authority to withhold any and all funds in its possession, belonging to, owed by, or which may be owed by it to the Vendor on any agreement or from any other source for the recovery of any overpayment made in connection with this contract. It is further expressly agreed that the statute of limitations will not commence to run against the Agency for such overpayments until the same is discovered and made known to the Agency.
In the event of conflicts or discrepancies among the Contract Documents, interpretations will be based on the following priorities in the order listed below with the highest priority being sub- section a:
General Tenns and Conditions; Instructions to Vendors Submitting Bids, Solicitation and any documents required by the Solicitation, Bid or Proposal, Award Document.
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CERTIFICATION AND SIGNATURE PAGE
By signing below, or submitting documentation through the West Virginia Vendor Self Seriice Portal website, I certify that I have reviewed this Solicitation in its entirety; that I understand the requirements, terms and conditions, and other information contained herein; that this bid, offer or proposal constitutes an offer to the State that cannot be unilaterally withdrawn; that the productor service proposed meets' the mandatory requirements contained in the Solicitation for that product or service, unless, otherwise stated herein; that the Vendor accepts the terms and conditions contained in the Solicitation, unless otherwise stated herein; that I am submitting this bid, offer or proposal for review and consideration; that I am authorized by the vendor to execute and submit this bid, offer, or proposal, or any documents related thereto on vendor's behalf; that I am authorized to bind the vendor in a contractual 'relationship; and that to the best of my knowledge, the vendor has properly registered with any State agency that may require registration.
Cast & Baker Corporation (Full Company Name)
61;thorized Signature) Michael J. Baker - President (Print or Type Name and Title of Signatory) 724-745-6430 (Phone Number)
724-745-7778 (Fax Number)
[email protected] (Email address) 1/24/17 (Date)
Form pre-approved by DOH legal division on July 12, 2016. Attorney signature not required.
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REQUEST FOR QUOTATION Asphalt Materials, Delivery and Labor by the Vendor, ONLY
SPECIFICATIONS
1. PURPOSE AND SCOPE: The West Virginia Division of Highways is soliciting bids to establish an open-end Asphalt contract for use on preventive maintenance and repair projects throughout the state of West Virginia including materials, delivery and labor, by the Vendor, to a WVDOH project site.
This contract shall be effective upon award and shall expire on February 28, 2018. This contract may be renewed for one year at the same price, terms and conditions of the original contract including any subsequent change orders upon the mutual written consent of the WVDOJI and the Vendors, until a new contract can be awarded.
NOTE: Please review all Contract Specifications and Pricing Pages/E-Catalog Spreadsheet items as the contract item numbers and supplier part numbers numbering format has been revised. Supplier Part Number, Manufacturer Part Number and Extended Description on the Pricing Pages/E-Catalog Spreadsheet shall coincide with the Contract Items in Section 3.2 of the Contact Specifications. The Standard Specifications Roads and Bridges book, 2017 edition, shall apply to this contract effective January 1, 2017. An on-line version of the 2017 edition shall be available after December 26, 2016 and a hardcopy format will be available through WVDOH Contract Administration Division in early 2017.
2. DEFINMONS: The terms listed below shall have the meanings assigned to them below. Additional definitions can be found in section 2 of the General Terms and Conditions.
2.1 "Contract Item" or "Contract Items" means the list of items identified in Section 3.2.
2.2 "Pricing Pages/E-Catalog Spreadsheet" means the schedule of prices attached hereto as Exhibit A and used to evaluate the Solicitation responses.
2.3 "Solicitation" means the official notice of an opportunity to supply the State with goods or services.
2.4 "WVDOH" used throughout this Solicitation means the West Virginia Division of Highways.
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REQUEST FOR QUOTATION Asphalt Materials, Delivery and Labor by the Vendor, ONLY
2.5 "MP" and/or "MCS&T" used throughout this Solicitation means the Materials Procedures as administered by the WVDOH Materials Control, Soil and Testing Division who perform all procedures necessary with sampling, testing, reporting and inspection of products and materials to maintain a reliable quality assurance system. Reference: http://www.transportation.wv.gov/highways/mcst/Pages/defaultaspx
2.6 "Bituminous Asphalt", "Hot Mix Asphalt", "IINIA", "Warm Mix Asphalt" and "WMA" 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, shall mean "Asphalt" throughout this Solicitation.
2.7 "RAP" used throughout this Solicitation means Reclaimed Asphalt Pavement
2.8 "HPTO" used throughout this Solicitation means High Performance Thin Overlay.
2.9 "SP" used throughout this Solicitation means Special Provision.
2.10 "Contractor" or "Vendor" 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, are interchangeable.
2.11 "Standard Specs" used throughout this Solicitation means the West Virginia Department of Transportation, Division of Highways Standard Specifications, Roads and Bridges, adopted latest Standard Specs edition.
GENERAL REQUIREMENTS:
3.1 The following sections of the Standard Specs, but not limited to, shall apply to the administration of this contract: Sections 101, 102.4, 102.5, 105.1, 105.3, 105.4, 105.10, 105.12, 105.13, 106.3, 106.4, 106.5,106.6, 106.7, 106.9, 107.1, 107.2, 107.3, 107.12, 107.14, 107.15, 107.16, 107.19,107.20,107.23, 108.3, 108.5, 108.6, 108.7, 108.8, 109.1, 109.2, 109.9, 109.10, 109.20, 307.2.5, 401.4.2.1, 401.9.3, 401.9.7, 401.10.1, 408, 415 and 636.
A complete hard-copy of the latest Standard Specs may be obtained, after January 1, 2017, from:
West Virginia Division of Highways Contract Administration Division
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REQUEST FOR QUOTATION Asphalt Materials, Delivery and Labor by the Vendor, ONLY
Building 5, Room 722 1900 Kanawha Boulevard, East Charleston, West Virginia 25305 (Phone) 304-558-2885
An on-line version of these Standard Specs shall be available, after December 26, 2016, by sourcing: http://www.transportation.wv.gov/highways/Contractadmin/specifications
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 Materials: Items A through 0 are considered Materials. Materials from this contract SHALL ONLY be purchased when delivery by the Vendor and labor by the Vendor are required on a Delivery Order.
3.2.2 There shall be no Item P for this contract
3.2.3 Performance Grade Binder: Items Q and R are surcharges to compensate the Vendor for supplying Asphalt when the referenced binder is substituted for the standard binder.
3.2.4 Haul by Vendor: Item S is the distance over suitable routes selected by the WVDOH District Engineer using the allowed for haul costs that will provide the lowest total cost to the WVDOH and shall be measured from the Vendor's plant location, which shall be identified on the Information Attachment Font', to the WVDOH's mid-point of the project. The WVDOH shall source the WV Straight Line Diagrams for WV Primary Routes and WV Secondary Routes for these routes. The Diagrams are available in each WVDOH District Office and the WVDOH Central Office. WVDOH will determine the route to be taken due to bridge and/or road restrictions which shall have acceptable load limits for both roads and bridges.
Out-of-state delivery route mileage will be calculated by the WVDOH, the shortest route, by utilizing "Google Earth" or a similar source for routing from the Vendor's plant location to the WV State line at which time, the Diagrams will be sourced to the WVDOH mid-point of the projection location.
Haul by Vendor will only be requested in combination with other awarded items.
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3.2.5 Lay Down of Materials: Item T shall provide lay down services for materials items A through 0 and Al. Lay Down shall be provided by the Vendor at projects designated by the WVDOH District Engineer. When directed on the Delivery Order, the Lay Down contractor shall construct the Asphalt Lay Down with a safety edge at no additional cost to the WVDOH.
3.2.6 Excavation for Shoulder Paving: Item U shall consist of removing existing shoulder material for a length and width as directed by the WVDOH District Engineer in two inch (2") vertical increments. Cost of loading, hauling and disposing of the excavated materials shall be included in the bid price for this item.
3.2.7 Asphalt Base I Shoulder Paving: Item V is a surcharge for work performed to pave road shoulders consisting of installing and compacting Asphalt Base I to the elevation of the existing pavement in the shoulder that is to be paved. NOTE: Asphalt Base I will be paid as Item A. The Hauling of Asphalt Base I will be paid as Item S. The Lay Down will be paid as Item T. The Excavation will be paid as Item U.
3.2.8 Asphalt Base II Shoulder Paving: Item W is a surcharge for work performed to pave road shoulders consisting of installing and compacting Asphalt Base II to the elevation of the existing pavement in the shoulder that is to be paved. NOTE: Asphalt Base II will be paid as Item C. The Hauling of Asphalt Base II will be paid as Item S. The Lay Down will be paid as Item T. The Excavation will be paid as Item U.
3.2.9 Tack Coat Item X, Bituminous Material for Tack Coat or Prime Material furnished and applied shall be in accordance with Standard Specs Section 408 as directed by the WVDOH District Engineer.
3.2.10 Additional Heel-h Joints: Heel-In Joints at the beginning and the end of each paving location will be performed by the Vendor in accordance with the "Resurfacing Heel-In Detail", Figure 2, at the end of these Contact Specifications. Additional Heel-In Joints, Item Y, in accordance with the Resurfacing Heel-1n Detail may be required as directed by the WVDOH District Engineer at intersecting roadways, at the beginning and end of each paving skip and other designated locations. Payment of Additional Heel-In Joints shall be paid per lineal foot as measured along the joint, which shall be full payment for complete construction of the joint.
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3.2.11 Skip Paving Surcharge: Item Z, when the distance between the end of one skip and the beginning of the next does not exceed 2,500 feet, Skip Paving may be requested by the WVDOH District Engineer. Payment shall be made for each ton of final surface course material completed in place on the project. Patching and leveling in preparation for resurfacing of a project shall not be considered Skip Paving.
3.2.12 Pavement Profiling: shall consist of profiling the existing pavement to the specified grade and cross slope by grinding, planing or milling. The profiling equipment shall be capable of accurately establishing profile grades of VA" plus or minus, along each edge of the machine by reference from the existing pavement by use of ski or matching shoe or by reference to independent grade control. The equipment shall have an automatic system for controlling grade and cross slope. The Vendor shall provide adequate manpower and auxiliary equipment to control dust and remove cuttings from the project site. Stockpiling of cuttings on the project site will not be permitted. All cuttings shall become the property of the Vendor. The Vendor shall be responsible for damage to drainage facilities, manholes or other appurtenances within the pavement area.
3.2.12.1 Mobilization for Profiling: Item AA, all preparatory operations including movement of necessary personnel and equipment onto the project site to begin the profiling work. Only one Mobilization for Profiling per Delivery Order shall be paid when Pavement Profiling (Milling), Item AB, is required.
3.2.12.2 Pavement Profiling (Milling): Item AB, milling shall be measured as the total number of square yards planed or ground to a depth not exceeding two inches (2"). Should the required removal depth exceed two inches (2"), additional quantities shall be measured for each additional two inches (2") increment.
Hauling of Profiled Cuttings from project site to the Vendor's nearest production facility shall be paid per Haul by Vendor, Item S and weighed on truck scales in accordance with Standard Specs Section 401.9.3.
3.2.13 Pavement Repair: Item AC, shall consist of squaring up the repair area, removing damaged material to a depth directed by the WVDOH District Engineer, hauling and disposing of existing pavement, tacking of existing surfaces and placing and compacting Asphalt Base H in lifts not exceeding
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two inches (2") to the level of the existing pavement. The cost for these requirements shall be bid per Item AC. There will be no price adjustment to. the asphalt used for Pavement Repair.
All labor, equipment and material to complete Item AC shall be included in the unit bid price for Item AC. Any traffic control required shall be charged separately per Section 3.2.22 of these Contract Specifications as Item AO.
3.2.14 Asphalt Base, Wearing and Patching, and Leveling Courses, SP 401: Item AD, shall address the use of increased amounts of RAP used within mixes produced for projects in the WVDOH construction program. A copy of SP401, most recently dated 11/19/2015, is attached. When Item AD is requested on a Delivery Order, there shall be no pay item.
3.2.15 Crushed Aggregate Base Course: Item AE, RAP may be substituted for Class 10 Shoulder Stone materials on roadways where edge line pavement markings exist br are installed per Standard Specs Section 307.2.5. When Item AE is requested on a Delivery Order, there shall be no pay item.
3.2.16 Asphalt LIPTO, SP496: Item AF, shall consist of constructing a single course of an asphalt HPTO, mixed mechanically in a plant, composed of aggregate and asphalt material designed in accordance with the Superpave Design System, on a prepared foundation in accordance with the specifications and in reasonable close conformity with the lines, grades, weights or thicicnesses and cross sections shown on the plans or established by the WVDOH District Engineer. A copy of SP496, most recently dated 08/21/2014, is attached. Vendor shall provide pricing inclusive of lay down services.
3.2.16.1 Item AG, Non-Tracking Tack, to be used with AS, shall be a MCS&T approved product from an approved vendor per MP and shall meet the recommended requirements of the supplier unless otherwise specified by the WVDOH District Engineer.
3.2.16.2 Item AH, shall provide lay down services for Item AS. Any costs associated with the Material Transfer Device shall be included in the Vendor's bid price for laydown. Laydown shall be provided by the Vendor at projects designated by the WVDOH District Engineer.
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Item Al shall be PG 76 minus 22 ordered in 300 ton increments and Item All shall be requested at 300 tons or greater.
Hauling for Item Al shall be a separate bid item and not included in the combined material and laydovm price. Hauling shall be charged per Item S of these Contract Specifications.
3.2.17 Ultra-Thin Asphalt Overlay, SP498: Item Al, covers the materials, equipment; construction and application procedures for placing Ultra-Thin Asphalt Overlays on existing paved surfaces in accordance with the specifications and in reasonable close conformity with the lines, grades, weights or thicknesses and cross sections shown on the plans or established by the WVDOH District Engineer. A copy of SP498, most recently dated 03/20/2014, is attached. Vendor shall provide pricing inclusive of lay down services.
3.2.18 Fine Milling of Asphalt Pavement Surfaces: Item AS, shall be the fine milling of existing and/or new asphalt pavement at locations shown on the plans or as directed by the VVVDOH District Engineer in accordance with the Standard Test Method for Measuring Pavement Macrotexture Depth using a Volumetric Technique, MP 401.07.24 per Standard Specs Section 415. Vendor shall provide pricing inclusive of lay down services
3.2.19 Rumble Strips:
3.2.19.1 Mobilization for Milled Rumble Strips: Item AK, all preparatory operations including movement of necessary personnel and equipment onto the project site to begin the work of Milling Rumble Strips. Only one Mobilization for Milling Rumble Strips per Delivery Order shall be paid when Milled Rumble Strips, Item AL, is required.
3.2.19.2 Milled Rumble Strips: Item AL, shall be in accordance with the "Rumble Strip Special Detail", Figure 1, at the end of these Contract Specifications.
3.2.20 Parking Lot and Facility Paving Surcharge: Item AM, is a surcharge which shall be provided when material, Items A through 0, is used to pave parking lots.
3.2.21 Cleaning and Sweeping: Item AN, cleaning and sweeping shall be in accordance with Standard Specs Section 401.10.1, as well as, payment
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shall be calculated as the paving length times the width swept. The WVDOH shall have the option to perform cleaning and sweeping.
3.2.22 Maintaining Traffic: While undergoing improvement, the project site shall be kept open to traffic in such condition that both local and through traffic will be adequately and safely accommodated. All improvement operations shall be scheduled by the Contractor to keep traffic delay to a minimum.
Traffic Control may be furnished by the WVDOH; however, when Pilot Truck and Driver, Item AO-1; Traffic Control Devices, Item A0-2; Flagger, Item A0-3 and/or Arrow Board, Item A0-4 are requested by the WVDOH District Engineer for a project, traffic shall be maintained by the Vendor in accordance with Standard Specs Section 636.
3.2.23 Mobilization for Paving Limits:
3.2.23.1 Daytime Paving Mobilization: Item AP-1 is a mobilization for paving charge which may be made when the Delivery Order quantity, per paving location, is less than 500 tons of Asphalt and nighttime paving is not requested.
3.2.23.2 Nighttime Paving Mobilization: Item AP-2 is a mobilization for paving charge which may be made when the Delivery Order directs that the paving is to be done at night.
Only one mobilization for paving per day of operation will be paid, unless moves of over five (5) miles between individual paving locations are required. In cases where a Vendor is required to move from one roadway to the adjacent roadway of a divided highway, additional mobilization for paving will only be paid if the nearest interchange or crossing point that will accommodate the Vendor's equipment is over five (5) miles from the paving locations. NOTE: This provision may require roundtrip moves of up to ten (10) miles with no additional mobilization for paving payment. An individual paving location shall be defined as a paving job where no skips exceeding 2,500 feet are involved, except between the approach slabs of a bridge or parallel pair of bridges.
3.2.24 Off-Season Plant Opening: Item AQ, if the Vendor is required to open his plant in the off-season to service the needs of the WVDOH, an additional payment will be made. The Vendor will be paid additional day
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charge for each additional consecutive day that the plant is open after the first day to service the needs of the WVDOH. If the plant produces no material for any use on any calendar day, either during the week or on the weekend, the WVDOH will pay the first day rate for off-season plant opening on the next day of the WVDOH usage. Payment for this item is subject to the following conditions:
3.2.24.1 Payment for this item can only be authorized and made during the winter months, i.e., between December 15th and March 15th, and then only if the plant would not have otherwise been open. These dates may be revised by the WVDOH District Engineer, if necessary, to meet specific needs in the field. Any such revision of dates will be in writing and shall be attached to the Vendor's invoice at the time payment is requested.
3.2.24.2 Payment will always be made at the full contract awarded bid price for the first day of plant opening; however, the amount paid from each additional day of plant opening will be reduced as follows:
Payment for additional day charge will not be made if the plant has produced over 500 tons on that particular day. If between 300 and 500 tons have been produced, payment for additional day charge will be made equal to one-half of the contract awarded bid price for the additional day charge. The quantity produced to make this determination shall include all material produced that day, which includes tonnage bought by the WVDOH, other local governments and all private work.
The WVDOH will only pay its share of the amount determined to be due for additional day charge as described above. For example, if the plant produces 375 tons and the WVDOH takes 150 tons of the total, 40% of the plant's daily production, payment for additional day charge would be calculated as follows: Since the total daily production is between 300 and 500 tons, the Vendor is due 50% of the additional day charge. Because the WVDOH's share of this daily production is 40%, the WVDOH would pay 40% of one-half of the additional day
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charge, or in this case, 20% of the additional day charges.
3.2.24.3 A certified statement shall accompany the invoice stating the total quantity produced on the additional day. If payment does not qualify due to tonnage produced, the next consecutive day of plant operation, if any, will qualify for payment at the additional day rate rather than the first day rate for plant opening.
3.2.25 Vendor's Plant Location: The Vendor s_h_all provide the Vendor's Plant Location on the Information Attachment Form that will be supplying the materials listed on the Pricing Page/E-Catalog Spreadsheet. Please refer to Section 6.2.2 of these Contract Specifications.
4. PRICE ADJUSTMENTS:
4.1 Price Adjustment of Asphalt Cement: Due to the uncertainty in estimating the cost of petroleum products that will be used during the life of this contract, adjustment in compensation for Contract Items A through 0 and contract Items AF and AT is provided for in the Standard Specs. Refer to the table below:
AC (Average Item Description Asphalt Content) A Section 401 —Base I 3.9 B Section 401 —37.5mm Superpave 4.0 C Section 401 —Base II 5.0 D Section 401 —Patch and Level 5.0 E Se-ction 401 — Wearing IV 4.9 F Section 402 — Wearing IV 5.1 0 Section 401 — 19mm Superpave 5.1 H Section 401 — Scratch Course 5.7 I Section 402— 9.5mm Superpave 6.1 J Section 401 —Wearing I 5.8 K Section 402— Wearing I 6.1 L Section 401 — 4.75mm Superpave 7.6 M Section 402— 4.75mm Superpave 7.8 N Section 401 —Wearing 111 7.5 0 Section 402-7 Wearing III 7.5 AF Asphalt HPTO, SP496 7.8 Al Ultra-Thin Asphalt Overlay, SP498 7.6
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4.2 Price Adjustment of Fuel Oil No. 2 (Diesel Fuel): Due to the uncertainty in estimating the cost of diesel fuel that will be used during the life of this contract, adjustment in compensation for Contract Items A through 0 and Contract Items AS and Al is provided for in the Standard Specs.
The bidding index for asphalt binder will be listed on the Contract Administration website for Fuel and Asphalt adjustments for January 2017.
5. ACCEPTANCE PLAN: Quality control at the plant and in the field shall be the responsibility of the Vendor and shall meet the requirement of MP 401.03.50. Compaction quality control shall be in accordance with IvF2 401.05.20. Acceptance testing shall be the responsibility of the WVDOH. Quality assurance of the material shall be as set forth in MP 401.02.27 for Marshall Mix designs or MP 401.02.29 for Superpave mix designs.
6. CONTRACT AWARD:
6.1 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 Contact
6.2 Pricing Pages/E-Catalog Spreadsheet and Information Attachment form:
6.2.1 Pricing Pages/E-Catalog Spreadsheet: Vendor should complete the Pricing Pages/E-Catalog Spreadsheet by providing the following information, per each Contact Item Bid. Vendor should not modify or add any information into the Column Headers.
Column A — Vendor Customer Code should identify the Vendor's wv0ASIS vendor/customer number. If the Vendor does not know this number, please leave this column blank. Column C — Supplier Name should identify the Vendor's Plant name. Column 1— Vendor shall not modify or change any Unit of Measure identified in this column. Column J — List Price shall identify the Vendor's unit prices per Contract Items bid. Vendor should not place formulas or any type of Excel calculations into the List Price column, only the actual bid price, per each Contract Item Bid. Column T — Picture File Name shall remain blank.
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Vendors may bid any or all items on the Pricing Pages/E-Catalog Spreadsheet. Bidding on any one Contract Item may not be conditioned on the acceptance of the bid on any other Contract Item or Items.
6.2.2 Information Attachment Form: The Information Attachment Form shall identify the Plant and its location that will be supplying the materials bid on the Pricing Page/E-Catalog Spreadsheet The Vendor shall provide the 911 address or the most recent physical street address, city and state, for the Plant Location. lithe Vendor fails to provide the Plant Location information as requested, the Vendor's bid will be disqualified for that bid submission.
NOTE: If a Vendor will be supplying materials from multiple Plant Locations and ALL pricing is the same, ALL Plant Locations can be listed on onelnformation Attachment Form and one Pricing Page/E-Catalog Spreadsheet submission is acceptable. if a Vendor will be supplying materials from multiple Plant Locations, at varying prices, additional, separatelnfonnation Attachment Forms ' and Pricing Paees/E-Catalog Spreadsheet must be submitted. Multiple plant Locations, with varying prices, shall be submitted on separate bid submissions. A bid submission SHALL include the Pricing Pages&-Catalog Spreadsheet AND the Information Attachment Form. Ariv bid submitted without the Information Attachment Form WILL BE PISOTIALIFTED.
The Pricing Pages/E-Catalog Spreadsheet contains a list of the Contract Items with no guarantee that any Contract Item will be purchased throughout the life of this contract. Estimated quantities are not available.
Vendor should type or electronically enter the information into the Pricing Pages/E-Catalog Spreadsheet to prevent errors in the evaluation. In most cases, the Vendor can request an electronic copy of the Pricing Pages/E-Catalog Spreadsheet for bid purposes by sending an email request to the following address: angie.i.moormanewv.gov.
6.3 Contract award transition: Upon the award of this contract, whether the effective date or the completed and encumbered date or an established date by the WVDOH, the WVDOH Maintenance Division will announce the effective date of use of this contract to the Districts and the Vendors. Upon the announced effective date of use by the WVDOH Maintenance Division to the Districts and Vendors, any Delivery Order issued toward the 2016 Contracts for material, delivery and labor by the
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vendor shall remain in effect and should not be cancelled until that Delivery Order is filled; however, after ten (10) working days of the Districts' and Vendors' notice, any Delivery Order that has not been completely filled by the Vendors from the 2016 Contracts for material, delivery and labor by the vendor shall NOT be completed, but a cancellation notice will be sent to that Vendor from the issuing District for cancellation of the balance of that Delivery Order only. No Delivery Order from the 2016 Contacts for material, delivery and labor by the vendor should be held open by the District or the Vendor longer ten (10) working days after the notice to the Districts and the Vendors of the effective date of use of the new contracts.
This directive is issued to assist the Districts and the Vendors when fulfilling open Delivery Orders only. It is NOT issued to cause halm or to take contracts from one Vendor to give to another Vendor, but to establish a transition process from one contract into another contract.
DETERMINING LOW BID PER PROJECT: To determine the low bid Vendor for individual repair paving projects, the WVDOH District Engineer will calculate the lowest overall total cost of the price of material plus any additional cost items. Charges for hauling will be calculated according to Section 3.2.4 of these Contract Specifications.
WVDOH reserves the right to request any one or combination of items for which bids are awarded at the lowest overall total as set forth in this section.
ORDERING AND PAYMENT:
Si Ordering: Vendor shall accept orders through wv0ASIS, regular mail, facsimile, e-mail, or any other written forms of communication. Vendor may, but is not required to, accept on-line orders through a secure intemet ordering portal/website. if Vendor has the ability to accept on-line orders, it should include in its response a brief description of how Agencies may utilize the on-line ordering system. Vendor shall ensure that its on-line ordering system is properly secured prior to processing Agency orders on-line.
8.2 Payment: 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, to process payment for goods and services. The Vendor must accept the State of West Virginia's Purchasing Card for payment of all orders under this Contract.
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9. PROJECT ACCEPTANCE, DELIVERY AND RETURN:
9.1 Project Acceptance: Upon receipt of a Delivery Order, the Vendor shall advise the WVD014, in writing, within five (5) calendar days of their acceptance of the project work of the Delivery Order. Failure on the Vendor's part to acknowledge acceptance of the project work may result in cancellation of the Delivery Order and re-award of the project to the next lowest bidder.
9.2 Delivery Time: Delivery Orders shall specify a starting date and a completion date based on the Vendor's acceptance of a Delivery Order. If work is not started by the Vendor by the specified starting date on the Delivery Order, the Delivery Order may be cancelled and issued to the next low bidder. If work is not completed by the completion date as specified on the Delivery Order, liquidated damages may be assessed in accordance with Standard Specs Section 108.7. Vendor shall deliver emergency orders within an agreed upon acceptable timeframe after orders are received. Vendor shall ship all orders in accordance with the dates assigned to each project per the Delivery Order and shall not hold orders until a minimum delivery quantity is met. No Vendor is authorized to ship, nor is the WVDOH authorized to receive materials prior to the issuance of a Delivery Order.
9.3 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 a third party.
9.4 Delivery Payment/Risk of Loss: Standard order delivery shall be F.O.B. Vendor's Plant Location. Haul by Vendor, Item S shall be requested on the Delivery Order. 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.
9.5 Return of Unacceptable Items: lithe 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 make arrangements 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. lithe original packaging cannot be utilized for the return, Vendor will supply the Agency with appropriate return packaging upon request. All returns of unacceptable items shall be F.O.B. the Agency's location. The returned product shall either be replaced, or the Agency shall receive a full credit or refund for the purchase price, at the Agency's discretion.
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9.6 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.
10. ANTI-COLLUSION CLAUSE:
10.1 Contractor affirms that in regard to this contract and the bidding process which underlies this contract, neither Contractor nor anyone on its behalf, including affiliate and subsidiary entities of Contractor, has: 1 10.1.1. been a party to any collusion among potential or actual bidders or with any state or federal official or employee in restraint of freedom of competition by agreement to bid at a fixed price or to refrain from bidding;
10.1.2 been a party to any collusion with any other potential or actual bidders, federal or state official or employee as to quantity, quality or price in the contract, or any other terms of the contract;
10.1.3 been a party to any discussions between or among potential or actual bidders and any federal or state official or employees concerning exchange of money or other thing of value for special consideration in the letting or award of this of contract;
10.1.4 exchanged money or other thing of value with other potential or actual bidders, federal or state officials or employees for special consideration in the letting or award of this contract;
10.1.5 otherwise taken any action in restraint of free competitive bidding.
10.2 Contractor further affirms that that neither Contractor nor anyone on its behalf, including affiliate and subsidiary entities of Contractor, has:
10.2.1 made its bid in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation and that the bid is genuine and is not a sham;
10.2.2 directly or indirectly colluded, conspired, connived, or agreed with any potential or actual bidder or anyone else to put in a sham bid;
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10.2.3 otherwise taken any action to put in a sham bid.
VENDOR DEFAULT:
11.1 The following shall be considered a vendor default under this Contract.
11.1.1 Failure to provide Contract Items in accordance with the requirements contained herein.
11.1.2 Failure to comply with other specifications and requirements contained herein.
11.1.3 Failure to comply with any laws, rules and ordinances applicable to the Contract Services provided under this Contract.
11.1.4 Failure to remedy deficient performance upon request.
11.2 The following remedies shall be available to Agency upon default.
11.2.1 Immediate cancellation of the Contract.
11.2.2 Immediate cancellation of one or more Delivery Orders issued under this Contract.
11.2.3 Any other remedies available in law or equity.
MISCELLENOUS:
12.1 No Substitutions: The 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.
12.2 Vendor Supply: The Vendor must carry sufficient inventory of the Contract Items being offered to fulfill its obligations under this Contract. By signing its bid, the Vendor certifies that it can supply the Contract Items contained in its bid response.
12.3 Vendor's Invoices: Invoices for materials, Items A through R and Items AF, Al and AG, must be submitted separately from all other items. All other items shall
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be submitted on a separate invoice. The Vendor's invoices must be submitted as an original and one copy containing the following information:
All weigh ticket numbers for material delivered and cuttings hauled during the invoice period. WVDOH Delivery Order number and this contract number. Total quantity and unit price with the total cost of each type of material furnished. No payment will be made to a Contractor for Daytime Paving Mobilization, Item AP-1 unless the quantity is less than 500 tons or Nighttime Paving Mobilization, Item AP-2 unless the Delivery Order directs that the paving is to be done at night.
12.4 Reports: The Vendor shall provide quarterly reports and annual summaries to the Agency showing the Contract Items purchased, quantities of Contract Items purchased and the total dollar value of the Contract Items purchased. The Vendor shall also provide reports, upon request, showing the Contract Items purchased during the term of this Contract, the quantity purchased for each of those Contract Items and the total value of purchases for each of those Contract Items. Failure to supply such reports may be grounds for cancellation of this Contract.
12.5 Contract Manager: During its performance of this Contract, the Vendor must designate and maintain a primary contract manager responsible for overseeing the 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. The Vendor should list its Contract manager and his or her contact information below.
Contract Manager: Michael J. Baker Telephone Number: 724-745-6430 Fax Number: 724-745-7778 Email Address: [email protected]
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SPECIFICATIONS
1. PURPOSE AND SCOPE: The West Virginia Division of Highways is soliciting bids to establish an open-end Asphalt contact for use on preventive maintenance and repair projects throughout the state of West Virginia including materials, delivery and labor, by the Vendor, to a WVDOH project site.
This contract shall be effective upon award and shall expire on February 28, 2018. This contract may be renewed for one year at the same price, terms and conditions of the original contract including any subsequent change orders upon the mutual written consent of the WVDOH and the Vendors, until a new contract caii be awarded.
NOTE: Please review all Contract Specifications and Pricing Pages/E-Catalog Spreadsheet items as the contact item numbers and supplier part numbers numbering format has been revised. Supplier Part Number, Manufacturer Part Number and Extended Description on the Pricing Pages/E-Catalcig Spreadsheet shall coincide with the Contact Items in Section 3.2 of the Contact Specifications. The Standard Specifications Roads and Bridges book, 2017 edition, shall apply to Ail contract effective January 1, 2017. An on-line version of the 2017 edition shall be available after December 26, 2016 and a hardcopy format will be available through WVDOH Contract Administration Division in early 2017.
2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below. Additional defmitions can be found in section 2 of the General Terms and Conditions.
2.1 "Contract Item" or "Contract Items" means the list of items identified in Section 3.2.
2.2 "Pricing Pages/E-Catalog Spreadsheet" means the schedule of prices attached hereto as Exhibit A and used to evaluate the Solicitation responses.
2.3 "Solicitation" means the official notice of an opportunity to supply the State with goods or services.
2.4 "WVDOH" used throughout this Solicitation means the West Virginia Division of Highways.
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2.5 "MEP" and/or "MCS&T" used throughout this Solicitation means the Materials Procedures as administered by the WVDOH Materials Control, Soil and Testing Division who perform all procedures necessary with sampling, testing, reporting and inspection of products and materials to maintain a reliable quality assurance system. Reference: http://www.transportation.wv.gov/highways/mest/Pages/defaultaspx
2.6 "Bituminous Asphalt", "Hot Mix Asphalt", "HMA", "Warm Mix Asphalt" and "WMA" 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, shall mean "Asphalt" throughout this Solicitation.
2.7 "RAP" used throughout this Solicitation means Reclaimed Asphalt Pavement.
2.8 "BYTO" used throughout this Solicitation means High Performance Thin Overlay.
2.9 "SP" used throughout this Solicitation means Special Provision.
2.10 "Contractor" or "Vendor" 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, are interchangeable.
2.11 "Standard Specs" used throughout this Solicitation means the West Virginia Department of Transportation, Division of Highways Standard Specifications, Roads and Bridges, adopted latest Standard Specs edition.
3. GENERAL ftEQUIREMENTS:
3.1 The following sections of the Standard Specs, but not limited to, shall apply to the adnainistration of this contract: Sections 101, 102.4, 102.5, 105.1, 105.3, 105.4, 105.10,105.12, 105.13, 106.3, 106.4, 106.5, 106.6, 106.7, 106.9, 107.1, 107.2, 107.3, 107.12, 107.14, 107.15, 107.16, 107.19, 107.20, 107.23, 108.3, 108.5, 108.6, 108.7, 108.8, 109.1, 109.2, 109.9, 109.10, 109.20, 307.2.5, 401.4.2.1, 401.9.3, 401.9.7, 401.10.1, 408, 415 and 636.
A complete hard-copy of the latest Standard Specs may be obtained, after January 1,2017, from:
West Virginia Division of Highways Contract Administration Division
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Building 5, Room 722 1900 Kanawha Boulevard, East Charleston, West Virginia 25305 (Phone) 304-558-2885
An on-line version of these Standard Specs shall be available, after December 26, 2016, by sourcing: http://www.transportation.wv.gov/highways/Contractadmin/specifications
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 Materials: Items A through 0 are considered Materials. Materials from this contract SHALL ONLY be purchased when delivery by the Vendor and labor by the Vendor are required on a Delivery Order.
3.2.2 There shall be no Item P for this contract.
3.2.3 Performance Grade Binder: Items Q and Rare surcharges to compensate the Vendor for supplying Asphalt when the referenced binder is substituted for the standard binder.
3.2.4 Haul by Vendor: Item S is the distance over suitable routes selected by the WVDOH District Engineer using the allowed for haul costs that will' provide the lowest total cost to the WVDOH and shall be measured from the Vendor's plant location, which shall be identified on the Information Attachment Form, to the WVDOH's mid-point of the project. The WVDOH shall source the WV Straight Line Diagrams for WV Primary Routes and WV Secondary Routes for these routes. The Diagrams are available in each WVDOH District Office and the WVDOH Central Office. WVDOH will determine the toute to be taken due to bridge and/or road restrictions which shall have acceptable load limits for both roads and bridges.
Out-of-state delivery route mileage will be calculated by the WVDOH, the shortest route, by utilizing "Google Earth" or a similar source for routing from the Vendor's plant location to the WV State line at which time, the Diagrams will be sourced to the WVDOH mid-point of the projection location.
Haul by Vendor will only be requested in combination with other awarded items.
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3.2.5 Lay Down of Materials: Item T shall provide lay down services for materials items A through 0 and Al. Lay Down shall be provided by the Vendor at projects designated by the WVDOH District Engineer. When directed on the Delivery Order, the Lay Down contractor shall construct the Asphalt Lay Down with a safety edge at no additional cost to the WVDOH.
3.2.6 Excavation for Shoulder Paving: Item U shall consist of removing existing shoulder material for a length and width as directed by the WVDOH District Engineer in two inch (2") vertical increments. Cost of loading, hauling and disposing of the excavated materials shall be included in the bid price for this item.
3.2.7 Asphalt Base I Shoulder Paving: Item V is a surcharge for work performed to pave road shoulders consisting of installing and compacting Asphalt Base I to the elevation of the existing pavement in the shoulder that is to be paved. NOTE: Asphalt Base I will be paid as Item A. The Hauling of Asphalt Base I will be paid as Item S. The Lay Down will be paid as Item T. The Excavation will be paid as Item U.
3.2.8 Asphalt Base II Shoulder Paving: Item W is a surcharge for work performed to pave road shoulders consisting of installing and compacting Asphalt Base II to the elevation of the existing pavement in the shoulder that is to be paved. NOTE: Asphalt Base II will be paid as Item C. The Hauling of Asphalt Base II will be paid as Item S. The Lay Down will be paid as Item T. The Excavation will be paid as Item U.
3.2.9 Tack Coat: Item X, Bituminous Material for Tack Coat or Prime Material furnished and applied shall be in accordance with Standard Specs Section 408 as directed by the WVDOH District Engineer.
31.10 Additional Heel-In Joints: Heel-In Joints at the beginning and the end of each paving location will be performed by the Vendor in accordance with the "Resurfacing Heel-In Detail", Figure 2, at the end of these Contract Specifications. Additional Heel-In Joints, Item Y, in accordance with the Resurfacing Heel-In Detail may be required as directed by the WVDOH District Engineer at intersecting roadways, at the beginning and end of each paving skip and other designated locations. Payment of Additional Heel-In Joints shall be paid per lineal foot as measured along the joint, which shall be full payment for complete construction of the joint
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3.2.11 Skip Paving Surcharge: Item Z, when the distance between the end of one skip and the beginning of the next does not exceed 2,500 feet, Skip Paving may be requested by the WVD01-1 District Engineer. Payment shall be made for each ton of final surface course material completed in place on the project. Patching and leveling in preparation for resurfacing of a project shall not be considered Skip Paving.
3.2.12 Pavement Profiling: shall consist of profiling the existing pavement to the specified grade and cross slope by grinding, planing or milling. The profiling equipment shall be capable of accurately establishing profile grades of 'A" plus or minus, along each edge of the machine by reference from the existing pavement by use of ski or matching shoe or by reference to independent grade control. The equipment shall have an automatic system for controlling grade and cross slope. The Vendor shall provide adequate manpower and auxiliary equipment to control dust and remove cuttings from the project site. Stockpiling of cuttings on the project site will not be permitted. All cuttings shall become the property of the Vendor. The Vendor shall be responsible for damage to drainage facilities, manholes or other appurtenances within the pavement area.
3.2.12.1 Mobilization for Profiling: Item AA, all preparatory operations including movement of necessary personnel and equipment onto the project site to begin the profiling work. Only one Mobilization for Profiling per Delivery Order shall be paid when Pavement Profiling (Milling), Item AB, is required.
3.2.12.2 Pavement Profiling (Milling): Item AB, milling shall be measured as the total number of square yards planed or ground to a depth not exceeding two inches (2"). Should the required removal depth exceed two inches (2"), additional quantities shall be measured for each additional two inches (2") increment.
Hauling of Profiled Cuttings from project site to the Vendor's nearest production facility shall be paid per Haul by Vendor, Item S and weighed on truck scales in accordance with Standard Specs Section 401.9.3.
3.2.13 Pavement Repair: Item AC, shall consist of squaring up the repair area, removing damaged material to a depth directed by the WVDOH District Engineer, hauling and disposing of existing pavement, tacking of existing surfaces and placing and compacting Asphalt Base H in lifts not exceeding
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two inches (2") to the level of the existing pavement The cost for these requirements shall be bid per Item AC. There will be no price adjustment to the asphalt used for Pavement Repair.
All labor, equipment and material to complete Item AC shall be included in the unit bid price for Item AC. Any traffic control required shall be charged separately per Section 3.2.22 of these Contract Specifications as Item AO.
3.2.14 AsphaltBase, Wearing and Patching, and Leveling Courses, SP 401: Item AD, shall address the use of increased amounts of RAP used within mixes produced for projects in the WVDOH construction program. A copy of SP401, most recently dated 11/19/2015, is attached. When Item AD is requested on a Delivery Order, there shall be no pay item.
3.2.15 Crushed Aggregate Base Course: Item AE, RAP may be substituted for Class 10 Shoulder Stone materials on roadways where edge line pavement markings exist or are installed per Standard Specs Section 307.2.5. When Item AE is requested on a Delivery Order, there shall be no pay item.
3.2.16 Asphalt HPTO, SP496: Item AS, shall consist of constructing a single course of an asphalt HPTO, mixed mechanically in a plant, composed of aggregate and asphalt material designed in accordance with the Superpave Design System, on a prepared foundation in accordance with the specifications and in reasonable close conformity with the lines, grades, weights or thicknesses and cross sections shown on the plans or established by the WVDOH District Engineer. A copy of SP496, most recently dated 08/21/2014, is attached. Vendor shall provide pricing inclusive of lay down services.
3.2.16.1 Item AG, Non-Tracking Tack, to be used with Al, shall be a MCS&T approved product from an approved vendor per MP and shall meet the recommended requirements of the supplier unless otherwise specified by the WVDOH District Engineer.
3.2.16.2 Item All, shall provide lay down services for Item AS. Any costs associated with the Material Transfer Device shall be included in the Vendor's bid price for laydown. Laydown shall be provided by the Vendor at projects designated by the WVDOH District Engineer.
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Item AF shall be PG 76 minus 22 ordered in 300 ton increments and Item AR shall be requested at 300 tons or greater.
Hauling for Item AF shall be a separate bid item and not included in the combined material and laydown price. Hauling shall be charged per Item S of these Contract Specifications.
3.2.17 Ultra-Thin Asphalt Overlay, SP498: Item Al, covers the materials, equipment, construction and application procedures for placing Ultra-Thin Asphalt Overlays on existing paved surfaces in accordance with the specifications and in reasonable close conformity with the lines, grades, weights or thicknesses and cross sections shown on the plans or established by the WVDOH District Engineer. A copy of SP498, most recently dated 03/20/20.14, is attached. Vendor shall provide pricing inclusive of lay down services.
3.2.18 Fine Milling of Asphalt Pavement Surfaces: Item Al, shall be the fine milling of existing and/or new asphalt pavement at locations shown on the plans or as directed by the WVDOH District Engineer in accordance with the Standard Test Method for Measuring Pavement Macrotexture Depth using a Volumetric Technique, MP 401.07.24 per Standard Specs Section 415. Vendor shall provide pricing inclusive of lay down services
3.2.19 Rumble Strips:
3.2.19.1 Mobilization for Milled Rumble Strips: Item AK, all preparatory operations including movement of necessary personnel and equipment onto the project site to begin the work of Milling Rumble Strips. Only one Mobilization for Milling Rumble Strips per Delivery Order shall be paid when Milled Rumble Ships, Item AL, is required.
3.2.19.2 Milled Rumble Strips: Item AL, shall be in accordance with the "Rumble Strip Special Detail", Figure 1, at the end of these Contract Specifications.
3.2.20 Parking Lot and Facility Paving Surcharge: Item AM, is a surcharge which shall be provided when material, Items A through 0, is used to pave parking lots.
3.2.21 Cleaning and Sweeping: Item AN, cleaning and sweeping shall be" in accordance with Standard Specs Section 401.10.1, as well as, payment
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shall be calculated as the paving length times the width swept. The WVDOH shall have the option to perform cleaning and sweeping.
3.2.22 Maintaining Traffic: While undergoing improvement, the project site shall be kept open to traffic in such condition that both local and through traffic will be adequately and safely accommodated. All improvement operations shall be scheduled by the Contractor to keep traffic delay to a minimum.
Traffic Control may be furnished by the WVDOH; however, when Pilot Truck and Driver, Item A0-1; Traffic Control Devices, Item A0-2; Flagger, Item A0-3 and/or Arrow Board, Item A0-4 are requested by the WVDOH District Engineer for a project, traffic shall be maintained by the Vendor in accordance with Standard Specs Section 636.
3.2.23 Mobilization for Paving Limits:
3.2.23.1 Daytime Paving Mobilization: Item AP-1 is a mobilization for paving charge which may be made when the Delivery Order quantity, per paving location, is less than 500 tons of Asphalt and nighttime paving is not requested.
3.2.23.2 Nighttime Paving Mobilization: Item AP-2 is a mobilization for paving charge which may be made when the Delivery Order directs that the paving is to be done at night.
Only one mobilization for paving per day of operation will be paid, unless moves of over five (5) miles between individual paving locations are required. In cases where a Vendor is required to move from one roadway to the adjacent roadway of a divided highway, additional mobilization for paving will only be paid if the nearest interchange or crossing point that will accommodate the Vendor's equipment is over five (5) miles from the paving locations. NOTE: This provision may require roundtrip moves of up to ten (10) miles with no additional mobilization for paving payment. An individual paving location shall be defined as a paving job where no skips exceeding 2,500 feet are involved, except between the approach slabs cif a bridge or parallel pair of bridges.
3.2.24 Off-Season Plant Opening: Item AQ, if the Vendor is required to open his plant in the off-season to service the needs of the WVDOH, an additional payment will be made. The Vendor will be paid additional day
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charge for each additional consecutive day that the plant is open after the first day to service the needs of the WVDOH. If the plant produces no material for any use on any calendar day, either during the week or on the weekend, the WVDOH will pay the first day rate for off-season plant opening on the next day of the WVDOH usage. Payment for this item is subject to the following conditions:
3.2.24.1 Payment for this item can only be authorized and made during the winter months, i.e., between December 15th and March 15th, and then only if the plant would not have otherwise been open. These dates may be revised by the WVDOH District Engineer, if necessary, to meet specific needs in the field. Any such revision of dates will be in writing and shall be attached to the Vendor's invoice at the time payment is requested.
3.2.24.2 Payment will always be made at the full contract awarded bid price for the first day of plant opening; however, the amount paid from each additional day of plant opening will be reduced as follows:
Payment for additional day charge will not be made if the plant has produced over 500 tons on that particular day. If between 300 and 500 tons have been produced, payment for additional day charge will be made equal to one-half of the contract awarded bid price for the additional day charge. The quantity produced to make this determination shall include all material produced that day, which includes tonnage bought by the WVDOH, other local governments and all private work.
The WVDOH will only pay its share of the amount determined to be due for additional day charge as described above. For example, if the plant produces 375 tons and the WVDOH takes 150 tons of the total, 40% of the plant's daily production, payment for additional day charge would be calculated as follows: Since the total daily production is between 300 and 500 tons, the Vendor is due 50% of the additional day charge. Because the WVDOH's share of this daily production is 40%;the WVDOH would pay 40% of one-half of the additional day
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charge, or in this case, 20% of the additional day charges.
3.2.24.3 A certified statement shall accompany the invoice stating the total quantity produced on the additional day. If payment does not qualify due to tonnage produced, the next consecutive day of plant operation, if any, will qualify for payment at the additional day rate rather than the first day rate for plant opening.
3.2.25 Vendor's Plant Location: The Vendor shall provide the Vendor's Plant Location on the Information Attachment Form that will be supplying the materials listed on the Pricing PageJE-Catalog Spreadsheet. Please refer to Section 6.2.2 of these Contact Specifications.
4. PRICE ADJUSTMENTS:
4.1 Price Adjustment of Asphalt Cement: Due to the uncertainty in estimating the cost of petroleum products that will be used during the life of this contact, adjustment in compensation for Contact Items A through 0 and contract Items Al and Al is provided for in the Standard Specs. Refer to the table below:
AC (Average Item Description Asphalt Content) A Section 401 — Base I 3.9 B Section 401 — 37.5mm Superpave 4.0 C Section 401 —Base II 5.0 D Section 401 —Patch and Level 5.0 E Section 401— Wearing IV 4.9 F Section 402— Wearing IV 5.1 G Section 401 — 19nun Superpave 5.1 H Section 401 — Scratch Course 5.7 I Section 402 — 9.5mm Superpave 6.1 J Section 401 — Wearing! 5.8 K Section 402 — Wearing I 6.1 L Section 401 — 4.75mm Superpave 7.6 M Section 402 — 4.75mm Superpave 7.8 N Section 401 — Wearing El 7.5 0 Section 402— Wearing III 7.5 Al' Asphalt HPTO, SP496 7.8 Al Ultra-Thin Asphalt Overlay, SP498 7.6
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1
4.2 Price Adjustment of Fuel Oil No. 2 (Diesel Fuel): Due to the uncertainty in estimating the cost of diesel fuel that will be used during the life of this contract, adjustment in compensation for Contract Items A through 0 and Contract Items AF and AI is provided for in the Standard Specs.
The bidding index for asphalt binder will be listed on the Contract Administration website for Fuel and Asphalt adjustments for January 2017.
ACCEPTANCE PLAN: Quality control at the plant and in the field shall be the responsibility of the Vendor and shall meet the requirements of MP 401.03.50. Compaction quality control shall be in accordance with NI 401.05.20. Acceptance testing shall be the responsibility of the WVDOH. Quality assurance of the material shall be as set forth in MP 401.02.27 for Marshall Mix designs or MP 401.02.29 for Superpave mix designs.
CONTRACT AWARD:
6.1 Contract Award: The Contact 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
6.2 Pricing Pages/E-Catalog Spreadsheet and Information Attachment form:
6.2.1 Pricing Pages/E-Catalog Spreadsheet: Vendor should complete the Pricing Pages/B-Catalog Spreadsheet by providing the following information, per each Contract Item Bid. Vendor should not modify or add any information into the Column Headers.
Column A — Vendor Customer Code should identify the Vendor's wv0ASIS vendor/customer number. If the Vendor does not know this number, please leave this column blank. Column C — Supplier Name should identify the Vendor's Plant name. Column I — Vendor shall not modify or change any Unit of Measure identified in this column. Column J — List Price shall identify the Vendor's unit prices per Contact Items bid. Vendor should not place formulas or any type of Excel calculations into the List Price column, only the actual bid price, per each Contract Item Bid. Column T — Picture File Name shall remain blank.
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Vendors may bid any or all items on the Pricing Pages/E-Catalog Spreadsheet. Bidding on any one Contract Item may not be conditioned on the acceptance of the bid on any other Contract Item or Items.
6.2.2 Information Attachment Form: The Information Attachment Form shall identify the Plant and its location that will be supplying the materials bid on the Pricing Page/E-Catalog Spreadsheet. The Vendor shall provide the 911 address or the most recent physical street address, city and state, for the Plant Location. If the Vendor fails to provide the Plant Location information as requested, the Vendor's bid will be disqualified for that bid submission.
NOTE: If a Vendor will be supplying materials from multiple Plant Locations. and ALL pricing is the same, ALL Plant Locations can be listed on one Information Attachment Form and one Pricing Page/E-Catalog Spreadsheet submission is acceptable. if a Vendor will be supplying materials from multiple Plant Locations. at vaning prices, additional. separate Information Attachment Forms and Pricing Pages/E-Catalog Spreadsheet must be submitted. Multiple Plant Locations, with varving_prices. shall be submitted on separate bid submissions. A bid submission SHALL include the Pricing Pages/E-Catalog Spreadsheet AND the Information Attachment Form. Any bid submitted without the Information Attachment Form WELL BE DISQUALIFIED.
The Pricing Pages/E-Catalog Spreadsheet contains a list of the Contract Items with no guarantee that any Contract Item will be purchased throughout the life of this contact Estimated quantities are not available.
Vendor should type or electronically enter the information into the Pricing Pages/E-Catalog Spreadsheet to prevent errors in the evaluation. In most cases, the Vendor can request an electronic copy of the Pricing Pages/E-Catalog Spreadsheet for bid purposes by sending an email request to the following address: [email protected].
6.3 Contract award transition: Upon the award of this contract, whether the effective date or the completed and encumbered date or an established date by the WVDOH, the WVDOH Maintenance Division will announce the effective date of use of this contract to the Districts and the Vendors. Upon the announced effective date of use by the WVDOH Maintenance Division to the Districts and Vendors, any Delivery Order issued toward the 2016 Contacts for material, delivery and labor by the
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vendor shall remain in effect and should not be cancelled until that Delivery Order is filled; however, after ten (10) working days of the Districts' and Vendors' notice, any Delivery Order that has not been completely filled by the Vendors from the 2016 Contracts for material, delivery and labor by the vendor shall NOT be completed, but a cancellation notice will be sent to that Vendor from the issuing District for cancellation of the balance of that Delivery Order only. No Delivery Order from the 2016 Contracts for material, delivery and labor by the vendor should be held open by the District or the Vendor longer ten (10) working days after the notice to the Districts and the Vendors of the effective date of use of the new contracts.
This directive is issued to assist the Districts and the Vendors when fulfilling open Delivery Orders only. It is NOT issued to cause hann or to take contracts from one Vendor to give to another Vendor, but to establish a transition process from one contract into another contact.
DETERMINING LOW BID PER PROJECT: To determine the low bid Vendor for individual repair paving projects, the WVDOH District Engineer will calculate the lowest overall total cost of the price of material plus any additional cost items. Charges for hauling will be calculated according to Section 3.2.4 of these Contract Specifications.
WVDOH reserves the right to request any one or combination of items for which bids are awarded at the lowest overall total as set forth in this section.
ORDERING AND PAYMENT:
8.1 Ordering: Vendor shall accept orders through wv0ASIS, regular mail, facsimile, e-mail, or any other written forms of communication. Vendor may, but is not required to, accept on-line orders through a secure intemet ordering portal/website. If Vendor has the ability to accept on-line orders, it should include in its response a brief description of how Agencies may utilize the on-line ordering system. Vendor shall ensure that its on-line ordering system is properly secured prior to processing Agency orders on-line.
8.2 Payment: 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 contact by a banking institution, to process payment for goods and services. The Vendor must accept the State of west Virginia's Purchasing Card for payment of all orders under this Contract. •
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9. PROJECT ACCEPTANCE, DELIVERY AND RETURN:
9.1 Project Acceptance: Upon receipt of a Delivery Order, the Vendor shall advise the WVD011, in writing, within five (5) calendar days of their acceptance of the project work of the Delivery Order. Failure on the Vendor's part to acknowledge acceptance of the project work may result in cancellation of the Delivery Order and re-award of the project to the next lowest bidder.
9.2 Delivery Time: Delivery Orders shall specify a starting date and a completion date based on the Vendor's acceptance of a Delivery Order. If work is not started by the Vendor by the specified starting date on the Delivery Order, the Delivery Order may be cancelled and issued to the next low bidder. If work is not completed by the completion date as specified on the Delivery Order, liquidated damages may be assessed in accordance with Standard Specs Section 108.7. Vendor shall deliver emergency orders within an agreed upon acceptable timeframe after orders are received. Vendor shall ship all orders in accordance with the dates assigned to each project per the Delivery Order and shall not hold orders until a minimum delivery quantity is met. No Vendor is authorized to ship, nor is the WVDOH authorized to receive materials prior to the issuance of a Delivery Order.
9.3 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, arid/or obtaining the items ordered from a third party.
9.4 Delivery Payment/Risk of Loss: Standard order delivery shall be F.O.B. Vendor's Plant Location. Haul by Vendor, Item S shall be requested on the Delivery Order. 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.
9.5 Return of Unacceptable Items: If the Agency deems the Contact Items to be unacceptable, the Contract Items shall be returned to Vendor at Vendor's expense and with no restocking charge. Vendor shall either make arrangements 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 unacceptable items shall be F.O.B. the Agency's location. The returned product shall either be replaced, or the Agency shall receive a full credit or refund for the purchase price, at the Agency's discretion.
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REQUEST FOR QUOTATION Asphalt Materials, Delivery and Labor by the Vendor, ONLY
9.6 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.
10. ANTI-COLLUSION CLAUSE:
10.1 Contractor affirms that in regard to this contract and the bidding process which underlies this contract, neither Contractor nor anyone on its behalf, including affiliate and subsidiary entities of Contractor, has:
10-1.1. been a party to any collusion among potential or actual bidders or with any state or federal official or employee in restraint of freedom of competition by agreement to bid at a fixed price or to refrain from bidding;
10.1.2 been a party to any collusion with any other potential or actual bidders, federal or state official or employee as to quantity, quality or price in the contract, or any other terms of the contract;
10.1.3 been a party to any discussions between or among potential or actual bidders and any federal or state official or employees concerning exchange of money or other thing of value for special consideration in the letting or award of this of contract;
10.1.4 exchanged money or other thing of value with other potential or actual bidders, federal or state officials or employees for special consideration in the letting or award of this contract;
10.1.5 otherwise taken any action in restraint of free competitive bidding.
10.2 Contractor further affirms that that neither Contractor nor anyone on its behalf, including affiliate and subsidiary entities of Contractor, has:
10.2.1 made its bid in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation and that the bid is genuine and is not a sham;
10.2.2 directly or indirectly colluded, conspired, connived, or agreed with any potential or actual bidder or anyone else to put in a sham bid;
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10.2.3 otherwise taken any action to put in a sham bid.
VENDOR DEFAULT:
11.1 The following shall be considered a vendor default under this Contract.
11.1.1 Failure to provide Contract Items in accordance with the requirements contained herein.
11.1.2 Failure to comply with other specifications and requirements contained herein.
11.1.3 Failure to comply with any laws, rules and ordinances applicable to the Contract Services provided under this Contract.
11.1.4 Failure to remedy deficient performance upon request.
11.2 The following remedies shall be available to Agency upon default.
11.2.1 Immediate cancellation of the Contract.
11.2.2 Immediate cancellation of one or more Delivery Orders issued under this Contract.
11.2.3 Any other remedies available in law or equity.
MISCELLENOUS:
12.1 No Substitutions: The 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 Contact.
12.2 Vendor Supply: The Vendor must carry sufficient inventory of the Contract Items being offered to fulfill its obligations under this Contact. By signing its bid, the Vendor certifies that it can supply the Contract Items contained in its bid response.
12.3 Vendor's Invoices: Invoices for materials, Items A through R and Items AF, Al and AG, must be submitted separately from all other items. All other items shall
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REQUEST FOR QUOTATION Asphalt Materials, Delivery and Labor by the Vendor, ONLY
be submitted on a separate invoice. The Vendor's invoices must be submitted as an original and one copy containing the following information:
All weigh ticket numbers for material delivered and cuttings hauled during the invoice period. WVDOH Delivery Order number and this contract number. Total quantity and unit price with the total cost of each type of material furnished. No payment will be made to a Contractor for Daytime Paving Mobilization, Item AP-1 unless the quantity is less than 500 tons or Nighttime Paving Mobilization, Item AP-2 unless the Delivery Order directs that the paving is to be done at night.
12.4 Reports: The Vendor shall provide quarterly reports and annual summaries to the Agency showing the Contract Items purchased, quantities of Contract Items purchased and the total dollar value of the Contract Items purchased. The Vendor shall also provide reports, upon request, showing the Contract Items purchased during the term of this Contract, the quantity purchased for each of those Contract Items and the total value of purchases for each of those Contract Items. Failure to supply such reports may be grounds for cancellation of this Contract.
12.5 Contract Manager: During its performance of this Contract, the Vendor must designate and maintain a primary contract manager responsible for overseeing the 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 The Vendor should list its Contract manager and his or her contact information below.
Contract Manager: Michael J. Baker Telephone Number: 724-745-6430 Fax Number: 724-745-7778 Email Address: [email protected]
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INFORMATION ATTACHMENT FORM Vendors Storage Sites Asphalt- Materials ,.Delivery and Labor by the Vendor, ONLY
VENDOR NAME Cast & Baker Corporation
Mandatory. Vendor shall complete this form and return with bid submission.
If a Vendor will be supplying materials from multiple Plant Locations and ALL pricing is the same, ALL Plant Locations can be listed on one Information Attachment Forth and one bid submission is acceptable. If a Vendor will be supplying materials from multiple Plant Locations, at varying prices, additional, separate bid submissions must be submitted for each Plant Location bid. Multple Plant Locations with varying prices, shall be submitted on separate bid submissions.
Vendor's Plant Location:
102 Center St. Martins Ferry, OH 43935
Vendor's Plant Location:
1
Vendor's Plant Location:
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Va. Code §5A-3-10a, no contract or renewal of any contract may be awarded by the state or any of Its political subdivisions to any vendor or prospective vendor when the vendor or prospective vendor or a related party to the vendor or prospective vendor is a debtor and: (1) the debt owed is an amount greater than one thousand dollars in the aggregate; or (2) the debtor is in employer default. EXCEPTION: The prohibition listed above does not apply where a vendor has contested any tax administered pursuant to Chapter eleven of the W. Va. Code, workers' compensation premium, permit fee or environmental tee or assessment and the matter has not become firm! or where the vendor has entered into a payment plan or agreement and the vendor is not in defaulted any of the provisions of such plan or agreement DEFINITIONS: "Debt" means any assessment, premium, penalty, fine, tax or other amount of money owed to the state or any 01 11$ political subdivisions because of a judgment, fine, permit violation, license assessment, defaulted workers' compensation premium, penalty or other assessment presently delinquent or due and required to be paid to the state or any of Its political subdivisions, Including any interest or additional penalties accrued thereon. "Employer default" means having an outstanding balance or liability to the old fund or to the uninsured employers' fund or being in policy default, as defined in W. Va. Code § 23-2c-2, failure to maintain mandatory workers' compensation coverage, or failure to fully meet its obligations as a workers' compensation self-insured employer. An employer Is not In employer default if it has entered into a repayment agreement with the insurance Commissioner and remains in compliance with the obligations under the repayment agreement "Related party" means a party, whether an Individual, corporation, partnership, association, limited liability company or any other form or business association or other entity whatsoever, related lo any vendor by blood, marriage, ownership or contract through which the party has a relationship et ownership or other interest with the vendor so that the party will actually or by effect receive or control a portion of the benefit, profit or other consideration from performance of a vendor contract with the party receiving en amount that meets or exceed five percent of the total contract amount AFFIRMATION: By signing this form, the vendors authorized signer affirms and acknowledges under penalty of law for false swearing (W. Va. Code §61-5-3) that neither vendor nor any related party owe a debt as defined above and that neither vendor nor any related party are In employer default as defined above, unless the debt or employer default is permitted under the exception above. WITNESS THE FOLLOWING SIGNATURE: Vendor's Name: Cast & Baker Co poration Authorized Signature: Dare: 1/24/17 State or Pennsylvania t county et Washington to-wit: en, subscribed, and sworn to before me this?a liday of January 2017. TMy Commission expires 201 1 . ta Wiltat 5 1_ AFFIX SEAL HERE NOTARY PUBLIC NA .504..J COMMONWEALTH 012 PENNSYLVANIA aging Affidavit (Retified 0801a01.5) NOTARIAL SEAL Kelly IA. Baker, Wary Public RAM StrabeThe TWA. WashIngen County My CosendtabmEgilres Jan. 5., ate , OMER, PENNSTLWOOA Amite/Ion OF loitARIES Jan. 25. 2017 9:24AM No, 1356 P. 83 wv-1 o State of West Virginia Approved r Revised n/16/15 VENDOR PREFERENCE CERTIFICATE Certification and application is hereby made for Preference in accordance with West Virginia Code, §5A-3-37. (Does not apply to construction contracts). West Virginia Code, §543-37, provides an opportunity for qualifying vendors to request (atthetime of bid) preference for their residency status. Such preference is an evaluation method only and will be applied only to the cost bid in acconlance with the West Virginia Code. This certificate for application is to be used to request such preference. The Purchasing Division will make the determination of the Vendor Preferencerif applicable. Application is made for 2.5% vendofpreference for the reason checked: Bidder is an individual resident vendor and has resided continuously in West Virginia to rfour (4) years immediately preced- ing the date of this certification; or, = Bidderis a partnership, association or corporation resideptvendor and has maintained its headquarters orprincipal place of business continuously in West Virginia for four (4) years immediately preceding the date of this certification; C. Bidder is a resident vendor partnership, association, or corporation with at least eighty percent of ownership interest of bidder held by another entity that meets the applicable four year residency requirement; or, Bidder is a nonresidentvendor which has an affiliate or subsidiary Which employs a minimum of one hundred state residents andwhich has maintained its headquarters or principal place of businest within WestVirginia continuously for the four (4) years immediately preceding the date of this certification; or, Application is made for 2.5% vendor preference for the reason checked: = Bidder isa resident vendor who certifies that, during the life of the contract, on average at least 75% of the employees working on The project being bid are residents of West Virginiawho have resided in the state continuously forthe two years immediately preceding submission of this bid; or, Application is made for 2.5% vendor preference for the reason checked: Bidder is a nonresident vendor that employs a minimum of one hundred state residents, or a nonresident vendor which has an affiliate or subsidiary which maintains its headquarters or principal place of business within West Virginia and employs a minimum of one hundred state residents, and for purposes of producing or distributing the commodities or completing the project which is the subject of the bidder's bid and continuously over the entire term of the project, on average at least seventy-We percent of the bidder's employees or the bidder's affiliate's or subsidiary's employees are residents of West Virginia who have resided in the state continuously for the two immediately preceding years and the vendor's bid: or, Application is made for 5% vendor preference for the reason checked: E2 Bidder meets eitherthe reqUirement of both subdhislons (1) and (2) or subdivision (1) and (3) as stated above; or, Application is made for 3.5%vendor preference who is aveteran for the reason checked: = Bidderis an individual residentvendor who is aveteran of the United Statesarmed forces, the reserves or theNational Guard and has resided in West Virginia continuously for the four years immediately preceding the date on which the bid is submitted; or, Application Is made for 3.5% vendor preference who is a veteran for the reason checked: = Bidder is a resident vendor who is a veteran of the United States armed forces, the reserves or the Nations Guard, if, for purposes of producing ordistribuling the commodities or completing the project which is thesubject of the vendors bid and continuously over the entire term of the project, on average at least seventy-five percent of the vendors employees are residents of West Virginia who have resided in the state continuously for the two immediately preceding years. Application is made for preference as a non-resident small, women- and minority-owned business, in accor- dance with West Virginia Code§5A4-59 and West Virginia Code of State Rules. = Bidder has been or expects to be approved prior to contract award by the Purchasing Division as a certified small, women- and minority-owned business. Bidder understands if the Secretary of Revenue determines that a Bidder receiving preference has failed to continue to meet the requirements for such preference, the Secretary may order the Director of Purchasing to: (a) rescind the contract or purchase order; or (b) assess a penalty against such Bidder in an amount not to exceed 5% of the bid amount and that such penalty will be paid to the contracting agency or deducted from any unpaid balance on the contract or purchase order. By submission of this certificate, Bidder agrees to disclose any reasonably requested information to the Purchasing Division and authorizes the Department of Revenue to disclosetothe Director of Purchasing appropriate information verifying that Bidder has paid the required businesstaxes, provided that such informationdoes not contain the amounts of taxes paid nor any other information deemed by'the Tax Commissioner to be confidential. Bidder hereby certifies that this certificate is true and accurate in all respects; and that it a contract is Issued to Bidder end if anything contained within this certificate changes during the term of tip contract, Bidder will notify the Purchas- ing Division in writing immediately. Bidder: Cast & Baker Corporation Signed: Date: 1/24/17 Trtle: President 'Check any combination of preference consideration(s) indicated above, which you are entitled to receive. Jan. 25. 2017 9:14AM No, 1356 P. 46 ADDENDUM ACKNOWLEDGEMENT FORM SOLICITATION NO.: ARM 0803 DOT00000012 Instructions: Please acknowledge receipt of all addenda issued with this solicitation by completing this addendum acknowledgment form. Check the box next to each addendum received and sign below. Failure to acknowledge addenda may result in bid disqualification. Acknowledgment: I hereby acknowledge receipt of the following addenda and have made the necessary revisions to my proposal, plans and/or specification, etc. Addendum Numbers Received: (Check the box next to each addendum received) El Addendum No. I 0 Addendum No. 6 IX] Addendum No. 2 0 Addendum No. 7 rg Addendum No. 3 Addendum No. 8 0 Addendum No. 4 Addendum No. 9 0 Addendum No. 5 0 Addendum No. 10 I understand that failure to confirm the receipt of addenda may be cause for rejection of this bid. I further understand that any verbal representation made or assumed to be made during any oral discussion held between Vendor's representatives and any state personnel is not binding. Only the information issued in writing and added to the specifications by an official addendum is binding. Cast & Baker Corporation Full Company Name Authorized Signature 1/24/17 Date NOTE: This addendum acknowledgement should be submitted with the bid to expedite document processing. 15 ' Jan. 25. 2017 9:04AM No. 1356 P. 16 AGENCY SOLICITATION NUMBER - ARFQ D0T1700000012 Addendum Number: 1 The Purpose of this addendum is to modify the solicitation identified as ("Agency Solicitation") to reflect the change(s) identified and described below. Applicable Addendum Category: (X] Modify bid opening date and time [ ] Modify specification of product or service being sought ( ) Attachment of pre-bid sign-in sheet [ ] Correction of error [ ) Other. Description of Modification to Solicitation: The bid opening date has been changed to 01/18/2017. The time shall remain unchanged. Additional Documentation: Documentation related to this Addendum (if any) has been included herewith as Attachment A and is specifically incorporated herein by reference. Terms and Conditions: All provision of the Agency Solicitation and other addenda not modified herein shall remain in full force and effect. Vendor should acknowledge receipt of all addenda Issued for this Agency Solicitation by completing an Addendum Acknowledgement, a copy of which is included herewith. Failure to acknowledge addenda may result in bid disqualification. The addendum acknowledgement should be submitted with the bid to expedite document processing. Jan. 25. 2017 9:04AM No. 1356 P. 17 AGENCY SOLICITATION NUMBER — ARFQ 0011700000012 Addendum Number: 2 The Purpose of this addendum is to modify the solicitation identified as ("Agency Solicitation") to reflect the change(s) identified and described below. Applicable Addendum Category: [X] Modify bid opening date and time [ ] Modify specification of product or service being sought [ ] Attachment of pre-bid sign-in sheet [ ] Correction of error [X] Other Description of Modification to Solicitation: Please see attached. Additional Documentation: Documentation related to this Addendum Of any) has been included herewith as Attachment A and is specifically incorporated herein by reference. Terms and Conditions: All provision of the Agency Solicitation and other addenda not modified herein shall remain In full force and effect. Vendor should acknowledge receipt of all addenda issued for this Agency Solicitation by completing an Addendum Acknowledgement, a copy of which is included herewith, Failure to acknowledge addenda may result in bid disqualification. The addendum acknowledgement should be submitted with the bid to expedite document processing. Jan. 25. 2017 9:04AM No. 1356 P. 18 Asphalt -- Materials, Delivery and Labor by Vendor Addendum #2 ARFQ D0T1700000012 To provide additional information and comments: Comment #1 Notwithstanding anything herein to the contrary, this Contract as defined by 157 CSR 3.2.17, which said definition is incorporated herein by reference, does not constitute a waiver of or defense to the pending suit that is styled The West Virginia Department of Transportatbn, Division of Highways v. West Virginia Paving, Inc., et al., Civil Action No. 16-C-1561, Kanawha County Circuit Court, West Virginia, or any future antitrust suit that may be filed involving the contractor, its agents, employees, or subcontractors (collectively "Antitrust Suit"). Further, this Contract shall not be admissible in the Antitrust Suit to establish, among other things, acceptance, course of conduct, waiver, or any other condition, or be used to assert any defense, affirmative or otherwise, that may seek to diminish, limit, or impair the rights of the West Virginia Department of Transportation, Division of Highways, in the Antitrust Suit. Comment #2 Section 3.2.16 of the contract specifications, the last sentence currently reads: "Vendor shall provide pricing inclusive of lay down services." Please revise this sentence to read: "Lay down service shall be provided per Section 3.2.16.2, item AP." Comment #3 Section 3.2.17 of the contract specifications, the last sentence currently reads: "Vendor shall provide pricing inclusive of lay down services." Please revise this sentence to read: "Lay down service shall be provided per Section 3.2.5, item T." Comment #4 the bid opening date will be extended from January 18, 2017 until January 25, 2017 at 2:00 PM, EST. Jan. 25. 2017 9:04AM No. 1356 P. 19 AGENCY SOLICITATION NUMBER - ARFQ D011700000012 Addendum Number: 3 The Purpose of this addendum is to modify the solicitation identified as ("Agency Solicitation') to reflect the change(s) identified and described below. Applicable Addendum Category: [ ] Modify bid opening date and time 1 [ ] Modify specification of product or service being sought [1 Attachment of pre-bid sign-in sheet [ ] Correction of error [X] Other — To clarify wv0ASIS addendum issuance. Description of Modification to Solicitation: To darify addendum issuance: Addendum #1 was issued on 01/09/2017 changing the bid opening date from 01/11/2017 until 01/18/2017. Addendum #2 was Issued on 01/13/2017 adding the statement regarding 1) Civil Action No. 16-C-1561, 2) Correction of contract specifications Section 3,2.16, 3) Correction of contract specifications Section 3.2.17 and 4) Changing the bid opening date from 01/18/2017 until 01/25/2017. Additional Documentation: Documentation related to this Addendum (if any) has been included herewith as Attachment A and is specifically incorporated herein by reference. Terms and Conditions: All provision of the Agency Solicitation and other addenda not modified herein shall remain in full force and effect. Vendor should acknowledge receipt of all addenda issued for this Agency Solicitation by completing an Addendum Acknowledgement, a copy of which is included herewith. Failure to acknowledge addenda may result in bid disqualification. The addendum acknowledgement should be submitted with the bid to expedite document processing.