2023-2025 RID Road Maintenance Contractors

RFP – RID Road Maintenance Services Page 1 of 11 LEWIS AND CLARK COUNTY Public Works Department REQUEST FOR PROPOSALS FOR 2023-2025 RID ROAD MAINTENACE CONTRACTORS Lewis and Clark County (County) is performing an open solicitation to create a pool of Contractors interested in performing road maintenance services during the June 2023 through May 2025 construction seasons for the rural improvement districts (RID) managed by the County. Compensation may be adjusted annually to reflect inflationary increases or decreases. Contractor must notify County by April 1st of each year of any compensation adjustments for that year. Scope Water, grade, and compact roadways within RID’s, as well as supplementing and applying magnesium chloride and Lewis & Clark County standard crushed aggregate surfacing material on up to 62 miles of road within RID’s when directed by County. RID’s are located throughout the greater Helena valley, it is strongly recommended that each contractor visit unfamiliar

districts prior to providing proposals. Individual project scopes will be dependent on funding available. Work is to be done in accordance with Typical Section One (1) in the Lewis and Clark County Public Works Manual, where applicable. All projects shall execute the work order form attached as Exhibit A prior to work commencing. Contractor will be required to coordinate with County representatives of start and stop dates for each RID, so that work can be coordinated appropriately with HOA’s and homeowners in these districts. County will oversee quality control, and Contractor shall supply correct signage in accordance with the Manual on Uniform Traffic Control Devices for the safety of the traveling public during the onsite work, unless other arrangements are made through County. Watering Contractor shall supply means necessary to achieve proper moisture content in assisting with the material compaction and longevity of surface material. Water shall be distributed prior to, during, and after the grading process. County will assist Contractor when needed to determine RFP – RID Road Maintenance Services Page 2 of 11 locations for water retrieval. Grading Contractor may need to pull or retrieve material from borrow ditches where applicable, if retrievable or suitable for aggregate rejuvenation and drainage remediation. Scarify as needed to correct blowouts or potholes in suitable aggregate. Ensure all graded, pulled, retrieved, and scarified material is properly mixed throughout the grading process. The completed driving surface shall be finished with as close to 5% crown as possible and shoulders free of any debris or material that could impact storm runoff from draining into roadside drainages. Compaction Compaction of material shall commence once the shoulders and crown are formed in the grading process and continue until a desired compaction is completed and suitable for the longevity of the surface material. Use of static/vibratory roller or tow behind walk and roll is acceptable. Liquid Magnesium Chloride Magnesium chloride (MAG) may be applied at an application rate of 0.25 gallons per square yard minimum, to assist with dust abatement. Determination of application will be made case by case according to available RID funding and road surface material. Higher application rates will be determined by the County on a case by case basis. Light pre-watering of gravel surface is required prior to any MAG application. On-Call Hourly Rates for Unknown Needs and Footages Contractor may be requested to conduct unplanned road maintenance that may include road damage and potholes that do not require a complete grading. Please supply a per hourly cost for grader, water truck, compaction method, and mobilization for the possibility of smaller road repair projects. This hourly rate may also be applied to maintenance on new RIDs that are created during the scope of this RFP and do not have measured footages or maps available. Crushed Aggregate Surface Gravel Applications Some RIDs may need small applications, up to 400 cubic yards, of surface material. Contractor will be requested to prepare existing surface, supply, haul, place, water, and compact new surface material reflective of the Contractors provided per ton proposal cost. All proposed crushed aggregate surfacing shall meet County Public Works design specifications outlined in Table 4.7 – SPECIFICATION FOR CRUSHED AGGREGATE SURFACING. Crushed aggregate prices will be established to include delivery costs determined in miles from Lewis and Clark County Courthouse located at 228 E Broadway St, Helena, MT 59601. The description of 0 to 15 miles, 15 to 30 miles, and 30 to 45 miles will be used to establish costs. Contractor shall provide gravel source in proposal. If unsuitable surface material inconsistent with proposal is provided by Contractor, County may reject payment. Timeframe The County intends to select the lowest proposed price for each RID, contingent upon the Contractor’s availability. If a Contractor is solicited for a project, the Contractor must provide completion dates prior to approval or start of the project. If the Contractor with the lowest proposed price cannot meet the necessary timeframe, County may choose the next available Contractor. Once RFP – RID Road Maintenance Services Page 3 of 11 approval of a project is received, the Contractor is obligated and shall complete the project within the agreed upon timeframe. Pre-Proposal Meeting A pre-proposal meeting will be held on Thursday, May 18, 2023, at 5:00 p.m. in the Noxious Weed Building conference room located at 3402 Cooney Drive, Helena, Montana, to discuss any questions relating to either the RFP procedure or scope. All Contractors who intend to respond are strongly encouraged to attend. Insurance General Liability Insurance - Contractor shall maintain general liability insurance from an insurance carrier licensed to do business in the State of Montana in the amount of one million dollars ($1,000,000) for each occurrence (minimum) and two million dollars ($2,000,000) aggregate. The County must be listed as an additional insured on the liability insurance certificate. Workers Compensation Insurance - Contractor shall maintain workers compensation insurance from an insurance carrier licensed to do business in the State of Montana or provide a Workers Compensation Exemption Certificate. Automobile Liability Insurance - Contractor shall maintain automobile liability from an insurance carrier licensed to do business in the State of Montana with the following limits: a) Bodily Injury: Each Person $1,000,000 Each Accident $1,000,000 b) Property Damage: Each accident $1,000,000 (or) Combined Single Limit of $1,000,000 c) Automobile Coverage to Include: a. All owned Autos b. All Hired Autos c. All Non-Owned Autos Contractor’s Automobile Liability Insurance may be satisfied by primary insurance or a combination of primary and excess or umbrella insurance. The same excess or umbrella insurance may also be used to satisfy the limits of General Liability Insurance and/or Employer’s Liability. Proof of general liability, workers compensation insurance and automobile liability insurance shall be provided to the County upon contract execution and prior to commencing any work. RFP – RID Road Maintenance Services Page 4 of 11 Selection All eligible Contractors will be offered a contract. A contract is not a guarantee that services will be requested. To be eligible Contractors must: 1. Be a registered Contractor with the State of Montana in good standing. 2. Be able to meet all insurance requirements. 3. Submit a proposal and receive an executed contract by July 31, 2023. 4. Provide attached Proposal Worksheet with all necessary proposal costs. Contractors with unsatisfactory prior County contract performance that resulted in contract cancellation will not be considered. RFP – RID Road Maintenance Services Page 5 of 11 PROPOSAL WORKSHEET Group A Designated as Sufficient and Maintainable Materials Throughout. RID Name Footage Location Per Footage Cost Canyon Ferry Crossing 5,950 Far East Valley Countryside 6,175 Northeast Valley Foothills 6,700 Northeast Valley Fox Trot 3,240 East Valley Gruber 480 West Valley Hahn 3,600 North Valley Harvest Acres 1,330 East Valley Hoff Lot 3 1,623 East Valley Jeanne 2,583 North Valley Kamp 2,412 East Valley Lorac 350 Northeast Valley Mud Springs 4,027 East Valley North Forty 1,818 North Valley Pimley 2,491 East Valley Ryan 550 West Valley Saddle Rock 700 Northeast Valley Silver Creek 22,798 North Valley South Boundary 1,336 East Valley South Ridge/York Meadows 6,512 East Valley Stallion Ridge 13,765 West Valley Valley View Farms 1,403 East Valley Walter 1,400 East Valley Group B Designated as Majority of Maintainable Material with Areas of Sub-Par Surfacing RID Name Footage Location Per Footage Cost Big Valley 30,552 North Valley Big Valley Cabin Rd 5,786 North Valley Evergreen 11,270 North Valley Fantasy 5,250 Northeast Valley Grand Valley 2,870 North Valley Hahn 2,450 North Valley Harris 6,235 East Valley Hauser Lake Estates 4,293 East Valley Hillview 9,267 North Valley Long Gulch 2,922 Marysville Oleo Acres 4,134 East Valley Prickly Pear 19,765 East Valley Schmidtville 3,075 North Valley Sunny Vista 8,521 West Valley Wild Wind/Half Fast 2,763 North Valley RFP – RID Road Maintenance Services Page 6 of 11 Group C Designated as a Majority of Areas with Native Material with Some Sub-Par Surface Material. RID Name Footage Location Per Footage Cost American Bar 14,780 Far Northeast Eagle Ridge 5,766 West Valley Elkhorn 10,827 East Valley Mt Vista/Lone Pine 19,101 West Valley North Hills 15,225 Northeast Valley Pine Hills 11,535 East Valley Raven 20,995 West Valley Redwing 9,000 West Valley Rosendale 7,537 East Valley Spruce 2,112 West Valley Vandenburgh Village 700 North Valley Group D MAG Application per linear foot at 0.25 gallons per square yard RID Name Footage Location Per Footage Cost Big Valley 30,552 North Valley Canyon Ferry Crossing 5,950 Far East Valley Evergreen 11,270 North Valley Foothills 6,700 Northeast Valley Fox Trot 3,240 East Valley Harris 6,235 East Valley Hoff Lot 3 1,623 East Valley Mud Springs 4,027 East Valley Oleo 4,134 East Valley Pimley 2,491 East Valley Prickly Pear 19,765 East Valley Silver Creek 22,798 West Valley South Boundary 1,336 East Valley South Ridge/York Meadows 6,512 East Valley Sunny Vista 8,521 West Valley Walter 1,400 East Valley Wild Wind/Half Fast MAG 2,763 North Valley RFP – RID Road Maintenance Services Page 7 of 11 Lewis and Clark County On-Call Hourly Rates Equipment Type Hourly Rate Lewis and Clark County Spec. Gravel Supply, Delivery, and Application Miles from Justice Court Center at 228 E Broadway St, Helena, MT 59601 Per Ton Cost Delivered 0-15 miles 15-30 miles 30-45 miles RFP – RID Road Maintenance Services Page 8 of 11 THE UNDERSIGNED CONTRACTOR has become familiar with the services solicited by Lewis and Clark County. The Contractor agrees to follow and abide by all laws required in the State of Montana and Lewis and Clark County. The Contractor, having satisfied himself of the services, does submit the proposal as follows: THE CONTRACTOR HEREBY PROPOSES AND AGREES, if this proposal is accepted, to enter into an Agreement, and assumes all obligations, duties, and responsibilities specified herein for the following prices. THE UNDERSIGNED CONTRACTOR HEREBY CERTIFIES that: 1. This offer is genuine and is not made in the interest of, or in the behalf of, any undisclosed person or firm, and is not submitted as a result of any agreement with any association, corporation, or group. 2. The Contractor has not directly or indirectly induced or solicited any other Contractors to put in a false or sham offer. 3. The Contractor has not solicited or induced any person or firm to refrain from submitting a quote. 4. The Contractor has not sought by collusion to obtain any advantage over any other Contractor or over Lewis and Clark County. Contractor Business Name: Business Address: Contact Name: Telephone No.: Contact E-Mail: Tax ID No: Contractor Registration No.: Signature of authorized company official approving the proposal as submitted: By: ________________________________ Title: ________________________________ Date: ________________________________ RFP – RID Road Maintenance Services Page 9 of 11 Advertised in the Helena Independent Record on Wednesday, May 3rd and May 10th, 2023. Proposals must be submitted, and a contract executed a minimum of two weeks prior to work orders being issued. No proposal will be accepted later than 5:00pm July 31, 2023. Submit completed RFP to: Lewis and Clark County Public Works Department 3402 Cooney Drive Helena, MT 59602 RFP – RID Road Maintenance Services Page 10 of 11 Standard Terms and Conditions By submitting a response to this Request for Proposal, the offeror agrees to acceptance of the following Standard Terms and Conditions and any other provisions that are specific to this solicitation. 1. Competition Lewis and Clark County encourages free and open competition among Contractors. Whenever possible, specifications, bid invitations, limited solicitations and conditions are designed to accomplish this objective, consistent with the necessity to satisfy the County’s needs and the accomplishment of a sound economical operation. The Contractor’s authorized signature on this quote guarantees that the prices quoted have been established without collusion with other eligible Contractors and without effort to preclude Lewis and Clark County from obtaining the lowest possible competitive price. 2. Gross Receipts Tax All Contractors and Subcontractors working a publicly funded project are required to pay or have withheld from earnings one percent (1%) of the gross contract price. This tax applies to public contracts of five thousand dollars ($5,000.00) and above. 3. Montana Prevailing Wage Projects greater than $25,000 - All employees employed by the Contractors and their Subcontractors in performance of this project will be paid wages at rates as may be required by the laws of the State of Montana in accordance with the schedule of Montana Prevailing Wage Rates established by the Montana Department of Labor and Industry. 4. Special Fuel Permit Montana’s 2013 Legislature passed SB116 that eliminates the requirement to obtain a Special Fuel User’s Permit. The requirement to use tax paid fuel on all public road construction projects remains in effect. 5. Performance and Payment Bonds For projects greater than $50,000 Contractor shall furnish performance and payment bonds, each in an amount at least equal to the Contract price as security for the faithful performance and payment of all of Contractor’s obligations under the Contract. These bonds shall remain in effect until one year after the date when final payment becomes due. 6. Liability Insurance Contractor will maintain general liability insurance from an insurance carrier licensed to do business in the State of Montana in the amount of one million dollars ($1,000,000) for each occurrence (minimum) and two million dollars ($2,000,000.00) aggregate. Contractor also agrees to maintain workers compensation insurance from an insurance carrier licensed to do business in the State of Montana. Proof of general liability and RFP – RID Road Maintenance Services Page 11 of 11 workers compensation insurance shall be provided to the owner prior to commencing work on this project. The owner must be listed as an additional insured on the general liability insurance certificate for this project. 7. Proposal Worksheet Contractors are required to complete all Proposal Worksheets. 8. Nondiscrimination In accordance with federal and state laws, the Contractor agrees not to discriminate against any client, employee, or applicant for employment or for services, because of race, creed, color, national origin, sex or age with regard to, but not limited to, the following: employment upgrading, demotion, or transfer; recruitment or recruitment advertising; lay-offs or terminations; rates of pay or other forms of compensation; selection for training; or rendition of services. It is further understood that any Contractor who is in violation of this clause shall be barred forthwith from receiving awards of any purchase from Lewis and Clark County unless a satisfactory showing is made that discriminatory practices have ceased and the recurrence of such acts is unlikely.