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HomeMy WebLinkAboutBID - 7377 ASPHALT SUPPLYCity of Financial Services Purchasing Division PC o 580 F6rt CO.Afins St. 2ntl Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 Purchasing 970.221.6707 1cgov.com/Purchasing INVITATION TO BID 7377 ASPHALT SUPPLY BID OPENING: 3:00 P.M. (our clock), April 30, 2012 The City of Fort Collins is requesting bids from qualified firms to provide the City of Fort Collins with Hot Mix Asphaltic (HMA) to be picked up by the City or representatives, at the Contractors asphalt plant. Sealed bids will be received and publicly opened at the office of the Director of Purchasing and Risk Management, PO Box 580, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80522, at the time and date noted on the bid�roposal and/or contract documents. If delivered, they are to be sent to 215 North Mason Street, 2" Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. Bids must be received at the Purchasing Office prior to 3:00 p.m. (our clock), April 30, 2012. Questions concerning the scope of the bid should be directed to Kathleen Maddux at (970) 221- 6615 or kmaddux@fcgov.com. Questions regarding bid submittal or process should be directed to John Stephen, LEED AP, CPPO, Senior Buyer at (970) 221-6777 or jstephen@fcgov.com. A copy of the Bid may be obtained as follows: Download the Bid from the Purchasing Webpage, Current Bids page, at: http://fcgov.com/eprocurement Special Instructions All bids must be properly signed by an authorized representative of the company with the legal capacity to bind the company to the agreement. Bids may be withdrawn up to the date and hour set for closing. Once bids have been accepted by the City and closing has occurred, failure to enter into contract or honor the purchase order will be cause for removal of supplier's name from the City of Fort Collins' bidders list for a period of twelve months from the date of the opening. The City may also pursue any remedies available at law or in equity. Bid prices must be held firm for a period of forty-five (45) days after bid openings. Submission of a bid is deemed as acceptance of all terms, conditions and specifications contained in the City's specifications initially provided to the bidder. Any proposed modification must be accepted in writing by the City prior to award of the bid. Only bids properly received by the Purchasing Office will be accepted. All bids should be clearly identified by the bid number and bid name contained in the bid proposal. No proposal will be accepted from, or any purchase order awarded, to any person, firm or corporation in default on any obligation to the City. Bids must be furnished exclusive of any federal excise tax, wherever applicable BID 7377 Asphalt Supply Page 1 of 25 REVISION OF SECTION 401 PLANT MIX PAVEMENTS Subsection 403.05 is revised to include the following: The accepted quantities will be paid for at the contract unit price for each of the pay items listed below: Pay Item Unit 403.10 HMA GR SX (PG 58-28) 20% RAP Ton 403.15 HMA GR SX (PG 64-22) 20% RAP Ton 403.20 HMA GR S (PG 58-28) 20% RAP Ton 403.25 HMA GR S (PG 64-22) 20% RAP Ton 403.30 HMA GR S (PG 64-28) 20% RAP Ton 403.35 HMA GR SG (PG 58-28) 20% RAP Ton 403.40 HMA GR SG (PG 64-22) 20% RAP Ton The above prices and payments shall include full compensation for furnishing all labor, materials, tools, equipment, and incidentals, and for doing all the work involved in providing Hot Mix Asphalt materials, complete, as specified in these specifications, and as directed by the Engineer. END OF SECTION BID 7377 Asphalt Supply Page 10 of 25 REVISION OF SECTION 109 MEASUREMENT AND PAYMENT Section 109 of the Standard Specifications is hereby revised as follows: DESCRIPTION The Colorado Department of Transportation "Standard Specifications for Road and Bridge Construction", latest revision, and the current Larimer County "Urban Area Street Standards" (hereafter referred to as the "Standard Specifications") are made a part of the Contract by this reference, except as revised herein, and are hereby adopted as the minimum Standard Specifications of Compliance for this project. Subsection 109.06 shall be amended to include the following: 2. Price adjustments shall be paid on a monthly basis for asphalt cement included in the work with the following conditions: H Payment shall be based on the pay item quantities under Section 403, Hot Mix Asphalt, and per the invoice for pay items when asphalt cement is included in the accepted quantities. Price adjustments may be either positive or negative dollar amounts. The intention of the monthly price adjustment is to account for direct price increases or decreases due to asphalt cement costs only. Any asphalt cement price decreases will also be passed on to the City in the form of a price reduction. J Vendor will be required to submit HMA monthly pricing including the asphalt cement supplier quote for the upcoming month no later than the 2"d to the last business day of each month. K In the event a Vendor does not submit new monthly pricing for the upcoming month, no material will be purchased from that Vendor for that month. L No payments will be made to the Vendor without receipt of the asphalt cement suppliers' invoice as verification of the asphalt cement price deviation from the original per ton bid price. The prices submitted for verification shall be for delivered asphalt cement for the respective month of invoicing. M Asphalt cement cost adjustments shall not be made for any invoices falling wholly after the expiration of contract time. N No payment will be allowed for any HMA material that is deemed to not meet the specifications. The asphalt cement cost adjustment shall be the sum of the individual adjustments for each of the pay items. No adjustment shall be made for asphalt cement costs on items other than those shown above. EXAMPLE: The bid price per ton listed in Column 1 shall be valid and held firm for the entire month of April 2012. The price listed in Column 2 will be the "Price Adjustment Factor" and shall BID 7377 Asphalt Supply Page 11 of 25 REVISION OF SECTION 109 MEASUREMENT AND PAYMENT remain fixed throughout the term of the contract. • Bidders will be required to state the April 2012 asphalt cement' price per ton. This will be the base price per ton. • Price increases based on the cost of asphalt cement will be allowed per the following: The Vendor must use the amount stated for Item A (April 2012 asphalt cement cost per ton) as a base. If the per ton cost of asphalt cement rises, the amount of increase (the new cost per ton less the base amount shown in Item A) will be calculated as "Increment Units" that will be factored into the formula below to establish the amount of allowable increase for a ton of finished product. Each "Increment Unit" will equal $10.00 (example; a per tonincrease of $35.00 for asphalt cement will result in 3.5 Increment Units). Partial increment units of 0.50 and above will be rounded up; partial units of 0.49 and below will be rounded down. This formula shall be used to calculate the allowable price increases for each finished product: Allowable increase = number of Increment Units x Price Adjustment Factor Note: The above calculation will also be utilized for any price decreases. Item `A': The following bid price is based on the April 2012 price for: Asphalt cement (PG 64-22) 300.00 /ton MIX DESIGN COLUMN 1 COLUMN 2 Mix Design Method Price Adjustment Factor SHRP N DESIGN 75OR 100 GR S (PG 64-22) with 20% RAP $ 35.00 /ton $ 0.39 /ton The following example illustrates a price adjustment using the above examples: April per ton cost of asphalt cement = $300.00 May per ton cost of asphalt cement = $335.00 Note: the `Price Adjustment Factor' (PAF) in Item `A' will always be the figure that is subtracted from each respective increase per ton cost of asphalt cement. Increment Units = $335.00 - $300.00 divided by $10.00 = 3.5 (rounded up to 4.0) 4.0 Increment Units x $0.39 Price Adjustment Factor = $1.56 BID 7377 Asphalt Supply Page 12 of 25 REVISION OF SECTION 109 MEASUREMENT AND PAYMENT Original Bid price per ton in Column 1 for GR S (PG 64-22) with 20% RAP = $35.00/ton New May price per ton for GR S (PG 64-22) with 20% RAP = $ 36.56 /ton END OF SECTION BID 7377 Asphalt Supply Page 13 of 25 REVISION OF SECTION 401 PLANT MIX PAVEMENTS Section 401 of the Standard Specifications is hereby revised as follows: • The following paragraph shall be deleted from Subsection 401.02 of the Standard Specifications: (a)(3) "A sufficient quantity of each aggregate for the Department to perform the tests specified in Section 3.2.1 of CP 52." • Subsection 401.02 is hereby revised to include the following: Requests made in writing by the Contractor for changes in the job mix formula shall be considered by the Engineer. A job mix formula shall be determined by the Contractor and submitted to the Engineer for approval a minimum of one week prior to the beginning of construction for each proposed change. The Contractor shall provide the Engineer with a report from an independent testing laboratory acceptable to the Engineer. The report shall state the Superpave properties, optimum oil content, job mix formula and recommended mixing and placing temperatures. The costs for all job mix formulas shall be the responsibility of the Contractor. If the Contractor uses more than three (3) job mix formulas for a type of plant mix pavement used, the City may charge the Contractor for testing and evaluation of the mix designs, including the costs for calibration. Mix design verification testing shall be the responsibility of the Contractor. A minimum of one verification per mix design or one per 10,000 ton of mix used shall be provided to confirm oil content, gradation, air voids, VMA, and stability. END OF SECTION BID 7377 Asphalt Supply Page 14 of 25 Section 403 of the Standard Specifications is hereby revised as follows: Subsection 403.01 shall be amended to include the following: This work shall consist of supplying HMA to the City of Fort Collins. This material shall be picked up by The City of Fort Collins at the Contractor's asphalt plant. The material shall include Grading SX, Grading S, and Grading SG Hot Mix Asphalt, according to the current Colorado Department of Transportation Design Criteria and the Larimer County Urban Area Street Standards or as specified herein. Subsection 403.02 shall be amended to include the following: Laboratory Mix Design — Superpave mix, Grading S, SX, SG - The mix design shall be prepared by an independent laboratory acceptable to the Engineer. The criterion for the mix design is as follows: o Designed according to most recent set of SUPERPAVE Specifications available at the time o A request made in writing by the Contractor for changes in the job mix formula will be considered by the Engineer. o The design mix for Grading S, SX, and SG shall conform to the current Larimer County Urban Area Street Standards and the following: Property Grading Grading Grading Test Method S SG SX CPL Minimum Dry Split Tensile 5109 205 (30) 205 (30) 205 (30) Strength, kPa (psi) Method B PG 58-28 PG 64-22 PG 58-28 PG 58-28 Grade of Asphalt Cement PG 64-28 PG 64-22 PG 64-22 Voids in the Mineral CP 48 (a) (a) (a) Aggregate (VMA) % minimum Voids Filled with Asphalt (VFA) % Al MS-2 (a) (a) (a) (a) Current CDOT Design Criteria Subsection 403.05 is revised to include the following: The accepted quantities will be paid for at the contract unit price for each of the pay items listed below: Pay Item Unit 403.10 HMA GR SX (PG 58-28) 20% RAP Ton 403.15 HMA GR SX (PG 64-22) 20% RAP Ton 403.20 HMA GR S (PG 58-28) 20% RAP Ton 403.25 HMA GR S (PG 64-22) 20% RAP Ton 403.30 HMA GR S (PG 64-28) 20% RAP Ton 403.35 HMA GR SG (PG 58-28) 20% RAP Ton 403.40 HMA GR SG (PG 64-22) 20% RAP Ton The above prices and payments shall include full compensation for furnishing all labor, materials, tools, equipment, and incidentals, and for doing all the work involved in providing Hot Mix Asphalt materials, complete, as specified in these specifications, and as directed by the Engineer. END OF SECTION SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and , hereinafter referred to as "Service Provider". W ITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services. The Service Provider agrees to provide services in accordance with the scope of services attached hereto as Exhibit "A", consisting of ( ) page and incorporated herein by this reference. 2. The Work Schedule. [Optional] The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule attached hereto as Exhibit "B", consisting of ( ) page and incorporated herein by this reference. 3. Time of Commencement and Completion of Services. The services to be performed pursuant to this Agreement shall be initiated within ( ) days following execution of this Agreement. Services shall be completed no later than . Time is of the essence. Any extensions of the time limit set forth above must be agreed upon in a writing signed by the parties. 4. Contract Period. [Option 11 This Agreement shall commence upon the date of execution shown on the signature page of this Agreement and shall continue in full force and effect for one (1) year, unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for an additional period of one (1) year at the rates provided with written notice to the Professional mailed no later than ninety (90) days prior to contract end. 5. Contract Period. [Option 2] This Agreement shall commence 200 , and shall continue in full force and effect until 1200 , unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for additional one year periods not to exceed ( ) additional one year periods. Renewals and pricing changes shall be negotiated by and agreed to by both parties. The Denver Boulder Greeley CPIU published by the Colorado State Planning and Budget Office will be used as a guide. Written notice of renewal shall be provided to the Service Provider and mailed no later than ninety (90) days prior to contract end. 6. Delay. If either party is prevented in whole or in part from performing its obligations by unforeseeable causes beyond its reasonable control and without its fault or negligence, then the party so prevented shall be excused from whatever performance is prevented by such cause. To the extent that the performance is actually prevented, the Service Provider must provide written notice to the City of such condition within fifteen (15) days from the onset of such condition. [Early Termination clause here as an option 7. Early Termination by City/Notice. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Service Provider. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: City: Copy to: Service Provider: City of Fort Collins City of Fort Collins Attn: Purchasing Attn: PO Box 580 PO Box 580 Fort Collins, CO 80522 Fort Collins, CO 80522 In the event of early termination by the City, the Service Provider shall be paid for services rendered to the date of termination, subject only to the satisfactory performance of the Service Provider's obligations under this Agreement. Such payment shall be the Service Provider's sole right and remedy for such termination. 8. Contract Sum. The City shall pay the Service provider for the performance of this Contract, subject to additions and deletions provided herein, per the attached Exhibit" ", consisting of page , and incorporated herein by this reference. 9. City Representative. The City will designate, prior to commencement of the work, its representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the services provided under this agreement. All requests concerning this agreement shall be directed to the City Representative. 10. Independent Service provider. The services to be performed by Service Provider are those of an independent service provider and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Service Provider's compensation hereunder for the payment of FICA, Workmen's Compensation or other taxes or benefits or for any other purpose. 11. Personal Services. It is understood that the City enters into the Agreement based on the special abilities of the Service Provider and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Service Provider shall neither assign any responsibilities nor delegate any duties arising under the Agreement without the prior written consent of the City. 12. Acceptance Not Waiver. The City's approval or acceptance of, or payment for any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement or cause of action arising out of performance of this Agreement. 13. Warranty. Bidders must be properly licensed and secure necessary permits wherever applicable. Bidders not responding to this bid will be removed from our automated vendor listing for the subject commodities. The City may elect where applicable, to award bids on an individual item/group basis or on a total bid basis, whichever is most beneficial to the City. The City reserves the right to acceptor reject any and all bids, and to waive any irregularities or informalities. Sales prohibited/conflict of interest: no officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision - making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity, favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. Freight terms: unless otherwise noted, all freight is F.O.B. Destination, Freight Prepaid. All freight charges must be included in prices submitted on proposal. Discounts: any discounts allowed for prompt payment, etc., must be reflected in bid figures and not entered as separate pricing on the proposal form. Purchasing restrictions: your authorized signature of this bid assures your firm's compliance with the City's purchasing restrictions. A copy of the resolutions is available for review in the Purchasing Office or the City Clerk's Office. Request Resolution 91-121 for cement restrictions. Collusive or sham bids: any bid deemed to be collusive or a sham bid will be rejected and reported to authorities as such. Your authorized signature of this bid assures that such bid is genuine and is not a collusive or sham bid. Bid results: for information regarding results for individual bids send a self-addressed, self -stamped envelope and a bid tally will be mailed to you. Bid results will be posted in our office 7 days after the bid opening. James B. O'Neill 11, CPPO, FNIGP Director of Purchasing and Risk Management BID 7377 Asphalt Supply Page 2 of 25 a. Service Provider warrants that all work performed hereunder shall be performed with the highest degree of competence and care in accordance with accepted standards for work of a similar nature. b. Unless otherwise provided in the Agreement, all materials and equipment incorporated into any work shall be new and, where not specified, of the most suitable grade of their respective kinds for their intended use, and all workmanship shall be acceptable to City. C. Service Provider warrants all equipment, materials, labor and other work, provided under this Agreement, except City -furnished materials, equipment and labor, against defects and nonconformances in design, materials and workmanship/workwomanship for a period beginning with the start of the work and ending twelve (12) months from and after final acceptance under the Agreement, regardless whether the same were furnished or performed by Service Provider or by any of its subcontractors of any tier. Upon receipt of written notice from City of any such defect or nonconformances, the affected item or part thereof shall be redesigned, repaired or replaced by Service Provider in a manner and at a time acceptable to City. 14. Default. Each and every term and condition hereof shall be deemed to be a material element of this Agreement. In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default thereof. 15. Remedies. In the event a party has been declared in default, such defaulting party shall be allowed a period often (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail himself of any other remedy at law or equity. If the non -defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non - defaulting party for the non -defaulting party's reasonable attorney fees and costs incurred because of the default. 16. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties. 17. Indemnity/Insurance. a. The Service Provider agrees to indemnify and save harmless the City, its officers, agents and employees against and from any and all actions, suits, claims, demands or liability of any character whatsoever brought or asserted for injuries to or death of any person or persons, or damages to property arising out of, result from or occurring in connection with the performance of any service hereunder. b. The Service Provider shall take all necessary precautions in performing the work hereunder to prevent injury to persons and property. c. Without limiting any of the Service Provider's obligations hereunder, the Service Provider shall provide and maintain insurance coverage naming the City as an additional insured under this Agreement of the type and with the limits specified within Exhibit , consisting of one (1) page, attached hereto and incorporated herein by this reference. The Service Provider before commencing services hereunder, shall deliver to the City's Director of Purchasing and Risk Management, P. O. Box 580 Fort Collins, Colorado 80522 one copy of a certificate evidencing the insurance coverage required from an insurance company acceptable to the City. 18. Entire Agreement. This Agreement, along with all Exhibits and other documents incorporated herein, shall constitute the entire Agreement of the parties. Covenants or representations not contained in this Agreement shall not be binding on the parties. 19. Law/Severability. The laws of the State of Colorado shall govern the construction interpretation, execution and enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. 20. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-101, C.R.S., et. seq., Service Provider represents and agrees that: a. As of the date of this Agreement: 1. Service Provider does not knowingly employ or contract with an illegal alien who will perform work under this Agreement; and 2. Service Provider will participate in either the e-Verify program created in Public Law 208, 104th Congress, as amended, and expanded in Public Law 156, 108th Congress, as amended, administered by the United States Department of Homeland Security (the "e-Verify Program") or the Department Program (the "Department Program"), an employment verification program established pursuant to Section 8-17.5-102(5)(c) C. R.S. in order to confirm the employment eligibility of all newly hired employees to perform work under this Agreement. b. Service Provider shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or knowingly enter into a contract with a subcontractor that knowingly employs or contracts with an illegal alien to perform work under this Agreement. c. Service Provider is prohibited from using the e-Verify Program or Department Program procedures to undertake pre -employment screening of job applicants while this Agreement is being performed. d. If Service Provider obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien, Service Provider shall: 1. Notify such subcontractor and the City within three days that Service Provider has actual knowledge that the subcontractor is employing or contracting with an illegal alien; and 2. Terminate the subcontract with the subcontractor if within three days of receiving the notice required pursuant to this section the subcontractor does not cease employing or contracting with the illegal alien; except that Service Provider shall not terminate the contract with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien. e. Service Provider shall comply with any reasonable request by the Colorado Department of Labor and Employment (the "Department") made in the course of an investigation that the Department undertakes or is undertaking pursuant to the authority established in Subsection 8-17.5-102 (5), C.R.S. f. If Service Provider violates any provision of this Agreement pertaining to the duties imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this Agreement. If this Agreement is so terminated, Service Provider shall be liable for actual and consequential damages to the City arising out of Service Provider's violation of Subsection 8-17.5-102, C.R.S. g. The City will notify the Office of the Secretary of State if Service Provider violates this provision of this Agreement and the City terminates the Agreement for such breach. 21. Special Provisions. [Optional] Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit " ", consisting of ) pages, attached hereto and incorporated herein by this reference. ATTEST: City Clerk APPROVED AS TO FORM: Assistant City Attorney CITY OF FORT COLLINS, COLORADO a municipal corporation By: James B. O'Neill II, CPPO, FNIGP Director of Purchasing and Risk Management :a PRINT NAME CORPORATE PRESIDENT OR VICE PRESIDENT Date: ATTEST: (Corporate Seal) CORPORATE SECRETARY EXHIBIT " INSURANCE REQUIREMENTS 1. The Service Provider will provide, from insurance companies acceptable to the City, the insurance coverage designated hereinafter and pay all costs. Before commencing work under this bid, the Service Provider shall furnish the City with certificates of insurance showing the type, amount, class of operations covered, effective dates and date of expiration of policies, and containing substantially the following statement: "The insurance evidenced by this Certificate will not be cancelled or materially altered, except after ten (10) days written notice has been received by the City of Fort Collins." In case of the breach of any provision of the Insurance Requirements, the City, at its option, may take out and maintain, at the expense of the Service Provider, such insurance as the City may deem proper and may deduct the cost of such insurance from any monies which may be due or become due the Service Provider under this Agreement. The City, its officers, agents and employees shall be named as additional insureds on the Service Provider's general liability and automobile liability insurance policies for any claims arising out of work performed under this Agreement. 2. Insurance coverages shall be as follows: A. Workers' Compensation & Employer's Liability. The Service Provider shall maintain during the life of this Agreement for all of the Service Provider's employees engaged in work performed under this agreement: Workers' Compensation insurance with statutory limits as required by Colorado law. 2. Employer's Liability insurance with limits of $100,000 per accident, $500,000 disease aggregate, and $100,000 disease each employee. B. Commercial General & Vehicle Liability. The Service Provider shall maintain during the life of this Agreement such commercial general liability and automobile liability insurance as will provide coverage for damage claims of personal injury, including accidental death, as well as for claims for property damage, which may arise directly or indirectly from the performance of work under this Agreement. Coverage for property damage shall be on a "broad form" basis. The amount of insurance for each coverage, Commercial General and Vehicle, shall not be less than $500,000 combined single limits for bodily injury and property damage. In the event any work is performed by a subcontractor, the Service Provider shall be responsible for any liability directly or indirectly arising out of the work performed under this Agreement by a subcontractor, which liability is not covered by the subcontractor's insurance. BID Page 25 of 25 BID PROPOSAL BID 7377 ASPHALT SUPPLY WE HEREBY ENTER OUR BID FOR THE CITY OF FORT COLLINS, REQUIREMENTS FOR THE 2012 ASPHALT SUPPLY PER BID INVITATION, ATTACHED SPECIAL INSTRUCTIONS, AND ANY REFERENCED SPECIFICATIONS: The Colorado Department of Transportation "Standard Specification for Road and Bridge Construction", latest revision, including all Supplemental Specifications and the current version of the Larimer County Urban Area Street Standards are made part of this contract by this reference, except as revised herein, and hereby adopted as the minimum Standard Specification of compliance for this contract. The purpose of this bid is to provide the City of Fort Collins with Hot Mix Asphalt to be picked up by the City at the Contractors asphalt plant. Quantities are estimates only and will be used for bidding and award purposes only. The City reserves the right to award to more than one Contractor. The City reserves the right to award on cost per ton plus lowest transportation costs to the job and availability of material. Any substandard asphalt product may be rejected by the City. Contractor must have silo storage capabilities of a minimum of 500 ton. Awarded Contractor must enter into the attached service agreement (for your review) and provide the required insurance (Exhibit B). This agreement is effective for one year from the date on the service agreement. At the option of the City, the Agreement may be extended for additional one year periods not to exceed four (4) additional one year periods. Pricing changes shall be negotiated by and agreed to by both parties and may not exceed the Denver - Boulder CPI-U as published by the Colorado State Planning and Budget Office. The awarded Contractor must supply asphalt as requested by the City departments on demand, when a 12 hour notice is given. This applies to pickups Monday through Saturday, occasionally at night, and infrequently on Sundays. City crews shall not be kept waiting for loading of asphalt for a period longer than fifteen (15) minutes and should alternate when loading if Contractors trucks are waiting. The transportation adjustment factor will consider tons/mile to compensate for shipping costs associated with asphalt plants located outside the Fort Collins city limits. The City may require testing of the work, including materials, products, processes and equipment. The costs for tests not required elsewhere by these specifications shall be paid by the City where such tests show compliance with the Contract Documents; otherwise the costs shall be paid by the Contractor. Any products, materials and equipment condemned or rejected by the City or it's authorized inspector because of nonconformity with the Contract Documents may be removed or reduced in price as provided in the Standard Specifications. Any costs to remove and replace non -conforming materials, shall be borne by the Contractor. The City, and authorized government agents, and their representatives shall at all times be provided safe access to the Contractors asphalt plant; and the Contractor shall provide facilities for such access and for inspection. BID 7377 Asphalt Supply Page 3 of 25 BID SCHEDULE 2012 CITY OF FORT COLLINS ASPHALT SUPPLY CONTRACT Hot Mix Asphalt Pricing (FOB Plant) ITEM ITEM ESTIMATED UNIT NO. DESCRIPTION QUANTITY PRICE 403.10 HMA GR SX (PG 58-28) 20% RAP 100 tons $ /ton 403.15 HMA GR SX (PG 64-22) 20% RAP 100 tons $ /ton 403.20 HMA GR S (PG 58-28) 20% RAP 100 tons $ /ton 403.25 HMA GR S (PG 64-22) 20% RAP 12,850 tons $ /ton 403.30 HMA GR S (PG 64-28) 20% RAP 100 tons $ /ton 403.35 HMA GR SG (PG 58-28) 20% RAP 6,675 tons $ /ton 403.40 HMA GR SG (PG 64-22) 20% RAP 36,645 tons $ /ton Note: The quantities listed above are estimates only. The City of Fort Collins reserves the right.to modify the quantities for any or all items listed. IN ADDITION TO THE BID SCHEDULE PRICES FOR EACH MIX DESIGN LISTED ABOVE, VENDORS MUST SUBMIT THE FOLLOWING COSTS FOR APRIL 2012: Asphalt Cement (PG 58-28) $ /ton Asphalt Cement (PG 64-22) $ /ton Asphalt Cement (PG 64-28) $ /ton Price Adjustment Factor: GR SX (PG 58-28) 20% RAP $ /ton GR SX (PG 64-22) 20% RAP $ /ton GR S (PG 58-28) 20% RAP $ /ton GR S (PG 64-22) 20% RAP $ /ton GR S (PG 64-28) 20% RAP $ /ton GR SG (PG 58-28) 20% RAP $ /ton GR SG (PG 64-22) 20% RAP $ /ton BID 7377 Asphalt Supply Page 4 of 25 FIRM NAME SIGNATURE ADDRESS PHONE FAX Are you a Corporation, Partnership, DBA, LLC, or PC PRINT NAME CELL PHONE EMAIL BID 7377 Asphalt Supply Page 5 of 25 REVISION OF SECTION 109 MEASUREMENT AND PAYMENT Section 109 of the Standard Specifications is hereby revised as follows: DESCRIPTION The Colorado Department of Transportation "Standard Specifications for Road and Bridge Construction", latest revision, and the current Larimer County "Urban Area Street Standards" (hereafter referred to as the "Standard Specifications") are made a part of the Contract by this reference, except as revised herein, and are hereby adopted as the minimum Standard Specifications of Compliance for this project. Subsection 109.06 shall be amended to include the following: 1. Price adjustments shall be paid on a monthly basis for asphalt cement included in the work with the following conditions: A Payment shall be based on the pay item quantities under Section 403, Hot Mix Asphalt, and per the invoice for pay items when asphalt cement is included in the accepted quantities. B Price adjustments may be either positive or negative dollar amounts. The intention of the monthly price adjustment is to account for direct price increases or decreases due to asphalt cement costs only. Any asphalt cement price decreases will also be passed on to the City in the form of a price -reduction. C Vendor will be required to submit HMA monthly pricing including the asphalt cement supplier quote for the upcoming month no later than the 2nd to the last business day of each month. D In the event a Vendor does not submit new monthly pricing for the upcoming month, no material will be purchased from that Vendor for that month. E No payments will be made to the Vendor without receipt of the asphalt cement suppliers' invoice as verification of the asphalt cement price deviation from the original per ton bid price. The prices submitted for verification shall be for delivered asphalt cement for the respective month of invoicing. F Asphalt cement cost adjustments shall not be made for any invoices falling wholly after the expiration of contract time. G No payment will be allowed for any HMA material that is deemed to not meet the specifications. The asphalt cement cost adjustment shall be the sum of the individual adjustments for each of the pay items. No adjustment shall be made for asphalt cement costs on items other than those shown above. EXAMPLE: The bid price per ton listed in Column 1 shall be valid and held firm for the entire month of April 2012. The price listed in Column 2 will be the "Price Adjustment Factor" and shall remain fixed throughout the term of the contract. BID 7377 Asphalt Supply Page 6 of 25 REVISION OF SECTION 109 MEASUREMENT AND PAYMENT • Bidders will be required to state the April 2012 asphalt cement price per ton. This will be the base price per ton. • Price increases based on the cost of asphalt cement will be allowed per the following: The Vendor must use the amount stated for Item A (April 2012 asphalt cement cost per ton) as a base. If the per ton cost of asphalt cement rises, the amount of increase (the new cost per ton less the base amount shown in Item A) will be calculated as "Increment Units" that will be factored into the formula below to establish the amount of allowable increase for a ton of finished product. Each "Increment Unit" will equal $10.00 (example; a per ton increase of $35.00 for asphalt cement will result in 3.5 Increment Units). Partial increment units of 0.50 and above will be rounded up; partial units of 0.49 and below will be rounded down. This formula shall be used to calculate the allowable price increases for each finished product: Allowable increase = number of Increment Units x Price Adjustment Factor Note: The above calculation will also be utilized for any price decreases. Item `A': The following bid price is based on the April 2012 price for: Asphalt cement (PG 64-22) 300.00 /ton MIX DESIGN COLUMN 1 COLUMN 2 Mix Design Method Price Adjustment Factor SHRP N DESIGN 75OR 100 GR S (PG 64-22) with 20% RAP $ 35.00 /ton $ 0.39 /ton The following example illustrates a price adjustment using the above examples: April per ton cost of asphalt cement = $300.00 May per ton cost of asphalt cement = $335.00 Note: the `Price Adjustment Factor' (PAF) in Item `A' will always be the figure that is subtracted from each respective increase per ton cost of asphalt cement. Increment Units = $335.00 - $300.00 divided by $10.00 = 3.5 (rounded up to 4.0) 4.0 Increment Units x $0.39 Price Adjustment Factor = $1.56 Original Bid price per ton in Column 1 for GR S (PG 64-22) with 20% RAP = $35.00/ton New May price per ton for GR S (PG 64-22) with 20% RAP = $ 36.56 /ton END OF SECTION BID 7377 Asphalt Supply Page 7 of 25 REVISION OF SECTION 401 PLANT MIX PAVEMENTS Section 401 of the Standard Specifications is hereby revised as follows: • The following paragraph shall be deleted from Subsection 401.02 of the Standard Specifications: (a)(3) "A sufficient quantity of each aggregate for the Department to perform the tests specified in Section 3.2.1 of CP 52." • Subsection 401.02 is hereby revised to include the following: Requests made in writing by the Contractor for changes in the job mix formula shall be considered by the Engineer. A job mix formula shall be determined by the Contractor and submitted to the Engineer for approval a minimum of one week prior to the beginning of construction for each proposed change. The Contractor shall provide the Engineer with a report from an independent testing laboratory acceptable to the Engineer. The report shall state the Superpave properties, optimum oil content, job mix formula and recommended mixing and placing temperatures. The costs for all job mix formulas shall be the responsibility of the Contractor. If the Contractor uses more than three (3) job mix formulas for a type of plant mix pavement used, the City may charge the Contractor for testing and evaluation of the mix designs, including the costs for calibration. Mix design verification testing shall be the responsibility of the Contractor. A minimum of one verification per mix design or one per 10,000 ton of mix used shall be provided to confirm oil content, gradation, air voids, VMA, and stability. END OF SECTION BID 7377 Asphalt Supply Page 8 of 25 REVISION OF SECTION 401 PLANT MIX PAVEMENTS Section 403 of the Standard Specifications is hereby revised as follows: Subsection 403.01 shall be amended to include the following: This work shall consist of supplying HMA to the City of Fort Collins. This material shall be picked up by The City of Fort Collins at the Contractor's asphalt plant. The material shall include Grading SX, Grading S, and Grading SG Hot Mix Asphalt, according to the current Colorado Department of Transportation Design Criteria and the Larimer County Urban Area Street Standards or as specified herein. Subsection 403.02 shall be amended to include the following: Laboratory Mix Design — Superpave mix, Grading S, SX, SG - The mix design shall be prepared by an independent laboratory acceptable to the Engineer. The criterion for the mix design is as follows: o Designed according to most recent set of SUPERPAVE Specifications available at the time o A request made in writing by the Contractor for changes in the job mix formula will be considered by the Engineer. o The design mix for Grading S, SX, and SG shall conform to the current Larimer County Urban Area Street Standards and the following: Property Grading Grading Grading Test Method S SG SX CPL Minimum Dry Split Tensile 5109 205 (30) 205 (30) 205 (30) Strength, kPa (psi) Method B PG 58-28 PG 58-28 PG 58-28 Grade of Asphalt Cement PG 64-22 PG 64-22 PG 64-22 PG 64-28 Voids in the Mineral CP 48 (a) (a) (a) Aggregate (VMA) % minimum Voids Filled with Asphalt (a) (a) (a) (VFA) % Al MS-2 (a) Current CDOT Design Criteria BID 7377 Asphalt Supply Page 9 of 25