SCOPE OF WORK: The selected Contractor will be required to clean and maintain the City’s Stormwater system as detailed in the attached Appendix A, “Scope of Work” and corresponding documents. Appendix A includes cleaning and vactoring catch basins and control structures and inspections for illicit discharges and connections, stormwater facility cleaning and vactoring, stormwater facility maintenance such as filter cartridge replacement, stormwater pipe jetting, additional vactoring and root cutting services where necessary, decant and material disposal, traffic control, and other minor items as applicable.

It is the Contractor's responsibility to adequately review and understand the Scope of Work, facility locations, and all potential hazards and dangers associated with the Work.

NEW TECHNOLOGY REQUIREMENT: The City is no longer accepting paper written data collection. The City had received a professional recommendation to switch to electronic data collection using the City’s asset tracking software, Cartegraph, for easier integration of asset management into the preexisting dataset.

The Contractor shall use the City-provided third-party software, Cartegraph, to log each inspected and/or cleaned storm structure (‘Asset’), noting any maintenance issues, data issues (such as wrong location, structure type, or not found) or other comments as needed. This must be done on the same day as the inspection/cleaning of each Asset. The City will prepare a ‘Work Order’ with ‘Tasks’ in Cartegraph. Each Task will contain an inspection form to be completed with the inspection/cleaning of each Asset. The Cartegraph software provides a map of the location of each Asset and provides information on the Asset like structure type. The Work Order will provide deadlines for what year specific Assets need to be inspected/cleaned by.

The Contractor shall provide and use a tablet or phone to complete the Tasks. The City will accompany the Contractor on one to two (1-2) City-field visits to assist the Contractor with the software, if needed.

BUDGET: The current estimated budget is $515,000 to $615,000.

PROJECT TIMELINE: Upon award of the Contract, the Contractor will prioritize and commit to scheduling and performing the Work within the dryest months possible (est. between April 1st to October 15th) of each year. The Work shall be completed regularly during the dryest months of the year.   The City expects the majority of the Work to be completed prior to the end of 2025. If more time is required Contractor must immediately advise the City.

CONTRACT DURATION: Upon completion, but in no event later than December 31, 2026.  The awarded Contract will have provisions to extend the duration as mutually agreed upon by both Parties.

BID PROPOSAL SUBMITTAL: All interested and registered Contractors must submit their bid proposal through the Public Purchase portal by 2 pm (local time) on July 29, 2024. Bid proposals received after the due date will not be accepted.  There will NOT be a physical public opening of bids.  Public Purchase allows for an electronically sealed bid system and as a result all bids must be uploaded in Public Purchase to be accepted. Thus, the public opening of bids will be done electronically on Public Purchase.

 (For instructions on how to get registered in Public Purchase go here: https://www.sharedprocurementportal.com/VendorRegistration . Note that it may take up to 24 hours for newly registered accounts. Registration is a 2-step process.  Step 1 is to register.  Step 2 occurs after you receive an activation email from Public Purchase. You will have to log back in, click on the “Tools” tab then, on the “Agencies” tab.  This will take you to the Agency search page. In the Agency name box type in “Agency Name”.  Leave the “new Agency since” box blank. Make sure Registration Status says “ALL”.  Click on “search”. This will bring up the Agency below. To the far right of it you will see “view” and “Register”.  Click on the “Register” link to complete the supplier registration with the Agencies. If you do not select “Woodinville” you will not appear to me as a registered vendor and you will not be able to access this ITB or download bid attachments).

Submitted bids shall be valid for at least sixty (60) calendar days after bid opening.

The City of Woodinville will not be liable for any costs associated by the Contractor in preparation of a bid/proposal or presentation in response to this ITB.

All proposals shall be accompanied by a bid deposit in the form of cashier’s check, certified check, postal money order, or a surety bond to the City of Woodinville in the amount of five percent (5%) of the total amount of the bid. An electronic copy of the bid deposit or bond must be uploaded with the full proposal on Public Purchase, with the original bid deposit or bond either hand delivered to Woodinville City Hall or mailed to 17301 133rd Avenue NE, Woodinville, WA 98072, Attn: Chista Kouretchian no later than 2 pm, July 31, 2024.

Bidder Protests shall be pursuant to RCW 39.04.105.

BASIS OF AWARD: The City will select and award the Contract to the lowest responsible, responsive bidder pursuant to RCW 39.04.350.  The Information for Bidders on page 3 of the Bid Proposal Form clearly identifies all items and forms that must be submitted with Contractor’s bid prior to the bid closing date.  Any items or forms missing upon bid opening may deem the Contractor as not responsible.

The City will not accept any additional costs associated whatsoever with overhead, profit, duties, transportation, freight, fuel, environmental, storage, disposal, etc. These will not be paid for separately. Costs thereof should be included in the bid pricing.

AGREEMENT FOR SERVICES: The Contractor selected for final award will be required to enter into a standard Public Works Contract substantially in the form of the draft contract attached with this ITB. The selected Contractor will have, or be able to obtain, a certificate of insurance as defined in the draft contract, with a policy endorsement which names the City of Woodinville as additional insured.

PREVAILING WAGE: This Contract is subject to the requirements of Chapter 39.12 RCW, as it may be amended, relating to prevailing wages.  Prevailing rate shall be paid on public works and building service maintenance contracts. No worker, laborer or mechanic employed in the performance of any part of this Contract shall be paid less than the prevailing rate of wage as determined by the Industrial Statistician of the Department of Labor and Industries for the State of Washington.  The schedule of prevailing wage rates in King County for this Contract is available online at https://secure.lni.wa.gov/wagelookup/ and by this reference made a part of this contract as though fully set forth herein effective from the date of this ITB issuance. If the work is funded in part or in whole with Federal funds, Federal wage laws and regulations shall be applicable.  

Prior to making any payment under the awarded Contract, the City must receive an approved copy of the “Statement of Intent to Pay Prevailing Wages” from the Department of Labor and Industries.  It is the Contractor’s responsibility to obtain and file the Statement.  The Contractor shall be responsible for all filing fees. Each invoice shall include a signed statement that prevailing wages have been paid by the Contractor and all subcontractors. Following the final acceptance of the Work, Contractor shall submit an “Affidavit of Wages Paid” which must be certified by the Industrial Statistician of the Department of Labor and Industries.

In case any dispute arises as to what are the prevailing rates of wages for work of a similar nature and such dispute cannot be adjusted by the parties of interest, including labor and management representatives, the matter shall be referred for arbitration to the Director of the Department of Labor and Industries of the State and his/her decision therein shall be final and conclusive and binding on all parties involved in the dispute as provided for by RCW 39.12.060 as amended.

A NOTE about Prevailing Wages: An owner/operator does not need to pay themselves prevailing wages; HOWEVER, they do still need to pay their employees prevailing wages and file Intents and Affidavits with the Department of Labor and Industries. (See also WAC 296-127-026.)

QUESTIONS: Any questions regarding this ITB can be addressed to Chista Kouretchian at (425) 877-2288 or chistak@ci.woodinville.wa.us (email is preferred).

SUBCONTRACTORS: A public works contractor must verify responsibility criteria for each first tier subcontractor, and a subcontractor of any tier that hires other subcontractors must verify responsibility criteria for each of its subcontractors. Verification shall include that each subcontractor, at the time of subcontract execution, meets the responsibility criteria listed in RCW 39.04.350(1) and possesses an electrical contractor license, if required by chapter 19.28 RCW, or an elevator contractor license, if required by chapter 70.87 RCW. This verification requirement, as well as the responsibility criteria, must be included in every public works contract and subcontract of every tier.  Each Contractor shall submit the names of such subcontractors (or name itself as performing the work) on a separate sheet of paper attached to and submitted with their bid proposal.  In the absence of such a list submitted with the bid proposal, the Contractor’s agreement and certification in this paragraph of no subcontracting in the three identified trades remains in force.

PUBLIC RECORDS ACT: All responses submitted become the property of the City and after bid opening may be subject to public disclosure under the Public Records Act, RCW 42.56. Within two business days of the bid opening on a public works projects subject to competitive bids, if a bidder requests copies of the bids, the City will provide copies of the bids received (see RCW 39.04.105). In that event, the City will allow at least two full business days after providing bidders with copies of all bids before executing a contract for the project.

Any information contained in the response that is exempt from public disclosure because it is proprietary, a trade secret or otherwise exempt must be clearly designated. Marking of the entire response or entire sections of the response as exempt will not be accepted or honored. The City will not honor designations by the bidder where pricing is marked proprietary.

TITLE VI NON-DISCRIMINATION COMPLIANCE: The City of Woodinville, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252,42 U.S.C. 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.