FY25-27 Aggregate Supply Services

Sealed bids will be received by 2:00 pm local time on Friday, September 27, 2024, at the City Hall Clerk’s Office. Any bids received after the time and date specified will not be considered.

City of Unalaska

Office of the City Clerk, Estkarlen Magdaong

P.O. Box 610

43 Raven Way

Unalaska, Alaska 99685

Tel. 907-581-1251

Fax 907-581-1417

[email protected]

An electronic copy of the ITB documents may be obtained from the City of Unalaska website: http://www.ci.unalaska.ak.us/rfps, for no charge.

All questions about this Invitation to Bid must be directed to the Project Manager of Public Works.

City of Unalaska

Department of Public Works,

Marc Kielmeyer, Project Manager

P.O. Box 610

Unalaska, AK 99685

Phone 907-581-1260

[email protected]

Each Bid must be submitted on the prescribed Bid form and accompanied by submittal information as prescribed in the Instruction to Bidders.

A pre-bid conference will be held on Friday, September 13, 2024 at 2:00 p.m. at the City of Unalaska Department of Public Works. The pre-bid conference may be attended in person or by teleconference at 1-888-204-5984, Access Code 2005439.

This Invitation to Bid Package includes the following documents:

• Invitation to Bid

Instructions to Bidders

• Attachment A – Qualifications Experience and References

Attachment B – Bidding Form
Attachment C – Product Order Form
Attachment D – Form of Aggregate Supply Contract
Attachment E – Insurance Requirements

INSTRUCTIONS TO BIDDERS

1. Defined Terms.

Terms used in these Instructions to Bidders have the meanings indicated below which are applicable to both the singular and plural thereof.

A. Bidder - one who submits a Bid.

B. Bidding Documents - the Bidding Requirements (including all Addenda issued prior to receipt of Bids).

C. Bidding Requirements - the Invitation to Bid, Instructions to Bidders, and Bid Form, plus additional documents that may be submitted with the Bid.

D. Issuing Office - the City of Unalaska, Department of Public Works, from which the Bidding Documents are to be issued and where the bidding procedures are to be administered.

E. Low Bidder - Low Bidder or Bidders will be determined on the basis of the lowest Amount for each individual bid item. A Bidder may submit a Bid on one or more individual Bid items.

F. Product Loading Area (PLA) – area designated by the Bidder where the Bidder will load the Aggregate into the City trucks. Any and all PLA’s shall be located on the City of Unalaska Road system, including roads without public Rights-of-Way, provided legal access is assured by the supplier.

G. Successful Bidder - the lowest, qualified, responsible and responsive Bidder to whom the City (on the basis of the City's evaluation as hereinafter provided) makes an Award. NOTE: There may be one or more successful bidders. Bids for individual items may be awarded to different bidders. Refer to item 1E, above.

H. Certified Scale - a commercial weighing system certified according to the specifications, tolerances and regulations for commercial weighing and measuring devices contained in the National Bureau of Standards, Handbook 44, as adopted by Alaska Statute, Section 45.75.050.(d). All commercial scales are subject to approval according to the Weights and Measures Act, AS 45.75. The Certified Scale must be of sufficient length and width to accommodate the entire truck such as a double-axle end dump or a tractor-trailer side dump. End dump and pup (EDP) may scale separately while connected.

II. PURPOSE

The City of Unalaska is seeking bids from qualified bidders. This Invitation is made in order to enter into an approximately two-year contract, from execution of the Aggregate Supply Agreement to June 30, 2027, with an option for two (2) one-year extensions if requested by the City.

III. SCOPE OF SERVICES

Products must meet the specification and requirement described in this ITB. Bids must be submitted on the attached Bid Form (Attachment B) and must specify the unit price for each item.

IV. QUALIFICATIONS EXPERIENCE AND REFERENCES

Interested companies are requested to submit a completed Bid Form together with the following information, which shall be used to determine if bidders are qualified to bid on the contract. Please see Attachment “A”.

COMPANY PROFILE: Provide an overview of your company, including years of experience, certifications, and any affiliations. Location of the home office and scope of services offered.

STAFF QUALIFICATIONS: Qualifications and training of your operations and staff.

NARRATIVE: Briefly describe the methodology you would use to provide the services needed.

REFERENCES: Include references from previous or current customers, preferably customers with similar needs. The City may determine that a bidder lacking favorable references is not qualified.

EQUIPMENT: List of types of equipment and vehicles available for providing services. The City shall determine that a bidder is not qualified if the bidder does not identify vehicles and equipment necessary for safe and satisfactory deliver of Product.

V. Product Bid & Pricing

1. BID PRICE / ANNUAL RENEWAL

The Price per Ton for each product provided by the Bidder shall be the same for ALL years of the contract. Renewals of the contract will be on an annual basis not to exceed two (2), one-year renewals on the same terms and conditions set forth in the original Aggregate Supply Contract, subject to mutual agreement on the quantities for each renewal period. Exercise of the renewal option will be made at the discretion and election of the City by May 15th of each year. The Bidder shall have 30 days to sign the renewal option or decline the contract extension, if exercised by the City.

2. Examination of Bidding Documents.

A. It is the responsibility of each Bidder before submitting a Bid:

1. To examine thoroughly the Bidding Documents and other related data identified in the Bidding Documents;

2. To consider federal, state, and local Laws and Regulations that may affect cost, progress, performance, or furnishing of the Product;

3. To study and carefully correlate Bidder's knowledge and observations with the Bidding Documents and such other related data;

4. To promptly notify the City of all conflicts, errors, ambiguities or discrepancies, which Bidder has discovered in or between the Bidding Documents; and

5. To review applicability of the City of Unalaska sales tax to any purchases of materials or services related to the Work.

B. The submission of a Bid will constitute an incontrovertible representation by Bidder that Bidder has complied with every requirement of this Invitation to Bid that, without exception, the Bid is premised upon performing and furnishing the material required by the Bidding Documents; that Bidder has given the City written notice of all conflicts, errors, ambiguities, and discrepancies that Bidder has discovered in the Bidding Documents and the written resolution thereof by the City is acceptable to Bidder; that the lands upon which the PLA is to be located have legally sufficient rights-of-way and easements for access thereto; and that the Contract Documents are generally sufficient to indicate and convey understanding of all terms and conditions for performing and furnishing the Work.

3. Interpretations and Addenda.

A. All questions about the meaning or intent of the Bidding Documents are to be directed to the City of Unalaska. Interpretations or clarifications considered necessary by the City in response to such questions will be issued by Addenda, will be posted to the City of Unalaska website to all parties recorded by the Issuing Office as having received the Bidding Documents. Questions received less than 6 days prior to the date for opening of Bids may not be answered. Only questions answered by formal written Addenda will be binding. Oral and other interpretations or clarifications will be without legal effect.

B. Addenda may also be issued to modify the Bidding Documents as deemed advisable by the City of Unalaska.

4. Bid Form.

A. The Bid Form is included here as Attachment “B”.

B. Bid Form must be completed by printing in black ink or typed.

C. Bids by corporations must be executed in the corporate name by the president or a vice-president (or other corporate officer accompanied by evidence of authority to sign) and the corporate seal must be affixed and attested by the secretary or an assistant secretary. The corporate address and state of incorporation must be shown below the signature.

D. Bids by partnership must be executed in the partnership name and signed by a partner, whose title must appear under the signature and the official address of the partnership must be shown below the signature.

E. All names must be typed or printed in black ink below the signature.

F. The Bid shall contain an acknowledgment of receipt of all Addenda (the numbers of which must be filled in on the Bid Form).

G. The address, telephone, and email address for communications regarding the Bid must be shown.

5. Modifications and Withdrawal of Bids.

A. Prior to the time and date designated for receipt of Bids, any Bid submitted may be withdrawn by notice to the party receiving Bids at the place designated for receipt of Bids. Such notice shall be in writing over the signature of the Bidder or by facsimile. If by facsimile, the modification received shall be over the signature of the Bidder and shall be received before the date and time set for receipt of Bids. Facsimile messages shall be worded as to not reveal the amount of the original or modified Bid. Bid modifications must be sent to the office to which the original Bid is delivered or sent.

B. If, within 48 hours after Bids are opened, any Bidder files a duly signed, written notice with the City and promptly thereafter demonstrates to the reasonable satisfaction of the City that there was a material and substantial mistake in the preparation of its Bid, that Bidder may withdraw its Bid.

VI. The Products & Product Specifications

THE PRODUCTS

Product/Specification	Product	Weight – Tons (Estimated First Year Only)
Surface Course E-1 (70 Minimum Degradation ATM 313)	E-1	6,000
Subbase Grading A (35 Minimum Degradation ATM 313)	3"	1,600
Subbase Grading A (70 Minimum Degradation ATM 313)	3”	1,000
Traction Aggregate ¾” (35 Minimum Degradation ATM 313)	Traction Aggregate ¾”	2,000
Riprap Class III (70 Minimum Degradation ATM 313)	Riprap Class III	4,000
	Total Tons	14,600

The tons of products listed above represent the estimated amount required by the City for the first year of the supply contract. Tons may increase or decrease as needs arise within the City. Other City of Unalaska Departments may require aggregate products, and unit prices specified in a Bid shall apply to ALL City of Unalaska product purchases.

ORDERS

All orders shall be placed electronically and will be placed on the “Aggregate Order Form”. Please see Attachment “C”.

PRODUCT SPECIFICATIONS

Aggregate materials shall consist of crushed stone or crushed gravel, and shall consist of sound, tough, durable pebbles or rock fragments of uniform quality. Material shall be free from clay balls, vegetative matter, or other deleterious matters. Requirements for grading are as follows:

ADOT Standard Specifications apply to this Invitation to Bid. Requirements for Degradation apply as noted. Certification tests for Specification compliance will be required by the City for rock quality where requirements are specified. The successful bidder is required to provide new and current 3^rd party independent laboratory tests for the manufactured materials before the City takes delivery. A representative of the Owner shall be present to witness material sampling.

The standards to meet each quality are tabulated below. Material supply may be contracted to one or more suppliers depending on the bid results.

E-1, Table 703-2

Base Course E-1

Sieve	Gradation %	Degradation Value, ATM 313	Degradation Value, ATM 313
1 in.	100
3/4 in.	70-100
3/8 in.	50-85	70 min	35 max
No. 4	35-65
No. 8	20-50
No. 50	15-30
No. 200	8-15

3” minus, Table 703-9 Modified for Maximum Particle Size

Subbase Grading A

Sieve	Gradation %	Degradation Value, ATM 313	Degradation Value, ATM 313
3 in.	100
2 in.	85-100
1 in.	----	70 min	35 max
3/4 in.	----
No. 4	15-60
No. 16	----
No. 200	10 Max

Riprap Armor Stone, Sec.611-2.01 MATERIALS. Evenly graded stones that are hard, angular, and have a minimum degradation value of 35 or 70 depending on the bid item. Use stones with breadth and thickness at least 1/4 of its length. Do not use rounded boulders or cobbles on slopes steeper than 2:1.

Class III 50-100 % weighing up to 700 pounds or more

0-15 % weighing up to 25 pounds.

0-10% weighing more than to 1400 pounds

Product Transportation

E-1 material 3”-Minus Subbase Grading A shall be loaded by the Bidder at their PLA and hauled by the City. The City may haul to stockpile or directly to project locations solely at their discretion.

Riprap shall be loaded and hauled by BIDDER. The City shall determine the location where the material is to be hauled. It is expected that the material will be required in several different locations so the BIDDER shall include all transportation costs to any locations on the City road system in their individual bid item pricing.

All designated PLA- shall be accessible to the OWNER, and if permission from third parties is necessary for OWNER to access the designated PLA, it shall be Bidder’s responsibility to obtain such written permission. If, for any reason except weather, access by the OWNER to the designated PLA is prohibited, the Bidder shall be responsible for transporting the product to an accessible loading area of equal or less distance, or to the City of Unalaska Public Works Shop at 1035 E. Broadway, at no additional cost to the OWNER.

MEASUREMENT AND PAYMENT

Measurement for material provided shall be by the ton (2,000 pounds) as measured by a certified scale. Payment will be made within 30 days of receipt of invoices with supporting scale tickets. All Scale Tickets shall be provided to the City by the end of business day on day of delivery

Certified Scale

Material shall be weighed on a scale that records weight at least to the nearest 100 pounds. Scale accuracy must be within 0.5% of the correct weight throughout the range of use.

Do not use spring balances.

Do not use belt conveyor scales to determine pay weight. You may use belt conveyor scales to proportion plant blends and mixtures if the scales meet the general requirements for weighing equipment and are calibrated according to the manufacturer’s instructions.

You may use batch weights to determine pay quantities when the batching equipment includes an approved and certified automatic weighing, cycling, and monitoring system. If doing so, tare trucks at least once per day and provide proof that their loaded weight does not exceed highway load limits.

Install and maintain platform scales with the platform level and rigid bulkheads at each end. Use a platform long enough to permit simultaneous weighing of all axle loads of the hauling vehicle, including coupled vehicles. End dump and pup (EDP) may scale separately while connected.

Maintain the accuracy of scales according to the specifications, tolerances and regulations for commercial weighing and measuring devices contained in the National Bureau of Standards, Handbook 44, as adopted by Alaska Statute, Section 45.75.050.(d). All commercial scales are subject to approval according to the Weights and Measures Act, AS 45.75. Have scales re-inspected to ensure their accuracy, and sealed to prevent tampering or other adjustment after certification.

Furnish competent scale operators to operate the system.

Weighing System: Provide an electronic computerized weighing system (ECWS) with the following capabilities:

Computer.
1. Provide a scale computer that can store project numbers and all pay item descriptions for multiple products that are weighed with the scale system.

Use a computer with a self-reading scale system that includes the scale load cell, a sealed direct reading weight indicator, scale computer, ticket printer, and can record a complete shift’s transaction on an approved storage media.

1. The scale computer must store the following for each hauling vehicle used on the project:
  1. Vehicle identification number marked on the vehicle
  2. Tare weight
  3. Maximum allowable gross vehicle weight (MAVW)

Make sure the scale operator tares vehicles at least once a day. Perform additional tares, as directed, during hauling operations. Perform tares in the presence of the City Engineer or designated inspector, when requested.

1. Provide a battery backup for the computer and protection for power surges or brown outs. The computer system must retain all stored data during a power outage and must operate during a power outage to allow you to shut down the hard drive without losing information.
Tickets. Use a ticket printer that prints a legible, serially numbered weigh ticket for the City Engineer or designated inspector with the following information on each ticket. All weights must be at least to the nearest 100 pounds and will be provided to the City at the end of business of delivery date:
1. Material description
2. Date weighed
3. Time weighed
4. Ticket number
5. Vehicle Identification Number
6. MAVW
7. Gross weight/Tare weight
8. Net weight
9. Subtotal item net weight for each haul unit since start of shift
10. Accumulated item net weight for all haul units since start of shift

After printing, the weigh ticket must automatically advance to a perforation so it can be torn off and handed to the driver. Unless the City Engineer or designated inspector gives prior written authorization, you will not receive payment for any material weighed without using the ECWS.

Submit the printout to the Engineer at the end of each shift. You will not receive payment for any hauled material until the printout is submitted. Invoices should only reflect the current order.

TESTING AND ACCEPTANCE

The Contractor shall perform sampling and testing during materials processing in accordance with its Quality Control Plan provided herein and shall obtain acceptable material samples from locations designated within the source. The City may sample and test materials to determine the quality of the source if desired, at its expense, as part of its acceptance testing. The City will reject materials when the samples do not meet specifications. The City may reject a proposed materials site when samples do not meet specifications.

Quality Control Plan

Materials are subject to inspection and testing by the City at any time before, during, or after they are delivered. Use of untested materials is at the Contractor's risk. The Contractor shall remove and replace unacceptable material if subsequent testing reveals it does not meet the specification.

1. Quality Control. The Contractor is responsible for the quality of construction and materials used in the work. Quality control is process control, and includes all activities that ensure that a product meets Contract specifications. Quality control is subsidiary to the applicable items. The Contractor shall perform quality control as follows:

a. Submit a Quality Control Plan no less than thirty days before the materials are made available for delivery or pickup. Include, for each item being produced, the methods to be used for sampling and testing, the proposed testing frequency, personnel qualifications, and equipment descriptions. Include test results for Gradation, LA Wear, and Degradation performed by a certified laboratory for the proposed materials. Provide one (1) test for every 500 cubic yards of material delivered or made available to the City.

b. Sample materials during manufacturing or processing and perform quality control tests, as needed, to ensure materials produced conform to the Contract Specifications. Document quality control tests and make them available to the City on a daily basis.

c. Sample and test according to test methods required in the Specifications.

2. Acceptance Testing. The City has the exclusive right and responsibility for determining the acceptability of materials.

The City may sample materials and perform acceptance tests at its expense. Copies of tests will be furnished to the Contractor upon request. The Contractor shall not rely on the City’s acceptance testing for its quality control. The City’s acceptance testing is not a substitute for the Contractor's quality control. The Engineer may retest materials that have failed the Department's acceptance test but is not required to do so.

VII. BID SUBMISSION REQUIREMENTS & SELECTION PROCESS

Bids must be received by 2:00 pm on Friday, September 27, 2024, at the City Clerk’s Office. Any bids received after the time and date specified may not be considered. It is the bidder’s sole and independent responsibility to timely submit their bids and bidders assume the risk of delays in delivery of mail or delay or interruption of facsimile transmissions. Note that mail service to Unalaska is regularly delayed due to bad weather. The City may, in its sole discretion, relax or extend the submission deadline if reasonably deemed necessary. Bids shall remain open for 30 days.

A contract, if any, shall be awarded based upon the lowest responsive Bid from a responsible Bidder.

All questions or inquiries should be directed to:

City of Unalaska

Department of Public Works,

Marc Kielmeyer, Project Manager

P.O. Box 610

Unalaska, AK 99685

Phone 907-581-1260

[email protected]

VIII. OTHER ITEMS

The City reserves the right to reject any or all bids received. The selection of the lowest bid from a responsible bidder shall be at the sole discretion of the City of Unalaska. No agreement between the City and any bidder shall be effective until approved by the City Council of the City of Unalaska and signed by the City Manager or authorized City official. The City is not liable for any costs incurred by bidders in preparing or submitting Bids.

1. Award of Contract.

A. The City reserves the right to reject any or all Bids, including without limitation the rights to reject any or all nonconforming, non-responsive, unbalanced or conditional Bids, and to reject the Bid of any Bidder if the City believes that it would not be in the best interest of the City to make an award to that Bidder, whether because the Bid is not responsive or the Bidder is unqualified or of doubtful financial ability or fails to meet any other pertinent standard or criteria established by Owner. The City also reserves the right to waive all informalities not involving price, time, or changes in the material specifications and to negotiate Contract terms with the successful Bidder(s). Discrepancies between the indicated sum of any column of figures and the correct sum thereof will be resolved in favor of the correct sum. Discrepancies between words and figures will be resolved in favor of the words.

B. In evaluating Bids, the City will consider the qualifications of Bidders, whether or not the Bids comply with the prescribed requirements, and such other data, as may be requested in the Bid Form or prior to the Notice of Award. To determine a low Bid, the City shall use the first year estimated quantities

C. The City may conduct such investigations as the City deems necessary to assist in the evaluation of any Bid and to establish the location of the PLA and access thereto to the City's satisfaction prior to award.

D. If, at the time this Contract is to be awarded, the total of the lowest acceptable Bid(s) exceeds the funds then estimated by the City as available, the City may reject all Bids, reduce quantities, or take such other action as best serves the City's interests.

E. If the Contract is to be awarded, it will be awarded to the lowest responsive, responsible Bidder(s) whose evaluation by the City indicates to the City that the award will be in the best interests of the City.

F. In the event of failure of the lowest responsive, responsible Bidder(s) to sign the Contract, the Owner may award the Contract to the next lowest responsive, responsible Bidder(s). Such award, if made, will be made within 30 days after the opening of Bids.

G. The Low Bidder will be determined on the basis of the lowest Amount for each individual bid item.

2. Signing of Agreement.

When the City gives a Notice of Award to the successful Bidder(s), it will be accompanied by the Aggregate Supply Contract, with all other written contract documents attached. Within 10 days thereafter, the Bidder shall sign and deliver the Aggregate Supply Contract. Thereafter, the City shall deliver one fully signed counterpart to Bidder. The Form of Aggregate Supply Contract is attached hereto as Attachment “D”.

3. INSURANCE

The successful Bidder(s) will be required to provide City with the appropriate insurance coverage. Please see Attachment “E”.

4. The following is hereby made a part of the Bid Form:

This Bid is genuine and not made in the interest of or on behalf of any undisclosed person, firm, or corporation and is not submitted in conformity with any agreement or rules of any group, association, organization, or corporation; Bidder has not directly or indirectly induced or solicited any other Bidder to submit a false or sham Bid; Bidder has not solicited or induced any person, firm, or corporation to refrain from bidding; and Bidder has not sought by collusion to obtain for itself any advantage over any other Bidder or over the City.

In submitting this Bid, Bidder represents that Bidder has examined copies of all the Bidding Documents and has accurately identified a genuine and acceptable PLA that the lands upon which the PLA is to be located have legally sufficient rights-of-way and easements for access thereto, and accurately described the PLA site for computation of mileage from the PLA to the stockpile area identified in the Bidding Documents.

Bidder has familiarized itself with the nature and extent of the Bidding Documents, work, site, and all local conditions and all federal, state, and local Laws and Regulations that in any manner may affect cost, progress, performance, or furnishing of the work.

Bidder has given the City written notice of all conflicts, errors, ambiguities, or discrepancies that it has discovered in the Bidding Documents and the written resolution thereof by the City is acceptable to Bidder, and the Bidding Documents are generally sufficient to indicate and convey understanding of all terms and conditions for supplying the product for which this Bid is submitted.

Supporting Documents

FY25-27 Aggregate Supply Services Invitation to Bid (500 KB)

Notice of Prebid Meeting 9/13/24 @ 2pm (27 KB)

Addendum No. 1, FY25-27 Aggregate Supply Services ITB (102 KB)

Updated FY25-27 Aggregate Supply Services ITB (544 KB)

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FY25-27 Aggregate Supply Services

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