HMA Pavement - Additional County Projects

Agency: County of Dane
State: Wisconsin
Type of Government: State & Local
NAICS Category:
  • 237310 - Highway, Street, and Bridge Construction
Posted Date: Aug 4, 2022
Due Date: Aug 10, 2022
Solicitation No: 122065
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Due Date Bid/RFP# Description
8/10/2022 122065
More Information

HMA Pavement - Additional County Projects

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DANE COUNTY
DEPARTMENT OF ADMINISTRATION
PURCHASING DIVISION
REQUEST FOR BID
GENERAL GUIDELINES AND
TERMS & CONDITIONS
Revised 05/2021
TABLE OF CONTENTS
Request for Bids
1.0 GENERAL INFORMATION
1.1 Introduction
1.2 Clarification/Questions
1.3 Addenda
1.4 Inspection of Premises/Vendor Site Visit
1.5 Vendor Registration Program
1.6 Local Vendor Purchasing Preference
1.7 Local Content Purchasing Preference
1.8 Cooperative Purchasing
1.9 Fair Labor Practices
1.10 Pricing
1.11 Warranty
1.12 Bid Submission and Acceptance
1.13 Award
1.14 Payment Terms and Invoicing
1.15 Permits and Licenses
1.16 Satisfactory Work
1.17 Government Standards
1.18 Contract/Project Administration
1.19 Contract Assignment – Subcontractors
1.20 Contract Additions
1.21 Contract Termination
1.22 Insurance
1.23 Dane County Sustainability Principles
2.0 STANDARD TERMS AND CONDITIONS
Dane County General Guidelines and Terms & Conditions – RFB
Page | 2
SECTION 1.0
GENERAL INFORMATION
1.1 Introduction
Dane County invites and will accept bids for item(s) outlined within this bid. The County
as represented by Purchasing Division, intends to use the results of this process to
purchase goods or services here within.
1.2 Clarification/Questions
Any questions concerning this bid must be submitted in writing by email at least five
working days prior to the bid deadline. Requests submitted after that time will not be
considered. All inquiries must be directed to the Purchasing Officer indicated on the
cover page.
1.3 Addenda
In the event that it becomes necessary to provide additional clarifying data or
information, or to revise any part of this bid, addenda and/or supplements will be posted
on the Purchasing Division web site at www.danepurchasing.com. Bidders are
responsible to regularly monitor the web site for any such postings. It is recommended
to check the website for addenda prior to submitting a proposal. Bidders must
acknowledge the receipt/review of any addenda on the Vendor Information page.
The Purchasing Division has the sole authority for modifications to specifications and/or
this bid document.
1.4 Inspection of Premises/Vendor Site Visit
Bidder’s may inspect site(s) prior to submitting bids to determine all requirements
associated with the project by contacting the Purchasing Agent listed on the cover page.
Failure to do so will in no way relieve the successful bidder from the necessity of
providing, without additional cost to the County, all necessary services that may be
required to carry out the intent of the resulting contract.
1.5 Vendor Registration
All bidders are strongly encouraged to be a registered vendor with Dane County.
Registering allows a vendor the opportunity to receive notifications for bids issued by
the County and provides the County with up-to-date company contact information.
Provide your Dane County Vendor # in the Vendor Information section of the bid
submission packet.
For Non-Registered Vendors:
Complete vendor registration by visiting www.danepurchasing.com. On the top menu
bar, click Vendor Registration and then click Create Vendor Account. You will receive
an email confirmation once your account is created and again when your vendor
registration is complete. Retain your user name/email address and password for ease of
re-registration in future years. Within 2-4 days of completing the registration, a vendor
number will be assigned and emailed to you.
Dane County General Guidelines and Terms & Conditions – RFB
Page | 3
For Registered Vendors:
Check to make sure your vendor information including commodity codes is up-to-date
by signing into your account at www.danepurchasing.com. On the top menu bar, click
Vendor Registration and then click Vendor Log In.
1.6 Local Vendor Purchasing Preference
Under Dane County Ordinance 25.08(11)(c-e), a Locally Based and Owned Vendor,
Locally Operated Vendor, or Non-Locally Operated Vendor may be invited to match the
low bid if the low bid is offered by a vendor that is not identified as a Locally Based and
Owned Vendor, Locally Operated Vendor, or Non-Locally Operated Vendor according to
Dane County Ordinance requirements. Local Vendor Preferences do not apply to bids
for sand, gravel, salt, asphalt and concrete.
Locally Based and Owned Vendor Criteria
1. Your business or corporate headquarters is physically located in Dane County and;
2. Your business owners or shareholders totaling more than 50% of ownership live in
Dane County and;
3. Your business is registered and authorized to do business in the State of Wisconsin.
Locally Operated Vendor Criteria
1. Your business is registered and authorized to do business in the State of Wisconsin
and;
2. Your business has an established place of business within Dane County.
o A post office box address does not qualify a vendor as a Locally Operated
Vendor.
Non-Locally Operated Vendor Criteria
1. Your business is registered and authorized to do business in the State of Wisconsin
and;
2. Your business has an established place of business in one of the following
Wisconsin Counties: Columbia, Dodge, Green, Iowa, Jefferson, Rock, or Sauk.
o A post office box address does not qualify a vendor as a Non-Locally
Operated Vendor.
Local Purchasing Preference Order of Events:
Locally Based and Owned Vendors:
1. When bids are reviewed, the County will determine if a Locally Based and Owned
Vendor responding to the bid is the low bidder. If a Locally Based and Owned
Vendor is the low bidder, they will be awarded the bid.
2. If a Locally Based and Owned Vendor is not the low bidder but is within 15% of the
low bid, the County will contact the Locally Based and Owned Vendor and provide
that vendor the option of matching the low bid price.
3. If no Locally Based and Owned Vendors are among the responding bidders, or the
Locally Based and Owned Vendor declines to match the low bid, then the County
will determine if a Locally Operated Vendor has responded to the bid.
Locally Operated Vendors:
4. If a Locally Operated Vendor is within 10% of the low bid, the County will contact the
Locally Operated Vendor and provide that vendor the option of matching the low bid
price.
Dane County General Guidelines and Terms & Conditions – RFB
Page | 4
5. If no Locally Operated Vendors are among the responding bidders, or the Locally
Operated Vendor declines to match the low bid, then the County will determine if a
Non-Locally Operated Vendor has responded to the bid.
Non-Locally Operated Vendors:
6. If a Non-Locally Operated Vendor is within 5% of the low bid, the County will contact
the Non-Locally Operated Vendor and provide that vendor the option of matching the
low bid price.
7. If no Non-Locally Operated Vendors are among the responding bidders, or the Non-
Locally Operated Vendor declines to match the low bid, then the County will award
the bid to the low bidder without regard to the location of the vendor.
1.7 Local Content Purchasing Preference
Under Dane County Ordinance 25.08(4)(f-j), bidders offering goods made in Dane
County, its surrounding counties, or the State of Wisconsin receive a price preference
on sealed bid solicitations. Bids are first evaluated to determine if any bidders are
offering products that qualify as Dane County-Made Goods, Regionally-Made Goods, or
Wisconsin-Made Goods. Local Vendor Preferences do not apply to bids for sand,
gravel, salt, asphalt and concrete.
Dane County Made Criteria
1. An article that is manufactured, mined, produced or grown in Dane County and;
2. Over 50% of the total cost of its components are made in Dane County.
o “Component”, as referenced above, means an article, materials, or supply
incorporated directly into a finished product.
Regionally Made Criteria
1. An article that is manufactured, mined, produced or grown in one of the following
counties: Dane, Columbia, Dodge, Green, Iowa, Jefferson, Rock, or Sauk and;
2. Over 50% of the total cost of its components are made in one of the following
counties: Dane, Columbia, Dodge, Green, Iowa, Jefferson, Rock, or Sauk.
o “Component”, as referenced above, means an article, materials, or supply
incorporated directly into a finished product.
Wisconsin Made Criteria
1. An article that is manufactured, mined, produced or grown in the State of Wisconsin
and;
2. Over 50% of the total cost of its components are made in the State of Wisconsin.
o “Component”, as referenced above, means an article, materials, or supply
incorporated directly into a finished product.
A bidder offering Dane County-Made Goods will be considered the successful bidder if
their price is up to 15% higher than the low bid for goods that are not Dane County-
Made Goods. If no vendors meet this criteria, then the County will determine if any
bidder is offering Regionally-Made Goods. If so, then such a bidder will be considered
successful if their price is up to 12.5% higher than the low bid for goods that are not
Regionally-Made Goods. If no vendors meet this criteria, then the County will determine
if any bidder is offering Wisconsin-Made Goods. If so, that bidder will be considered
successful if their price is up to 10% higher than the low bid for goods that are not
Wisconsin-Made Goods. If no vendors are offering Dane County-Made, Regionally-
Made, or Wisconsin-Made Goods, then the County will evaluate the low bid without
regard to the content of the goods.
Dane County General Guidelines and Terms & Conditions – RFB
Page | 5

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