Purchase of Asphalt Materials

CALL FOR SEALED BIDS
PURCHASE OF ASPHALT MATERIALS
FOR PERIOD OF JULY 1, 2026 THROUGH JUNE 30, 2027
Cowlitz County will receive sealed bids until 1:30 p.m. PDT on the 8th day of June _ 2026 for the
purchase of asphalt materials for the period of July 1, 2026 through June 30, 2027.
All bids received will be publicly opened and read aloud in the training room of the Public Works
Administration Building at that time. The bid opening will also be accessible via Zoom by visiting
https://us06web.zoom.us/j/84524754733. A recording of the bid opening, along with bid results, will be
posted on the Cowlitz County website following the meeting.
The outside of bid envelope must clearly state the following information:
1. Mailing Address: Department of Public Works
ATTN: Ashley Claussen
1600 - 13th Avenue S
Kelso, WA 98626
2. Bid Description: Asphalt Materials
ITB #2026-0025-01
3. Date of Bid Opening: June 8, 2026
Additional information regarding this invitation to bid may be found in Appendix A - Cowlitz County Public
Works Asphalt Materials Specifications.
Bidders shall submit their bids on the attached bid proposal form. Bids can be mailed or delivered in
person to the address listed above. Cowlitz County will assume no responsibility for any delay in U.S.,
County, or any other delivery service resulting in a bid being received late. Faxed and/or E-mailed bids will
not be accepted. The County's determination of when a bid was received shall be final and non-appealable.
Cowlitz County reserves the right to award contracts to multiple vendors as a result of this Invitation to Bid.
Individual purchase orders may be issued to the vendor offering the lowest evaluated cost for a given work
location, based on unit bid prices and a travel cost factor, as more fully described in the attached
specifications.
Project bid documents (plans, specifications, addenda, etc.) are available online for inspection through the
Cowlitz County website at https://www.co.cowlitz.wa.us/bids.aspx. It is the sole responsibility of the Bidder
to obtain Addenda, if any. Cowlitz County accepts no responsibility or liability and will provide no
accommodation to bidders who fail to check for addenda and thereby submit inadequate or incomplete
responses.
All documents received in response to this invitation to bid will become a matter of public record and
subject to the Washington public disclosure act under chapter 42.56 RCW.

Pursuant to RCW 39.34, other public agencies within the State of Washington that have executed an
interlocal cooperative purchasing agreement with Cowlitz County may elect to purchase from the awarded
vendor under the terms and conditions of this contract, subject to the vendor's consent.
The Board reserves the right to reject any and all bids and to waive any immaterial irregularities or
informalities in any bid or in the bidding.
DATED this 12th day of May 2026.
BOARD OF COUNTY COMMISSIONERS
OF COWLITZ COUNTY, WASHINGTON
___________________________________
Richard R. Dahl, Chairman
___________________________________
Steve Rader, Commissioner
___________________________________
Steven L. Ferrell, Commissioner
ATTEST:
___________________________________
Kelly Grayson, Clerk of the Board

BID PROPOSAL FORM
(PRINT LEGIBLY IN INK OR TYPE)
ASPHALT MATERIALS THROUGH JUNE 30, 2027
ITB #2026-0025-01
The undersigned bidder hereby agrees to furnish the items listed below conforming to the
specifications below at the prices stated.
Bid Submitted By: _________________________________________________________________
(Company Name)
Signature: _________________________________ Title:_________________________
Name Printed: _________________________________
Address of Bidder: _________________________________ UBI No. ______________________
_________________________________ Tax ID No. ____________________
Telephone: _________________________________ Date of Bid:___________________
Email: _ ________________________________
Fax: _________________________________

BID PROPOSAL FORM
(PRINT LEGIBLY IN INK OR TYPE)
ASPHALT MATERIALS THROUGH JUNE 30, 2027
ITB #2026-0025-01
Bidders shall enter unit prices in the appropriate column for each material listed. If a price does not apply,
bidders shall insert "N/A." Bidders may submit pricing for any or all items. Unit prices shall be complete and
include all costs as specified in the bid documents.
Bidders are encouraged to list additional materials they regularly supply on a separate sheet, if applicable.
Unless otherwise noted, prices shall be for materials loaded at the vendor's plant (FOB Vendor)
*This page is for the WSDOT spec. items listed below.
FOB Vendor Plant (Loaded)
WSDOT SPEC. MATERIALS PER
2026 STANDARD SPECIFICATIONS
Price Per Pallet Price Per Ton
Asphalt Treated Base - WSDOT Sec. 4-06 $
HMA Class 34" P.G. 64-22 - WSDOT Sec. 5-04** $
HMA Class 12" P.G. 64-22 - WSDOT Sec. 5-04** $
HMA Class 38" P.G. 64-22 - WSDOT Sec. 5-04** $
Asphalt Cold Mix Patch Material (non-spec.) $ $
Tack Coat CSS-1 - WSDOT Sec. 9-02.1(6) $
** The Unit Price for HMA products shall be subject to the General Special Provision for Asphalt
Cost Price Adjustment outlined under the special instructions on page 6.
Addenda: The bidder acknowledges receipt of the following addenda: ___________________.

APPENDIX A
COWLITZ COUNTY PUBLIC WORKS
ASPHALT MATERIALS
SPECIFICATIONS
I. GENERAL
A. Firm prices are solicited for the asphalt materials listed. It is the intent of these specifications to
describe the asphalt materials in sufficient detail to secure bids on comparable materials. All
materials shall conform in strength, quality of workmanship to that which is usually provided by
the trade in general. Any variance from the specifications or standards of quality must be clearly
pointed out in writing by the bidder.
B. Term: The period of this contract shall be for a period of one year from its effective date. Either
party may at any time during the life of this contract terminate this contract by giving thirty (30)
days' notice in writing to the other party of its intention to cancel.
C. Right to Award: The County reserves the right to make contract award on all groups of materials
listed on the bid form or award based on any group or based on any combinations of groups.
D. Right to Reject/Accept: The County reserves the right to reject any or all bids, accept any
presented bids which meet or exceed these specifications that are in the best interest of the
County and will not necessarily bind the County to accept the lowest bid.
E. Changes: Any proposed change in this contract shall be submitted to Cowlitz County Public
Works for prior approval and they will make the change by a contract modification. Any oral
statement or representation changing any of these terms or conditions is specifically
unauthorized and is not valid.
F. Invoices: Payment will be made according to state statute, in the month following use of
materials, providing a properly detailed invoice has been furnished. Vendor shall accurately
invoice per the prices in the contract and shall issue one invoice per order. Invoices shall be mailed
to:
Cowlitz County Public Works
Accounts Payable
1600 13th Avenue S.
Kelso, WA 98626
or emailed to publicworks@cowlitzwa.gov.
II. Special Instructions
A. This is to be considered an open-ended bid. Materials will be purchased against this bid for a
period of July 1, 2026 through June 30, 2027.
B. Base Prices may not increase during the contract period. Base price may be adjusted at each

renewal period.
C. Multiple vendors may be selected based upon this bid. Actual individual orders will be placed
with the vendor having the lowest evaluated cost based on the total of:
1. Quoted bid prices, and
2. $2.00/mile travel cost from the work area to the pick-up point.
Travel distance will be from the vendor plant or pit site to the work site with the haul route to
be determined by Cowlitz County. The following is an example of how the lowest evaluated price
will be determined.
Example: Quantity of material required for the job, 90 tons of item X.
This equals 9 loads @ 10 tons per load.
VENDOR A: Bid price for X material $25.75/ton.
Distance from the work site: 12 miles.
VENDOR B: Bid price for X material $27.00/ton.
Distance from the work site: 5 miles.
Evaluation for the day's material order:
Vendor A: (90 x $25.75) + (9 x 12 x $2.00) = $2,533.50
Vendor B: (90 x $27.00) + (9 x 5 x $2.00) = $2,520.00
Under this example, Vendor B has the lowest evaluated price for the material.
D. Asphalt Cost Price Adjustment: The Contracting Agency will make an Asphalt Cost Price
Adjustment, either a credit or a payment, for qualifying changes in the reference cost of asphalt
binder. The adjustment will be applied to partial payments made according to Section 1-09.9 for
the following bid items when they are included in the proposal:
"HMA Cl. ___ PG ___"
"Commercial HMA"
The adjustment is not a guarantee of full compensation for changes in the cost of asphalt binder.
The Contracting Agency does not guarantee that asphalt binder will be available at the reference
cost.
The Contracting Agency will establish the asphalt binder reference cost twice each month and
post the information on the Agency website at:
https://wsdot.wa.gov/Business/Construction/EscalationClauses.htm .
The reference cost will be determined using posted prices furnished by Poten & Partners, Inc. If
the selected price source ceases to be available for any reason, then the Contracting Agency will
select a substitute price source to establish the reference cost.

The base cost established for this contract is the reference cost posted on the Agency website
for the period immediately preceding the bid opening date.
Adjustments to the price per ton will change monthly based on the current reference cost for
the period ending on the 15th of the month immediately prior to the asphalt sale, for Western
Washington as posted on the WSDOT website. For example, asphalt products purchased during
the month of June shall utilize the Current Reference Cost for the period ending May 15th of the
same calendar year as compared to the base cost. The adjustment will be calculated as follows:
No adjustment will be made if the reference cost is within 5% of the base cost.
If the reference cost is greater than or equal to 105% of the base cost, then
Price per ton Adjustment = (Current Reference Cost - (1.05 x Base Cost)) x 0.056).
If the reference cost is less than or equal to 95% of the base cost, then
Price per ton Adjustment = (Current Reference Cost - (0.95 x Base Cost)) x 0.056).
The price bid for each product will be adjusted by the Price per ton Adjustment resulting from
these calculations.
E. The County may reject all material that does not meet, as determined by the County, the
requirements for the specific job being performed.
F. Cowlitz County retains the right to randomly sample and test materials for compliance with
material specifications. Non-conforming material will be rejected as determined by the County
and will result in the selection of a different vendor. All items listed followed by "WSDOT" shall
conform to the State of Washington Standard Specifications for Road, Bridge and Municipal
Construction, 2026 English Edition.
G. Measurement will be made per ton or per yard "truck measure." If used, scales shall be easily
accessible and shall be certified at least every six months.
H. After the bids are opened, the Board will determine a list of qualified suppliers and notify those
suppliers of their intention to purchase various materials during the period specified.