2025 Overlay

This project will include street asphalt pavement milling/grinding/planing and thin overlay; construction of concrete sidewalk, curb, and ADA-compliant crosswalk pedestrian ramps; adjustments of existing utilities; temporary and permanent street striping and channelization, and property edge restoration.

Background

Engineer's Estimate $900,000 - $1,100,000

Project Details

• Reference ID: 2026-ITB-003
• Department: Public Works - Engineering
• Department Head: Chris Phillips (Director)

Important Dates

• Questions Due: 2026-05-27T23:00:00.000Z

Evaluation Criteria

• Summary of Work —

  All work must be completed in accordance with the Contract Documents and the Contractor must comply with all applicable federal, state, and local laws and regulations.  Work to be performed includes, but is not limited to:  street asphalt pavement milling/grinding/planing and thin overlay; construction of concrete sidewalk, curb, and ADA-compliant crosswalk pedestrian ramps; adjustments of existing utilities; temporary and permanent street striping and channelization, and property edge restoration.  Contract time for completion is 30 Working Days.

• PROPOSAL FORM —

  The City of Mount Vernon has furnished a PROPOSAL CHECKLIST (VENDER QUESTIONNAIRE) in the bid package which must be completed in its entirety to submit a responsive bid.

  1. The Bidder must submit a UNIT PRICE FOR EVERY ITEM ON THE PRICING PROPOSAL. The unit prices must be entered electronically via the City’s e-Procurement Portal at: https://secure.procurenow.com/portal/mountvernonwa. In the event of an error, the unit price will take precedence over all other figures.
  2. CORRECTIONS TO ENTRIES and changes to the proposal response can be made in the City’s e-Procurement Portal before bid submission deadline. The time and date are fixed, and extensions will not be granted unless specifically stated by the City in an addendum to this ITB. Bid Proposals not received before the deadline will not be accepted.
  3. Bid Proposals must be PROPERLY EXECUTED with the signature of a person or persons legally authorized to bind the Bidder to a contract. The name of each person signing shall by typed or printed below the signature.
  4. Bid Proposals must not contain any UNAUTHORIZED ADDITIONS, DELETIONS, OR CONDITIONS.
  5. The proposal forms must be completed in full. Any MISSING VALUES OR OTHER MISSING INFORMATION may cause the proposal to be deemed irregular.
• BID DEPOSIT OR BID BOND —
  1. A BID DEPOSIT OR BID BOND must be included with your bid.
     1. If Bidder is submitting a Bid Bond, the fully executed Bid Bond shall be scanned and uploaded as part of the bid response and submitted electronically in the City’s e-Procurement Portal with the other Bid Forms. The low bidder may be required to mail or hand deliver the original Bid Bond after the bid opening for verification against the scanned copy received prior to the deadline. A blank Bid Bond form is provided for Bidders in the #Vendor Questionnaire section.
     2. ONLY If Bidder is submitting a Bid Deposit in the form of cashier’s check or certified check, Bidder will be required to deliver the Bid Deposit before the submission deadline to the following mailing address in a sealed and labeled envelope including the following project information on the outside of the envelope:
        1. Mailing Address:
           • City Clerk
           • Mount Vernon City Hall
           • 910 Cleveland Avenue
           • Mount Vernon, Washington 98273
        2. Project Information to include on envelope:
           • Bid Proposal for PROJECT# 2026-ITB-003
           • 2025 Overlay
           • (Name of your company)
           • (address)
           • (Phone number)
• SUBMITTAL REQUIREMENTS —

  Scan/Upload and submit the completed proposal forms and bid bond into the City’s e-Procurement Portal at: https://secure.procurenow.com/portal/mountvernonwa

  1. Companies shall register on the City’s e-Procurement Portal. Once registered, Companies may view and click "Follow" to be a prospective bidder for this solicitation and will appear on the Follower’s list. Companies that fail to Follow this project will not receive automatic addenda notifications, nor will they be able to draft a response in the City’s e-Procurement Portal, and therefore will be unable to participate or be considered for this ITB. If a Company is unable to register or download the ITB from the City’s e-Procurement Portal, a Company representative may contact the Software Administrator, using the real-time chat function on the website (located in lower right-hand corner of the screen), or via email at support@procurenow.com.
  2. All proposal documents and supplementary documents must be uploaded using the City’s e-Procurement Portal prior to event date and time as instructed in this solicitation. Once file(s) have been uploaded and the Submission Status shows as “Submitted” the submission is complete. At that point, the Company representative who is registered with the City will receive an email confirmation from the City’s e-Procurement Portal.
  3. The City will not be responsible for untimely submissions due to personal or company internet or hardware limitations, settings or restrictions, internet speed, power outage, network connection, or use of a malfunctioning electronic device, or the like, neither the City, nor the Software Administrator (OpenGov), will be held responsible. Companies shall be solely responsible for ensuring the capability of their computer system while responding to this solicitation, and for the stability of their internet service. Uploading large documents may take significant time depending on the size of the file(s) and the Internet connection speed that the Respondent representative is using to submit a response. Failure of the Respondent to successfully submit an electronic proposal before the deadline indicated herein shall be at the Respondent’s sole risk, and no relief will be given for late and/or improperly submitted proposals.
• CONSIDERATION OF BIDS —

  CONSIDERATION OF BIDS will begin when the bids are opened and the verified bid tabulation is published.

  1. The apparent low bidder will typically be made public immediately after bids are opened and available to view on the results tab for the project.
  2. Prior to award, bids will be examined for eligibility based on bid responsiveness and bidder responsibility in accordance with the specifications and applicable laws.
  3. The lowest remaining eligible bid will be awarded the contract within 30 days of bid opening in most cases. The next two lowest bids will be kept as eligible until the Contract is executed. Bidders whose bids are no longer eligible for consideration will be notified and their bid deposits released.
• INQUIRIES —

  All communications regarding technical, scope, and/or project related questions and requests for clarifications, changes, exceptions, and deviations to the terms and conditions set forth in this ITB shall be submitted via “Q&A” through the City’s e-Procurement Portal, before the Question Submission deadline (24-hours prior to bid opening or as otherwise indicated) and according to these specifications herein.

  To ensure fairness and avoid misunderstandings, all communications must be in written format and submitted only in the format set forth above. Any verbal communications will not be considered. All questions received by the deadline will be logged and reviewed and if required, a response will be provided via an addendum to the ITB that will be posted on the City’s e-Procurement Portal.

• ADDENDA —

  Unless otherwise specified, any addenda issued while this ITB is open and still accepting Bid Proposals must be acknowledged electronically via the City’s e-Procurement Portal, which will be made part of the proposal. Addenda notifications will be provided to those listed on the Follower’s List via email.

• PREVAILING WAGE —

  Current prevailing wage data may not be printed or bound herein. If not included, it is the Contractors responsibility to incorporate the wage rates in effect when bid was published and benefits applicable to Skagit County into the Bid. They are available at the:

  • Department of Labor and Industries
  • Prevailing Wage Section
  • P.O. Box 44540
  • Olympia, Washington 98504-4540 or online at: https://lni.wa.gov/licensing-permits/public-works-projects/prevailing-wage-rates/

  The General Contractor and his sub-contractors are to pay for all filing fees for Statements of Intent to Pay Prevailing Wages and Affidavits of Wages Paid.

Submission Requirements

• Bid Proposal Certification (required) —

  Please upload your FULLY EXECUTED Bidder Certification here.

  If Partnership or Joint Venture, fill out a separate form for each signature.

• Certification of Compliance with Wage Payment Statutes Form (required) —

  Please upload your FULLY EXECUTED Certification form here.

  If Partnership or Joint Venture, fill out a separate form for each signature.

• Type of Bid Guaranty (required)
• Bid Guaranty Confirmation (required) —

  Bidder understands that the instructions in the #Supplemental Instructions to Bidders section shall be followed when submitting a Bid Guaranty or Bidder will be deemed non-responsive.

  If Bidder selected either Cash, Cashier's Check, or Certified Check as their form of Bid Guaranty, then that Bid Guaranty shall be submitted in a properly labeled and sealed envelope (original hard copy) before 2:00 pm, on Tuesday, June 2, 2026.

  If Bidder selected Bid Bond as their form of Bid Guaranty, a fully executed, notarized copy shall be scanned, uploaded and submitted electronically using this system. The City may request the original Bid Bond from the lowest, responsive, and responsible bidder after bid opening.

• Bid Bond (required) —

  Upload your FULLY EXECUTED Bid Bond here.

  1. The amount of the bid guaranty shall be at least five percent (5%) of the total amount of the bid.
• Upload Additional Documents (As Applicable) —

  Please download the below documents, complete, and upload.

• Non-Collusion Declaration (required) —

  I, hereby declare, under penalty of perjury under the laws of the United States that the following statements are true and correct:

  1. That the undersigned person(s), firm, association or corporation has (have) not, either directly or indirectly, entered into an agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with the project for which this proposal is submitted.
  2. That by confirming this statement, I am deemed to have signed and to have agreed to the provisions of this declaration.

  NOTICE TO ALL BIDDERS

  To report rigging activities call: 1-800-424-9071

  The U.S. Department of Transportation (USDOT) operates the above toll-free "hotline" Monday through Friday, 8:00 a.m. to 5:00 p.m., eastern time. Anyone with knowledge of possible bid rigging, bidder collusion, or other fraudulent activities should use the "hotline" to report such activities.

  The "hotline" is part of USDOT's continuing effort to identify and investigate highway construction contract fraud and abuse and is operated under the direction of the USDOT Inspector General. All information will be treated confidentially and caller anonymity will be respected.

• Americans with Disabilities Act (ADA) Information (required) —

  The City of Mount Vernon, in accordance with Section 504 of the Rehabilitation Act and the Americans with Disabilities Act (ADA), commits to nondiscrimination on the basis of disability in all of its programs and activities.  This material can be made available in an alternate format in response to reasonable accommodation requests by contacting the City representative identified in this document.

• Title VI Statement (required) —

  The City of Mount Vernon, in accordance with Title VI and Title VII of the Civil Rights Act of 1964, 78 Stat.252, 42 U.S.C. 2000d to 2000d-4, Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in Federally assisted programs of the Department of Transportation issued pursuant to such Act, and RCW 49.60.180(1) hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises as defined at 49 CFR Part 26 will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national origin, sex, or sexual orientation in consideration for an award. 

• Bidder Responsibility Information
• Type of work generally performed by contractor: (required)
• UBI Number (required) —

  Please enter your UBI Number here. This will be verified against the state database

• Washington State Department of Labor and Industries Contractor’s Registration # & Expiration Date: (required) —

  Include BOTH: Contractor’s Registration # & Expiration Date:

• Washington State Dept. of Employment Security Department No: (required)
• Washington State Excise Tax Registration No.: (required)
• Submission
• Submittal Certification (required) —

  I certify under penalty of perjury under the laws of the State of Washington that the foregoing bid proposal and all the statements, declarations, and certifications contained therein are true and correct.

  By confirming this statement, I certify that I am authorized to sign and submit this Bid Proposal on behalf of my Company, and I realize that this confirmation constitutes my signature.

• Brief Project Summary (required) —

  Copy/paste or type in a brief project summary.

• Basis for Award (required)
• Bid Bond required? (required)
• Prevailing Wage Project? (required)
• Contractor's License Required? (required)
• Contract & Bonds (required) —

  Include a sample contract with retainage option, retainage bond, performance and payment bonds?