Southwest Washington Fairgrounds Midway Drainage Improvements and Repaving Project

Southwest Washington Fairgrounds Midway Drainage Improvements and Repaving Project , Project # 31-2609

NOTICE IS HEREBY GIVEN that Lewis County will open sealed bids and publicly read them aloud at or after 2:00 pm on Tuesday, May 26, 2026 for the above project. The Bid Opening will take place in the Historical Courthouse, 351 NW North St, on the 2nd floor in the BOCC Hearing Room.

Each bid shall be in accordance with the plans, specifications, and other contract documents available through the procurement portal at: https://procurement.opengov.com/portal/lewiscountywa

Project Name and #: Southwest Washington Fairgrounds Midway Drainage Improvements and Repaving Project , Project # 31-2609
Location of work: 1909 South Gold St. Centralia, WA 98531

Contact Person: Matt Patana , Capital Infrastructure Specialist , (360) 219-5134 , matt.patana@lewiscountywa.gov

Pre-Bid Walk: 12:00 pm on Thursday, May 14, 2026 at 1909 South Gold St. Centralia, WA 98531 (Fair Office)

Each bid shall be accompanied by acceptable bid security in the sum of five percent (5%) of the bid amount, a signed non-collusion affidavit and a signed bid form.

Bids must be submitted electronically through the procurement portal at https://procurement.opengov.com/portal/lewiscountywa no later than 2:00 pm on Tuesday, May 26, 2026 . Bids submitted after the due date will not be accepted.

The Lewis County Internal Services Department in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 2000d to 2000d-4 and 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, 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 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.

In the spring of 2025, Lewis County completed a major water system rehabilitation project at the Southwest Washington Fairgrounds and associated park areas.

Key elements of the 2025 water system project included:

• Replacement of aging domestic water mains and water lines throughout the fairgrounds and park.
• Installation or replacement of isolation and control valves.
• Reconnection of the new main lines to the existing distribution system.
• Associated excavation, backfill, testing, and site restoration.

This water line replacement project addressed long-standing issues with the fairgrounds’ aging potable water infrastructure, improving reliability, reducing leaks, and supporting future demand for events, vendors, and facilities. The work involved trenching and surface disturbances in multiple areas of the grounds, including zones near or overlapping with the Midway.

The recently installed water lines are now in place and must be protected and coordinated with during the upcoming Midway drainage and repaving work. Bidders should anticipate working in proximity to the new water infrastructure, including potential utility locates, careful excavation near the new mains, and any required adjustments or protections to valves, fittings, or service connections.

This sequential approach — first upgrading the water system in 2025, followed by storm drainage improvements and Midway repaving — is part of Lewis County’s broader effort to modernize critical infrastructure at the Southwest Washington Fairgrounds. The goal is to resolve chronic drainage and flooding problems on the Midway while creating a safer, more durable surface for high-volume pedestrian traffic during the annual fair and other events.

The Contractor shall plan, schedule, and execute all construction activities in a manner that avoids adverse impacts to the Southwest Washington Fair or any other scheduled events occurring on the fairgrounds. Work sequencing shall ensure that public‑facing areas remain safe, accessible, and visually acceptable during all event periods.

To meet this requirement, the following conditions apply:

Time is of the essence for this project.

1. Fixed Construction Window
• The earliest allowable date for active on‑site work is June 8.
• All work within the Midway area and other event‑sensitive zones must be fully completed or appropriately mitigated no later than July 31.
• After July 31, no construction activity may impact, restrict, or impair fair operations, vendor access, pedestrian flow, parking, or any scheduled events occurring before, during, or immediately after the fair.

2. Midway Priority Work Zone
The Contractor shall prioritize work in the Midway and primary circulation corridors to ensure these areas achieve either:
• Full completion by July 31, or
• Temporary restoration to a condition that is safe, accessible, ADA‑compliant, and visually acceptable for event use.

3. Event‑Ready Temporary Mitigation
Where permanent improvements cannot be completed by July 31, the Contractor shall install temporary surfacing or protection such as:
• Compacted gravel
• Temporary asphalt
• Steel plating
• Approved ADA‑compliant temporary walk surfaces
Such measures must eliminate hazards and prevent disruption to event activities.

4. No Open Excavations During Events
All excavations within public or event‑accessible areas must be backfilled, secured, plated, or otherwise rendered safe before July 31 and prior to any scheduled events thereafter.

5. Coordination With Owner
• The Contractor shall coordinate closely with the Owner to obtain the event calendar and any blackout or restricted construction dates.
• Weekly schedule updates must clearly indicate progress within the Midway and any work scheduled near operationally sensitive areas.

6. Pre‑Event Site Restoration Requirement
At least 48 hours before any fair‑related activity or scheduled event, the Contractor shall ensure:
• All materials, spoils, and equipment are removed from public‑use areas.
• All temporary mitigation is in place and functioning.
• All pedestrian and vehicle access routes are clean and safe.

Liquidated Damages for Delay

Time limits for this project are critical due to scheduled Southwest Washington Fair events. The Contractor shall begin active work no earlier than June 8 and shall complete all work, or provide Owner‑approved temporary surfacing and mitigation measures, no later than July 31, so that the site is fully safe and usable for all fair activities.

If the Contractor fails to achieve Substantial Completion or provide acceptable Event‑Ready temporary mitigation by July 31, the Contractor shall pay liquidated damages of $10,000 per calendar day for each day beyond this date until the Work has reached Event‑Ready Condition to the satisfaction of the Owner. These damages are agreed upon as the reasonable estimate of actual costs and impacts associated with delayed completion, including but not limited to disruption to fair operations, emergency repairs, site safety measures, staff time, public safety risks, and loss of operational readiness.

After the conclusion of all fair events and upon resumption of construction activities, if the Contractor fails to achieve Final Completion within the contractually established timeframe (or as otherwise agreed upon in writing), the Contractor shall pay liquidated damages of $500 per calendar day until Final Completion is achieved.

Liquidated damages shall not be considered a penalty, but rather a fair and reasonable pre‑estimate of the Owner’s damages resulting from Contractor delay.