RFB 01-24 Roadway Reconstruction – Reclamation, Milling, and/or Repaving

REQUEST FOR BID RFB 01 - 24 Town of Rollinsford, New Hampshire Roadway Reconstruction Reclamation, Milling and or Repaving HIGHWAY DEPARTMENT Contract Documents Proposal Documents Specifications Bidder: _________________________________________________________________ Bid Due Date/Time: May 02, 2024 Not Later Than 2:00 PM TOWN OF ROLLINSFORD Town Administrator’s Office 667 Main Street P.O. Box 309 Rollinsford, NH 03869 PHONE: (603) 742 - 2510 FAX: (603) 740 - 0254 TOWN OF ROLLINSFORD RFB 01 - 24 BIDDER: ________________________ REQUEST FOR BIDS The Town of Rollinsford, New Hampshire wishes to engage the services of a qualified contractor to provide roadway reconstruction services for its Highway Department. Each firm submitting a bid must be lawfully engaged in the service of pavement management, preservation and reconstruction in the State of New Hampshire. An overview and detailed specifications are provided later in the Request for Bid (RFB). Bids must be received no later than

2:00 PM on May 02, 2024 from interested firms, to be eligible for consideration by the Town. Bids may be submitted in hard copy to the Town Administrator, Town of Rollinsford, 667 Main Street, P.O. Box 309, Rollinsford, NH 03869 and must be clearly marked, “RFB 01-24” “2024 Rollinsford Roadway Reconstruction Bid.” Complete copies of RFB 01-24 are available from the Town Administrator’s Office, 667 Main Street, Rollinsford, NH 03869, Phone (603) 742-2510 or online at https://rollinsford.nh.us/bids-proposals/ All bids received will be considered confidential and not available for public review until after a contract has been awarded. The Town reserves the right to reject any or all proposals or any part thereof, to waive any formality, informality, information or errors in the bid / proposal, to accept the bid / proposal considered to be in the best interest of the Town, or to purchase on the open market if it is considered in the best interest of the Town to do so. Failure to submit all information called for and/or submission of an unbalanced bid / proposal are sufficient reasons to declare a bid / proposal as non-responsive and subject to disqualification. Failure to submit all information as detailed on the bid / proposal submission checklist and / or submission of an unbalanced bid / proposal are sufficient reasons to declare a proposal or bid as non-responsive and subject to disqualification. All RFB & RFP’s are advertised, at Town’s discretion, posted publicly as detailed below: Rollinsford Town Hall Lobby, 667 Main Street, Rollinsford, NH 03869 Rollinsford Town Website Departments | Town of Rollinsford NH Municipal Association Website Classifieds | New Hampshire Municipal Association (nhmunicipal.org) TOWN CONTACT: Cary Boyle, Town Administrator Town of Rollinsford 667 Main Street P.O. Box 309 Rollinsford, NH 03869 cary.boyle@rollinsford.nh.us (603) 742-2510 Nate Mears, Public Works Manager Town of Rollinsford 667 Main Street P.O. Box 309 Rollinsford, NH 03869 nate.mears@rollinsford.nh.us (603) 742-0831 2 TOWN OF ROLLINSFORD RFB 01 - 24 BIDDER: ________________________ PREPARATION OF BIDS: Bids shall be submitted on the forms provided and must be signed by the Bidder or the Bidder’s authorized representative. The person signing the proposal shall initial any corrections to entries made on the bid forms. Bidders must quote on all items appearing on the bid forms unless specific directions in the advertisement, on the bid form or in the special provisions allow partial bids. Failure to quote on all items may disqualify the bid. When bids on all items are not required, Bidders shall insert the words “no bid” where appropriate. Alternative bids will be considered, unless otherwise stated, only if the alternate is: (1) Described completely, including but not limited to, sample(s), if requested, and specifications sufficient so that a comparison to the request can be made; and (2) Submitted as part of the base bid response, i.e. it shall not be a separate document which could be construed as a second bid. Unless otherwise stated in the Request for Bid (RFB), the Bidder agrees that the bid shall be deemed open for acceptance for sixty (60) calendar days subsequent to submission to the Town of Rollinsford or as modified by addendum. Any questions or inquiries must be submitted in writing, and must be received by the Town Administrator no later than seven (7) calendar days before the Request for Bids due date to be considered. Any changes to the Request for Bid will be provided to all Bidders of record. The Bidder shall not divulge, discuss or compare this bid with other Bidders and shall not collude with any other Bidder or parties to a bid whatever. (Note: No premiums, rebates or gratuities permitted either with, prior to, or after any delivery materials are allowed. Any such violation will result in the cancellation and/or return of materials, as applicable, and the removal from Bid List). The name of manufacturer, trade name, or catalog number mentioned in this Request for Bid is for the purpose of designating a minimum standard of quality and type. Such references are not intended to be restrictive, although specified color, type of material and specified measurements may be mandatory. Bids will be considered for any brand which meets or exceeds the quality of the specifications listed. On all such bids, the Bidder shall specify the product and or application that they are proposing and shall supply sufficient data to enable a comparison to be made with the particular brand or manufacturer specified. Failure to submit the above may be sufficient grounds for rejection of the bid. When samples are required, they must be submitted free of cost and will be returned unless otherwise specified. 3 TOWN OF ROLLINSFORD RFB 01 - 24 BIDDER: ________________________ SUBMISSION OF BIDS: Bids must be submitted as directed in the Request for Bid, and on the forms provided unless otherwise specified. Bid proposals must be typewritten or printed in ink. Bids must be mailed or delivered in person. WITHDRAWAL OF BIDS: Bids may be withdrawn prior to the opening date and time upon written, faxed, emailed or telegraphic request of the Bidder to the Town Administrator. Negligence on the part of the Bidder in preparing this bid proposal shall not constitute a right to withdraw a bid subsequent to the bid opening. Bids may not be withdrawn for the period as indicated in the preparation of bids or as modified by addenda. RECEIPT AND OPENING OF BIDS: Bids shall be submitted prior to the time fixed in the Request for Bids. Bids received after the time so indicated shall be returned unopened. BID RESULTS: All bids received shall be considered confidential and not available for public review until after the vendor has been selected and bid awarded. All bids shall be subject to negotiations prior to the award of a contract. NO TELEPHONE REQUESTS FOR RESULTS WILL BE ACCEPTED OR GIVEN. TIE BIDS: When identical bids are received, with respect to price, delivery, financial resources, experience, ability to perform and quality, award may be made at the discretion of the Town Administration, with the following exceptions: When a tie bid exists between a local (a business establishment within Town limits) bidder and an out-of-town bidder, preference may be given to the local bidder. If a tie bid exists between two local bidders, or two out-of-town bidders, the decision may be made at the discretion of the Town Administration. LIMITATIONS: This Request for Bid (RFB) does not commit the Town to award a contract, to pay any costs incurred in the preparation of a response to this request, or to procure or contract for services, supplies or equipment. The Town reserves the right to accept or reject any or all bids received as a result of this request, or to cancel in part or in its entirety this RFB, if it is in the best interest of the Town to do so. BID EVALUATION: In an attempt to determine if a bidder is responsible, the Town, at its discretion, may obtain technical support from outside sources. Each bidder will agree to fully cooperate with the personnel of such organizations. 4 TOWN OF ROLLINSFORD RFB 01 - 24 BIDDER: ________________________ AWARD OF CONTRACT: Any contract entered into by the Town shall be in response so the bid and subsequent discussions. It is the policy of the Town that contracts are awarded, among other considerations, only to responsive and responsible bidders. In order to qualify as responsive and responsible, a prospective vendor must meet the following standards as the relate to this request: ● Have adequate financial resources for performance ar have the ability to obtain such resources as required during performance; ● Have the necessary experience, organization, technical and professional qualifications, skills and facilities; ● Be able to comply with the proposed or required completion time or performance schedule; ● Have a demonstrated satisfactory record of performance; and ● Adhere to the specifications of this bid and provide all documentation required of this bid The contract will be awarded to a responsive and responsible bidder based on the evaluation criteria detailed on the bid evaluation sheet. The bidder selected will be the most qualified and not necessarily the bidder with the lowest price. The Town reserves the right to reject any or all bids or any part therefor, to waive any formality, informality, information and/or errors in the bid, to accept any proposal in part or in whole as may be in the best interest of the Town, or to purchase services on the open market or any other option if it is considered in the best interest of the Town to do so. In case of error in the extension of prices, the unit prices proposed shall govern and the unit prices in writing shall take precedence over the unit prices in figures. Also, in the event of a discrepancy between the total of the items and the lump sum stated, the total of the items shall govern. MODIFICATIONS AFTER AWARD: The contract shall constitute the entire understanding between the parties and it shall not be considered modified, altered, changed, or amended in any respect unless in writing and signed by the parties hereto. Such modification shall be in the form of a contract amendment executed by both parties. CANCELLATION OF AWARD: The Town reserves the right to cancel the award without liability to the bidder, except for the return of the bidders bond, at any time before a contract has been fully executed by all parties and is approved by the Town. 5 TOWN OF ROLLINSFORD RFB 01 - 24 BIDDER: ________________________ CONTRACT: Any contract between the Town and the Vendor shall consist of (1) the Request for Bid (RFB) and any amendments thereto and (2) the Vendor’s proposal in response to the RFB. In the event of a conflict in language between documents (1) and (2) referenced above, the provisions and requirements set forth and referenced in the RFB shall govern. However, the Town reserves the right to clarify any contractual relationship in writing, and such written clarification shall govern in case of conflict. In all other matters, not affected by written clarification, if any, the RFB shall govern. The bidder is cautioned that their bid shall be subject to acceptance without further clarification. INSURANCE: The successful bidder shall procure and maintain insurance, in the amounts and coverage as set forth in this request for bid, or otherwise required by the Town, at the bidder’s sole expense, with Town approved insurance companies, insuring against any and all public liability, including injuries or death to persons and damage to property, arising out of or related to the goods or bidder’s performance hereunder. The Town shall be named as an additional insured, as determined by the Town, in said policy or policies, and the successful bidder shall furnish to the Town original Certificate(s) of Insurance evidencing the required coverage to be in force on the date of this Agreement and renewal Certificates of Insurance if coverage has an expiration or renewal date occurring during the term of this agreement. In addition to the certificate(s) of insurance, the successful bidder shall also provide, as required by the Town, an additional insured endorsement. If the policy includes a blanket additional insured endorsement or contractual additional insured coverage, the requirement for an endorsement may be fulfilled by submitting that document along with a signed declaration page referencing the blanket endorsement or policy form. The successful bidder shall ensure that all insurance coverage maintained or procured pursuant to this agreement shall be endorsed, as required by the Town, to waive subrogation against the Town, however this waiver of subrogation requirement shall not apply to any policy that includes a condition that specifically prohibits such an endorsement or voids coverage should the successful bidder enter into such an agreement on a pre-loss basis. All certificates shall provide that the Town be given thirty (30) days written notice prior to any change, substitution, or cancellation before the stated expiration date. The Town’s examination of, or failure to request or demand, any evidence of insurance hereunder, shall not constitute a waiver of any requirement and the existence of any insurance shall not limit the bidder’s obligation under any provision hereof. Except to the extent of comparable insurance acceptable to or express waiver by the Town, the bidder shall, or shall cause any carrier engaged by the bidder, to insure all shipments of goods for full value. If the contract with the bidder involves the performance of work by the bidder’s employees at property owned or leased by the Town, the bidder shall furnish such additional insurance as the Town may request in respect thereof, but in any event and without such request, workers compensation insurance and unemployment compensation insurance as required by laws of the State of New Hampshire and public and automotive liability and property damage insurance. In no event shall such employees of the bidder 6 TOWN OF ROLLINSFORD RFB 01 - 24 BIDDER: ________________________ be deemed to be the employees of, or under the direction or control of the Town for any purpose whatsoever. WORKER’S COMPENSATION: All bidders and subcontractors at every tier under the bidder will conform with the requirements of RSA 281 Title XXIII, Section 281-A:2 with close attention to sections VI(a), VI(c) and VII(a) as well as Section 281-A;4. EXECUTION OF CONTRACT: The successful bidder shall sign (execute) the contract documents and shall satisfy all conditions set forth in the contract to enter into the contract and return such signed documents to the Town within ten (10) calendar days from the date mailed or otherwise delivered to the successful bidder. APPROVAL OF CONTRACT: Upon receipt of the contract and any necessary surety bonds that have been fully executed by the successful bidder, the Town shall complete the execution of the contract in accordance with local laws or ordinances and return the fully executed contract to the contractor. Delivery of the fully executed contract, along with a Notice to Proceed to the Contractor shall constitute the Town’s approval of the contract with the Contractor. FAILURE TO EXECUTE CONTRACT: Failure of the successful bidder to execute the contract and/or furnish acceptable surety bonds (if required) within ten (10) calendar days from the date mailed or otherwise delivered to the successful bidder shall be just cause for cancellation of the award. DISQUALIFICATION: Awards will not be made to any person, firm and/or corporation that have defaulted upon a contract with the Town, the State of New Hampshire or the Federal Government within the past five (5) years. Awards will not be made to any principal owner or officers that have a 10% or greater interest in a firm or corporation that has defaulted upon a contract with the Town, the State of New Hampshire or the Federal Government within the past five (5) years. Corporations must currently be in good standing with the Secretary of State Office in the state in which it is incorporated. DISAGREEMENTS AND DISPUTES: All disagreements and disputes, if any, arising under the terms of any contract, either by law, in equity, or by arbitration, shall be resolved pursuant to the laws and procedures of the State of New Hampshire, in which state any contract shall be deemed to have been executed. No action at law, or equity, or by arbitration shall be commenced to resolve any disagreements or disputes under the terms of any contract, in any jurisdiction whatsoever other than the State of New Hampshire and Strafford County. TERMINATION OF CONTRACT FOR CAUSE: If the Contractor shall violate any provision of the contract, the Town shall have the right to terminate the contract. To terminate the contract the Town shall provide written notice to the Contractor of such termination. Such written notice shall state the contract violation(s) and be delivered to the Contractor’s 7 TOWN OF ROLLINSFORD RFB 01 - 24 BIDDER: ________________________ address as identified in the contract documents. This notice shall provide the Contractor with fifteen (15) calendar days from the date of delivery, to correct the violation(s) to the Town’s satisfaction. Should the Contractor fail to satisfactorily correct all violations within (15) fifteen calendar days, the Town may terminate the contract immediately upon the delivery of a Notice of Termination to the Contractor. Such termination shall become effective immediately or as otherwise determined by the Town. Upon termination, all finished or unfinished work, services, plans, data programs and reports prepared by the Contractor under the contract shall become property of the Town. The Town may also terminate this contract in accordance with any other applicable contract provision. Notwithstanding the above, the Contractor shall not be relieved of liability to the Town for damages sustained by the Town by virtue of any breach of any contract, and the Town may withhold any payments until such time as the exact amount of damages due the Town is determined. TERMINATION FOR THE CONVENIENCE OF THE TOWN: The Town may terminate any contract at any time by giving written notice to the Contractor of such termination and specifying the effective date thereof, at least fifteen (15) days before the effective date of such termination. In that event, all finished or unfinished work, services, documents and materials shall become the Town’s property. If any contract is terminated by the Town as provided herein, the Contractor will be paid an amount which bears the same ratio to the total compensation as the services covered by any contract, less payments of compensation previously made. INVOICING: Invoices are to be submitted to the Town department or division. The invoice must include an itemization of all items, supplies, services, equipment or labor furnished; including unit list price, net price and total amount due (see progress payments below). In addition, on projects that will involve partial/progress payments and/or retainage a summary statement in the following format will be provided with each invoice: Original Contract Amount $________________________ Plus/minus Change Orders $________________________ Total Adjusted Contract Amount $________________________ Work Completed to Date $________________________ Less Previous Invoices $________________________ Less Retainage (if any) $________________________ Balance due this Invoice $________________________ Balance Remaining on Contract $________________________ All invoices must reference a valid Town of Rollinsford RFB Number and the work outlined within. 8 TOWN OF ROLLINSFORD RFB 01 - 24 BIDDER: ________________________ PROGRESS PAYMENTS: Progress Payments: Any payment from the Town to the Contractor may be negotiated between the Town and the Contractor, but shall be solely determined by the Town. After the Town has determined such payment, the Contractor shall bill the Town for services rendered in accordance with the contract documents within ten (10) calendar days following the end of the month and the Town shall pay the Contractor within thirty (30) days after receipt of the Contractor’s invoice. Progress Payments are not provided in advance of routine or scheduled maintenance services. All maintenance treatments or services will be reimbursed upon receipt of invoice following completion of service. TAX: The Town is exempt from all sales and Federal excise taxes. The Town’s tax exemption certificate will be provided to the successful contractor upon request. Please bill less these taxes. PRICING: Unless otherwise specified all prices listed are firm for the term of the contract. All prices should include all labor, material and transportation costs, and any discounts offered. No fuel surcharges shall be allowed at any time. An Asphalt Cement Adjustment shall be clearly applied to billing based on monthly publications observed by NHDOT. https://www.dot.nh.gov/about-nh-dot/divisions-bureaus-districts/highway-design/highway-standard-specif ications/special GUARANTEES & WARRANTY: All materials and labor related to contracts must be guaranteed and include a warranty. If any work is unable to be guaranteed, the Contractor must inform the Town, in writing, prior to the delivery of an item or any work being performed. Inspection, testing and final determination of non-warranty work shall be performed at no cost to the Town. DEFINITIONS: Proposal shall also mean quotation, bid, and offer and qualification/experience statement. Vendors shall also mean proposers, offers, bidders, contractors or any person or firm responding to a Request for Bid. Contract shall also mean agreement. GOVERNING LAW: The Laws of the State of New Hampshire shall govern all contracts entered into by the Town of Rollinsford. Any disputes shall be resolved within the venue of the State of New Hampshire and Strafford County. 9 TOWN OF ROLLINSFORD RFB 01 - 24 BIDDER: ________________________ Failure to acknowledge this request for bid may result in withdrawal from the bidder list for this commodity or service. Failure to comply with these requirements could result in the cancellation of an order or contract. SCOPE OF WORK AND PROPOSED PRICING: STREET NAME APPLICATION PRICE PER TON INSTALLED SUBTOTAL TOTAL Cross Street ● Full Depth Reclamation (FDR) ● Fine grade & compact gravel sub-base. ● Machine pave road @ 2.5” depth of 19.1 mm hot bituminous pavement binder course. Second Street ● Full Depth Reclamation (FDR) ● Fine grade & compact gravel sub-base. ● Machine pave road @ 2.5” depth of 19.1 mm hot bituminous pavement binder course. *Town to realign granite curbing prior to paving. Third Street ● Full Depth Reclamation (FDR) ● Fine grade & compact gravel sub-base. ● Machine pave road @ 2.5” depth of 19.1 mm hot bituminous pavement binder course. *Town to realign granite curbing prior to paving. Hall Street ● Fine grade & compact gravel sub-base. ● Tack-coat joint at apron & driveways. ● Machine pave road @ 2.5” depth of 19.1 mm hot bituminous pavement binder course. ● Machine pave road @ 1.5” depth of 12.2 mm hot bituminous pavement wearing course. *Town to excavate and haul off existing failed asphalt prior to paving and apply shoulder gravels and loam once paving is complete. 10 TOWN OF ROLLINSFORD RFB 01 - 24 BIDDER: ________________________ STREET NAME APPLICATION PRICE PER TON INSTALLED SUBTOTAL TOTAL Silver Street Extension ● Full Depth Reclamation (FDR) ● Fine grade & compact gravel sub-base. ● Machine pave road @ 2.5” depth of 19.1 mm hot bituminous pavement binder course. ● Machine pave road @ 1.5” depth of 12.2 mm hot bituminous pavement wearing course. Front Street ● Trench patching approximately 135 cubic yards of 19.1 mm hot bituminous pavement. ● Tack-coat all joints. *Water & Sewer District Contractor to prepare gravel sub-base and perform compaction testing. South Street ● Trench patching approximately 85 cubic yards of 19.1 mm hot bituminous pavement. ● Tack-coat all joints. *Water & Sewer District Contractor to prepare gravel sub-base and perform compaction testing. General Sullivan Way ● Machine paving approximately 80 cubic yards of 19.1 mm hot bituminous pavement. ● Tack-coat all joints. *Town to box out existing failed asphalt and prepare subsoil. CONTRACTOR NOTES: 11 TOWN OF ROLLINSFORD RFB 01 - 24 BIDDER: ________________________ SPECIFICATIONS: All work performed under this contract shall conform to the 2016 New Hampshire Department of Transportation (NHDOT) “Standard Specifications for Road and Bridge Construction”, (NHDOT Standard Specifications). Each proposer shall return page 10 and 11 of this document in a legible form with all proposed costs clearly itemized. Additionally page 12 signature page must be included in submittal memorializing each bidder submission in a timely manner per the requirements of this Request for Bid. BIDDER SIGNATURE PAGE: NAME OF BIDDER/FIRM: _____________________________________________________________ NAMED REPRESENTATIVE: __________________________________________________________ ADDRESS: _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ PHONE NUMBER: ________________________________________________________________ EMAIL: _______________________________________________________________________ SIGNATURE: _______________________________________________________________________ DATE: _______________________________________________________________________ NOTES: 12