Bituminous Concrete & Related Pavement Milling, Fabric & Crack Sealing

I) SUBMISSION OF BID
A) Scope and Specifications of Procurement
The Town is soliciting procurement of Bituminous Concrete & Related Pavement
Milling, Fabric & Crack Sealing contractor. The specifications for this INVITATION
TO BID are as follows:
___ Goods _____ Services ______ Insurance x Construction
General description of the subject of Procurement: The contractor selected shall install
Bituminous Concrete overlays and conduct related pavement millings as directed and set
for in the IFB or any future amendment to potential contract. The basis for award will be
approximated bid quantities of SM-9.5D, SM-12.5D, and IM-19.0A Bituminous Concrete
and Milling as shown on the attached bid sheet. The Town may award as alternates SM-
9.5A, SM-12.5A and BM-25A Bituminous Concrete, fabric and crack sealing, and
Reconstruction Milling in the Town's discretion. The lowest bidder will be determined
by multiplying the prices for IM-19.0A, SM-9.5D, SM-12.5D Bituminous Concrete and
Milling by the bid quantities and estimated square yards (using 40,000 square yards as
the basis for the milling portion of the bid). The price per ton for asphalt installation,
price per pound for crack sealing and the price per square yard for milling and fabric
must include all labor, equipment and materials necessary to accomplish this work.
All traffic control such as signing, flagging and use of pilot truck, if necessary, must also
be included as well as any VDOT testing. Maintenance of traffic must be in compliance
with VWAPM, MUTCD, VDOT Road and Bridge Specifications, and approved MOT
plans. All flaggers must be VDOT certified.
The milling and subsequent repaving operations need to be closely coordinated so that
streets will not be left rough and in a state of disrepair per the Town and VDOT
specifications. The contractor must maintain reasonable access to residences, businesses,
schools, and public facilities throughout construction whenever practicable. When
temporary closures are necessary, they shall be limited to the shortest duration possible
and shall be coordinated with the Town. The contractor shall maintain access for
emergency vehicles at all times unless otherwise authorized in writing by the town. The
manholes and valve boxes create an obstacle course, and coupled with a rough surface
(from breakouts down to a lower surface course), generate an undue negative response
from our citizenry. Therefore, no street will be milled more than 72 hours before it is
overlaid and each street shall be vacuum swept prior to the overlay process.
Work Hours for Arterial and Collector Roads shall be limited to Monday-Thursday, 8:30
a.m. to 3:00 p.m., Friday 8:30 a.m. to 1:00 p.m. The Town reserves the right to require
nighttime or off-peak work at no additional costs when deemed necessary by the Town of
Culpeper to minimize impacts to the public or to address traffic, safety, operational,
scheduling, special event, or other project-related needs. These restrictions shall apply to
arterial roads such as:
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* Route 3
* Route 15
* Route 29
* Route 229
* Route 522
* Ira Hoffman Lane
The restrictions shall apply to collector roads including the following:
* Blue Ridge Avenue
* East Street
* West Street
* Old Brandy Road
* Old Rixeyville Road
* Belle Avenue
* Braggs Corner Road
* Virginia Avenue
* Nalles Mill Road
* Sunset Lane
* Laurel Street (including Laurel Street Extension)
* CJB (James Madison Highway connector)
No work is permitted on weekends or holidays unless specifically authorized by Director
of Public Works, their designee or in the event of an emergency. Any extension of work
hours or deviation from the schedule must be approved by the Director of Public Works
or their designee.
Contractor will be responsible for coordination and payment for law enforcement
assistance when directed by the Town.
Contractor shall be responsible for the submission of material tickets, inspection reports,
density reports, warranties, etc. The Town shall withhold payment for defective work,
incomplete restoration, failed inspections, unresolved safety issues, outstanding punch list
items or missing required documentation. Failure of the contractor to complete the work,
the Town may use its own forces or another contractor after default and recover excess
completion and administrative costs.
Work must commence within 60 days of Notice to Proceed issued by the Town or as
agreed upon by the Town. Contractor is required to continuous prosecution of the work
once started, including 24-hour notice before suspending operations and securing work
area before leaving.
Contractor shall not have milled pavement surface open to traffic for more than 72 hours.
All milled surfaces shall have timely pavement restoration within 5 calendar days of
milling. All milling and paving operations must occur within the same work week to
minimize disruption and maintain roadway quality. Contractor shall be prohibited from
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milling more than two day's paving production ahead of paving activities. Contractor
shall provide emergency contact information and an authorized superintendent onsite.
Contractor is required to conduct daily cleanup of roadways and work zones. Contractor
must be in compliance with all applicable Town Code, Facilities Standards Manual
(FSM), and VDOT requirements for pavement restoration, temporary pavement
markings, and traffic control. Contractor is required to install, maintain, and replace all
temporary and permanent pavement markings as required until final acceptance.
Contractor is required to furnish and install water valve risers, extensions, or adjustments
as needed to match final grade.
The term of this contract is for one year and Town and selected contractor may extend it
for successive one-year terms by mutual agreement noted in writing, up to a total of five
years (the original contract year and four additional one-year terms) Any modification of
the prices or terms during the base year or any extension will comply with the
requirements of Virginia Code Section 2.2-4309. Estimated bid quantities are located on
the Bid Submission Form. Please note they are estimates only and may change based on
operational needs.
Delivery schedule: 60 days upon notice to proceed from Town of Culpeper
Procurement by the Town is governed by the Town of Culpeper Purchasing and
Procurement Policy Manual, as amended, and the Virginia Public Procurement Act,
Sections 2.2-4300 et seq. of the Code of Virginia, as amended. All Bidders are referred
to the specific provisions of that Manual and law for guidance in dealing with Invitations
to Bid. If an inconsistency exists between the specifications of this Invitation to Bid, the
General Provisions, Contract, or other included document, or the Purchasing and
Procurement Policy Manual and Virginia Public Procurement Act, the inconsistency shall
be resolved by giving precedence to the following documents in the following order:
1) Virginia Public Procurement Act, as amended,
2) Town of Culpeper Purchasing and Procurement Policy Manual, as amended,
3) The Specifications of this Invitation to Bid (this section I),
4) The Contract,
5) The General Provisions of this Invitation to Bid (Sections II - V).
B) Insurance Checklist
The minimum limits of the Contractor's Liability coverage shall be as provided in this
section. Insurance may be obtained from a single insurance company and policy or from
multiple companies and policies. With all types of required insurance except Worker's
Compensation, the Contractor must add the Town as an additional insured. Proof of
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insurance and certificates showing the Town as an additional insured are not required at
the Invitation to Bid stage but are a condition precedent to the award of a Contract.
1) Worker's Compensation
X REQUIRED ____NOT REQUIRED
a) State........................................................................................Statutory
b) Applicable Federal .................................................................Statutory
c) Employer's Liability ...............................................................$100,000.
d) Benefits Required by Union Labor Contractors ....................As Applicable
2) Comprehensive General Liability (including Contractor's Protective: Products and
Completed Operations; Broad Form Property Damage):
X REQUIRED _____NOT REQUIRED
a) Bodily Injury:
$1,000,000................................................Each Occurrence
$2,000,000................................................Aggregate, Products & Complete Operations
b) Property Damage:
$ 1,000,000...............................................Each Occurrence
$ 2,000,000...............................................Aggregate
c) Products and Completed Operations Insurance shall be maintained for a minimum
period of one (1) year after final payment, and the Contractor shall continue to
provide evidence of such coverage to the Owner on an annual basis.
d) Contractual Liability (Hold Harmless Coverage):
i) Bodily Injury:
$1,000,000..........................................Each Occurrence
$2,000,000..........................................Aggregate, Products & Complete Operations
ii) Property Damage:
$ 1,000,000.........................................Each Occurrence
$ 2,000,000.........................................Aggregate
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e) Personal Injury, with Employment Exclusion deleted:
$ 2,000,000.........................................Aggregate
3) Comprehensive Automobile Liability (Owned, Non-Owned, Hired)
X REQUIRED ______NOT REQUIRED
a) Bodily Injury:
$1,000,000................................................Each Occurrence
$2,000,000................................................Aggregate, Products & Complete Operations
b) Property Damage:
$ 1,000,000...............................................Each Occurrence
$ 2,000,000...............................................Aggregate
C) Type of Contract
The Town is anticipating the award of a contract on a estimated quantities basis.
D) Questions and Comments Regarding Terms of the Invitation to Bid and
Modification of Terms
A Bidder may submit questions and comments regarding this Invitation to Bid only to the
Town Manager's designee(s) for this Invitation to Bid. To receive an answer, all
questions must be submitted no later than five (5) business (working) days before the due
date. The Town may also issue clarifications or modifications of the terms of the
Invitation to Bid even if no Bidder requests it.
Any revisions to the terms of the Invitation to Bid will be made only by written
addendum issued by the Town Manager's designee, no later than three (3) days before
the date set for submission of bids. The Bidder will not rely on any information provided
orally, or by anyone other than the Town Manager's designee.
E) Method for Submitting BID
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1) Contents of submission: Vendors shall submit one (1) original and one (1) copy of
the completed Bid Submission Form and Vendor Information Form and all
supporting documentation. The signed forms must be returned in a separate envelope
or package, sealed, addressed as directed on the cover page, and identified as follows:
From: 8/5/26 2:00 pm
Name of Bidder Due Date Due Time
Bituminous
Concrete PW-26-41021
Street/Box Number IFB Title IFB Number
City State/Zip Code Name of Buyer
Bids sent via express delivery service must be sealed in an envelope inside the
express container. The bidder assumes the risk that an envelope not properly marked
will be mistakenly opened, and thus rendered ineligible for consideration. No
responsibility shall attach to the Town for the premature opening of a bid not properly
addressed and identified as specified herein.
Bids may also be submitted electronically at eva.virginia.gov (Please note you must
be registered with eVA in order to submit bids electronically.
2) Determination of deadline: The official time used in the receipt of Bids is
established by the Town Manager's designee.
3) Place for submission: Bids must be received at the place stated on the cover page of
the Solicitation. Bidders who use a delivery company, U.S. Mail, or courier bear the
risk that the bid will not be received at the correct location by the deadline.
4) Extension of deadline: Before the deadline passes, the Town may extend the date
and time for opening of Bids or change the location of the bid opening if it believes it
is necessary and in the best interest of the Town. If that happens, all Bidders will be
notified of the new date and time or new location and Bids already received will not
be opened until the new date and time.
5) Process for receipt of bids: At the bid opening, the responsible Town employee shall
receive bids, open them, and read aloud the names of the Vendors that submitted
Bids. The amount of each Bid, however, will not be read at that time and will not be
made known to other Bidders until a decision is made as to whether to award a
contract or cancel the Solicitation. Thereafter, the provision on Examination of
Documents, V)C), applies to release of bid data.
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F) Bidder Information Form and Certifications
1) Bidder Information Form: The Bidder must complete and file responses to
questions posed in the attached Bidder Information Form and demonstrate to the
satisfaction of the Town that it has the capability to perform the Contract.
2) Certifications: The Bidder shall certify, through execution of the Certification
portion of the Vendor Information Form, that the following statements are true and
not misleading:
a) That its Bid is made without any kickbacks or inducements or any prior
understanding, agreement, or connection with any corporation, firm, or person
submitting a Bid for the same Goods, Services, Insurance or Construction, and is
in all respects fair and without collusion or fraud;
b) That it is not currently debarred by the Commonwealth of Virginia or the Town
from submitting Bids on contracts for the Goods, Services, Construction or
Insurance that is the subject of this Invitation to Bid, nor is the Bidder an agent
of any person or entity that is currently so debarred.
c) That it has not Bid or conferred on any public employee having official
responsibility for this procurement transaction any payment, loan, subscription,
advance, deposit of money, services or anything of more than Nominal Value or
minimal value, present or promised, unless consideration of substantially equal or
greater value was exchanged.
d) That to the best of its knowledge no Town official or employee having official
responsibility for this Invitation to Bid or member of his or her immediate family
has received or will receive any financial benefit of more than Nominal Value or
minimal value relating to the award of this contract. If such a benefit has been
received or will be received, this fact shall be disclosed with the Bidder as soon
thereafter as it appears that such a benefit will be received. Failure to disclose the
information required above may result in suspension or debarment of the Bidder,
rescission of the Contract, or reduction in payment under the terms of the Contract
of the value of such benefit.
e) That it has submitted a single Bid. For purposes of this provision, the term
"Bidder" includes all departments and divisions of a Business and all its
Affiliates.
f) That it is satisfied, from its own investigation of the conditions to be met, that it
fully understands its obligations if the Town awards it a Contract, and that it will
not have any claim or right to cancellation or relief from the Contract because of
any misunderstanding or lack of information.
3) Duty to supplement: If the Bidder becomes aware of any information which makes
any part of the Vendor Information Form or Certifications no longer accurate or
complete or reveals that any part of my previously submitted information is
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misleading, the Bidder will immediately bring that information to the attention of the
Town Manager's Designee.
G) Compliance with Directions
The Bidder shall comply with all procedural instructions that may be issued by the Town.
II) EVALUATION OF BID
A) Net Prices and Delivery Terms; Tax Exemption and Responsibility
1) Net prices: Prices for Goods, unless otherwise specified, must be net, F.O.B. and
include all charges that may be imposed in fulfilling the terms of the Contract
including all applicable fees, with transportation and handling charges fully prepaid
by the Contractor to destination in the Town of Culpeper, Virginia, unless otherwise
specified in this Invitation to Bid, and subject only to any discount for prompt
payment that may be provided by Bidder. Extra charges not made a part of the Bid
price will not be allowed.
2) Default delivery schedule: Unless otherwise specified in the Specifications, delivery
is to be made between the hours of 8:00 a.m. and 4:00 p.m., Monday through Friday
except on Town holidays and days when inclement weather shuts the normal
operations of the Town government. Delivery and invoicing must be received within
30 working days of receipt of purchase order.
3) Prices to remain firm: If a Contract is awarded, the prices Bid by the successful
Bidder shall remain firm for the period of the Contract unless expressly provided
otherwise. In case of arithmetic errors, the unit price will govern.
4) Tax exemption: The Town is exempt from state and federal taxes. The Town will
not pay any tax charges assessed on Goods, Services, Construction or Insurance
provided by the Bidder. The Town will not indemnify the Bidder against any tax
charges. Any tax assessed against the Bidder as a result of the contract resulting from
this Invitation to Bid is the responsibility of the Contractor. However, when under
established trade practice any Federal excise tax is included in the list price, the
Bidder may quote the list price and shall show separately the amount of Federal tax,
either as a flat sum or as a percentage of the list price, which shall be deducted by the
Town.
B) Required Elements of Bid Package
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