Project 618 - 2026 Asphalt Phase III

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NOTICE TO BIDDERS
This project has a completion date of November 20, 2026.
The City of Rolla hereby requests bids for "FY 2026 Asphalt Phase III, Project 618."
Liquidated Damages - Should the contractor fail to complete the work on or before the
completion date specified the contractor will be charged liquidated damages in the
amount of 500.00 per calendar day for each full calendar day that the work is not fully
completed. Liquidated damages will not be charged for weekends and holidays.
Bids will be accepted until 11:00 a.m., Wednesday, June 3, 2026, in the office of the
City Clerk, 3rd Floor, 901 North Elm Street, Rolla, Missouri, at which time they will be
opened. Bids shall be submitted in a sealed envelope and clearly marked "FY 2026
Asphalt Phase III, PROJECT 618".
The bid price for the asphalt overlays shall include furnishing equipment, labor, and
materials to place an estimated 2,240 tons of asphalt on 16th Street, Vichy Road, City
Hall Parking Lots between Elm & Oak, City Hall Parking Lot south of 9th Street,
Bandshell Parking Lot, City Lot at 8th & Rolla Street, & parking lot for the New Animal
Shelter. (Map Attached)
Pre-bid conference (optional) will be held on Wednesday, May 27, 2026 at 11:00 a.m.
in the 4th floor conference room of the Public Works Department, 901 North Elm Street,
Rolla, Missouri.
Contractor shall be responsible for compliance with Section 290.250 of the Revised
Missouri Statutes pertaining to prevailing wages.
Only Missouri laborers and laborers from nonrestrictive states are allowed by law to be
employed on Missouri's public works projects when the unemployment rate exceeds 5%
for two consecutive months. (Sections 290.3081 through 290.580 R.S.Mo.)
Bidders are informed that pursuant to Section 285.530, R.S.Mo, as a condition of the
award of any contract in excess of five thousand dollars ($5,000.00), the successful
bidder shall, by sworn affidavit and provision of documentation, affirm its enrollment and
participation in a federal work authorization program with respect to the employees
working in connection to the contracted services. Successful bidders shall also sign an
affidavit affirming that it does not knowingly employ any person who is an unauthorized
alien in connection to the contracted services.
Bidders are informed that the project is subject to the requirements of Section 292.675,
R.S.Mo, which requires all contractors or subcontractors doing work on the project to
provide, and require its on-site employees to complete, a ten (10) hour course in
construction safety and health approved by the Occupation Safety and Health
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Administration ("OSHA") or a similar program approved by the Missouri Department of
Labor and Industrial Relations which is at least as stringent as an approved OSHA
program. The training must be completed within sixty (60) days of the date work on the
project commences. On-site employees found on the worksite without documentation of
the required training shall have twenty (20) days to produce such documentation.
All bids shall be on the proposal form provided and shall be accompanied by submittals
and a bid bond issued by an acceptable surety company and payable to the order of the
City of Rolla, for not less than five percent (5%) of the total amount of the bid.
The successful Contractor shall be expected to proceed as expeditiously as possible upon
receipt of the NOTICE TO PROCEED. The successful contractor will be required to
have a City of Rolla business license.
Payment shall be based on actual measured quantities.
The City reserves the right to reject any and all bids.
Bid documents and specifications may be reviewed in, or purchased for $35.00 from the
Rolla Public Works Department, 4th Floor, 901 North Elm Street, Rolla, Missouri 65401.
Bid documents can be picked up Monday through Friday, 8:00 a.m. to 5:00 p.m. PDF
copies will be emailed at no cost. Specifications and the plan sheet can also be
downloaded at www.rollacity.org/bids.
Matthew Kreyling, P.E.
City Engineer
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TABLE OF CONTENTS
Notice to Bidders ............................................................................................................................3
Instructions to Bidders ..................................................................................................................9
Information for Bidders ..............................................................................................................11
I. Contract Documents ............................................................................................11
II. Bidder's Obligation ..............................................................................................11
III. Document Interpretation .....................................................................................11
IV. Proposals ...............................................................................................................12
V. Modification and Withdrawal of Bids ..............................................................12
VI. Signing of Proposals ............................................................................................13
VII. Award of Contract ...............................................................................................13
VIII. Contract Security .................................................................................................14
IX. Notice to Proceed..................................................................................................14
X. Number of Construction Documents .................................................................15
Proposal ........................................................................................................................................17
Contract Agreement ....................................................................................................................19
Transient Employer - Lawful Presence .....................................................................................23
Affidavit of Work Authorization & Documentation ................................................................25
General Specifications .................................................................................................................29
Bid Price ........................................................................................................................................31
Quotation Form ............................................................................................................................33
General Conditions ......................................................................................................................35
Contract Documents ..............................................................................................................35
1.1 Definition ...........................................................................................................35
1.1.1 The Contract Documents .................................................................................35
1.1.2 The Contract ......................................................................................................35
1.1.3 The Work ...........................................................................................................35
1.1.4 The Project ........................................................................................................35
1.2 Execution, Correlation and Intent ..................................................................35
1.3 Ownership and Use of Documents...................................................................36
Public Works Director ...........................................................................................................37
2.1 Definition ...........................................................................................................37
2.2 Administration of the Contract .......................................................................37
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City........ ...............................................................................................................................41
3.1 Definition ...........................................................................................................41
3.2 Information and Services Required of the Owner .........................................41
3.3 City's Right to Stop the Work .........................................................................41
3.4 City's Right to Carry out the Work ................................................................42
Contractor .............................................................................................................................43
4.1 Definition ...........................................................................................................43
4.2 Review of Contract Documents .......................................................................43
4.3 Supervision and Construction Procedures .....................................................43
4.4 Before Final Payment - Required Final Forms Completion .........................43
4.5 Labor and Materials .........................................................................................44
4.6 Warranty ...........................................................................................................44
4.7 Taxes...................................................................................................................44
4.8 Permits, Fees and Notices .................................................................................44
4.9 Allowances .........................................................................................................45
4.10 Superintendent ..................................................................................................45
4.11 Progress Schedule .............................................................................................45
4.12 Documents and Samples at the Site .................................................................45
4.13 Shop Drawings, Product Data and Samples ...................................................46
4.14 Use of Site...........................................................................................................47
4.15 Cutting and Patching of Work ........................................................................47
4.16 Cleaning Up .......................................................................................................47
4.17 Communications ...............................................................................................47
4.18 Royalties and Patents ........................................................................................47
4.19 Indemnification .................................................................................................47
Subcontractors .......................................................................................................................49
5.1 Definition ...........................................................................................................49
5.2 Award of Subcontractors and Other Contracts for Portions of the
Work 49
5.3 Subcontractual Relations .................................................................................50
Work by City or by Separate Contractors ..........................................................................51
6.1 City's Right to Perform Work and to Award Separate Contracts ..............51
6.2 Mutual Responsibility .......................................................................................51
6.3 City's Right to Clean Up ..................................................................................52
Miscellaneous Provisions .............................................................................................................53
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7.1 Governing Law ..................................................................................................53
7.2 Successors and Assigns .....................................................................................53
7.3 Written Notice ...................................................................................................53
7.4 Claims for Damage ...........................................................................................53
7.5 Performance Bond and Labor and Material Payment Bond........................53
7.6 Rights and Remedies.........................................................................................53
7.7 Tests ....................................................................................................................54
7.8 Interest ...............................................................................................................54
7.9 Arbitration .........................................................................................................54
8.0 Buy America Policy...........................................................................................55
Time......... .............................................................................................................................57
8.1 Definitions ..........................................................................................................57
8.2 Progress and Completion .................................................................................57
8.3 Delays and Extensions of Time ........................................................................57
Payments and Completion ....................................................................................................59
9.1 Contract Sum ....................................................................................................59
9.2 Schedule of Values ...........................................................................................59
9.3 Applications for Payment .................................................................................59
9.4 Certificates for Payment ...................................................................................60
9.5 Progress Payments ............................................................................................60
9.6 Payments Withheld ...........................................................................................61
9.7 Failure of Payment ...........................................................................................62
9.8 Substantial Completion ....................................................................................62
9.9 Final Completion and Final Payment .............................................................62
Protection of Persons and Property ....................................................................................65
10.1 Safety Precautions and Programs ...................................................................65
10.2 Safety of Persons and Property .......................................................................65
10.3 Emergencies .......................................................................................................66
10.4 Occupational Safety & Health Administration (OSHA) ...............................66
10.5 Overhead Line Safety Act - MO Revised Statute ..........................................67
Insurance... ............................................................................................................................71
11.1 Contractor's Liability Insurance .....................................................................71
11.2 City's Liability Insurance ................................................................................71
11.3 Contractor's Builders' Risk Insurance ...........................................................72
Changes in the Work .............................................................................................................73
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12.1 Change Orders ..................................................................................................73
12.2 Concealed Conditions .......................................................................................74
12.3 Claims for Additional Cost ..............................................................................74
12.4 Minor Changes in the Work ............................................................................75
Uncovering and Correction of Work ...................................................................................77
13.1 Uncovering of Work .........................................................................................77
13.2 Correction of Work...........................................................................................77
13.3 Acceptance of Defective or Non-Conforming Work ......................................78
Termination of the Contract .................................................................................................79
14.1 Termination of the Contract ............................................................................79
14.2 Termination by the City ...................................................................................79
Supplemental General Conditions........................................................................................81
15.1 Certificate of Owner's Attorney .....................................................................81
15.2 Conflict of Interest ............................................................................................81
15.3 Copeland "Anti-Kick-Back Act" .....................................................................81
15.4 Clean Air Act .....................................................................................................82
Special Conditions ..................................................................................................................83
1.1 Insurance .......................................................................................................................81
1.2 Workers' Compensation Insurance ............................................................................83
1.3 Public Liability and Property Damage Insurance .....................................................83
2.1 Time for Completion.....................................................................................................84
3.1 Liquidated Damages .....................................................................................................84
4.1 Special Wage Determination ........................................................................................85
5.1 Nondiscrimination in Employment .............................................................................85
6.1 Payments ........................................................................................................................85
7.1 Barricades ......................................................................................................................86
8.1 Location and Grade ......................................................................................................87
9.1 Hold Harmless Agreement ...........................................................................................87
10.1 Affidavit Compliance of the Prevailing Wage Law ...................................................87
11.1 Contractor's Affidavit Regarding Settlement of Claims ...........................................87
Hold Harmless Agreement Form. ........................................................................................89
Affidavit Compliance of the Prevailing Wage Law ............................................................91
Contractor's Affidavit Regarding Settlement of Claims ....................................................93
Wage Rates .............................................................................................................................95
Overview Map ...................................................................................................................... 98
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INSTRUCTIONS TO BIDDERS
1. Bids must be submitted on the "Bidder's Proposal" form only. Bids must be
submitted in a sealed envelope, properly identified with the project name and
number. Attached to the Bid Proposal shall be any applicable information or
specification sheets, properly filled out, for the items bid.
2. The Bid must be filed with the City Clerk prior to the announced bid opening date
and time.
3. The City of Rolla reserves the right to accept or reject any and/or all bids.
4. It will be the City's intent to accept low competent bid if it meets specifications
and conditions.
5. Bidders are advised that the City of Rolla shall consider prior substandard goods
or prior substandard service delivery or excessive distance to the City as a
criterion for bid rejection.
6. Bids equal in cost and specifications may go to the local bidder (given they meet
all other conditions).
7. All bids shall meet or exceed specifications.
8. Alternate bids may be considered, providing all specification differences are
clearly indicated and contain justification statements. The City of Rolla shall be
the sole judge as to the suitability of the service or equipment offered for the
intended purpose from the alternate bid.
9. Any exceptions to these terms or conditions or deviations from written
specifications shall be shown in writing and attached to the Bidder's Proposal.
10. Bidders are cautioned to verify their proposal before submission as requests for
amendments, withdrawals or proposals, if received by the City after the time
specified for opening, will not be considered.
11. In the event of discrepancies between Bidder's "Per Unit" price quotation and
"Extended Total" quotation, the "Per Unit" quotation shall prevail.
12. Bidders must be factory authorized dealers for the equipment, service and parts of
the items they are bidding.
13. Local bidders shall be defined as bidders in Rolla and the area surrounding Rolla
for a five-mile radius from the city limits.
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14. Successful bidder will be required to have the appropriate City of Rolla business
license.
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