Vershire Ditching and Culvert Replacement Project

1.2 Eagle Hollow Road (culvert #22)
Remove and replace the existing 18 inch culvert, and install one 24-inch diameter by approximately 40-foot-
long culvert.
* Maintain the existing drainage alignment and set the culvert to provide positive flow unless the Town
directs otherwise in writing.
* Construct stable inlet and outlet protection using 7-inch to 12-inch erosion stone.
* Bed, backfill, and compact the culvert in lifts using equipment appropriate to the pipe and site
conditions, including a plate compactor where needed.
* Restore the road surface, shoulder, ditch, and adjacent disturbed areas to a neat, stable condition.
1.3 Work Included at Both Culvert Sites
* Verify limits, elevations, alignment, and field conditions with the Town's authorized representative
before excavation.
* Contact Dig Safe and coordinate any required utility markings before work begins.
* Provide excavation, trench preparation, bedding, pipe placement, backfill, compaction, inlet and
outlet work. The contractor shall backfill and compact the roadway excavation to subgrade and
restore the shoulders, ditches, and adjacent disturbed areas. The Town will furnish and place final
road-surface gravel and perform final grading and crowning.
* Remove the existing culverts and lawfully dispose of old pipe, unsuitable material, debris, and other
waste off Town property unless the Town approves another location in writing.
* Keep excavations protected and the work area safe. Do not leave an unsafe open trench unattended.
* Maintain access for residents and emergency vehicles. Any full road closure requires advance written
approval from the Town and an approved notice/detour plan.
* Provide traffic control in accordance with the current Manual on Uniform Traffic Control Devices
(MUTCD) and all applicable Vermont requirements.
* Stabilize all disturbed soil. Hydroseed or seed and mulch bare ground with an appropriate
contractor's mix, and repair any erosion occurring before final acceptance.
* Clean the site and remove equipment, waste, surplus material, and temporary controls when work is
complete.
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2. Materials and Construction Standards
Work shall comply with the Town of Vershire's adopted Codes and Standards for Highways and Bridges, the
Vermont Municipal Roads General Permit standards applicable to the project, manufacturer installation
requirements, permit conditions supplied by the Town, and all applicable state and federal laws and safety
requirements.
Item Provided by Requirement
Two Town-furnished 24-inch plastic culvert pipes,
24-inch culvert pipe (2) TOWN each 40 feet long, supplied in single continuous
lengths with no couplers.
7- to 12-inch erosion Quantity sufficient for ditch lining and inlet/outlet
TOWN
stone work
Bedding and backfill TOWN 34" crushed gravel
Seed, mulch, and
Contractor Included in bid unless stated otherwise
incidentals
The contractor shall load and transport Town-furnished materials from the Town Garage to the project sites.
The Town will place final road gravel and perform final grading/crowning.
3. Town Coordination, Inspection, and Acceptance
The contractor will coordinate scheduling and daily work with the Town's authorized representative. The
Town may inspect the work and materials at any time. Inspection does not relieve the contractor of
responsibility for complying with the contract.
Work is not complete until the Town has inspected the project, identified any corrective work, and accepted
the completed work in writing. The contractor shall promptly correct rejected or defective work at no
additional cost to the Town.
4. Schedule
The contractor shall:
* Begin work only after receiving a written notice to proceed or a fully executed contract from the
Town.
* Coordinate the sequence of work to limit disruption and protect unfinished work from weather.
* Complete all construction and restoration no later than September 30, 2026.
* Immediately notify the Town in writing of any condition that may delay completion.
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5. Changes and Unforeseen Conditions
The contractor shall promptly stop the affected work and notify the Town before proceeding if unknown
utilities, unsuitable material, ledge, groundwater, changed site conditions, or other unforeseen conditions
are encountered. No extra work or change in price or time is authorized unless approved in writing by the
Town before the work is performed. Verbal direction does not authorize a change in contract price.
6. Contractor Qualifications and Responsibilities
* Be properly registered and authorized to do business in Vermont.
* Provide competent supervision and workers experienced in road drainage, excavation, culvert
installation, compaction, erosion control, and traffic control.
* Supply all labor, equipment, tools, transportation, and incidentals not expressly identified as Town-
furnished.
* Identify all subcontractors and their proposed roles. The Town may reject a proposed subcontractor
for reasonable cause.
* Comply with OSHA, VOSHA, Dig Safe, MUTCD, environmental, hauling, vehicle, and other
requirements applicable to the work.
* Be responsible for jobsite safety, protection of the public and adjacent property, and damage caused
by the contractor or its subcontractors.
7. Insurance and Indemnification
Before work begins, the selected contractor shall provide certificates of insurance acceptable to the Town
showing at least the following coverage:
Coverage Minimum
Commercial General Liability $1,000,000 per occurrence; Town named as additional insured
Automobile Liability $1,000,000 combined single limit
Statutory Vermont coverage, or lawful exemption documentation
Workers' Compensation
acceptable to the Town
To the fullest extent allowed by law, the contractor shall defend, indemnify, and hold harmless the Town and
its officers, employees, and agents from claims, damages, losses, and expenses arising from the contractor's
or subcontractors' negligent acts, errors, omissions, or breach of the contract.
8. Warranty
The contractor warrants its workmanship and contractor-furnished materials for one year from the Town's
written final acceptance. Upon written notice, the contractor shall correct covered defects and resulting
damage at no additional cost to the Town within a reasonable time stated in the notice.
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9. Payment
The contract price shall be fixed unless changed by a written change order. The contractor may invoice after
completing the work and receiving the Town's written acceptance, unless a different payment schedule is
stated in the signed contract. The Town will not pay for rejected work, unauthorized extra work, or costs not
included in the bid.
10. Site Visit and Questions
An optional pre-bid site visit will be held on August 7, 2026 at 9:00 AM. Interested contractors can meet Vern
Stone at the Chamberlain Hill Road site. The site visit will proceed to Eagle Hollow Road after Chamberlain.
Technical questions shall be directed to Vernal Stone, Road Commissioner, at (802) 685-7789. Administrative
and bid-submission questions shall be directed to Nick Caputo, Town Administrator, at
admin@vershirevt.org.
Questions must be received by August 10, 2026, at 4:00 PM. Material answers will be issued in writing to all
known bidders. Bidders shall not rely on oral interpretations.
11. Bid Submission
Bids must be received by the Town no later than 4:00 PM on Thursday, August 13, 2026. Late bids will not be
accepted. Bids will be opened at 4:15 PM on Thursday, August 13, 2026, at the Town Office. The Town
anticipates awarding the contract at the August 25, 2026, Selectboard meeting.
Submit one signed copy of the completed Bid Form in a sealed envelope clearly marked "Chamberlain Hill /
Eagle Hollow Culvert and Ditching Bid." Deliver or mail the bid to:
Town of Vershire
Attn: Town Administrator
6894 VT Route 113
Vershire, VT 05079
12. Required Bid Contents
* Completed and signed Bid Form, including the itemized price schedule.
* Proposed start date, number of working days, and confirmation that final completion by September
30, 2026 is achievable.
* Brief description of at least two similar projects, with owner contact information.
* List of major equipment proposed for the work.
* List of proposed subcontractors and their roles.
* Written identification of any exceptions, assumptions, exclusions, or proposed substitutions.
* Acknowledgment of each addendum issued by the Town.
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13. Evaluation and Award
The Town intends to award the work to the responsible bidder whose bid is determined to offer the best
value to the Town. Price is important but is not the only consideration. The Town may consider:
* Total price and clarity of the itemized bid;
* Experience and past performance on similar road, drainage, and culvert work;
* Ability, equipment, staffing, and availability to complete the work on time;
* References and record of workmanship, safety, and contract performance;
* Understanding of the scope and the number or significance of exceptions; and
* Compliance with the bid instructions and applicable grant requirements.
The Town may request clarification, verify references and qualifications, and negotiate details with the
apparent successful bidder, provided the integrity of the competitive process is maintained.
14. Town's Rights
* Reject any or all bids, in whole or in part, with or without cause;
* Waive minor informalities or irregularities that do not affect price, quality, or fairness;
* Request supplemental information or clarification;
* Amend, postpone, withdraw, or cancel this solicitation;
* Negotiate scope, schedule, or contract terms with the selected bidder;
* Award the work based on the Town's judgment of its best interests; and
* Decline to award a contract without liability for bidders' proposal costs.
15. Contract Formation and Public Records
A bid does not create a contract. Work may begin only after the Town and selected contractor have signed a
written contract and the Town has issued notice to proceed. The contract will be governed by Vermont law.
Bids and supporting materials become Town records upon submission and may be subject to disclosure
under Vermont's Public Records Act. Bidders should clearly identify information they believe is exempt from
disclosure, but the Town will make disclosure decisions as required by law.
16. Attachments
* Attachment A - Project Location Maps
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ATTACHMENT A
PROJECT LOCATION MAPS
Figure A-1. Chamberlain Hill Road - Culvert No. 2 and stone-lined ditching work area.
The red circle indicates the approximate culvert replacement location. Final ditching limits are marked in the field.
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ATTACHMENT A
PROJECT LOCATION MAPS (CONTINUED)
Figure A-2. Eagle Hollow Road - Culvert No. 22 replacement location.
The red circle indicates the approximate culvert replacement location.
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TOWN OF VERSHIRE, VERMONT
BID FORM
Chamberlain Hill Road and Eagle Hollow Road Ditching and Culvert Replacements
Bidder legal name: ______________________________________________________________
Mailing address: __________________________________________________________________
Contact person: ____________________________________________________________________
Phone: ____________________________________
Email: ______________________________________
Price Schedule
Prices shall include all labor, equipment, supervision, transportation, overhead, profit, incidentals, and
contractor-furnished materials required for complete work. Sales tax shall not be included where the Town's
exemption applies.
No. Description Basis Bid Price
1 Mobilization, project coordination, and traffic control Lump sum $
Chamberlain Hill Road - approximately 1,000 LF stone-
2 Lump sum $
lined ditch
3 Chamberlain Hill Road - remove and replace Culvert No. 2 Lump sum $
4 Eagle Hollow Road - remove and replace Culvert No. 22 Lump sum $
5 Final stabilization, cleanup, and closeout Lump sum $
TOTAL BASE BID $
Schedule
Earliest available start date: ________________________________
Estimated working days: _____________________________________
Will all work be complete by September 30, 2026: Yes _____ No _____
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Similar Work and References
Project / location Owner and contact information Year / contract amount
Equipment and Subcontractors
Major equipment to be used:
________________________________________________________________________________
________________________________________________________________________________
Proposed subcontractors and roles (write "none" if none):
________________________________________________________________________________
________________________________________________________________________________
Exceptions and Addenda
Exceptions, assumptions, exclusions, or proposed substitutions (attach additional pages if needed):
________________________________________________________________________________
________________________________________________________________________________
Addenda acknowledged: No. ______ dated __________ No. ______ dated __________
Bidder Certification
The undersigned has reviewed the Request for Bids, inspected or had the opportunity to inspect the project
sites, and proposes to complete the work for the prices stated above. The bidder certifies that this bid is
genuine, was prepared independently, and is submitted without collusion. The signer is authorized to bind
the bidder.
Authorized signature: _______________________________________________________
Printed name and title: __________________________________________________
Date: ______________________________
Town of Vershire - Culvert and Ditching Bid | Page 10