Bituminous Concrete & Related Pavement Milling, Fabric & Crack Sealing

Location:	Virginia
Posted:	Sep 1, 2026
Agency:	Town of Culpeper
Type of Contract:	Awards
Type of Government:	State & Local
Category:	Z - Maintenance, Repair or Alteration of Real Property
Solicitation No:	ITB: PW-26-41021
Publication URL:	To access bid details, please log in.

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TABLE OF CONTENTS

I) SUBMISSION OF BID......................................................................................................... 3

A) Scope and Specifications of Procurement................................................................... 3

B) Insurance Checklist ...................................................................................................... 5

C) Type of Contract ........................................................................................................... 7

D) Questions and Comments Regarding Terms of the Invitation to Bid and

Modification of Terms .................................................................................................. 7

E) Method for Submitting BID ......................................................................................... 7

F) Bidder Information Form and Certifications............................................................ 9

G) Compliance with Directions ....................................................................................... 10

II) EVALUATION OF BID..................................................................................................... 10

A) Net Prices and Delivery Terms; Tax Exemption and Responsibility..................... 10

B) Required Elements of BidPackage ............................................................................ 10

C) Bid Form and Evaluation of Alternates.................................................................... 12

D) Determining if Bidder is Responsible....................................................................... 13

E) Exceptions to Terms of the Invitation to Bid .......................................................... 13

F) BidAcceptance Period................................................................................................. 14

III) METHOD OF AWARD OF CONTRACT....................................................................... 14

A) Award to Lowest Responsive and Responsible Bidder ........................................... 14

B) Award in Whole or in Part......................................................................................... 15

C) Multiple Awards.......................................................................................................... 15

IV) FORM OF CONTRACT AND RELATED DOCUMENTS ........................................... 15

A) Use of Town Standard Form Contract ..................................................................... 15

B) Use of AIA and Similar Forms .................................................................................. 15

C) Differing Terms in Contractor-Supplied Forms ...................................................... 15

V) MISCELLANEOUS ........................................................................................................... 16

A) Authority of Agents..................................................................................................... 16

B) Cooperative Procurement .......................................................................................... 16

C) Examination of Documents ........................................................................................ 16

D) Definitions .................................................................................................................... 17

E) Nondiscrimination; Participation of Small, Women-Owned and Minority-Owned

Business ........................................................................................................................ 18

BID SUBMISSION FORM ........................................................................................................ 20

BIDDER INFORMATION FORM .......................................................................................... 21

ACKNOWLEDGMENT OF RECEIPT OF ADDENDA ....................................................... 23

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:

• 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

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

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

SOLICITATION ID	SOLICITATION TITLE	DOCUMENTS	DUE DATE
ITB: PW-26-41021	Bituminous Concrete & Related Pavement Milling, Fabric & Crack Sealing	ITB: PW-26-4102 1 Standard Town Contract Addendum 1 dated 7/31/26 Bid Tabulation Notice of Intent to Award	Wednesday, August 5, 2026 @ 2:00 pm

Bituminous Concrete & Related Pavement Milling, Fabric & Crack Sealing

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