Installation of Ultra-Thin Bonded Wearing Surface - FY 2026-2027 CIF streets

R F P
EQUEST OR ROPOSAL
I O U -T B
NSTALLATION F LTRA HIN ONDED
W S
EARING URFACE
FY 2026-2027 CIF S
TREETS
S P D :
EALED ROPOSALS UE
10:30 A.M. (P L T )
REVAILING OCAL IME
W , J 15, 2026
EDNESDAY ULY
Jason McConachie
Jason McConachie
City Administrator
Installation of Ultra-Thin Bonded Wearing Surface - FY 2026-2027 CIF Streets
Bid Package: 2026-05 - Date Issued: June 24, 2026
Page 1 of 87

SECTION 1. PUBLIC NOTICE
Notice is hereby given that the City of Overland, Missouri (the "City") is soliciting sealed
proposals for the installation of Ultrathin Bonded Asphalt Surface on designated streets located
in the City of Overland, Missouri ("the Project).
Proposals will be accepted until 10:30 A.M. (PREVAILING LOCAL TIME), WEDNESDAY,
JULY 15, 2026.
An electronic version of this RFP is available on the City's website:
https://www.overlandmo.org/bids.aspx
For general or technical questions regarding the RFP please contact Mr. Scott Pope, Director of
Municipal Operations via email at scottp@overlandmo.org.
Please include the phrase "Ultra-Thin Bonded Wearing Surface" in the subject line of the
email.
Questions or requests for interpretation submitted via phone or voicemail will not be
answered.
Proposals should be submitted to:
Office of the City Clerk
Attn: Melissa J. Burton, MMC/MPCC
City of Overland
9119 Lackland Road
Overland, MO 63114
Proposals may be delivered in person, by carrier, or by mail. It is the sole responsibility of the
vendor to see that his/her proposal is received prior to the due date. Proposals submitted via
email or submitted after the submittal deadline will not be considered.
Proposals should be submitted in a sealed envelope clearly marked "ULTRA-THIN BONDED
WEARING SURFACE" with the name of the firm and with the date and time of the bid
opening.
Installation of Ultra-Thin Bonded Wearing Surface - FY 2026-2027 CIF Streets
Bid Package: 2026-05 - Date Issued: June 24, 2026
Page 2 of 87

SECTION 2. INVITATION TO BID
A. Notice is hereby given that the City of Overland, Missouri (the "City") is soliciting sealed
proposals for the installation of Ultrathin Bonded Asphalt Surface on designated streets
located in the City of Overland, Missouri ("the Project).
B. Proposals will be accepted until 10:30 A.M. (PREVAILING LOCAL TIME),
WEDNESDAY, JULY 15, 2026.
C. An electronic version of this RFP is available on the City's website:
https://www.overlandmo.org/bids.aspx
D. For general or technical questions regarding the RFP please contact Mr. Scott Pope,
Director of Municipal Operations via email at scottp@overlandmo.org.
Please include the phrase "Ultra-Thin Bonded Wearing Surface" in the subject line of
the email.
Questions or requests for interpretation submitted via phone or voicemail will not be
answered.
E. Proposals should be submitted to:
Office of the City Clerk
Attn: Melissa J. Burton, MMC/MPCC
City of Overland
9119 Lackland Road
Overland, MO 63114
F. Proposals may be delivered in person, by carrier, or by mail. It is the sole responsibility
of the vendor to see that his/her proposal is received prior to the due date. Proposals
submitted via email or submitted after the submittal deadline will not be considered.
G. Proposals should be submitted in a sealed envelope clearly marked "ULTRA-THIN
BONDED WEARING SURFACE" with the name of the firm and with the date and
time of the bid opening.
H. The successful bidder shall comply with applicable State provisions concerning the
payment of prevailing wages on public works projects.
I. The successful bidder shall require all on-site employees to complete a ten-hour
Occupational Safety and Health Administration (OSHA) construction safety program
provided by the contractor which includes a course in construction safety and health
approved by OSHA, or a similar program approved by MoDOLIR which is at least as
Installation of Ultra-Thin Bonded Wearing Surface - FY 2026-2027 CIF Streets
Bid Package: 2026-05 - Date Issued: June 24, 2026
Page 3 of 87

stringent as an approved OSHA program, as required under Subsection 292.675.2 RSMo.
All employees are required to complete the program within SIXTY (60)
CONSECUTIVE CALENDAR DAYS of beginning work under this contract. The
successful bidder shall also require all subcontractors under the contractor to provide the
ten-hour training program required under Subsection 292.675.2 RSMo. to such
subcontractors' on-site employees.
J. Bid security in the amount of five (5%) percent of the Base Bid offered by the bidder as
indicated on the Bid Proposal form shall accompany the bid submittal. Bid security shall
be in the form of a bank draft or certified check drawn upon a responsible, solvent bank
and payable to the City or a satisfactory Bid Bond executed by the bidder and by a good
and sufficient surety authorized to do business in Missouri.
K. The City will affirmatively assure that in any contract entered into pursuant to this Notice
to Contractors, qualified minority business enterprises will be afforded full opportunity to
submit bids and will not be discriminated against on the grounds of race, color, religion,
sex, age, disability, familial status, national origin or political affiliation. If you are a
person that requires an accommodation or desires more information, please call 314-428-
4321 or RELAY MISSOURI 1-800-735-2966 TDD not later than 5:00 P.M. on the last
day proceeding the last day for accepting bids. Offices are open between 8:00 A.M. and
5:00 P.M. Monday through Friday.
L. The City intends to award a contract for the Project based on the bid that, in the City's
sole discretion, best meets the interests and requirements of the City. The City reserves
the right in the City's sole discretion to reject any and all bids, to waive technicalities or
deficiencies in any or all bids, to negotiate with any or all bidders or others for more
favorable terms or prices, and to award a contract to other than the bidder submitting the
lowest cost bid proposal, with or without negotiation. The City reserves the right not to
open a sole bid. Work shall continue uninterrupted according to the Specifications.
Installation of Ultra-Thin Bonded Wearing Surface - FY 2026-2027 CIF Streets
Bid Package: 2026-05 - Date Issued: June 24, 2026
Page 4 of 87

SECTION 3. INSTRUCTIONS TO BIDDERS
Notice is hereby given that the City of Overland, Missouri (the "City") is soliciting sealed
proposals for the installation of Ultrathin Bonded Asphalt Surface on designated streets located
in the City of Overland, Missouri ("the Project).
A. GENERAL
1. All work shall be constructed and completed in accordance with the specifications for
the same, relating to the construction of such improvements.
2. The Bid Documents are on file at Overland City Hall, 9119 Lackland Road,
Overland, MO 63114.
3. An electronic version of this RFP is available on the City's website:
https://www.overlandmo.org/bids.aspx
4. For general or technical questions regarding the RFP please contact Mr. Scott Pope,
Director of Municipal Operations via email at scottp@overlandmo.org.
Please include the phrase "Ultra-Thin Bonded Wearing Surface" in the subject line
of the email.
Questions or requests for interpretation submitted via phone or voicemail will not
be answered.
5. Proposals will be accepted until 10:30 A.M. (PREVAILING LOCAL TIME),
WEDNESDAY, JULY 15, 2026.
6. Proposals may be delivered in person, by carrier, or by mail. It is the sole
responsibility of the vendor to see that his/her proposal is received prior to the due
date. Proposals submitted via email or submitted after the submittal deadline will not
be considered.
7. Proposals should be submitted in a sealed envelope clearly marked "ULTRA-THIN
BONDED WEARING SURFACE" with the name of the firm and with the date and
time of the bid opening.
B. SCOPE
The City of Overland, Missouri (the "City") is soliciting sealed proposals for the
installation of Ultrathin Bonded Asphalt Surface on designated streets located in the City
of Overland, Missouri ("the Project).
Installation of Ultra-Thin Bonded Wearing Surface - FY 2026-2027 CIF Streets
Bid Package: 2026-05 - Date Issued: June 24, 2026
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C. OBTAINING BID DOCUMENTS
The RFP shall also include any Exhibits or Attachments, any Addenda issued prior to
receipt of bid proposals, all modifications, and all documents included in the project
manual for the Project, as such may be on file in the office of the City Clerk.
An electronic version of this RFP is available on the City's website;
https://www.overlandmo.org/bids.aspx
D. BID PROPOSALS
1. Sealed bid proposals will be received in accordance with the Invitation to Bid.
2. Bids shall be submitted on the accompanying Bid Proposal Form. The Bid Proposal
form includes the affidavits required of bidders under Section 285.530 RSMo. and
shall be notarized where the bidder is required to submit such affidavits.
3. Proposals will be accepted until 10:30 A.M. (PREVAILING LOCAL TIME),
WEDNESDAY, JULY 15, 2026.
4. Proposals should be submitted to:
Office of the City Clerk
Attn: Melissa J. Burton, MMC/MPCC
City of Overland
9119 Lackland Road
Overland, MO 63114
Proposals may be delivered in person, by carrier, or by mail. It is the sole
responsibility of the vendor to see that his/her proposal is received prior to the due
date. Proposals submitted via email or Proposals submitted after the submittal
deadline will not be considered.
Proposals should be submitted in a sealed envelope clearly marked "ULTRA-THIN
BONDED WEARING SURFACE" with the name of the firm and with the date and
time of the bid opening.
5. Bid Submittals shall be accompanied by the following:
a. Documentation showing the bidder's participation in a federal work authorization
program, pursuant to Section 285.230 RSMo. and in accordance with Section 3.
Instruction to Bidders. K. Statutory Preferences. of these Instructions to
Bidders.
b. Proof of lawful presence of the Authorized Representative of the Contractor,
pursuant to Section 208.009 RSMo. and in accordance with paragraph Section 3.
Installation of Ultra-Thin Bonded Wearing Surface - FY 2026-2027 CIF Streets
Bid Package: 2026-05 - Date Issued: June 24, 2026
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Instruction to Bidders. K. Statutory Preferences. of these Instructions to
Bidders
c. Bid security in the amount of five (5%) percent of the Base Bid (exclusive of
numbered Alternates) as indicated on the Bid Proposal form shall accompany the
bid submittal. Bid security shall be in the form of a bank draft or certified check
and drawn upon a responsible, solvent bank and payable to the City or a
satisfactory Bid Bond executed by the bidder and by a good and sufficient surety
authorized to do business in Missouri. A Bid Bond shall be in substantially the
form provided in the Bid Documents. The bid security shall be refunded or
returned to the bidder upon the faithful performance of the conditions of the Bid
Proposal to the satisfaction of the City.
d. A Subcontractor Utilization Form identifying the Subcontractors and Suppliers
the bidder proposes to utilize in the performance of the Project, in accordance
with the General Conditions.
e. A satisfactory Affidavit of Non-Collusion in substantially the form provided in
the Bid Documents.
f. At least three (3) references regarding prior work of the bidder on public works
contracts in Missouri.
g. Anti-discrimination Certificate in the form provided in the Bid Documents, if
applicable, as more fully described on such form.
6. No bid shall be considered unless the offering bidder shall furnish evidence
satisfactory to the City that the bidder has the necessary facilities, ability, and
pecuniary resources to fulfill the conditions of the Contract Documents. The low
bidder or any other bidder may be required to submit financial statements.
7. All bids shall be made for materials in the different classes furnished in the Work
complete, and no bid proposal will be made or considered on any part of the Work
not completed in place, nor on materials except in completed work, unless
specifically otherwise provided for in the Plans and Specifications.
8. Attention of the bidders is directed to the requirement that Work on the Project shall
be commenced within NINETY (90) DAYS following written notice to the
Contractor to proceed and the Project be completed within a period of ONE
HUNDRED TWENTY (120) CONSECUTIVE CALENDAR DAYS from the date
of such notice unless an alternative schedule is approved by the City.
9. No bid shall be withdrawn after the opening of bids for a period of NINETY (90)
CONSECUTIVE CALENDAR DAYS after the closing time for acceptance of bids.
Any bidder may withdraw a bid personally or by written request at any time prior to
the closing time for the acceptance of bids.
Installation of Ultra-Thin Bonded Wearing Surface - FY 2026-2027 CIF Streets
Bid Package: 2026-05 - Date Issued: June 24, 2026
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10. Addenda may be issued during the bidding period. All Addenda shall become a part
of the Bid Documents and shall be binding on all Bidders. Bidders shall include
resultant costs in the Base Bid. The City will issue Addenda to all known persons
and organizations who have obtained copies of the Bid Documents; however, it is the
duty of a Bidder to ensure that such Bidder has obtained all Addenda prior to
submission of a bid.
11. Where the Bid Documents stipulate a particular product, substitutions will be
considered up to SEVEN (7) CONSECUTIVE CALENDAR DAYS before receipt
of bids. When a request to substitute a product is made, the City may approve the
substitution and if approved, will issue an Addendum to known Bidders. The
submission shall provide sufficient information to determine acceptability of such
products and shall provide complete information on required revisions to other work
to accommodate each proposed substitution. Bidders shall not include a substitution
in a Bid unless such substitution is submitted and approved as provided in this
paragraph.
E. ITEMIZED BIDS (IF APPLICABLE)
Each bid shall be itemized in component parts as set out on the Unit Price Extension
Sheet form to be submitted on or before the date and time for receiving bids. Each bid
shall specify unit prices for all items and shall make extensions based upon the quantities
listed. The sum of the products of the quantities listed in the Unit Price Extension Sheet
form as submitted, multiplied by the unit price bid shall constitute the gross sum Base
Bid, which shall be entered on the Bid Proposal form.
F. APPROXIMATE QUANTITIES
All quantities are approximate. Quantities provided in the Bid Documents are not
guaranteed by the City and are used solely for the purpose of comparing bids and may or
may not represent the actual quantities encountered on the Project. The City shall pay
according to the actual work in place, as provided in the Contract Documents.
G. BIDDER'S DUTIES
1. Bidders shall thoroughly examine the Plans and Technical Specifications for the
Project, and also the Project site, shall inform themselves fully of the conditions
relating to construction and labor under which the Work will be performed and shall
judge for themselves all the circumstances affecting the cost and nature of the Work
and the Project. By submitting a bid, each bidder represents that the bidder has
inspected the Project site and is thoroughly familiar with the Bid Documents and all
requirements for performance of the Work and failure of the bidder to do so shall not
relieve the successful bidder of the obligation to furnish all labor, materials, and
equipment necessary to carry out the provisions of the Contract Documents and to
Installation of Ultra-Thin Bonded Wearing Surface - FY 2026-2027 CIF Streets
Bid Package: 2026-05 - Date Issued: June 24, 2026
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complete the Project in accordance with the Contract Documents for the
consideration set forth in the bid submitted.
2. In a case of doubt as to the true meaning of any part of the Plans and Technical
Specifications, or any other of the Bid Documents, any person who has obtained a
copy of the Bid Documents may submit to the City a written request for an
interpretation thereof no later than SEVEN (7) CONSECUTIVE CALENDAR
DAYS before the date set for receipt of bids. Questions or requests for interpretation
submitted via phone or voicemail will not be answered. The person submitting the
request shall be responsible for its prompt delivery. Any such interpretation will be
rendered only by written Addendum duly issued and a copy of such addendum will be
mailed or delivered to each person listed by the City as having obtained a copy of the
Bid Documents. The City shall not be responsible for any other explanation or
interpretation of the Bid Documents.
3. Contractor agrees that if it believes any provision, requirement, certification, or other
obligation or waiver whatsoever contained within the Bid Documents, including all
certifications, affidavits, and the City-Contractor Agreement, is unlawful, the
Contractor must present the same in writing prior to execution of the City-Contactor
Agreement so that the City may determine whether the contract process should be
held in abeyance, seek judicial determination, or take other appropriate action;
provided that presentation to the City of a claim, shall not obligate the City to take
any specific course of action or require any delay in the contracting process.
H. BIDDER DISQUALIFICATIONS
No contract will be awarded by the City to any person, firm or corporation: (i) who has
been delinquent or unfaithful in any former contract for construction with the City; (ii)
who has defaulted as surety or otherwise upon any contractual monetary obligation to the
City; (iii) who appears on the Missouri Secretary of State's list of violators of the
Prevailing Wage Law; (iv) who is not authorized to do business in the State of Missouri;
or (v) who is otherwise ineligible to be awarded a contract for the Project under
applicable federal, state, or local law.
I. RETURN OF BID SECURITY
The City shall return the bid security of all except the three apparent lowest and best
bidders for the Project within THIRTY (30) CONSECUTIVE CALENDAR DAYS
after the opening of bids. Bid security of the three apparent lowest and best Bidders shall
be returned within 48 hours after the City has accepted a Payment Bond (if applicable)
and a Performance and Maintenance Bond and has approved and executed a City-
Contractor Agreement.
Installation of Ultra-Thin Bonded Wearing Surface - FY 2026-2027 CIF Streets
Bid Package: 2026-05 - Date Issued: June 24, 2026
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J. RIGHT TO REJECT BIDS
The City intends to award a contract based on the bid that, in the City's sole discretion,
best meets the interests and requirements of the City. The City reserves the right in the
City's sole discretion to reject any and all bids, to waive technicalities or deficiencies in
any or all bids, to negotiate with any or all bidders or others for more favorable terms or
prices, and to award a contract to other than the bidder submitting the lowest cost bid
proposal, with or without negotiation. The City reserves the right not to open a sole bid.
Bidders are solely responsible for their own expenses in preparing and submitting
Proposals, and for any meetings, negotiations, or discussions with the City or its
representatives and consultants relating to or arising from this RFP. The City and its
representatives, agents, consultants, and advisors will not be liable to any Bidder for any
claims, whether for costs, expenses, losses, or damages, or loss of anticipated profits, or
for any other matter whatsoever, incurred by the Bidder in preparing and submitting a
Proposal, or participating in negotiations for a Contract, or other activity related to or
arising out of this RFP.
K. STATUTORY PREFERENCES
In awarding this Contract, the City shall give preference to all firms, corporations, or
individuals doing business as Missouri firms, corporations, or individuals, or which
maintain Missouri offices or places of business, when the quality of performance
promised is equal or better and the price quoted is the same or less. Additionally, the City
shall give preference to disabled veteran businesses (as that term is defined in Section
34.076 RSMo.) doing business as Missouri firms, corporations, or individuals, or which
maintain Missouri offices or places of business, when the quality of performance
promised is equal or better and the price quoted is the same or less.
To the extent permitted by federal laws and regulations, a contractor or bidder domiciled
outside the boundaries of the State of Missouri shall be required, in order to be
successful, to submit a bid the same percent less than the lowest bid submitted by a
responsible contractor or bidder domiciled in Missouri as would be required for such a
Missouri domiciled contractor or bidder to succeed over the bidding contractor or bidder
domiciled outside Missouri on a like contract or bid being let in the person's domiciliary
state and, further, the contractor or bidder domiciled outside the boundaries of Missouri
shall be required to submit an audited financial statement as would be required of a
Missouri domiciled contractor or bidder on a like contract or bid being let in the
domiciliary state of that contractor or bidder.
In procuring any goods or commodities in carrying out the Work under this Contractor,
Contractor shall abide by the Overland Municipal Code expressing a preference for
products which are made in America.
Installation of Ultra-Thin Bonded Wearing Surface - FY 2026-2027 CIF Streets
Bid Package: 2026-05 - Date Issued: June 24, 2026
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