JCSA Driving & Walking Asphalt Repairs 11.2023
| Agency: | James City County |
|---|---|
| State: | Virginia |
| Type of Government: | State & Local |
| Category: |
|
| Posted: | Oct 26, 2023 |
| Due: | Nov 9, 2023 |
| Solicitation No: | 20240527 |
| Publication URL: | To access bid details, please log in. |
| Bid Number: |
20240527
|
| Bid Title: |
JCSA Driving & Walking Asphalt Repairs 11.2023
|
| Category: | Request for Quotes |
| Status: | Open |
Attachment Preview
JAMES CITY COUNTY, VIRGINIA
REQUEST FOR QUOTE
No. 20240527
James City County Purchasing Office
101-F Mounts Bay Road, Suite 300
Williamsburg, VA 23185
Phone: (757) 253-6375
Fax: (757) 253-6753
Email: silke.hudgins@jamescitycountyva.gov
Title:
Issue Date:
Due Date:
Submit:
Attachments:
Inquiries:
JCSA Driving & Walking Asphalt Repairs 11.2023
October 26, 2023
November 9, 2023; No later than 12:00 PM local time, via email
1) Quote Form (All Pages of Attachment A)
2) Safety Certification Form (Attachment B)
1) James City County Terms and Conditions (Attachment C)
ONLY EMAILED RESPONSES ARE ACCEPTABLE
Silke Hudgins, Procurement Specialist
THIS PUBLIC BODY DOES NOT DISCRIMINATE AGAINST FAITH-BASED ORGANIZATIONS.
Instructions to vendors
This Request for Quotes is issued by the James City Service Authority (“Owner”) to obtain
quotes for concrete and asphalt sidewalk, driveway and road surface repairs. The successful
vendor shall perform the required work at the time and place designated by Douglas Lang,
Utility Operations Superintendent or Ted Williamson, Utility Operations Superintendent.
Please pay close attention to the addresses that have a “MUST” in the description of work to
be done. All work shall be completed within 30 days of the start date indicated in the Notice
to Proceed. Underlined text in this document merits careful review.
Vendors shall submit a price for each location as described in the Scope of Work. Contract award
shall be based on the lowest responsive and responsible Quote for the Total Base Bid.
All vendors shall be properly licensed by the Commonwealth of VA. All site supervisors
assigned to this project shall have a minimum of 3 years’ experience in commercial asphalt road
repair.
All quotes must be emailed by November 9, 2023, no later than 12pm to
silke.hudgins@jamescitycountyva.gov
Award shall be made on the basis of Total Base Quote.
RFQ 20240527
October 2023
James City Service Authority/James City County
JCSA Driving and Walking Asphalt Repairs 11.2023
Page 1 of 27
I. SCOPE OF WORK
1. Secondary Roadways: Asphalt driving surfaces, unless specified otherwise in AREAS TO BE
ADDRESSED following this section, shall meet the following criteria:
a. The excavated area shall be square cut to the dimensions listed in AREAS TO BE ADDRESSED.
b. All asphalt repairs shall be square or rectangular in shape. No trapezoids or curved sides.
c. All sides shall be parallel and uniform in shape unless stipulated for a site listed in AREAS TO
BE ADDRESSED.
d. Sufficient asphalt, crusher run, and/or subsurface road material shall be removed to
accommodate 4-inches of SM 9.5A asphalt concrete. Before installing the new SM 9.5A asphalt
concrete, the road bedding shall be mechanically compacted with a vibrating compactor.
e. The asphalt concrete shall be compacted and rolled to restore the normal driving surface profile
in conjunction with the VDOT Bituminous Pavement Patch Standard for Secondary Roads.
2. Non-VDOT driving surfaces, driveways, sidewalks, curbs, and drainage swells:
a. All these surfaces shall be restored, in kind, to match the existing materials and construction profiles
of the adjacent structure.
b. All restoration materials shall be new.
c. All sections will be replaced from expansion joint to expansion joint.
3. Site Restoration: The Contractor is required to perform site restoration. All private and
public property disturbed in the process of the Work shall be restored to the condition
existing prior to commencement of the Work.
4. The Contractor is required to notify JCSA, as indicated in the AREAS TO BE
ADDRESSED, at the beginning of each work day in which a paving project will be
conducted AND when a site location has been completed. Leave a message if no one
answers the phone. Provide the Company name, telephone number, and location where
work will be performed or has been completed that day.
5. Each interested Contractor is required to visit the site so that they may submit their most
accurate quotation in conjunction with the requirements of the site. The contractor should
contact JCSA with questions pertaining to a site PRIOR to the submittal of a quote.
6. Contractors shall include with their quotation, the starting date the repairs will begin once
a. Example 1; Contractor award date plus 14-days (includes weekends and holidays).
b. Example 2; Contractor award date plus 10-working days (does not include weekends or
holidays).
7. Under no circumstances will the contract extend more than 30-days past the Notice to
Proceed.
8. The intent of this surface repair RFQ is to perform an expedient repair to prevent injury or
damage to property.
9. These repair sections shall be aesthetically pleasing. That is to say that surface repairs
shall be square or rectangular in shape. Shapes without parallel opposite sides will not be
accepted unless specified in the AREAS TO BE ADDRESSED below. Each damaged
section shall be diamond saw cut cleanly to expose a clean cut asphalt face for the new
asphalt to bond.
10. Primary Roadways: Primary roadways shall be called out separately and addressed as
specified in the AREAS TO BE ADDRESSED section.
RFQ 20240527
October 2023
James City Service Authority/James City County
JCSA Driving and Walking Asphalt Repairs 11.2023
Page 2 of 27
AREAS TO BE ADDRESSED:
The Contractor shall remove, dispose of offsite, the temporary material, and mechanically compact the exposed
road bedding before repairing the roadway, curb and gutter, and driveways.
Wastewater Collection POC: Douglas Lang, 757-259-4114, for the following sites:
NOTE: (if applicable) Road repairs customary accepted in Kingsmill with the understanding that the pavement
color will not match the brown aggregate mix typically encountered.
1. 34 Bray Wood Rd: (W/O# 44437766):K/M Work# 4740. "MUST"Kingsmill uses and wants
Brownstone asphalt This job is on Kingsmill Rd near the intersection of Bray Wood Rd & Kingsmill Road
A. Repair the asphalt road, approximately 7-feet by 7-feet. There is a valve box within this repair. Square
cut and replace in kind.
B. Contractor is responsible for traffic and pedestrian safety. Traffic control is required.
C. Contractor is responsible for removal of all temporary patch and the disposal of it.
2. 128 Harrops Glen: (W/O# 44437323):K/M Work# 4740. "MUST"Kingsmill uses and wants
Brownstone asphalt This patch is on Kingsmill Road: at the intersection with Wareham’s Pond Road go
approximately 90 feet toward Bray Wood Rd.
A. Repair the asphalt road, approximately 8-feet by 7-feet. There is a port valve box within this repair.
Square cut and replace in kind.
B. Contractor is responsible for traffic and pedestrian safety. Traffic control is required.
C. Contractor is responsible for removal of all temporary patch and the disposal of it.
3. 301 Littletown Quarter: (W/O# 44438766):K/M Work# 4740. "MUST"Kingsmill uses and wants
Brownstone asphalt
This repair is on Kingsmill Road; this repair is about 470 feet from the intersection with Mounts Bay Road,
toward Pocahontas Trail (Rte 60).
A. Repair the asphalt road, approximately 9-feet by 7-feet. There is a valve box within this repair. Square
cut and replace in kind.
B. Contractor is responsible for traffic and pedestrian safety. Traffic control is required.
C. Contractor is responsible for removal of all temporary patch and the disposal of it.
4. 412 Moodys Run: (W/O# 44437177): "MUST"Kingsmill uses and wants Brownstone asphalt
A. Repair the asphalt road, approximately 7-feet by 11-feet. There is a port valve box within this repair.
Square cut and replace in kind.
RFQ 20240527
October 2023
James City Service Authority/James City County
JCSA Driving and Walking Asphalt Repairs 11.2023
Page 3 of 27
B. Contractor is responsible for traffic and pedestrian safety. Traffic control is required.
C. Contractor is responsible for removal of all temporary patch and the disposal of it.
.
Water Distribution POC: Ted Williamson, 757-259-4097, for the following sites:
1. 3001 Tanglewood: (W/O#44436019):
A. Repair the asphalt road, approximately 18-feet by 9-feet. Square cut and replace in kind.
B. Contractor is responsible for removal of all temporary patch and the disposal of it.
C. Contractor is responsible for traffic and pedestrian safety. Traffic control is required.
D. Contractor may use the JCSA Land Use permit# 018-630 for this location.
2. 4675 John Tyler Hwy: (W/O# 44437638):
A. Repair the asphalt road, approximately 8-feet by 11-feet. Square cut and replace in kind.
B. Contractor is responsible for removal of all temporary patch and the disposal of it.
C. Contractor is responsible for traffic and pedestrian safety. Traffic control is required.
D. Contractor may use the JCSA Land Use permit# 018-630 for this location.
TECHNICAL SPECIFICATIONS:
1. These documents are not intended to be all inclusive of the safety, codes, and regulatory requirements
mandated by Federal, State and local governments and regulatory organizations. All Contractors shall
conform to all applicable regulations including, but not limited to, the following:
A. Virginia Department of Labor, Virginia Occupational Safety and Health regulations.
B. Virginia Department of Transportation – Road and Bridge Standards.
C. Manual on Uniformed Traffic Control Devices (MUTCD) and the Virginia Work Area
Protection Manual.
D. ASTM D-2922 Field Density Testing, Nuclear Method (AASHTO Method T-99).
E. American Forestry Association Standards.
F. OSHA Excavation Standards Part 1910 and Part1926 Subpart P - Excavations.
G. OSHA Technical Manual Section V: Chapter 2 Excavations: Hazard Recognition In
Trenching And Shoring.
2. Parts and Materials
All parts and materials shall be provided by the Contractor and shall conform to applicable VDOT
Standards and Specifications.
3. Roadway Base
All excavations and backfill operations in VDOT roadways shall conform to VDOT excavation
RFQ 20240527
October 2023
James City Service Authority/James City County
JCSA Driving and Walking Asphalt Repairs 11.2023
Page 4 of 27
compaction and backfill requirements.
4. Excavation Compaction
Shall meet the standards of ASTMD-2922 Field Density Testing. Compliance with required
specifications, terms and conditions may be verified by the JCSA using an independent testing authority.
Work not meeting the Technical Specifications and the terms and conditions of this solicitation shall be
replaced by the Contractor at the Contractor’s expense.
OPERATIONAL PROCEDURES:
1. If the asphalt roadwork directly impacts a homeowner’s driveway, every effort shall be made to reduce the
time frame a customer’s service to their driveway is interrupted. The Contractor must notify the
homeowner(s) 24-hours prior to service interruption of their driveway, or when repairs impact the
ingress and egress of the residence, providing adequate time for the homeowner(s) to plan for such an
interruption. Each homeowner affected shall be provided with an estimated time the services and/or
condition will be restored. The homeowner shall be notified when the services are fully restored. The
Contractor shall provide a copy of all correspondence/notices provided the Homeowner and any responses
received from the Homeowner to JCSA. Any damage to residence caused by the Contractor shall be restored
to at least pre-existing condition at the Contractor’s expense.
2. At no time will the homeowner(s) be left without access to their property after normal working hours.
Appropriate temporary provisions shall be made in the event the work is incomplete and a copy of such
temporary provisions shall be provided to the JCSA.
3. Crews are expected to be fully equipped and 100 percent ready to start work when they report to the site. If
the work does not progress at a satisfactory rate or is otherwise deemed unsatisfactory by JCSA, the JCSA
reserves the right to terminate the assignment to that Contractor and re-award the project. No additional
compensation will be allowed to the Contractor because of such termination.
4. Projects assigned to Contractor’s under this contract are expected to be satisfactorily completed and
restored to all associated Virginia Department of Transportation (VDOT) asphalt road components to their
proper engineered design, even if the initial scope of work, offered in good faith, failed to successfully
identify all anticipated associated infrastructure defects.
JCSA RESPONSIBILITIES:
1. Prior to issuance of Notice to Proceed, JCSA shall obtain all land, easement, rights-of-way and permits
necessary to carrying out and for the completion of the work to be performed and pursuant to the Contract
Documents, unless otherwise specified herein or otherwise mutually agreed.
2. JCSA shall provide the Contractor information that delineates and describes the lands owned, rights-of-
way, or easements acquired, and permits obtained.
3. Issue Notice to Proceed as outlined above to provide Scope of Work and to initiate work on a Project.
4. Review and approve Contractor's plan for completing the repair and Contractor’s work schedule.
5. Notify all “Gated Communities” of pending infrastructure repair projects in writing with copy to the
Contractor.
6. Inspect and certify satisfactory completion of all work performed under the contract. All workmanship
shall be subject to inspection and examination by JCSA at any time during asphalt repair. JCSA shall have
the right to reject defective workmanship or require correction of the work.
7. Inspections and approvals by the JCSA shall not relieve the Contractor from its obligations to perform
in accordance with the contract.
RFQ 20240527
October 2023
James City Service Authority/James City County
JCSA Driving and Walking Asphalt Repairs 11.2023
Page 5 of 27
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