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BID DOCUMENTS FOR 2023 CITY CHIP SEAL Prepared by: City of Belgrade 91 East Central Avenue Belgrade, MT 59714 ---PAGE BREAK--- INVITATION TO BID – CITY OF BELGRADE 2023 CITY CHIP SEAL & ASSOCIATED PAVEMENT MARKING Separate sealed bids for the 2023 City Chip Seal & Associated Pavement Marking will be accepted by the Belgrade City Clerk, 91 East Central Avenue, Belgrade, MT 59714 until 2:00 p.m. local time on Thursday, February 9, 2023, and then publicly opened and read aloud. Bids received after 2:00 p.m. on this date will NOT be considered. It is the sole responsibility of the proposing company to ensure that their Bid arrives in the correct place and on time. Emailed proposals will not be accepted. The project consists of: Schedule 1 (Meadowlark Ranch & Ryen Glenn Estates Subdivisions) – seal coating 161,255 square yards and associated pavement marking. Schedule 2 (Las Campanas Subdivision) – seal coating 45,377 square yards and associated pavement marking. Schedule 3 (Henson Subdivision No. 3, Phase 2) – seal coating 40,176 square yards and associated pavement marking. Bids must be submitted on original forms furnished by the City of Belgrade and must be enclosed in a sealed envelope addressed to: City Clerk’s Office, 91 East Central Avenue, Belgrade, MT 59714, and plainly marked on the outside “Bid Response – 2023 City Chip Seal & Associated Pavement Marking”. Complete digital project bidding documents are available by contacting the City of Belgrade Public Works Department at [EMAIL REDACTED] or by phone at (406) 388-3566. CONTRACTOR and any of the CONTRACTOR’S subcontractors bidding or doing work on this project will be required to be registered with the Montana Department of Labor and Industry (DLI). Forms for registration are available from the Department of Labor and Industry, P.O. Box 8011, 1805 Prospect, Helena, Montana 59604-8011. Information on registration can be obtained by calling 1-[PHONE REDACTED]. All laborers and mechanics employed by CONTRACTOR or subcontractors in performance of the construction work shall be paid wages at rates as may be required by the laws of Gallatin County and the State of Montana. The CONTRACTOR must ensure that employees and applicants for employment are not discriminated against because of their race, color, religion, sex or national origin. Each bid or proposal must be accompanied by a Certified Check, Cashier’s Check, or Bid Bond payable to the “City of Belgrade, MT” in an amount not less than ten percent (10%) of the total amount of the bid. Successful BIDDERS shall furnish an approved Performance Bond and a Labor and Materials Payment Bond, each in the amount of one hundred percent (100%) of the contract amount. Insurance as required shall be provided by the successful BIDDER(s) and a certificate(s) of that insurance shall be provided. Submitted bids shall have any of the bid securities included. No bid may be withdrawn after the scheduled time for the public opening of bids, which is 2:00 p.m. local time, Thursday, February 9, 2023. For further information concerning this project, please contact James Percival, Operations Manager, City of Belgrade Public Works Department, 523 Lagoon Road, Belgrade, MT 59714, by telephone at (406) 388-3566 or by email at [EMAIL REDACTED]. The City reserves the right to reject any or all proposals received, to waive informalities, to postpone the award of the contract for a period of not to exceed sixty (60) days, and to accept the lowest responsive and responsible bid which is in the best interest of the City of Belgrade. The City of Belgrade is an Equal Opportunity Employer. ---PAGE BREAK--- 2023 City Chip Seal & Associated Pavement Markings Bid Documents page 3 of 14 INSTRUCTIONS TO BIDDERS 1. BID PROPOSALS: A. FORM. Each bid proposal shall be made on the form prepared by City of Belgrade and submitted in a sealed envelope bearing the title of the work and the name and address of the bidder as set forth herein. One bid proposal form is included in this bound volume of Bid Documents. Neither the bid proposal nor any other papers bound herein shall be detached. No other papers or information shall be attached. This bound document shall be submitted in whole as the bid document. Bidder agrees if, within twenty-four hours after the Bids are opened, any Bidder files a duly signed, written notice with the City and thereafter demonstrates to the reasonable satisfaction of the City, that a material and substantial mistake in the preparation of the bid was made, the City may allow the Bidder to withdraw its bid and the Bid Security will be returned. Thereafter that Bidder will be disqualified from further bidding on the work provided under these Bid Documents. Failure to claim a mistake, as set forth herein, shall constitute a waiver to assert the mistake at a later time. The blank spaces in the form, if any, must be filled in correctly for each item. Bidder must state the prices in words and in figures for each item of work contemplated as indicated. All bid proposals must be totaled and in cases of errors or discrepancies, the prices written in words shall govern. Any information written in areas outside the blank spaces will not be considered and may cause the entire bid to be rejected. Any bid not displaying the above information will be considered incomplete and may not be read. All bid proposals shall include fixed unit prices and time for completion as indicated in the Bid Documents. B. MODIFICATIONS. No alteration in bid proposals or in the printed forms will be permitted by erasures or interlineations. No facsimile modifications to the bid proposal prior to bid openings shall be accepted. Alternate bid proposals will not be considered unless called for. Oral bid proposals or modifications will not be considered. Bid proposals carrying riders or qualifications may be rejected as irregular. C. EXAMINATION OF CONTRACT DOCUMENTS. Before submitting a bid proposal, bidders shall carefully read the specifications and the other Contract Documents and shall fully inform themselves as to all existing conditions and limitations, and shall include in the bid as set forth on the bid proposal a sum to cover the cost of all work covered by the Contract Documents. D. DELIVERY OF BID PROPOSALS. Bid proposals shall be delivered by the time and to the place stipulated in the Invitation to Bid. It is the sole responsibility of the Bidder to see that this bid proposal is received in proper time. Any bid proposal received after the scheduled closing time for receipt of bid proposals shall be returned to the Bidder unopened. ---PAGE BREAK--- 2023 City Chip Seal & Associated Pavement Markings Bid Documents page 4 of 14 E. WITHDRAWAL. Any bidder may withdraw a bid proposal, either personally or by telegraphic, facsimile, or written request, at any time prior to the scheduled closing time for receipt of bid proposals. F. OPENING. Bid proposals will be opened and publicly read aloud at the time and place set forth in the “Invitation to Bid.” G. AWARD OR REJECTION. The Contract will be awarded to the “lowest and best responsible bidder” who complies with these instructions and with the Invitation to Bid. The City reserves the right to reject any or all bid proposals, to remove portions of the scope of work, and to waive any formality or technicality in any bid proposal in the interest of the City. 2. INTERPRETATION OF DOCUMENTS: If any person contemplating submitting a bid proposal is in doubt as to the true meaning of any part of the specifications or other Contract Documents, or finds discrepancies in or omissions from the specifications, they may submit a written request for an interpretation or correction to Tom Eastwood, City Engineer, in care of the address where the Contract Documents were received. The person submitting the request will be responsible for its prompt delivery. Any interpretation or correction of the documents will be made only by addendum duly issued and a copy of the addendum will be mailed or delivered to each person receiving a set of the Contract Documents. 3. ADDENDA: Any addendum issued during the time of bidding, or forming a part of the Contract Documents furnished to the bidder for the preparation of their bid proposal, shall be covered in the bid proposal and shall be made a part of the Contract. Receipt of each addendum shall be acknowledged in the bid proposal. Any bid in which all issued addenda are not acknowledged will be considered incomplete and will not be read. 4. BIDDERS INTERESTED IN MORE THAN ONE BID PROPOSAL: No person, firm or corporation shall be allowed to make, file, or to be interested in more than one bid proposal for the same work, unless alternate bid proposals are called for. A person, firm, or corporation who has submitted a sub-bid proposal to a bidder, or who has quoted prices on materials to a bidder, is not disqualified from submitting a sub-bid proposal or quoting prices to other bidders. 5. BID PROPOSAL GUARANTEE: Each bid proposal shall be accompanied by a bid proposal guarantee acceptable to the City (as set forth below) payable without condition to the City as a guarantee that the bidder, if awarded the Contract, will execute the agreement in accordance with the bid proposal and the other Contract Documents, and will furnish good and sufficient bond for the faithful performance of the same and for the payment to all persons supplying labor and material for the work. An acceptable Bid Bond Form is included in the Contract Documents. The bid proposal guarantees of all bidders, except the three lowest, will be returned after the review of bid proposals. ---PAGE BREAK--- 2023 City Chip Seal & Associated Pavement Markings Bid Documents page 5 of 14 All bids must be accompanied by lawful moneys of the United States or a Cashier’s Check, Certified Check, Bid Bond, Bank Money Order, or Bank Draft, drawn and issued by a National Banking Association located in the State of Montana, or by any Banking Corporation incorporated under the Laws of the State of Montana, in an amount equal to, but not less than TEN percent (10%) of the total bid amount, payable to the order of the City of Belgrade as liquidated damages in the event said successful Bidder shall fail or refuse to execute the Contract in accordance with the terms of their bid. 6. PERFORMANCE AND PAYMENT BOND: The successful bidder, simultaneously with the execution of the Contract, will be required to furnish faithful separate Performance and Payment Bonds in an amount no less than required by law as determined by the value of the work contracted for. Said bonds shall be secured from a surety company satisfactory to the City. The form of the bonds the successful bidder will be required to execute shall be acceptable to the City. The executed bond shall be accompanied by a “Power of Attorney.” 7. RESERVED 8. QUALIFICATION OF BIDDERS: Bidders will be required to submit satisfactory evidence that they have a practical knowledge of the particular work bid upon, and that they have the necessary financial resources to complete the proposed work. In awarding the Contract, due consideration will be given to the present ability, reliability, and general reputation of each of the bidders. The following points will be considered in particular: A. The Contractor’s organization and equipment available for the work. B. The Contractor’s tentative schedule of operations. C. The Contractor’s interpretation of the specifications. D. The Contractor’s previous experience in work of this type. Each bidder must show that former work performed has been handled in such a manner that there are no just or proper claims against such work. This requirement can be supplemented via references. No bidder will be acceptable if they are engaged on any other work that impairs their ability to finance this Contract or provide proper equipment for the proper execution of the same. The bidder submitting what appears to be the lowest responsible bidder may be required to meet with the City prior to the award of the Contract for the purpose of discussing pertinent details pertaining to the proposed work. Should the conference indicate that the Contractor does not appear to be in a position to properly undertake the work, or that they have not properly familiarized themselves with the specifications, the City reserves the right to reject the bid of this Contractor, and to consider the next bidder. ---PAGE BREAK--- 2023 City Chip Seal & Associated Pavement Markings Bid Documents page 6 of 14 9. MONTANA CONTRACTOR REGISTRATION REQUIREMENTS: If applicable, any Bidders are required to be registered and comply with the Contractor’s Registration provisions of Title 39, Chapter 9, Part 2 of the Montana Code Annotated. Bids will not be considered that do not show the current State Registration Number on the bid proposal. The bidder is also required to certify that they are not presently working beyond the Contract time, including authorized time extensions, on any previously awarded public Contract project. The City may refuse to award the Contract to a bidder unless they have completely executed any previous Contract upon which they have worked beyond Contract time. The bidder’s attention is directed to Title 15, Chapter 50 of the Montana Code Annotated, which requires public contractors to pay to the State, a sum equal to one percent of the gross receipts from all public contracts under certain conditions. The Contractor shall be responsible for all payments to the Montana State Department of Revenue for gross receipts, as per Title 15, Chapter 50 of the Montana Code Annotated. Prime Contractors shall be responsible for withholding one percent of all monies due to sub-Contractors for work performed under the contracts for public work. 10. INSURANCE: Contractor shall not commence work under this contract until they have obtained all insurance required under this section and the Contract Documents. Owner must approve such insurance. Likewise, the Contractor shall not allow any subcontractor or sub-subcontractor or anyone directly or indirectly employed by any of them to commence work on their subcontract until all similar insurance required of it has been so obtained and approved. Unless otherwise noted below, all insurance policies shall name the Owner as an additional insured. Contractor shall carry comprehensive general liability insurance that includes bodily injury, property damage, in the amount no less than $1,500,000 for each claim and $1,500,000 for each occurrence and Automobile liability in the amount of $1,500,000 combined single limit. Certificates of Insurance evidencing the above, naming the City of Belgrade as an additional insured, must be supplied within five days of executing this Agreement. Such certificate shall require no less than 15 days’ notice of cancellation to the City. Any insurance carried by Contractor shall include no exclusions related to toxic substances or hazardous waste. Contractor shall put the City on immediate notice of any changes or cancellation in coverage. As an independent contractor, Contractor must provide Workers Compensation for all employees in the amount required by Montana law. A Certificate of Insurance showing compliance with Montana Workers Compensation law (or exemption there from) must be supplied to the City within 10 (ten) days of executing this Agreement. Contractor shall require all subcontractors to meet the same insurance coverage, make the same certifications as above and require the certificates to be forwarded to County within 10 (ten) days of entering into the subcontract. If Owner requests in writing that other special insurance be included in any insurance policy, Contractor shall include such insurance and the cost thereof will be charged to Owner by appropriate Change Order or written amendment. ---PAGE BREAK--- 2023 City Chip Seal & Associated Pavement Markings Bid Documents page 7 of 14 11. PREFERENCE OF MONTANA LABOR AND MINIMUM WAGE RATES: In accordance with Title 18, Chapter 2, Part 4 of the Montana Code Annotated, certain contracts for work shall give preference to the employment of bona fide Montana residents in the performance of said contract, and shall further pay the standard prevailing rate of wages including fringe benefits and travel allowances in effect as paid in the county or locality in which the work is being performed. Prevailing wages are listed in the most current version of the document "Montana Prevailing Wage Rates for Highway Construction" as published by the Montana Department of Labor and Industry. That document is incorporated by reference in the Bid Documents for the purpose of notice of wage rates pursuant to MCA, 18-2-422. The City can provide copies of the document to any Bidder or Contractor. Contractor agrees that the obligations to pay those rates are its own and will hold City harmless from the failure to pay prevailing wage rates. To comply with Montana Law Section 18-2-401 through 18-2-422, MCA, the Contractor shall post in a prominent and accessible site on the project work area, not later than the first day of work, a legible statement of all wages to be paid to the employees employed on the project. The Contractor must maintain payroll records in a manner readily capable of being certified for submission under 18-2-423, MCA, for not less than 3 years after the contractor's or employer's completion of work on the project. Copies of the certifiable payroll records must be submitted to the City. 12. PREFERENCE FOR MONTANA CONTRACTORS, PRODUCTS AND MATERIALS. In accordance with Title 18, Chapter 1, Part 1 a preference will be given to the lowest responsible bidder who is a resident of the State of Montana over a non-resident bidder. 13. OTHER APPLICABLE LAW The Contractor shall be responsible for knowing and operating under all Federal, State, and local law in all aspects of performance under the contract. ---PAGE BREAK--- 2023 City Chip Seal & Associated Pavement Markings Bid Documents page 8 of 14 BID BOND KNOW ALL PERSONS BY THESE PRESENTS, that we, the undersigned, Principal, and as Surety, are hereby held and firmly bound unto the City of Belgrade in the penal sum of the payment of which, well and truly to be made, we hereby jointly and severally bind ourselves, successors and assigns. SIGNED the day of The condition of the above obligation is such that whereas the Principal has submitted to the City of Belgrade a certain BID, attached hereto and made a part hereof to enter into a contract in writing, for the 2023 City Chip Seal & Associated Pavement Marking. NOW THEREFORE, If said BID shall be rejected, or If said BID shall be accepted and the Principal shall execute and deliver a contract in the form of Contract attached hereto (properly completed in accordance with said BID) and shall furnish a BOND for their faithful performance of said contract, and for the payment of all persons performing labor or furnishing materials in connection therewith, and shall in all other respects perform the agreement created by the acceptance of said BID, then this obligation shall be void. Otherwise, the same shall remain in force and effect: It being expressly understood and agreed that the liability of the Surety for any and all claims hereunder shall, in no event, exceed the penal amount of the obligation as herein stated. The Surety, for value received, hereby stipulates and agrees that the obligation of said Surety and its BOND shall be in no way impaired or affected by any extension of the time within which the City of Belgrade may accept such BID; and said Surety does hereby waive notice of any such extension. IN WITNESS WHEREOF, the Principal and the Surety have hereunto set their hands and seals, and such of them as are corporations have caused their corporate seals to be hereto affixed and these presents to be signed by their proper officers, the day and year first set forth above. PRINCIPAL (seal) SURETY (seal) IMPORTANT: Surety companies executing BONDS must appear on the Treasury Department’s most current list (Circular 570 as amended) and be authorized to transact business in the state where the project is located. ---PAGE BREAK--- 2023 City Chip Seal & Associated Pavement Markings Bid Documents page 9 of 14 SPECIFICATIONS and REQUIREMENTS Contractor shall perform all work under the contract documents in accordance with the applicable Division and Appendices of the Montana Public Work Standard Specifications current edition, for the following streets and street sections: City of Belgrade Schedule 1 – Meadowlark Ranch and Ryen Glenn Estates Subdivisions Street From To Approximate Area (square yard) Melissa Way Baseline Culdesac 3,729 Charo Melissa Culdesac 1,347 Sturnella Melissa Powers 14,815 Low Line Spur Sturnella Powers E 6,208 Avocet LL Spur Loop 1,121 Pine Martin LL Spur Loop 627 Gold Finch Powers Loop 1,900 Falcon Ridge Oriole Culdesac 2,595 Oriole Powers Culdesac 2,197 Baseline Tubb CL East 10,958 Powers Baseline Penwell Br. 29,831 Silver Cir East & West Powers Powers 17,045 Dillon Powers Silver Cir 6,830 Shelby Ingomar Silver Cir 4,987 Fairview Lagoon Roundup 3,970 Malta Powers Roundup 3,696 Two Dot W Silver Circle Roundup 3,878 Chinook Two Dot Culdesac 710 Roundup W Silver Circle Penwell Br. 6,972 Ingomar E Silver Circle Penwell Br. 20,475 Drummond Fairview Penwell Br. 6,062 Penwell Bridge Lagoon CL East 4,124 Lagoon CL South Penwell Br. 7,182 Total – Schedule 1 = 161,255 ---PAGE BREAK--- 2023 City Chip Seal & Associated Pavement Markings Bid Documents page 10 of 14 Schedule 2 – Las Campanas Subdivision Street From To Approximate Area (Square Yards) Idaho Yellowstone Louisiana 14,778 Wyoming Yellowstone Hawaii 12,486 Utah Yellowstone Las Campanas 1,096 Las Campanas Idaho NS Idaho EW 6,532 New Mexico Wyoming Louisiana 4,246 New York Wyoming Louisiana 2,149 Louisiana Wyoming Idaho EW 2,867 Hawaii Yellowstone Wyoming 1,223 Total – Schedule 2 = 45,377 Schedule 3 – Henson Subdivision No. 3, Phase 2 Street From To Approximate Area (Square Yards) Rizzo Westwood Culdesac 3,612 Grover Westwood Jackrabbit 2,145 Fozzie Westwood Happy 2,726 Beeker Westwood Happy 2,640 Glider E Culdesac Jackrabbit 5,342 Scooter Westwood Jackrabbit 4,906 Prairie Dawn Westwood Jackrabbit 5,083 Westwood Cruiser Rizzo 9,439 Happy Cruiser Glider 2,777 Happy Beeker Jackrabbit 1,508 Total – Schedule 3 = 40,176 All roads are located within the city limits of the City of Belgrade, Montana, consisting of a total approximate area of 246,809 square yards for all schedules. All roads listed will be chip sealed from edge of asphalt to edge of asphalt, unless otherwise indicated. ---PAGE BREAK--- 2023 City Chip Seal & Associated Pavement Markings Bid Documents page 11 of 14 ADDITIONAL PROVISIONS: 1. Notify the City of Belgrade Engineering Department a minimum of 10 days prior to the commencement of chip sealing. 2. The City may halt operations due to unacceptable weather conditions. 3. The City reserves the right to extend timelines, and to substitute or remove roads from the list as necessary. 4. Furnish all traffic control and signing for the duration of the construction project. Traffic control devices and signage must be removed after completion of the project. All traffic control and signage shall be in compliance with the most recent edition of the Manual on Uniform Traffic Control Devices (MUTCD). 5. Submit a traffic control plan to the city engineer for approval prior to the start of construction. 6. Sweep the roads for debris no more than14 days prior to beginning chip sealing and after completion. Deliver swept chips to a location on city property west of the intersection of Lagoon Road and Fairview Avenue as directed by the City Engineer. 7. All work shall take place between 7 am and 6 pm, Monday through Friday, unless otherwise agreed upon by both parties. 8. Mark all pavement markings located in the project area on Penwell Bridge Road with tabs. 9. All work must be completed by June 20, 2023, unless directed by the City to extend the project completion date. 10. Contractor is subject to City’s timeline regarding the completion of construction on City maintained roads. 11. Contractor shall provide all public notification regarding construction for the duration of the construction project. Public notification shall consist of notification regarding all road closures and delays via a public service announcement in the local newspapers, door hangers in the project area, as well as direct notification to all emergency service providers. 12. Contractor shall furnish copies of certifiable payroll records, and all load tickets for chips and CRS2P used in the project prior to receiving final payment. ---PAGE BREAK--- 2023 City Chip Seal & Associated Pavement Markings Bid Documents page 12 of 14 BID PROPOSAL FOR 2023 CITY CHIP SEAL & ASSOCIATED PAVEMENT MARKING LOCATED IN THE CITY OF BELGRADE, MONTANA The undersigned bidder, having examined the specifications and other proposed Contract Documents, the extent, character and location of the proposed work, the conditions and arrangement of existing structures affecting or affected by the proposed work, and being cognizant of the location and condition of the existing open streets and roadways giving access to the sites of the work, and the topography of the site of the work hereby proposed to furnish all materials, tools, labor, equipment for the completion of the work listed below and all work appurtenant thereto in connection with this project in the City of Belgrade in accordance with the Contract Documents. The undersigned bidder further agrees to furnish the required bonds, and to enter into a Contract for the work awarded to them within ten (10) consecutive calendar days from and including the date of City’s Notice of Award. The bidder further agrees that if awarded the Contract, they will commence work on or before the date stipulated in the applicable “Notice to Proceed” and further agrees to complete the entire work covered by this bid proposal within the number of calendar days specified in the Contract Documents from and including the date authorized in the Notice to Proceed, instructing the undersigned to commence work. ---PAGE BREAK--- 2023 City Chip Seal & Associated Pavement Markings Bid Documents page 13 of 14 PRICE AND BID CONTRACT TIME The fixed price for the Contract shall be dollars as further specified below. The project shall be complete within 30 calendar days from the date of the Notice to Proceed. The WORK to be bid shall consist of the following components: Work Description Quantity Unit Unit Rate Total Chip sealing with 3/8 inch chip aggregate at 25 to 27 pounds per square yard, using CRS2P oil at 0.40 gallons per square yard. Chip aggregate must meet Montana Public Works Standard Specifications and have a minimum of 75% fracture. Chips must be compatible with CRS2P oil. 246,809 SY / SY Quantity Unit Unit Rate Total Traffic Control 1 LS / LS Quantity Unit Unit Rate Total Sweeping and Delivery 1 LS / LS Quantity Unit Unit Rate Total Temporary Raised Pavement Markers (Tabs) 1 LS / LS Quantity Unit Unit Rate Total Mobilization / Demobilization 1 LS / LS ---PAGE BREAK--- 2023 City Chip Seal & Associated Pavement Markings Bid Documents page 14 of 14 The bidder hereby certifies: that this bid is genuine and is not made in the interest of, or on behalf of any undisclosed person, firm or corporation and is not submitted in conformity with any agreement or rules of any group, association, organization, or corporation; that the bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid; that they have not solicited or induced any person, firm or corporation to refrain from bidding; and that they have not sought by collusion or otherwise to obtain for themselves any advantage over any other bidder or over the City of Belgrade. DATED this day of , 2023. FIRM NAME: BY: TITLE: TELEPHONE: MAILING ADDRESS: CITY, STATE, ZIP: MONTANA CONTRACTOR’S REGISTRATION NUMBER: ADDENDA ACKNOWLEDGED (Initial): #1 #2