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CITY OF LEWISTON & AUBURN WATER DISTRICT UTILITY TRENCH RESTORATION BID #LA 2012-02 BID DATE: April 12, 2012 April 10, 2012 Norman J. Beauparlant Director of Budget/Purchasing City of Lewiston City Hall, 27 Pine Street Lewiston ME 04240 Dear Sir/Madam: Sealed bids will be received in the office of the Director of Budget/Purchasing, Lewiston City Hall, 27 Pine Street, Lewiston, Maine, on Thursday, April 12, 2012, until 2:00 p.m. at which time they will be publicly opened and read aloud, on the enclosed specifications for Utility Trench Restoration for the City of Lewiston Water Division and the Auburn Water District for the time period described in the standard conditions. The Finance Committee (Lewiston) and the Board of Trustees (Auburn) reserve the right to accept or reject any and all bids. Enclosed with this letter are instructions to bidders, specifications and a proposal form. Please submit sealed bid, in duplicate, using the return envelope provided. Faxed bids will not be accepted. Sincerely, Norman J. Beauparlant Purchasing Agent NJB/syt Enc. ---PAGE BREAK--- LEWISTON WATER DIVISION & AUBURN WATER DISTRICT UTILITY TRENCH RESTORATION BID #LA 2012-02 BID DATE: April 12, 2012 GENERAL SPECIFICATIONS 1. Preparation of Bid Bids must be written in ink or typewritten and submitted on the forms provided. Erasures or other changes must be initialed by the person signing the bid. Failure of the bidder to sign the bid may be cause for rejection. Faxed bids are not acceptable. 2. Pricing The prices quoted should include all delivery charges to the City and District. Do not include Federal, State or Local taxes as the City and the District are exempt from such taxes. 3. Bidder Eligibility Bids will only be accepted from the Manufacturer or authorized distributors which are actively engaged in the manufacture or sale of the items called for in the bid. 4. Specifications a) Bids should be submitted in accordance with the attached specifications. If an item is described by using a trade name or catalogue number of a manufacturer or vendor, the term “or approved equal” if not stated therewith, shall be implied. The term “or approved equal” is defined as any other make which, in our opinion, is fully equal in quality and performance and will serve the intended purpose. b) Consideration will be given to bids submitted for alternate commodities that are of similar design and quality to the item specified. Complete manufacturer’s literature must be submitted with the proposal describing such alternate commodities. c) If a bidder cannot provide a specific item as described in the specifications, the proposal form shall indicate “no bid” or be left blank. All exceptions to the specifications shall be listed within, or be attached to, the proposal form provided and not in separate correspondence. Any price submitted within the proposal form for a specific item which does not meet the requirements of the specifications and is not listed as an exception, shall be subject to the provisions of Item #14 of the Standing Conditions. ---PAGE BREAK--- 5. Guarantee and Warrants The bidder will guarantee that the items offered for sale comply fully or are fully equal to the items required or specified. All expenses covering return or replacement of defective or improper merchandise will be assumed by the vendor. In no instance shall the vendor refer the City or District to any distributor or manufacturer for settlement of any claim arising from defective or improper merchandise. 6. Unit Prices Submit a separate unit price for each item unless otherwise specified. The bid award will be made as a group, or on an item by item basis, whichever is in the best interest of the City or District. The award shall be based on previously estimated quantities expected to be purchased under this contract. 7. Bid Opening Bids are opened publicly. Bidders or their representatives may be present. Tabulations of the bid results will be available for public inspection after an award has been made. 8. Amendments to and Withdrawals of Bids Amendments to or request to withdraw bids after the time fixed for the opening of bids will not be considered. 9. Samples Samples of items, if required, must be furnished free of charge prior to the opening of bids. Please do not enclose bids in the package containing the samples. Samples will be returned upon request at the expense of the bidder. 10. Payment Terms Please specify in your bid your payment terms and cash discounts offered. Time in connection with any cash discounts will be computed from the date of final inspection and acceptance of merchandise or date of invoices, whichever is later. 11. Delivery Dates A specific delivery date should be stated in your proposal. If delivery times will vary with any of the items, this should be indicated. Delivery dates may be a factor in awarding this bid. 12. Award of Bids a) The award will be made, usually within 30 days, to that vendor whose proposal will be most advantageous to the City and District after considering such factors as price, delivery time, quality, service and past performance of bidder. ---PAGE BREAK--- b) The City and District reserve the right to waive any informality in the bidding, reject any and all bids submitted, and to make award(s) in the best interest of the City or District. c) The City and District, acting individually, further reserve the right to reject its portion of the bid when deemed in its best interest. 13. Invoices The City and the District must be invoiced separately for the items it orders. Invoices shall include a Purchase Order Number from the City or District. 14. Default In the event that after the bid is awarded, the supplier is unable to furnish the materials or supplies called for in the bid request, the City and the District reserve the right to procure the materials or supplies from other sources and charge any additional cost occasioned thereby to the supplier. The supplier, however, shall not be liable for such additional cost if the failure to deliver is due to any cause beyond its control, such as an act of God, war, act of government, fire, flood, strike by other than its own employees, or sabotage. 15. Contract Period The prices furnished in the proposal shall be for the 2012 construction season. ---PAGE BREAK--- CITIES OF LEWISTON AND AUBURN, MAINE UTILITY TRENCH RESTORATION SPECIFICATIONS BID NO: LA 2012-02 BID DATE: April 12, 2012 1.00 BIDDING 1.11 All proposals must be made on the blank proposal forms. 1.12 The City of Lewiston Water Division and the Auburn Water District reserve the right to inspect all items supplied for compliance with these specifications. Any item found that is not in accordance with these specifications remains the property of the bidder. 1.13 If the low bidder cannot meet the delivery requirements of the water utilities, it may be necessary for the utilities to seek items from another bidder. 1.14 The City of Lewiston Water Division and the Auburn Water District reserve the right to accept any proposal or reject any or all proposals if it is deemed to be in the best interest of the utilities to do so. 1.15 The City of Lewiston Water Division and the Auburn Water District reserve the right to waive any specific item in the specifications which it feels does not significantly lower the quality of the product. 1.16 All questions by prospective bidders pertaining to the specifications must be received in writing, by the Purchasing Agent (Lewiston) and the Superintendent (Auburn) at least five days prior to the date set for the opening of proposals. 2.00 GENERAL 2.11 Prices shall be for the requirements for one construction season. 2.12 Prices quoted shall be F.O.B. Lewiston, Maine 04240, and F.O.B. Auburn, Maine 04210, delivered to point of use, unless otherwise noted. 2.13 Any deviation from these specifications shall be cause for the City of Lewiston Water Division and the Auburn Water District to seek another supplier. 2.14 The estimated quantities on trench restoration work included in the Bid Proposal represents the quantity of trench restoration work included in the attached summary of trenches which are currently ready to be restored as well as new trenches anticipated during the upcoming ---PAGE BREAK--- construction season. Bidders are advised that additional trench restoration work is highly probable and they should plan to have resources available to meet the requirements. 2.15 Unless approved in writing by the utility, the Contractor shall be required to complete all requested trench restoration within a 14 calendar day period after notice is provided by the utility that a utility trench is ready to be restored. 2.16 The contractor shall provide all materials (asphalt, road gravel, and tack coat, etc.) labor, and equipment necessary to complete the work requested in a good workmanlike manner and to the standards acceptable to the Lewiston Water Division, Lewiston Public Works and the City of Auburn Water District. The type of street restoration to be performed shall consist of four methods as follows: METHOD A: (3 ½ " pavement trench restoration) The restoration work shall include: 1. Complete removal of existing cold patch asphalt or gravel; 2. Adding of road gravel material if necessary; 3. Compaction of base materials; 4. Cutting pavement edges to provide a clean, sharp, straight edge; 5. Installation of tack coat on all pavement edges; 6. Installation of 2 inches of binder pavement; 7. Installation of 1 ½ inch of surface pavement; and 8. The binder and wearing surface shall be rolled and compacted with an appropriate roller. (Minimum 1 ton) METHOD B: pavement trench restoration) The restoration work shall include: 1. Complete removal of existing cold patch asphalt or gravel; 2. Adding of road gravel material if necessary; 3. Compaction of base materials; 4. Cutting pavement edges to provide a clean, sharp, straight edge; 5. Installation of tack coat on all pavement edges; 6. Installation of 2 inches of binder pavement and rolled, a second lift of 2 inches of binder pavement and rolled; 7. Installation of 1 inch of surface pavement; and 8. The binder and wearing surface shall be rolled and compacted with an appropriate roller. (Minimum 1 ton) METHOD C: (shimming trenches) ---PAGE BREAK--- The restoration work shall include: 1. Grinding, or cutting, of existing trench pavement edges in order to provide minimum ½” butt edge joint; 2. Installation of tack coat on all pavement surfaces to be leveled; 3. Installation of minimum (average surface pavement; and 4. The pavement shall be rolled and compacted with an appropriate roller (Min 1 ton). METHOD D: (prepared trenches) The restoration work shall include: 1. Compaction of previously prepared trench; 2. Installation of tack coat on all pavement edges; 3. Installation of 2 inches of binder pavement; 4. Installation of 1 ½ inch of surface pavement; and 5. The binder and wearing surface shall be rolled and compacted with an appropriate roller (Minimum 1 ton). 2.16 The method of measurement and payment quantities for work completed shall be as follows: 1. A minimum of 4 square yards shall be paid per patch for any patch which is not located within 1,000 feet of another that could be completed at the same time. 2. The prices quoted shall include all traffic control manpower and signs that may be required by the City of Lewiston or the City of Auburn. 3. Any pavement restoration work not completed to the satisfaction of the Lewiston Water Division and the Auburn Water District shall be redone by the contractor at his expense. 4. Street Opening and Excavation Permits will not be required by either City. The contractor will be required to carry insurance coverage as required by the City of Lewiston (Division 20) and the City of Auburn. 5. The City and the District reserve the right to add or delete portions of the work required under this proposal. Auburn Water District ---PAGE BREAK--- Auburn Sewerage District Initial 2012 Trench Restoration Work List as of 3/19/12 Width Length Area (sy) Method Trenches Stevens Mills at Cedarwood 12 14 18.7 A 27 Charles St. 12 15 20 A 604 Minot Avenue 14 18 28 B 338 Poland Rd. 28 7 21.8 A Turner at Lake Auburn Ave. 14 9 14 B Roy at Candia 14 9 14 A Rt. 26 Poland 6 9 6 B 131 Hampshire St. 9 15 15 A Total: 137.5 SY Method A 89.5 SY Method B 48 SY City of Lewiston Water Division ---PAGE BREAK--- 2012 Initial Trench Work PLEASE BE ADVISED THAT WE WILL HAVE ADDITIONAL DITCHES AS THE CONSTRUCTION SEASON PROGRESSES DATE STREET NO. LENGTH FT. WIDTH NO. Area (SY) COMMENTS METHOD 10/27/2011 Bartlett St 15 6 5 3.3 Repair Curb Box A 11/28/2011 Summit Ave 69 6 5 3.3 Repair Curb Box A 12/4/2011 Main St. 1142 Main Leak B 12/8/2011 Pierce St 98 6 5 3.3 Repair Curb Box A 12/19/2011 Cedar St @ Canal St. Alley 10 8 8.9 Service Leak B 12/21/2011 Mountainview Ave 5 Service Leak B 12/24/2011 Sabattus St 1361 Main Leak B 12/24/2011 Furbush St 2 10 10 11.1 Main Leak B 12/27/2012 Pleasant St @ Valley St 41 26 118.4 Main Leak B 1/9/2012 Martin Dr 25 12 10 13.3 Main Leak B 1/5/2011 Howe St 48 7 5 3.9 Service Leak B 1/10/2011 Summer St 55 10 5 5.6 A 1/11/2012 Shawmut St 77 6 5 3.3 Repair Curb Box A Webber Ave @ Warren Ave Main Leak B 1/5/2012 Birch St 160 14 14 21.8 Main Leak B 1/17/2012 Montello St 53 9 9 9.0 Main Leak B 1/19/2012 Pierce St 108 6 5 3.3 Repair Curb Box A 1/20/2012 Old Green Road 274 16 12 21.3 Main Leak B 1/25/2012 Sabattus St 1018 6 5 3.3 Repair Curb Box A 2/7/2012 OakSt @ Bates St 46 10 7 7.8 Cut Service B 2/12/2012 Webster St @Jan Blvd 607 10 8 8.9 Main Leak B 2/21/2012 Woodside Drive 18 15 11 18.3 Main Leak B 2/22/2012 Stanley St 15 17 11 20.8 Main Leak B 2/27/2012 Maplewood Dr 25 17 13 24.6 Main Leak B Total: 304.2 SY Method A 19.8 SY Method B 284.4 SY LEWISTON WATER DIVISION &AUBURN WATER DISTRICT ---PAGE BREAK--- REQUEST FOR PROPOSALS FOR UTILITY TRENCH RESTORATION BID NO: LA 2012-02 BID DATE: 04/12/12 TO: Director of Budget/Purchasing City Hall, 27 Pine Street Lewiston, Maine 04240 Dear Sir: The undersigned hereby declares that he/she has carefully examined the locations of the proposed work, the proposed Contract Form and the Contract Documents therein referred to and that he/she proposes and agrees, if this Proposal is accepted, that he/she will contract with the City of Lewiston and the Auburn Water District, by its Mayors, to provide all machinery, tools, labor, equipment and other means of construction and to do all the work and to furnish all the materials, except those specified in the Specifications to be furnished by the Cities, necessary to complete the work in the manner and time therein prescribed, in accordance with the conditions and requirements set forth in the Contract Documents and the requirements of the Lewiston Water Division and Auburn Water District as provided for therein, and that he/she will accept in full payment therefore the following sums to wit: Method A: Remove existing cold patch; add necessary road gravel; compact base material; cut to provide straight edge; tack coat all edges; 2" binder; and 1 ½” surface. Surface to be compacted with roller (minimum 1 ton) Lewiston Total Est. 500 Square Yards $ /Sq.Yd. Auburn Total Est. 625 Square Yards $ /Sq.Yd. Method B: Remove existing cold patch; add necessary road gravel; compact base materials; cut to provide straight edges; tack coat all edges; 2" binder and rolled; second lift of 2" binder and rolled; 1" surface pavement; surface to be compacted with roller (minimum 1 ton) Lewiston Total Est. 1000 Square Yards $ /Sq.Yd. Auburn Total Est. 275 Square Yards $ /Sq.Yd. ---PAGE BREAK--- Method C: Prepare surface, add tack coat, install surface pavement to provide uniform level surface, and compact with roller. Lewiston Total Est. 25 Square Yards $ /Sq.Yd. Auburn Total Est. 25 Square Yards $ /Sq.Yd. Method D: Compact road gravel, add tack coat, install 2" Binder and 1 ½ " surface, and compact with roller. Lewiston Total Est. 25 Square Yards $ /Sq.Yd. Auburn Total Est. 25 Square Yards $ /Sq.Yd. The undersigned acknowledge the receipt of Addenda PLEASE BE ADVISED THAT WE WILL HAVE ADDITIONAL DITCHES AS THE CONSTRUCTION SEASON PROGRESSES. The undersigned further agrees that, after notification by the Purchasing Agent of the acceptance of his/her Proposal and the readiness of the Contract for signature, he/she will execute the Contract and furnish the required Bonds within ten (10) days, Saturdays, Sundays and Holidays excepted, and that he/she will commence the work within ten (10) days after the execution of the Contract and deliverance of the Bonds, unless otherwise specified in the Supplemental Specifications or directed by the Lewiston Water Division or the Auburn Water District in writing; and that he/she will prosecute the work to its completion within the time limit specified in the Supplemental Specifications. The undersigned further agrees that there shall be deducted from monies due the Contractor, not as a penalty, but as inspection costs, the sum of One Hundred ($100.00) dollars for each working day beyond the limit specified in the Supplemental Specifications which is required by the Contractor to complete the entire work to the satisfaction of the Lewiston Water Division or Auburn Water District. The undersigned further agrees that in the employment of labor, preference will be given, all other things being equal, to the citizens of Lewiston or Auburn and of the State of Maine, in that order. The undersigned hereby further declares that the only persons or parties interested in this Proposal, as principals, are named below; that the Proposal is made without any connections with any other person or party making any proposal for the same work; and that no person acting for or employed by the City of Lewiston or City of Auburn is directly or indirectly interested in this Proposal or in any contract which may be made under it or in profits expected to arise therefrom, except as approved by the City Charter. The full names and addresses of all persons and parties interested in this Proposal, as principals, are as follows. (Give first and last names in full; and in case of a Corporation, give names and addresses of President, Treasurer and Manager; and in case of a ---PAGE BREAK--- Partnership, give names and addresses of members): Signature Name/Title (printed) Legal Address Principal Place of Business Firm’s IRS I.D. # Mailing Address Telephone # E-Mail Address Fax # Date