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City of Lewiston Finance Department Norman Beauparlant, Director of Budget/Purchasing 2013-005 Construction Materials & Recycled Materials Disposal February 13, 2013 Sir/Madam: Sealed bids will be received in the office of the Director of Budget/Purchasing on Tuesday, February 26, 2013 until 2:00 p.m. at which time they will be publicly opened and read aloud on the enclosed specifications for Construction Materials & Recycled Materials Disposal for the Public Works Department. The Finance Committee reserves the right to accept or reject any and all proposals. Please use the enclosed envelope or a clearly marked envelope with the bid name and number when submitting your bid. Only sealed bids will be accepted. Faxed bids will not be considered. Sincerely, Norman J. Beauparlant Director of Budget/Purchasing NJB/syt ---PAGE BREAK--- City of Lewiston, Maine Request for Proposal Construction Materials and Recycled Materials Disposal Bid 2013-005 Due Date: Tuesday, February 26, 2013 The City of Lewiston is currently under contract with two contractors to supply construction materials and receive recycled materials associated with various City construction and road projects. Bids are being solicited from interested contractors to supply the various materials specified. The contract will be awarded for a three year term on a fixed price for the three years starting June 1, 2013. Prices for materials should be stated in both a cubic yard price and a per ton price. Proposals will be received until 2:00 p.m. on Tuesday, February 26, 2013 from contractors interested in a long term contract arrangement to provide construction materials to be picked up by the City as needed or to be delivered directly to a City job site. The disposal of recycled materials broken asphalt pieces (excluding asphalt millings from City streets unless directed by City contract) is included as part of the RFP. The term of the contract proposed is three years with an option for the City to negotiate a two year extension with a price adjustment to be agreed upon by both parties. Contract start date shall be June 1, 2013. Each bidder is required to state in his/her Proposal his/her name and place of business and the names of all persons or parties interested as principals with him/her; and that the Proposal is made without any connection with any other bidder making any Proposal for the same work; and that no person acting for or employed by the City of Lewiston is directly or indirectly interested in the Proposal or in any contract which may be entered into to which the Proposal relates, or in any portion of the profits therefrom, except as provided by the City Charter. Any vendor wishing to be considered must return the completed price spreadsheet, with a cover letter on company letterhead, signed by the bidder, in a sealed envelope. The sealed envelope shall be marked with the name and address of the bidder and entitled: CONSTRUCTION MATERIALS PROPOSAL and addressed to: “Director of Budget/Purchasing, City Hall, Lewiston, Maine”. If the Proposal is forwarded by mail, the sealed envelope containing the Proposal and marked as above must be enclosed in a second envelope which shall be addressed to: “Director of Budget/Purchasing, 27 Pine Street, City Hall, Lewiston, Maine 04240”. ---PAGE BREAK--- Any questions pertaining to this Request for Proposals should be directed to Norman Beauparlant, Director of Budget/Purchasing, Telephone [PHONE REDACTED], Fax [PHONE REDACTED], e-mail [EMAIL REDACTED]. The City reserves the right to award to one or more contractors when deemed to be in the best interest of the City. It is the intent to award to a single contractor if deemed in the best interest of the City. Award to one or more will be dependent upon full evaluation by the City, taking into consideration price, location of distribution site, service history and quality of product. Vendors must price items as shown on the “Proposal Form” provided (both per cubic yard and per ton). Materials Specification with estimated annual quantities: Specifications on the annual estimated requirements of gravel, loam and crushed stone beginning immediately after the award of the bid by the City of Lewiston. A. Aggregate Base: Aggregate Base shall be screened or crushed gravel consisting of hard durable particles which are free from vegetable matter, lumps or balls of clay and other deleterious substances. The gradation of that part that passes a three inch sieve shall meet the grading requirements of the following table: Sieve Designation Percentage by weight passing square mesh sieves ½ inch 35 - 75 ¼ inch 25 - 60 No. 40 5 - 25 No. 200 0 - 5 Aggregate Base shall not contain particles of rocks, which will not pass three inch square mesh sieve. B. Aggregate Sub-Base: Aggregate Sub-Base shall be sand or gravel consisting of hard, durable particles which are free from vegetable matter, lumps or balls of clay and other deleterious substances. The gradation of the portion, which will pass a three inch sieve, shall meet the gradation requirements of the following table: Sieve Designation Percentage by weight passing square mesh sieves ¼ inch 25 - 70 No. 40 5 - 30 No. 200 0 - 7 Aggregate Sub-Base shall not contain particles of rocks, which will not pass a six inch square mesh sieve. ---PAGE BREAK--- C. Crushed Rock: Material used for crushed rock shall conform to the following table: Sieve Designation Percentage by weight passing square mesh sieves 1 inch 100 3/4 inch 90 - 100 3/8 inch 0 - 75 No. 40 0 - 25 No. 10 0 - 7 D. Loam: The loam shall be screened and shall be a good grade of topsoil. The loam shall be loose and friable and shall be free from a mixture of subsoil, refuse, large stones, clods, roots or other undesirable foreign matter. Muck, peat or other excessive proportions of either clay or sand will not be accepted. E. Winter Sand: The sand shall meet the following gradation: Sieve Designation Percentage by weight passing square mesh sieves ½ inch 100 3/8 inch 80 - 100 No. 40 0 - 50 No. 200 0 - 5 F. Rip Rap Minus) G. Stone Dust H. 1½" Reclaimed Asphalt I. 3" Reclaimed Asphalt The Contractor shall identify any variances at the time of submitting his/her bid. Approximate Usage: A. Aggregate Base 3,000 cu. yds. B. Aggregate Sub-Base 1,500 cu. yds. C. Crushed Rock 1,000 cu. yds. D. Loam 4,000 cu. yds. E. Winter Sand 6,000 cu. yds. F. 8 inch Minus Rip Rap 500 cu. yds. ---PAGE BREAK--- G. 6"-12" Rip Rap 500 cu. yds. H. 1½” Reclaimed Asphalt 1,500 cu. yds. I. 3" Reclaimed Asphalt 1,500 cu. yds. Recycled Materials Disposal: A. Asphalt Pavement (broken pieces) B. Concrete C. Concrete with rebar The philosophy is to utilize one or more vendor, on a long term basis, for the purchase of its materials such as, but not limited to: Aggregate Base, crushed rock, loam, sand, rip-rap, stone dust etc. The vendor shall agree to accept used surplus asphalt(excluding asphalt millings) in its raw state as a result of excavation and/or construction projects under the control and authority of the City of Lewiston. The City may send asphalt millings at its own discretion on a contract by contract basis. The approximate annual usage of said materials is listed elsewhere in this document. Those numbers are derived by historical usage but actual usage will vary, plus or minus, based on certain circumstances. Due to the fact that the Lewiston Departments of Public Works and Public Services must respond to unexpected emergency situations, the selected vendor will be expected to provide materials and loading services and be available on a “twenty-four hour / seven days a week / year round” basis. This service must be provided within three hours of verbal notification. The vendor shall be required to set up an internal call system that will meet this need and work effectively. There will be occasions, on various capital projects such as road rehabilitation, whereby the vendor is expected to provide material deliveries. If bidder intends to include that service as part of his/her bid, that intent must be clearly indicated and those specific prices included on the spreadsheet. ---PAGE BREAK--- City of Lewiston, Maine Request for Proposal Construction Materials and Recycled Materials Disposal Bid 2013-005 Due Date: Tuesday, February 26, 2013 PROPOSAL FORM CONSTRUCTION MATERIALS Fixed 3 yr $ per cu. yd. Fixed 3 yr $ per ton A. Aggregate Base Loaded at bidder’s plant $ $ Delivered to job site $ $ B. Aggregate Sub-Base Loaded at bidder’s plant $ $ Delivered to job site $ $ C. Crushed Rock Loaded at bidder’s plant $ $ Delivered to job site $ $ D. Loam Loaded at bidder’s plant $ $ Delivered to job site $ $ E. Winter Sand Loaded at bidder’s plant $ $ Delivered to job site $ $ F. 8" Minus Rip Rap Loaded at bidder’s plant $ $ Delivered to job site $ $ G. 6-12" Rip Rap Loaded at bidder’s plant $ $ Delivered to job site $ $ H. 1½” Reclaimed Asphalt Loaded at bidder’s plant $ $ Delivered to job site $ $ I. 3" Reclaimed Asphalt Loaded at bidder’s plant $ $ Delivered to job site $ $ RECYCLED MATERIAL to contractor site Fixed 3 yr $ per cu. yd. Fixed 3 yr $ per ton A. Asphalt Pavement (shall be at no cost to City) N/C N/C B. Concrete $ $ C. Concrete with rebar $ $ ---PAGE BREAK--- State Terms State Location of Plant * Job site may be at any location within the City boundaries of Lewiston, the Contractor will be required on one day’s notice to deliver to the job site up to 500 CY of Aggregate Base and/or Sub-Base within 10 hour time period beginning on or about 7:30 a.m. in order to meet the City’s requirements for this material during street rehabilitation, street reconstruction or utility projects. If the bidder takes any exceptions to these specifications, he/she is to list them in detail on this sheet, not in separate correspondence; otherwise, strict compliance will be mandatory. FIRM SIGNED BY NAME & TITLE (printed/typed) ADDRESS TELEPHONE # FAX # E-MAIL DATE