1-ITB251002 Botany Hills Intersection Improvements SOLICITATION.pdf

CITY OF COVINGTON, KENTUCKY

INVITATION TO BID

ITB251002

(Re-Bid of ITB250503)

For: BOTANY HILLS INTERSECTION IMPROVEMENTS;

Altamont Road & Highway Avenue

BID RESPONSES DUE

NO LATER THAN: 10:00 A.M. 2025 NOVEMBER 25

U. S. Department of Housing and Urban Development (“HUD”)

Community Development Block Grant (“CDBG”) Proceeds Intended To Support Project Performance

Issued:

2025 November 04

By:

Department of Finance / Procurement Office

For:

Department of Public Works

20 W Pike St Covington KY 41011

I. LEGAL NOTICE / PUBLIC ADVERTISEMENT INVITING BIDS

ITB251002

(Re-Bid of ITB250503)

Botany Hills Intersection Improvements;

Altamont Road & Highway Avenue

The City of Covington, KY (“City” / “Owner”) solicits and invites Bids from qualified, competent, knowledgeable and experienced contractors to properly improve alleys described in this Invitation To Bid (“ITB”), and in compliance with all applicable Codes, laws, regulations, and accepted industry standards. Entities submitting Bid responses shall be prepared to execute and perform one or more legally binding contractual agreement(s) (“Agreement”) for the provision of specified goods and performance of specified services as herein described and in accordance with this ITB.

Issue Date: 2025 November 04

RFP Title: Botany Hills Intersection Improvements; Altamont Road & Highway Avenue

Issuing Agency: Department of Public Works

Contact: Peter Hager, Procurement Officer e-Mail (preferred): peter.hager@covingtonky.gov Telephone: (859) 292-2178 (Best times: Mon. – Fri. / 10:AM – 2:PM)

Bids shall be submitted to the City sealed, and clearly & conspicuously marked on the outside with:

• “BID: ITB250503 BOTANY HILLS – DO NOT OPEN WITH REGULAR MAIL” and

• Respondent’s Name, Return Mailing Street Address, Respondent’s Representative’s Name, Representative’s Telephone Number, and e-Mail Address.

RESPONSES SHALL BE SUBMITTED NO LATER THAN: 2025 NOVEMBER 25 10:00 A.M. * to:

Covington City Hall

Finance Department - First (1st) Floor Lobby Window 20 West Pike Street

Covington, Kentucky 41011 *Submittals received after this date and time will be deemed non-responsive.

Specific attention of interested parties is directed towards the requirements and conditions of employment to be observed, and minimum wage rates to be paid, under the awarded contract. The successful Respondent will be required to comply with all E.E.O. requirements, the Davis-Bacon Act, the Copeland Act and Presidential Executive Orders 11246, 11063 and 11375. No Respondent may withdraw his/her proposal within 30 days after the proposal closing.

The work to be performed under any contract resulting from this solicitation is on a project assisted under a program and providing direct financial assistance from the Department of Housing and Urban Development and is subject to the requirements of Section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 170lu. Section 3 requires that, to the greatest extent feasible, opportunities for training and employment be given to lower income residents of the project area and contracts for work in connection with the project be awarded to businesses which are located in or owned in substantial part by persons residing in the project area. Further requirements are detailed in the solicitation.

REVIEW: The Covington Board of City Commissioners reserves the right to reject any and all bids, and/or portions thereof, and to waive any informalities. All responsive and responsible bids will be reviewed and scored in accordance with the evaluation criteria herein set forth. Bids will be tabulated and referred to the City Manager for evaluation, consideration and appropriate recommendations to the Board of City Commissioners.

Awards, if any, shall be made based upon the lowest evaluated Bid price(s) to the most responsible and responsive Bidder, as permitted by Kentucky Revised Statutes (“KRS”) 45A.365. A Reciprocal preference will be afforded Kentucky Commonwealth Resident Bidders in accordance with KRS 45A.494.

Each bidder must deposit with its bid, security in the amount of ten percent (10%) in the form of bid bond or certified check, subject to the conditions outlined in this ITB.

Remainder of page intentionally blank.

TABLE OF CONTENTS

Reference Subject Page I Solicitation Legal Advertisement / Public Notice 2 II Solicitation Events Timeline 5 III Scopes Of Work / Specifications 5 IV Bid Format 18 V Evaluation Procedures 21 VI Bid Stipulations And Requirements 23 VII Wage Determination Schedule 29 VIII City of Covington, KY Section 3 Policy And Plan 39 IX Additional Documents Incorporated By Reference 52 X Scope Of Agreement For CDBG Contracts 52

* XI Subcontractor List 69 *

* XII Contractor's Equal Employment Certification 70 *

* XIII Subcontractors' Equal Employment Certification 71 *

* XIV Contractor's Labor Standards And Prevailing Wage Certification 72 *

* XV Subcontractor's Labor Standards And Prevailing Wage Certification 74 *

* XVI Bidder Certification Re: Section 3 And Segregated Facilities 76 *

* XVII Subcontractors' Certification Re: Section 3 And Segregated Facilities 77 *

* XVIII Contractor's Section 3 Plan Format 78 *

* XIX Bid Form 82 *

* Attachment A Non-Collusion Affidavit 86 *

* Attachment B Campaign Finance Affidavit 88 *

* Attachment C Certification Against Conflicts Of Interest, Gratuities, and Kickbacks 89 *

* Attachment D Bid Bond 90 * Attachment E Accident Waiver And Release Of Liability 92

Exhibits Separately uploaded to and published at the City of Covington, KY procurement portal (https://covingtonky.bonfirehub.com). N / A

NOTE: Yellow Highlighted Items are required to be Completed, Properly Executed, and Submitted with and as integral part of Bid response.

II. SOLICITATION EVENTS TIMELINE

III. SCOPES OF WORK / SPECIFICATIONS

A. ITEMS 105.07 / 107.15 - COOPERATION WITH UTILITIES

1. All portions of Item 105.07 and Item 107.15 of the Kentucky Department of Highways

Standard Specifications for Road and Bridge Construction shall apply.

2. At least two (2) working days prior to commencing construction operations in an area which may involve underground utility facilities.

3. as shown on the plans, the Contractor shall notify the Engineer, the registered utility protection service, and the owners of each underground utility facility not members of the registered utility protection service.

4. The existing underground utilities are shown as accurately as possible on the plans, based on information available. The Owner and/or the Engineer do not assume any liability for location of these underground utility service lines. Any utility services damaged that were previously marked in the field shall be replaced at the Contractor's expense.

5. Where the plans provide for conduit to be connected to, or to cross either over or under, or close to an existing underground structure, it shall be the responsibility of the Contractor to locate the existing structure, both as to line and grade, before he starts to lay the proposed conduit, in order to assure compatibility with line and grade of the proposed conduit. Payment for all operations described above shall be included in the unit price bid for the pertinent conduit item.

SOLICITATION EVENTS DATES and TIMES ITB Issued / Bids Solicited 2025 November 04 Interested Parties’ Requests For Information (“RFI”) and/or Clarifications Must Be Submitted To and Received By the City No Later Than

2025 November 12th 11:00 A.M.

City’s Responses to RFI’s Published No Later Than

2025 November 17 3:00 P.M.

BIDS Shall Be SUBMITTED To and Received By The City NO LATER THAN

2025 NOVEMBER 25

10:00 A.M.

Estimated Award Recommendation / City Commission Consideration

~ 30 – 90 Days After Bid Submittals Due

6. The Contractor shall adjust or arrange with utility company to adjust to proposed grade all existing utility facilities, i.e., manholes, catch basins, valves, boxes, etc., prior to the commencement of paving operations. This shall include utility facilities not shown on the plans, which may be found to be located within the pavement area. Work performed on the utility facilities shall be in strict accordance with the specifications of the applicable utility company and shall be performed under the direction, supervision, and inspection of said company.

B. COORDINATION WITH UTILITIES

1. Coordination of work schedules with affected utilities will be required. Upon the contract award, the coordination of all necessary relocations or adjustment of all utility facilities becomes the responsibility of the Contractor.

2. Contractor will be responsible for having private utilities marked by an appropriate private utility marking service. No extra cost will be paid for this work.

C. ITEM 105.06 - COOPERATION BETWEEN CONTRACTORS

1. The Contractor shall coordinate his work with other Contractors within or adjacent to the project limits. All improvements completed under this contract shall meet the line and grade of other work in an acceptable manner.

D. ITEM 106 - CONTROL OF MATERIAL

1. Unless otherwise specified, all materials shall be new, and both workmanship and materials shall be of proper quality and sufficient for the purpose contemplated. The Contractor shall furnish, if so required, satisfactory evidence as to type and quality of materials and workmanship.

2. All items of equipment and/or material proposed by the Contractor for substitutions must be approved by the Engineer in writing and shall be equal or superior to the items specified in the contract documents. If said substitution proposed by the Contractor for a specified item requires engineering revisions, the total expense of said revisions shall be paid by the Contractor.

3. Any items of labor and materials required but not shown as a separate pay item in the proposal, shall be furnished and installed as incidental to the contract, except as noted in the plans and specifications.

E. ITEM 106.08 - STORAGE OF MATERIALS

1. The Contractor shall obtain prior approval in writing from the Owner for the locations to be used for the temporary storage of construction materials, tools, and/or machinery.

All such materials, tools, and machinery shall be neatly and compactly piled in such a manner as to cause the least inconvenience to the property owners and to traffic.

Under no circumstances shall existing drainage courses be blocked or water hydrants, valves, or meter pits covered. All materials, tools, machinery, etc., stored upon public thoroughfares must be provided with warning lights and reflective sheeting at nighttime and weekends to alert traffic of such obstructions.

F. ITEM 108.02 - PRECONSTRUCTION CONFERENCE

1. Prior to the commencement of construction activities, the Engineer will arrange a meeting between the Contractor, the representatives of the Owner, and the representatives of each of the utility companies. The time, date, and location of said meeting will be determined after the awarding of the contract, and the parties will be notified by the Engineer.

2. The agenda for the preconstruction meeting shall include the following items:

a. Announcement of Award.

b. Utility Company Requirements.

c. Designation of Emergency 24-hour Contractor Contacts.

d. Discussion of Critical Plan Items.

e. Review of Testing and Inspection Procedures.

f. Operations Schedule.

g. Listing of Haul Roads.

h. Identification of Subcontractors.

i. Review of Change Order Process.

j. Payment Request Submittal Procedure.

3. The Contractor shall coordinate all work with the Engineer. A detailed schedule of operations shall be furnished by the Contractor to the Engineer at the preconstruction meeting and shall list the order of operations and the time frame for the completion of each item of work. The schedule of operations shall be approved by the Engineer and the Owner in writing prior to the beginning of the work. Changes to said schedule are to be issued in writing and approved by the Engineer and the Owner before operations are changed or rescheduled. No payment will be made to the Contractor while he is delinquent in the submission of a progress schedule.

4. The Contractor shall supply to the Engineer at the preconstruction meeting, a list of the local roads to be used for the purpose of hauling equipment and/or material to or from the job site. Only the local roads in the vicinity of the project have to be listed; state and/or federal roads do not have to be included. Where necessary, the list shall include the extent of the roads to be affected and any special restrictions, such as height or weight restrictions, which may be applicable along said roads. Construction shall not commence until the Engineer and/or Owner has reviewed the haul road list and approved the haul roads in writing.

5. The submission of the list to and the review and approval of the list by the Engineer do not relieve the Contractor of the responsibility for the conforming to and the obeying of all applicable height and weight restrictions on the haul roads and of the responsibility for any damage done to and/or along said haul roads. The Contractor is referred to Item 105.10 concerning load restrictions.

G. ITEM 107.04 - PERMITS, LICENSES AND TAXES

1. The Contractor shall insure that all required notices are given and all permits acquired before the commencement of work. The Engineer will discuss any special permits required for this project at the preconstruction meeting.

H. ITEM 107.14 - CONTRACTOR'S RESPONSIBILITY FOR WORK

1. It shall be the responsibility of the Contractor to perform his work in such a manner as not to damage or destroy any existing feature (i.e., existing inlets, conduits, etc.), which is not marked for replacement or removal. The Contractor shall exercise due care during construction so as not to destroy any trees, plants, shrubs or structures not specifically marked for removal or relocation within the work limits. In some instances, the Contractor will be required to excavate under and around the existing utilities.

Extreme care should be used not to damage the utility during this operation. The Contractor shall schedule his operations so that the improved areas have had sufficient time to cure, set and/or harden before the area is opened to traffic or use. The Contractor shall be responsible for the immediate repair of the improved area if any damage is done by traffic. The Contractor shall also be responsible for the immediate rectification of problems created in areas outside of the improved areas which are attributable to the failure of the improved area, i.e., the tracking of materials into unimproved areas.

2. The Contractor shall be responsible for the protection of areas outside of the designated work limits, but which may be adjacent to those work limits. This will include those areas used by construction traffic for access to and from the work areas. Where the Engineer and/or the Owner determine that the Contractor's operations have been responsible for damage to areas outside of the work limits, the Contractor shall be responsible for the repair of the area subject to the approval of the Engineer. No additional compensation will be due to the Contractor for any such repairs as described above.

I. CONSTRUCTION VIDEOS AND PHOTOGRAPHS

1. Contractor shall document existing site conditions, progress of the work and the completed project through the use of videos and photographs. Videos and photographs shall be taken along the length of the alignment and all areas of egress to the site pre-construction, during construction and post-construction. Pictures shall be taken at all property affected by the Work and at least every 50 feet along the alignment. All existing structures or facilities affected by the Work shall also have videos and photographs taken of their before and after conditions. The Owner shall be present during the pre-construction and post construction videotaping and photograph work and shall determine the limits at each location. All photographs shall be in digital format with a time and date stamp. Photographs shall be a minimum of 2.1 mega pixels. All videos shall be provided in digital format to the Owner and Engineer.

a. Before starting work, take a minimum of two photographs to show existing conditions at and adjacent to each driveway, landscaped area, fence and any other permanent structure that could potentially be affected by construction.

b. Provide one copy of the video and pictures to the Owner prior to construction.

c. CONTRACTOR shall audibly record a brief description of each video and the date and time of the recording.

2. E-mail digital files of each photograph to the Owner and Engineer as soon as they are available. Each digital file shall be labeled with the following information:

a. Date photograph taken.

b. Title of Project.

c. Description of view shown in photograph.

d. Numbered identification of exposure.

3. Following substantial completion of the work and after final completion photographs have been taken, copies of all digital photographs taken for the Work shall be delivered to the Owner and Engineer. Each video shall be labeled with the following information:

a. Date video was taken.

b. Title of Project.

c. Location of taping.

4. All work for the above shall be incidental to the Contract.

J. ITEM 112 - MAINTAINING TRAFFIC

1. The Contractor shall maintain local traffic at all times in conformance with Item 112.

The Contractor shall adequately mark, through the use of barrels, flashing lights, portable gates and/or other devices approved by the Engineer, the limits of the project area and those areas of the site which are temporarily closed to traffic. All signage shall be as per the Manual of Uniform Traffic Control Devices (MUTCD).

2. During the course of the normal working day, the Contractor shall insure the safety of the public by providing a sufficient number of flaggers to assist the traffic flow through the construction area. If, at the completion of the normal working day, any trench for pavement construction and/or construction of proposed water main has not been completely backfilled and restored, a temporary cover, such as a metal plate or another approved device, shall be placed over that portion of the trench remaining open.

3. The Contractor shall notify the residents and businesses at least 48 hours in advance of when their drives will be blocked during construction. In those areas where existing pavement is to be resurfaced or removed and replaced, the Contractor shall conduct his operations so as to maintain driveway traffic through the construction area. If two approved access points serve the same parking area, and traffic flow permits, the Contractor will be permitted to close one access at a time. The Contractor will be permitted to close paved areas to traffic for a minimum period of time, consistent with the requirements of the specifications for the protection of completed asphalt concrete courses. If business property is involved, an alternate access must be provided if blockage exceeds one (1) hour. Repeated blocking must allow at least a 15-minute interval of traffic access every hour. Length of residential driveway closures shall be kept to a minimum.

4. The Contractor shall note that any interim material used for providing driveway ingress and egress will not be a separate pay item, and the cost of said interim material shall be included in the lump-sum price bid for Item 112.

5. The Contractor shall comply with the conditions of the KYTC Encroachment Permit including physical barrier locations, notifications and time restrictions.

K. ITEM 112 - TEMPORARY TRAFFIC CONTROL DEVICES

1. Temporary traffic control devices and facilities shall be furnished, erected maintained and paid for in accordance with the provision of Section 112 – Maintenance and Control of Traffic During Construction. All traffic control devices shall conform to the current standards found in the Manual of Uniform Traffic Control Devices for Streets and Highways. The provisions of this item and this section shall not in any way relieve the Contractor of any of his legal responsibilities or liabilities for the safety of the public.

L. CONSTRUCTION STAKING

1. Construction stakeout shall be provided by the Contractor as required to construct the project in accordance with the lines and grades established in the plans. The cost of this item shall be incidental to the Contract.

M. ITEM 202 – CLEARING AND GRUBBING

1. Clear grub, remove and dispose of all vegetation, building and foundations not removed by others, and debris within designated limits inside the right-of-way and easement areas. Do not remove objects designated to remain or to be removed according to other provisions of the Contract. Also, protect from injury or defacement all vegetation and objects designated to remain. All planters and plant materials other than grass and trees marked for removal shall be salvaged and set aside in a location conveniently accessed by the property owner. During final restoration it shall be the Contractor’s responsibility to replace the planters and plant materials to match the existing locations and dimensions. Unless otherwise indicated, this item shall also include all labor, equipment and personnel to remove, salvage and reinstall all signs, mailboxes and fences as per the plan and to remove all trees as indicated on the plans. Portions of the fence that are damaged during work operations, or are in a condition such that they cannot be reused, shall be replaced with new, like material at no additional cost to the Owner. Whenever work is not taking place, all fence areas that have been removed shall be provided with temporary fencing to close off the opening until such time as the fence can be replaced with permanent materials. All work shall be in accordance with Kentucky Transportation Cabinet Standard Specifications Section 202. Payment shall be one lump sum.

N. ITEMS 202 / 203 REMOVALS

1. When a bid item is to include the cost of removal of a classified or unclassified material, it shall be the responsibility of the Contractor to verify in the field the type of material and the thickness of the material to be removed prior to submitting his bid. No additional allowance will be due the Contractor for added expense of removals due to unknown materials or thickness.

2. Cost shall also include excavation to proposed subgrade elevation.

O. ITEMS 202 / 203 - DEBRIS REMOVAL

1. The Contractor will be responsible for removal of all construction debris from the site.

All debris shall be disposed of in a proper manner and shall be as directed by all applicable local, state, or federal regulations.

P. ITEM 206 / 207 / 302 / 701 - TESTING OF COMPACTED MATERIALS

1. Compaction testing of embankment, granular backfill, and/or subgrade shall be done by an independent qualified testing laboratory under a contract with the Contractor.

Testing shall be done in the presence of the Engineer at locations specified by the Engineer and shall meet standards as specified in Items 206, 207, 302 and 701.

Q. ITEM SPL - YARD RESTORATION (4” TOPSOIL, SEED & MULCH)

1. The Contractor shall provide all labor, materials, tools, and equipment required to grade, fertilize, seed, and mulch in good, workmanlike manner the areas where shown on the plans or where directed by the Engineer and as specified herein. All yard areas disturbed during construction shall be restored per this section. Cost shall be incidental to the project.

a. Materials

i. Topsoil: Topsoil shall be per ASTM D5268 with a pH range of 5.5 to 7. Topsoil shall not contain more than 40% clay in that portion passing a No.10 sieve, shall contain not less than 5% or more than 20% organic matter as determined by loss on ignition of samples oven dried to constant weight at 212 degrees Fahrenheit, and shall be free of rock and other foreign material greater than 1 inch in any dimension and other extraneous materials harmful to plant growth.

ii. Fertilizer: Fertilizer shall be lawn or turf grade 12-12-12; agricultural ground limestone when used shall have a minimum total neutralizing power of 90 and at least 40 percent passing a No. 100 sieve, and at least 95% passing a No. 8 sieve.

iii. Seed: All areas to be seeded shall be seeded with the following mixture(s):

1) By

Weight Name of Grass Purity Germination 40% Fine Lawn Turf-Type Fescue 95% 90% 40% Creeping Red Fescue (Festuca Rubra) 95% 90% 20% Annual Ryegrass (Lolium Multiflorum) 95% 90%

2) Weed seed content not over 0.25 percent and free of noxious weeds.

i. Mulch – Provide air-dry, clean, mildew- and seed-free, salt hay or threshed straw of wheat, rye, oats or barley.

ii. Asphalt Emulsion – ASTM D977, Grade SS-1; nontoxic and free of plant-growth or germination inhibitors.

b. Installation

i. Preparation of Seed Bed

1) Topsoil - If suitable topsoil is available as part of the excavated material it shall be removed, stored and used to backfill the top 4 inches of the excavation. If sufficient material is not available on site it shall be imported on site at no additional cost to the Owner. All grass, weeds, roots, sticks, stones, and other debris are to be removed and the topsoil carefully brought to the finish grade by hand raking. The topsoil shall be sufficiently compacted, by tracking in the material, to prevent significant settlement.

Promptly and thoroughly remove topsoil and other materials dropped on pavement surfaces before being compacted by traffic. Before any fertilizer or seed is placed the topsoil shall be inspected and approved by the Engineer.

ii. Fertilizing - Fertilizing shall be uniformly applied to all areas to be seeded at the rate of 1 pound per 100 square. The fertilizer shall be thoroughly disked, harrowed or raked into the soil to a depth of not less than 2 inches. Immediately before sowing the seed, the Contractor shall rework the surface until it is a fine, pulverized, smooth seed bed, varying not more than 1 inch in 10 feet. A second application of fertilizer shall be applied at the same rate once the grass has been established or within 6 weeks of seeding.

iii. Seeding - Immediately after the preparation and fertilization of the seed bed the Engineer shall inspect and approve the site prior to seeding. The seed shall be thoroughly mixed and then evenly sown over the prepared areas at the rate of 3 to 4 pounds per 1000 square feet. Seed shall be sown dry or hydraulically. After sowing, the area shall be raked, dragged, or otherwise treated to cover the seed to a depth of approximately 1/4 inch.

iv. Mulching - Within 24 hours after any given area is seeded, mulching material shall be evenly placed over all seeded areas at the rate of approximately 2 tons per acre, when seeding is performed between the dates of March 15 and October 15, and at the approximate rate of 3 tons per acre when seeding is performed between the dates of October 15 and March 15 of the succeeding year. Mulching material shall be removed once a good turf has been established.

v. Emulsion - Mulching materials shall be kept in place with asphalt emulsion applied at a minimum rate of 10 to 13 gallons per 1000 square feet of mulch or by methods as approved or may be otherwise required to prevent displacement of material. Mulching which is displaced shall be replaced at once but only after the seeding or other work which preceded the mulching and which work was damaged as a result of displacement of mulching material has been acceptably repaired.

vi. Maintenance – Contractor shall water, mow, weed and otherwise maintain all seeded areas as necessary to secure a good turf. Settled areas shall be filled, graded, and re-seeded. Seeded areas shall be free of weeds and other debris.

The Contractor shall be responsible for the condition of the seeded areas for a period of 1 year from the date of Final Acceptance. A satisfactory lawn shall consist of a healthy uniform, close stand of grass, free of weeds, rocks and surface irregularities, with coverage exceeding 95% over any 10 square feet, and bare spots not exceeding 2 by 2 inches.

R. ITEM 212 / 213 - EROSION CONTROL AND WATER POLLUTION CONTROL

1. The Contractor shall take extreme care to prevent unnecessary erosion, water pollution and siltation at all points of the project. Temporary seeding and mulching, straw bales, slope drains, etc., shall be used as necessary or as directed by the Engineer. The cost of all temporary erosion control measures shall be included in the lump sum bid price.

S. FULL-DEPTH PAVEMENT SAWING

1. All existing pavement to be widened and/or removed shall be sawed full depth at the limits of removal, using a diamond saw blade to provide a uniform edge and prevent damage to pavement that is to remain in place. The cost of the sawing shall be incidental to the contract.

T. ITEM SPL – FULL-DEPTH PAVEMENT REPAIR

1. Full-depth pavement repair will be marked and located in the field immediately following the pavement planing operation or prior to the installation of the asphalt pavement leveling course. The Contractor will be required to place the asphalt leveling course within 48-hours of the pavement planing operation. After the asphalt leveling course is constructed, the limits of full depth pavement repair will be re-marked by the Engineer.

2. The unit price bid for Item Special, Full-Depth Repair, shall include all the costs incurred in the removal of the new leveling course pavement, the existing asphalt pavement and subgrade, the compaction of the subgrade as required, and the construction of the pavement courses as per plan.

U. ITEM 302 / SPL – GRAVEL BASE, DGA FOR SUBGRADE REPAIR

1. A contingency amount of Item 302/SPL – Gravel Base, DGA for Subgrade Repair has been included for repair of soft and yielding, unsuitable subgrade material and should be used only when directed by the engineer. The cost of all labor, equipment, and material necessary to excavate and dispose of unsuitable material, place and compact the aggregate as per plan shall be included in the unit price bid for item 302/SPL – Gravel Base, DGA for Subgrade Repair.

V. ITEM 403 - SEALING EDGES

1. All edges of the asphalt concrete surface course constructed under this Contract shall be sealed with asphalt cement as directed by the Engineer and meeting the same specifications as used in Item 403, the cost of same to be included in the unit price bid for Item 403, Asphalt Concrete. After completion of the surface course, gutters shall be sealed with asphalt cement as directed by the Engineer. The material shall be applied at a uniform width of approximately 4 inches and at a rate just sufficient to fill surface voids. Sealing edges at building walls, foundations, existing curbs or other visible surfaces shall be done neatly and without more than one-half (1/2) inch of the sealant being visible on the surface. Any extra sealant applied to visible surfaces shall be carefully and thoroughly removed by the Contractor at no additional cost to the Owner.

W. ITEM 403 - MEETING EXISTING PAVEMENT

1. Where an asphalt concrete resurfacing project begins or ends, the 403 surface course shall meet the existing on a neat, straight line. Unless otherwise directed by the plans, the Contractor shall construct a ten- foot (10') long butt joint.

X. ITEM 403 - BROOMING AND CLEANING

1. The existing surface shall be cleaned and prepared in accordance with Item 403.03.

The cost for such work is to be included in the unit price bid for Item 403, Asphalt Concrete.

Y. ITEM 406 - TACK COAT

1. A tack coat shall be applied to the area to be surfaced in accordance with Item 406, Tack Coat. The residual asphalt content of the tack coat shall be 0.10 gallons per square yard. SS-1, SS-1h, CSS-1, or CSS-1h materials used shall be diluted 50 percent with potable water. Over-spray on curbs, adjoining pavements, and other roadside facilities shall not be tolerated, and the Contractor shall be responsible for clean up of any areas or facilities receiving over-spray.

Z. UTILITY ADJUSTMENTS

1. Utility adjustments including but not limited to water meters, valves, catch basins, gas valves, telephone manholes, storm and sanitary structures, and gas meters shall be incidental to Item 402 / 403 Asphalt Surface. Contractor to coordinate with the appropriate utility company for adjustments.

AA. ITEM 408 - ASPHALT PAVEMENT MILLING AND TEXTURING

1. The work of this item consists of removing the existing asphalt wearing surface to the depths and limits specified or as directed by the Engineer, the intent of which is to restore adequate curb height and/or to remove deteriorated portions or irregularities in the existing wearing surface. Removal shall be by the method of cold surface planing, as described in Item 408. The Contractor shall be responsible for notifying all residents of parking restrictions 48 hours in advance of any and all planing operations. Care shall be exercised during planing operations so as not to damage manhole covers, grates, chambers, valves, valve boxes, etc. Any utility castings damaged by the Contractor’s operations shall be replaced at his expense.

2. After removing the wearing course, the Contractor shall immediately clean and tack coat an area at least four feet (4') in radius around all utility castings within the removal area and place an asphalt concrete wedge, thoroughly compacted in accordance with Item 401, around the castings in the four-foot (4') radius area. As an alternate method, the Contractor may choose at the time the wearing course is removed to leave a four-foot radius wedge of existing surface course around the utility casting to protect traffic, but will not be allowed to remove these wedges until the day previous to placing asphalt concrete surfacing on the street. Where manholes or valve chambers within an area where wearing course is removed have previously been adjusted with adjusting rings, the Contractor shall also have the option of removing the adjustment ring.

3. If the Contractor chooses to remove the adjustment rings, he shall re-install the rings immediately prior to resurfacing the street. No additional compensation will be paid for the placing of asphalt wedges, the removal and re-installation of adjustment rings, or the separate removal of existing wearing course left around the castings. These costs shall be included in the cost of removing the wearing course. All material removed shall be the property of the Contractor.

4. The Contractor shall note that the maintenance of proper drainage patterns will be of special concern, especially where proposed work is to meet existing pavement. The Contractor may be required to survey areas in question, using an automatic level or other appropriate equipment to assure proper grade and cross-slope.

5. The Contractor shall place the asphalt overlay course within 48 hours of the completion of the pavement planing operation.

BB. ITEM 601 - CONCRETE – GENERAL

1. All concrete for roadway paving, curbs, sidewalks, drive aprons, steps and headwalls shall have a minimum of 5 percent entrained air and a maximum of 8 percent entrained air. For each sample, the average strength of the 7-day and the two 28-day tests shall equal or exceed 4000 psi, and no individual strength test shall fall below 3500 psi.

2. If the averages of all sets of three consecutive strength test results meet the following strengths, an extended guarantee will be required on all concrete work.

a. 3500 psi to 3799 psi - 3 year guarantee

b. 3800 psi to 3999 psi - 2 year guarantee

CC. ITEM SPL - SIDEWALK AND/OR DRIVEWAY APRON FINISH

1. The finish applied to the Portland Cement concrete surface used as a sidewalk or driveway apron shall be a broom finish. All joints and outside edges of the pavement shall be tooled with an edger or joint tool after brooming the final finish. Final finish, joints, and edges shall be subject to the approval of the Engineer.

2. It is the Contractor's responsibility to protect the new surface until it cures.

DD. ITEM SPL - WALKS, CURB RAMPS, AND STEPS

1. The unit price bid for this item shall include all labor, material, and equipment necessary for the removal and disposal of the existing concrete walk, excavation to proposed subgrade, in all areas where the proposed walk is to be placed, and placement of the new concrete walk. The walk shall be four (4) inches in thickness.

2. In the event the walk has settled, a stone fill leveling course shall be added to bring the walk back to the grade of the existing sidewalk or curb, and shall be incidental to the walk replacement item.

3. Preformed expansion joint material, 1/2-inch thick, shall be placed at maximum 40 feet spacing and / or adjacent to all existing remaining walk or structures.

4. Curb ramp construction shall conform to National ADA Standards. Curb ramp standard dimensions will be adjusted as required by the Engineer in the field to provide adequate access for handicapped persons in the vicinity of poles or other fixed objects behind the curb. Curb ramps in new concrete walks will be measured as the number of each complete and shall include the cost of any additional materials, grading, forming and finishing not included in the concrete walk item (separate), which is measured through the curb ramp area.

5. It is the Contractor's responsibility to protect the new surface until it cures.

6. Yard restoration to be included in cost.

EE. TESTING OF CONSTRUCTION MATERIALS

1. Portland Cement Concrete: All Portland Cement concrete work shall be tested by an independent testing laboratory. The independent testing laboratory shall secure a random sample from each 100 yards of concrete delivered to the job site. A minimum of one sample shall be made each day that concrete work is performed. One sample consists of four specimens. Four specimens shall be molded by the testing laboratory and cured from each sample, in accordance with ASTM C 172. Cylinders shall then be tested in accordance with ASTM C39. One (1) specimen shall be tested at 7 days for information, and two (2) specimens shall be tested at 28 days for acceptance. The acceptance test results shall be the average strength of the two specimens tested at 28 days. The fourth cylinder shall be tested at 56 days only if the 28-day test results do not meet specifications.

2. Using ASTM C 143, the testing agency shall determine the slump of the concrete for each sample, and also whenever the consistency of the concrete appears to vary. The agency shall also determine the air content of the concrete for each sample, in accordance with either ASTM C 231, ASTM C 173, or ASTM C 138. The agency shall report all test and inspection results to the Engineer, Contractor, and concrete supplier in writing one working day after the work is performed. All test reports shall include the exact location in the work at which the batch represented by a sample was deposited.

Reports of strength tests shall include detailed information on storage and curing of specimens prior to testing.

3. All concrete work not meeting the specifications as listed in Item 501 and 601 shall be removed immediately and replaced in an acceptable manner with no additional compensation to the Contractor, unless provisions for an extended guarantee are provided herein.

4. Asphalt Concrete: Item 403 Asphalt Materials shall be plant inspected by an independent testing company; and tickets shall be stamped with the inspector's seal, indicating that material shipped to the job site meets the requirements of the specifications.

5. Seven (7) days prior to commencement of construction, the Contractor shall submit to the Engineer a list of two (2) or three (3) proposed, accredited testing firms. The Engineer shall then select from the submitted list the name of the firm which is to be responsible for all of the required testing.

6. The Contractor is responsible for notifying the testing agency 24 hours prior to starting work requiring material testing. If the Contractor fails to provide testing as per any of the above requirements, he will be required to stop work until proper arrangements have been made with the testing agency.

7. The testing agency and its representatives are not authorized to revoke, alter, relax, enlarge or release any requirement of the contract documents, nor to approve or accept any portion of the work.

8. The Contractor shall include the cost of all required tests in the unit price bid for the pertinent item and no separate compensation is to be made for said testing.

FF. ITEM 701 – GRADING AT INLETS AND OUTFALLS OF PROPOSED CONDUITS

1. The cost of the necessary reconstruction and/or regrading of swales or disturbed areas at the inlets and outfalls of all proposed conduits shall be included in the price bid for the pertinent conduit and inlet items.

GG. EXISTING PIPE

1. The location, size, type and depth of all existing pipes are shown as nearly exact as available information will permit. The Engineer will not be responsible for any variations found during construction.

2. Where the plans provide for conduit to be connected to, or to cross either over or under, or close to an existing underground structure, it shall be the responsibility of the Contractor to locate the existing structure, both as to line and grade, before he starts to lay the proposed conduit, in order to assure compatibility of line and grade of the proposed conduit.

3. Payment for all operation described above shall be included in the unit price bid for the pertinent conduit item.

HH. ITEM 701 - REVIEW OF DRAINAGE FACILITIES

1. Before any work is started on the project and again before final acceptance by the

Owner, the Contractor, with the Engineer, shall make an inspection of the existing sewers within the work limits, which are to remain in service and which may be affected by the work. The condition of the existing conduits and their appurtenances shall be determined from field observations. Written records of the inspection and/or photographic documentation shall be kept by the Engineer.

2. All existing sewers inspected initially by the above-mentioned parties shall be maintained and left in a condition reasonably comparable to that determined by the original inspection. Any change in the condition resulting from the Contractor's operations shall be corrected by the Contractor to the satisfaction of the Engineer. All existing and/or new conduits, inlets, catch basins, and manholes constructed and/or cleaned as a part of the project shall be free of all foreign matter and in a clean condition before the project will be accepted by the Owner. Payment for all operations described above shall be included in the unit prices bid for the pertinent item.

II. CONTROL OF WORK

1. Construction work on site shall take place between the hours of 7:00 A.M. to 7:00 P.M., Monday through Saturday.

JJ. The City’s Specifications and Work Scope(s) are further stipulated by and upon three

(3) separate documents, herein incorporated by reference, all of which the City shall simultaneously publish via it procurement portal at: https://covingtonky.bonfirehub.com.

Specifically, these documents are:

1. (File name) C_210983 – P Base.pdf.

2. (File name) Binder1(005).pdf.

3. Bid Schedule / Materials List

a. In addition to completely executed Bid documentation required elsewhere within the ITB, Bidder shall also complete all blanks existing upon these instruments (e.g., “General Notes” Item No. 3), as well as indicating and highlighting thereupon all proposed changes and/or deviations therefrom that function as bases of Bids submitted to the City.

KK. All goods, materials, and/or supplies to be furnished and all services to be performed as part of submitted Bid response shall be and shall remain fully compliant with all applicable Codes, laws, regulations, and accepted industry standards, whether or not specifically herein referenced.

IV. BID FORMAT

A. Bid shall be submitted on the City’s Bid Form included in this ITB (font size no smaller than twelve {12} points) as no others will be accepted.

B. Bids shall consist of:

1. One (1) unbound signed original PAPER (‘hard-copy’) Bid with original signatures.

2. One (1) PAPER copy (which may optionally be bound).

3. One (1) electronic copy of the complete bid documentation in a single .pdf-formatted file submitted upon a USB-drive.

a. Any potentially interested party for which this requirement presents undue challenge, hardship, or could in any way dissuade Bid submittal should and is encouraged to contact the City’s Procurement Officer for assistance.

4. All of which shall be PHYSICALLY SUBMITTED in a sealed envelope plainly marked:

a. Bidder’s NAME.

b. Bidder’s AREA CODE and TELEPHONE NUMBER.

c. Bidder’s REPRESENTATIVE’S NAME.

d. Bidder’s RETURN MAIL STREET ADDRESS.

e. "ITB251002 BOTANY HILLS BID – DO NOT OPEN WITH REGULAR

MAIL."

C. Bids shall be physically delivered to the City at the location and prior to the bid opening time herein specified.

1. The City does not accept bids and/or proposals electronically (e.g., via fax, e-mail, Internet / web portal.)

a. This requirement shall prevail any contrary and/or conflicting statement.

D. Bidder shall properly and entirely complete, execute, and return the City’s Bid

Form and other requisite documentation as herein furnished, and/or stipulated as its submitted Bid response, as no others will be accepted.

1. The City’s Bid Form is inclusive of a Bid Schedule/Materials List, which is herein incorporated by reference, and which the City will separately upload to its procurement portal (https://covingtonky.bonfirehub.com) as a manipulable MS Excel worksheet. Bidders are instructed to:

a. Complete the “UNIT COST” and “Bidder’s Notes” fields, only; and

b. To not alter any other cells, fields, data, formula(e); and

c. To include the finalized worksheet in its printed Bid; and

d. To include the finalized worksheet in .pdf format on the accompanying

USB-drive; and

e. To also separately include the completed MS Excel file in manipulable .xlsx format on the USB-drive accompanying its Bid submittal.

2. Bid pricing shall be inclusive of all costs of and/or associated with providing the goods and services described in and by the Scope Of Work/Specifications and shall remain valid and firm for the City’s acceptance, at a minimum, for ninety (90) days following the date and time herein set for the receipt and opening of bids, unless otherwise noted.

a. The City of Covington, Kentucky is exempt from sales and use tax as a certified governmental entity.

i. The City’s tax-exempt status is not transferable to other/third parties.

Bidder shall rely exclusively upon their own tax status in the preparation of bids.

3. Bidders are strongly encouraged to include any available discounts or cost incentives available to the City for its consideration.

E. Bidder shall include proof(s) of insurance of all relevant, current and active, policies relating to their obligations as a business in the Commonwealth of Kentucky. At a minimum, this requirement includes the enclosure of an up-to-date proof of insurance for Bidder’s Commercial/General Liability and Workers’ Compensation Coverage.

F. Bidder shall complete and return with sealed Bid submittal all requisite affidavits, certifications, and forms, including but not restricted to:

a. Certification(s) of Bidder(s) regarding Equal Employment Opportunity.

b. Certification(s) of Bidder(s) (Contractor) concerning Labor Standards and

Prevailing Wage Requirements.

c. Certification(s) of Bidder(s) regarding Section 3 and Segregated

Facilities.

d. Non-Collusion Affidavit.

e. Campaign Finance Affidavit.

f. Certification Against Conflicts Of Interest, Gratuities, And Kickbacks.

g. Bid form.

5. Subcontracts

a. Interested parties are specifically advised that any person or party to whom it is proposed to award a subcontract under any contract resulting from this solicitation must be acceptable to the OWNER and have current eligibility status for federal programs and must submit:

i. Certification by Proposed Subcontractor Regarding Equal Employment Opportunity.

ii. Certification of Proposed Subcontractor Concerning Labor Standards and Prevailing Wage Requirements.

iii. Certification of Proposed Subcontractor Regarding Section 3 and Segregated Facilities.

b. Approval of the proposed subcontract award cannot be given by the

OWNER unless and until the proposed subcontractor has submitted the Certification and/or other evidence showing that they have fully complied with any reporting requirement to which it is or was subject.

c. In accordance with KRS Chapter 45A, the Bid must identify all subcontractors and the amount of each of their proposed subcontracts used in formulating the overall proposed project cost.

If OWNER, after due investigation, has reasonable objection to any proposed Subcontractor, Supplier, individual or entity, OWNER may, before the Notice of Award is given, request the apparent Successful Respondent to submit an acceptable substitute without an increase in total proposed cost.

b. If apparent Successful Respondent declines to make any such substitution, OWNER may award the Contract to the next best Respondent that proposes to use acceptable Subcontractors, Suppliers and other individuals or entities. Any Subcontractor, Supplier, individual or entity so listed and against which OWNER makes no written objection prior to the giving of the Notice of Award will be deemed acceptable to OWNER.

c. CONTRACTOR shall not be required to employ any Subcontractor, Supplier, individual or entity against whom CONTRACTOR has reasonable objection.

6. If and as applicable: Material deviations from and/or exceptions to the City’s stated Scope Of Work, Specifications, and/or Terms and Conditions included in this Invitation To Bid must be expressly disclosed. Bids failing to meet all of the specifications will not necessarily be rejected, but any deviations must be clearly noted to be considered.

7. In accordance with KRS 45A.485 all Respondents are required to:

a. Reveal any final determination of a violation by the Contractor or subcontractors within the previous five (5) year period pursuant to KRS Chapters 136, 139, 141, 337, 338, 341, and 342 that apply to the Contractor and Subcontractor; and

b.