2025 Concrete Sidewalk Replacement RFP.pdf

City of Wixom

City Clerk

49045 Pontiac Trail

Wixom, MI 48393

REQUEST FOR PROPROSAL

2025 CONCRETE SIDEWALK AND ROADWAY REPLACEMENTS

FOR CITY OF WIXOM

Deadline: May 1, 2025

Proposals will be accepted by the City Clerk, City of Wixom, 49045 Pontiac Trail, Wixom, MI 48393 until 9 AM on May 1, 2025.

The City of Wixom is participating agency in the Michigan Inter-Governmental Trade Network (MITN). Interested vendors are encouraged to register with MITN at www.bidnetdirect.com to view Bid/RFP announcements and/or specifications for this and all open Bids and RFPs for The City of Wixom. These bid specifications will be posted by April 10, 2025, on the MITN network.

One (1) original, one (1) copy and one (1) electronic file (thumb drive) of sealed proposals must be received at the City of Wixom - City Clerk’s Office, 49045 Pontiac Trail, Wixom, Michigan 48393 no later than 9 AM on May

1, 2025. Proposals must be clearly marked “2025 Concrete Sidewalk and Roadway Replacements.” All questions regarding this Request for Proposals shall be directed to:

City of Wixom – Director of Public Works, Tim Sikma, at 248-624-0141

Monday through Thursday (8 am - 4 pm)

The City of Wixom reserves the right to reject all Bids in their sole discretions separately. The City of Wixom reserves the right to reject any Bid which is not submitted on and/or supported by a bill of materials. The municipality reserves the right to reject any and all Bids in whole, or in part, and accept any Bid or portion of the Bid that, in their opinion, best serves the interests of the Municipality served.

http://www.mitn.info/

Table of Contents

SECTION 1 INVITATION TO BID

SECTION 2 BIDDER INSTRUCTIONS

SECTION 3 GENERAL CONDITIONS

SECTION 4 SCOPE OF WORK

SECTION 5 TIMELINE REQUIREMENTS

SECTION 6 AWARDED CONTRACT REQUIREMENTS

SECTION 7 PRODUCTS AND SERVICES SPECIFICATIONS

SECTION 8 SYSTEM DOCUMENTATION & WARRANTY

APPENDIX A: BID SIGNATURE PAGE & BILL OF MATERIALS

APPENDIX B: QUALIFICATIONS QUESTIONNAIRE

APPENDIX C: INSURANCE COVERAGE REQUIREMENTS

APPENDIX D: SPECIFICATION PLANS

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REQUEST FOR PROPOSAL

Introduction: The City of Wixom (hereafter referred to as “Municipality”) is seeking proposals for Concrete

Sidewalk and Roadway Replacement Services. The Concrete Sidewalk and Roadway Replacement is to consist of replacing sidewalk and roadways within the community as determined by the Municipality.

At any time prior to the specified time and date set for the proposal submission, a bidder may withdraw their proposal. Any proposal modification must be in writing, executed by the authorized person, and submitted prior to the final submission due date. Proposals received after the submission deadline may be considered only if no other proposals are received by the deadline. The Municipality reserves the right to disqualify any bidder on the basis of any real or apparent conflict of interest that is disclosed in the proposal submitted or at any time to the Municipality, at the sole discretion of the Municipality.

The specifications provided by the successful Bidder shall meet or exceed all requirements described in this RFP and any additional Bid documents provided by the Municipality.

SECTION 1 INVITATION TO BID

A. BID ACCEPTANCE. The Municipality will accept sealed responses ("Bids") to this Request for Proposals

(RFP) for Concrete Sidewalk and Roadway Replacement which complies with the Invitation to Bid, Bidder Instructions, General Conditions, Scope of Work, Timeline Requirements, Awarded Contract

Requirements, Products and Services Specifications, and System Documentation & Warranty set forth below and submitted to the City of Wixom at the following address:

City of Wixom Attention: Clerk’s Office

49045 Pontiac Trail

Wixom, MI 48393

RE: BID- 2025 Concrete Sidewalk and Roadway Replacement

B. FACILITIES/BUILDING WALK-THROUGH. Not Applicable.

C. INDEPENDENCE. By submission of a proposal, a Bidder certifies that the Bidder has not paid or agreed to pay any fee or commission, or any other thing of value, contingent on the award of this contract to any employee, official, or current contracting consultant of the Municipality. The Bidder certifies that the financial information in this statement has been arrived at independently and without consultation, communication, or agreement, for the purpose of restricting competition as to any matter relating to such costs with any other proposal or Bidder.

D. PUBLIC RECORD. The contents of the proposals shall be considered public records of the Municipality.

Any Bidder submitting a proposal hereunder further acknowledges and agrees that the Municipality is a public entity which is required to abide by laws governing public records and shall not be liable for disclosures required by law. All materials submitted in response to this RFP shall become the property of the Municipality upon delivery to the address set forth above.

SECTION 2 BIDDER INSTRUCTIONS

A. BID OPENING. All Bid responses to this RFP must be placed in a sealed envelope, labeled as follows:

Concrete Sidewalk and Roadway Replacements Bid. The Bid will include one (1) original and one (1) electronic file (thumb drive) of the Bid proposal.

1. Bid responses will only be considered via written paper format. No email, facsimile, oral, or other non-written documents will be considered.

2. Bids not received at the City of Wixom’s Clerk’s Office by the Bid closing time of May 1, 2025, at 9 AM will not be considered.

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3. The Bidder shall be responsible for the timely delivery of the Bid to the City of Wixom’s

Clerk’s Office. The Municipality will not be liable to any Bidder for any delivery or postal delays. Postmarking of the Bid prior to the closing date May 1, 2025, at 9 AM will not be a substitute for timely receipt of the Bid.

4. If the City of Wixom Offices are closed due to unforeseen circumstances on the Bid opening date, Bids will be due at the same time at the Police Department (same address).

B. CLARIFICATIONS AND CORRECTIONS. General questions or clarifications regarding this RFP should be directed by email to: Tim Sikma at DPWAdmin@wixomgov.org with the subject line clearly stating

“RFP Question- Concrete Sidewalk and Roadway Replacements” no later than April 22, 2025 at 12 pm.

Questions received after this date/time will not be considered. All questions, along with their responses, will be posted in MITN by April 23, 2025, by 5 pm.

C. GENERAL REQUIREMENTS.

1. The Municipality or their representatives shall not be held responsible for expenses incurred in the preparation or subsequent presentation of the Bid response.

2. This RFP for Concrete Sidewalk and Roadway Replacements is not an offer to enter into a contract, but rather a solicitation for Bids.

3. The Bidder shall supply, upon request, samples and/or brochures of the proposed materials and equipment with the Bid.

4. The City of Wixom shall provide drawings separately as associated with this project following the acceptance of the bids.

5. The Municipality reserves the right to reject all Bids at its sole discretion.

6. The Municipality reserves the right to reject any Bid which is not submitted on and/or supported by a bill of materials.

7. The Municipality reserves the right to reject any and all Bids in whole, or in part, and accept any

Bid or portion of the Bid that, in their opinion, best serves the interests of the Municipality.

D. BID IDENTIFICATION REQUIREMENTS. The Bid shall include the full legal name of the Bidder, its business address, telephone number, and a statement identifying the Bidder as a sole proprietorship, partnership, corporation, or other legal entity. A proprietorship shall state the full name of the proprietor, a partnership shall state the full names of the general partners, and a corporation shall identify the state in which it is incorporated. Each copy of the Bid shall be signed by the person or persons legally authorized to bind the Bidder to a contract.

1. The Bidder shall complete and submit, along with the Bid, a Bid Signature Page, Appendix A, in longhand, in ink, by an authorized representative.

2. The Bidder shall complete and submit, along with the Bid, a Bill of Materials, Appendix A, summarizing the details of the Bid and identifying materials for each location.

3. The submitted Bid shall include a Qualifications Questionnaire, Appendix B, properly completed and signed by an authorized representative of the Bidder. The qualifications questionnaire shall include a list of at least three (3) references, one (1) of which must be a municipality or local government for a similar scope of work performed within the past three (3) years.

E. DEFINITIONS. The foregoing definitions apply to this Request for Proposal (RFP) only.

1. City of Wixom (Municipality) – Each quotation will be taken to the city council. The sidewalk and roadways noted for Concrete Sidewalk and Roadway Replacements will be located in the municipality as defined.

2. Bidder(s) – The business entities and/or person(s) submitting the Bid.

3. Bid(s) - A complete and properly executed proposal to perform the scope of work, or designated portion thereof, for the sums stated within the Bid.

4. Base Bid - The sum stated in the Bid for which the Bidder offers to perform the Scope of Work wherein work may be added or subtracted for sums stated in the alternate Bid, if any.

5. Alternate Bid - An amount stated in the Bid to be added or subtracted from the amount of the base mailto:DPWAdmin@wixomgov.org

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Bid, if said change in the scope of work, method of construction and/or materials is accepted by the Municipality.

6. Selected Vendor/Contractor - The Bidder(s) receiving formal notice of acceptance of its/his/her Bid(s) and duly served by an agent of the Municipality duly authorized to give such notice.

SECTION 3 GENERAL CONDITIONS

A. RIGHTS OF ACCEPTANCE OR REJECTION

The Municipality reserves the right to reject all Bids in its sole discretion. The Municipality reserves the right to reject any Bid which is not submitted on and/or supported by a bill of materials. The Municipality reserves the right to reject any and all Bids in whole, or in part, and accept any Bid or portion of the Bid that, in their opinion, best serves the interests of The Municipality.

B. QUALIFICATION OF BIDDERS

To assure the Municipality of the quality of workmanship, materials, products and/or services, the

Municipality will retain the right and has complete discretion to qualify or disqualify any Bidders on the basis of available information concerning the Bidder's ability to perform as needed and the suitability of the products and/or services included in the Bid as described in in this RFP. Each Bidder, by submitting a Bid, represents that:

a. The Bidder has read and understands all the Bid requirements, conditions and specifications contained herein.

b. The Bid is based upon the materials, systems and equipment described, without exception, in all

Bid documents supplied by the Municipality.

C. VARIANCE AND PRICE

Any variance from the specifications of this RFP must be fully explained in writing by the Bidder. All prices quoted in the Bid must be on a unit price basis and include the total price. The price of an item or unit of a given product as promised in a Bid cannot be changed by the service provider regardless of whether the Municipality changes the quantity of the item or unit needed.

D. MANUFACTURER(S) BRANDS/MODEL NUMBERS

The naming of a manufacturer(s) brand or model number will not be considered as excluding other brands or model numbers for purposes of later providing the products as promised in the Bid. Specifically, similar products with comparable construction, material and workmanship will be considered as equal.

Notwithstanding, the Municipality have complete discretion to evaluate the merits of all Bids submitted and can take into consideration the brand and/or model numbers set forth in the Bids.

E. MANUFACTURER(S) SUBSTITUTIONS

Any substitution from the specified products and/or services by the manufacturer(s) is acceptable if at no additional cost to the Municipality and approved by an authorized Municipality representative prior to placing the order for said products and/or services. The Municipality reserves the right to refuse any and all manufacturer(s) substituted products and/or services.

F. MANUFACTURER(S) DISCOUNTS

The Municipality reserves the right to receive any and all manufacturer(s) price reductions, discounts or rebates that are received by the selected vendor/contractor for the specified products and/or services. The selected vendor/contractor agrees to pass any and all cost savings from the manufacturer(s) for the specified products and/or services to the Municipality by way of a setoff of monies owed or refund of monies paid by the Municipality.

G. REMOVAL AND DISPOSAL OF OLD EQUIPMENT

The selected vendor/contractor is responsible for the safe disposal of all existing items being replaced by items covered in the RFP. Said disposal shall follow any EPA guidelines, and be completed with generally accepted safe disposal guidelines. The Municipality reserves the right to identify at the kick-off meeting

Page | 6 established by each Municipality to discuss specific items which it may wish to retain.

H. CLEAN-UP

The selected vendor/contractor must, at all times, keep the premises free from accumulations of waste materials caused by the work, and upon completing the work, must remove all work-related rubbish from and about the building(s) and must leave the work area broom clean, or its equivalent. In the case of a dispute, the Municipality may remove the rubbish and charge the cost to the selected vendor/contractor.

I. ADDENDA

Any clarifications or modifications to the specifications for the RFP will be issued by the Municipality in the form of an addendum. Any addendum issued during the bidding period will be posted on MITN.

1. No verbal statements by the Municipality will be considered as binding or enforceable against the

Municipality.

2. No requests for clarifications or modifications will be processed after the closing date as posted in Section 5: Timeline Requirements.

J. FEDERAL, STATE AND LOCAL TAXES

All products and/or services furnished by the selected vendor/contractor must comply with all applicable federal, state and local codes, and regulations. All Bids must include, and the selected vendor/contractor must pay, all taxes levied by the Federal, State, and Local Governments, on both labor and materials. The Municipality reserves the right to require evidence of such tax payments prior to final payment of the contract. The Municipality is exempt from Federal Excise and State Sales Taxes. To comply with these regulations, sales tax is not to be included in the Bid.

K. PROJECT IMPLEMENTATION

The selected vendor/contractor shall have sufficient resources to complete the project within the allotted timeframe and shall, upon request, demonstrate that they have the resources necessary to fulfill the timeline requirements contained in Section 5.

L. NO DISCRIMINATION

The selected vendor/contractor and their subcontractors are required not to discriminate against any employee or applicant for employment to be employed in the performance of the Bid with respect to hire, tenure, terms, conditions or privileges of employment, because of race, color, religion, national origin, or ancestry or also because of age or sex, except based on a legitimate occupational qualification. Violation of this requirement may be regarded as a material breach of the Michigan Fair Employment Practices Act and may be subject to prosecution.

M. NO SMOKING POLICY

The Municipality adhere to a mandatory no smoking policy on their premises and/or at Community functions. All Bidders shall comply with this no smoking policy.

N. PRODUCTS AND SERVICES SPECIFICATIONS

It is the intent of the specifications in Section 7 of this RFP to define the minimum acceptable quality of products and/or services. The product line must be of known quality from a nationally recognized manufacturer who regularly advertises, promotes, and distributes products and services to local governments.

O. VARIATIONS FROM SPECIFICATIONS

All variations from the specified products and/or services, Section 7, must be fully explained and included with the Bid. Manufacturer(s) brands must be used in all cases, with associated manufacturers’ warranties noted.

1. The Municipality reserves the right to increase or decrease quantities, or modify the specifications.

2. The selected vendor/contractor shall agree to a written modification of the terms of its original Bid within five (5) business days of receiving written notification of the increase or decrease in

Page | 7 quantities or modification of the specifications.

P. CANCELLATIONS

The Municipality reserves the right of cancellation for non-performance of the terms specified in the awarded contract.

Q. WITHDRAWAL OF BIDS

Upon presentation of proper identification, any Bidder may withdraw its/his/her Bid at any time prior to the scheduled Bid opening date and time as stated in Section 2. No Bid shall be withdrawn for a period of ninety (90) days after the Bid opening date and time.

R. VALUATIONS

Considerations for awarding contracts will include price, product quality, service, delivery, and maintenance of products and/or services, adherence to specifications, past performance to the Municipality, vendor/contractor reliability, warranties and familiarity with the projects and the facilities of the Community.

1. It is the intent of the Municipality to award the contract to the Bidder submitting the "best" cost-effective Bid for the project, provided the Bid has been properly submitted and delivered, includes all required documentation herewith, and is considered reasonable in price.

2. Price is a primary factor, but the Municipality will consider other factors to determine the most successful Bid; technical experience, local service and support, and experience in municipal environments are used to perform the Municipality's Bid evaluations, among other considerations.

3. The Municipality will evaluate the merits of all Bids submitted and reserves the right to accept or reject any or all Bids.

S. NOTICE OF AWARD

The Bidder will be deemed as having been awarded the Bid when the formal notice of acceptance of its/his/her Bid has been approved by the Council of The City of Wixom and subsequent notices have been duly served by each community separately upon the intended awardees by an officer(s) or agent(s) of the Municipality duly authorized to give such notice.

SECTION 4 SCOPE OF WORK

A. GENERAL DESCRIPTION.

The general description of the Scope of Work (SOW) for the project is to provide the Municipality with Concrete Sidewalk and Roadway Replacements for direct replacement of sidewalk and roadways within the Municipality that have been identified as needing replacement by the given municipality. This work shall consist of constructing portland cement concrete sidewalk and roadway on a prepared base and subbase as shown on the plans or as directed. The prepared base shall be defined as the subgrade of the proposed sidewalk and roadway section to be constructed. The prepared base shall utilize on site excavated materials, excluding peat, muck, marl, blue or grey clay or other organic materials, or as otherwise specified. Backfilling and final restoration will be part of constructing sidewalk and roadways, unless otherwise provided.

This includes seed, topsoil and straw restoration. The selected contractor shall be responsible for removing and disposing existing sidewalk and roadway/street sections. Sidewalk replaced due to tree root upheaval will require the roots to be ground down 6” below the base of the walks. The sidewalk depth is to be 4” except the sidewalk crossing the driveways and areas within 3-feet of the roadway at the crosswalks are to be 6” deep. The street replacement concrete will be 8” deep.

The contractor will be required to complete one excavation in the right-of-way permit obtained from the

DPW, as well as a zoning permit obtained from the Building Department, at no cost. If not already registered as a contractor, you will be required to submit the proper paperwork and fee. Before obtaining

Page | 8 the permit(s) the contractor must also submit to the Municipality the required insurance documents. Each sidewalk and roadway form will require a pre-pour inspection by either the Building Official or

Department of Public Service.

Once the sidewalk and roadways are set up and the forms removed the selected contractor will be responsible for site restoration. Areas shall be raked smooth within 1” below the new walk, so that they can be easily mowed. Topsoil shall be applied in those areas as needed and then seeded with Cottage mix grass seed and straw so that those areas are completely vegetated. No roots or rocks that are larger than 2” in diameter or other foreign material shall be left exposed.

1. CONCRETE

Concrete shall contain a minimum cementitious content of 526 pounds per cubic yard with a minimum 28-day compressive strength of 3500 psi and shall contain between 5.5% and 8.0% total air. Supplementary Cementitious Materials may be used up to a 35% replacement for the cement.

Concrete shall be resistant to Alkali Silica Reactivity (ASR) per Section 02521 of these specifications.

Quality Assurance and Quality Control of portland cement concrete shall be per Section 02540 of these specifications.

2. PREPARATION OF BASE AND SUBBASE

Excavation shall be made to the required depth and to a width that will permit the installation and bracing of the forms. The foundation shall be proof rolled or otherwise evaluated to identify any soft or yielding soils that require undercutting. All soft and yielding material, exposed roots and vegetation shall be removed and replaced with MDOT granular material, Class III, compacted to a minimum of 95% of the maximum unit weight as determined by the method described in the MDOT Density Testing and Inspection Manual appropriate for Class III material.

Grade the subbase to within three-eighths of an inch in ten feet of the design grade. Compact the subbase to not less than 95% of the maximum unit weight as determined by the method in the MDOT Density Testing and Inspection Manual appropriate for the subbase material.

3. FORMS

Forms shall be of wood or metal, straight and free from warp, former buildup and debris, and of sufficient strength to resist springing during the process of depositing concrete against them. The forms shall be the full depth of the concrete.

Forms shall be placed in such a manner as to provide a smooth and continuous edge of walk, free of deflections.

The side forms shall be firmly staked to the required line and grade and shall provide for a minimum transverse slope of 1/4” per foot and a maximum slope of 1/2” per foot, toward the street, unless otherwise provided.

4. PLACING AND FINISHING CONCRETE

The sub-base shall be moist and the concrete shall be deposited thereon to the depth specified on the plans or in the proposal. In no case shall the walk be less than 4” thick in pedestrian areas and 6” thick in vehicle and sidewalk ramp areas. The concrete shall be thoroughly spaded along the faces of the forms before finishing operations are begun. The concrete shall be struck off to the required grade and cross section.

Except where not feasible to measure because of vertical curves, the surface tolerance of the path will be measured using a 10-foot straight edge at selected locations. The variation of the surface from the testing edge of the straight edge between any two contacts with the surface shall at no point exceed 1/8”. The transverse tolerance will be the same. The surface shall be floated just enough to produce a smooth surface free from irregularities. All edges and joints shall be rounded to a radius of 1/4 inch with an approved

Page | 9 finishing tool. The surface shall then be broomed to slightly roughen the surface and remove the finishing tool marks. The Contractor shall take extreme care to prevent overfilling of the forms.

The utilization of slip form equipment to place sidewalk is permitted. The Contractor shall furnish a copy of the list of equipment to be utilized, previous experience, and references to assist the Municipality in determining that satisfactory results have been previously achieved by the Contractor. All sidewalk placed utilizing the slip form method shall meet all the provisions of the specification pertaining to finishing, jointing, base preparation, curing, protection, backfilling and ramping, as well as Section 6.11 of MDOT

Standard Specifications for Construction. All costs incurred by the Contractor to provide a stable track area for the slip form equipment to operate shall be incidental to the unit prices bid for the sidewalk’s construction.

5. JOINTS

Joints shall be constructed true to line with their faces perpendicular to the surface of the sidewalk and roadway. Transverse joints shall be constructed at right angles to the centerline of the sidewalk and roadway and longitudinal joints shall be constructed parallel to the centerline, unless otherwise required. Transverse joints shall be placed at an equal spacing throughout the entire length of the project. The spacing shall be determined to be equal to the sidewalk and roadway’s width, i.e., a four-foot-wide walk would have transverse joints at four foot on center, five-foot-wide walk would have transverse joints at five foot on centers, etc. In no case shall a single sidewalk and roadway flag exceed a maximum of eight feet by eight feet. All roadway joints will be pinned.

6. TRANSVERSE EXPANSION JOINTS

Transverse expansion joints 1/2-inch-wide and extending the full depth of the pour shall be placed through the sidewalk and roadway at uniform intervals of not more than 50 feet. The top of the joint filler shall be slightly below the finished grade.

7. LONGITUDINAL EXPANSION JOINTS

Longitudinal expansion joints 1/2-inch-wide and extending the full depth of the pour shall be placed between the sidewalk and roadway and back of abutting parallel curb and between the sidewalk, roadway, driveways and buildings or other rigid structures.

All expansion joints adjacent to buildings or rigid structures shall be sealed with a hot poured rubber sealant to a depth 1” below top of walk.

8. CONTRACTION JOINTS

Contraction joints shall be placed at uniform intervals (normally 5 feet) between expansion joints. They shall be constructed with a double edger having a radius not exceeding 1/4 inch.

9. CURING AND PROTECTION

After the finishing operations have been completed and immediately after the free water has left the surface, it shall be thoroughly coated and sealed with a uniform layer of white membranous curing compound applied with a pressure sprayer.

All freshly laid concrete shall be protected against damage by erecting suitable barricades with battery operated flashers for a minimum of seven (7) days unless otherwise provided, except that foot traffic may be permitted after 48 hours. All normal precautions shall be observed to prevent damage from rain, hot or cold weather, and debris.

10. REMOVING FORMS AND BACKFILLING

After the concrete has gained sufficient strength, the side forms shall be removed and the space on both sides shall be backfilled with approved sound earth. The backfill shall be compacted and leveled to meet established grades with excess material removed from the construction site. Backfilling will not be paid for separately unless provided for by other contract items.

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11. SIDEWALK RAMPS

Ramps shall be constructed at locations as shown on the plans or as directed. Please note that ADA compliance for each municipality is required. Please contact municipality for specific requirements.

Sidewalk ramp slopes shall be uniform and free of sags and short grade changes. The slope shall be as required to meet sidewalk grades with the maximum desirable slope being 3/4 inch per foot and the maximum allowable slope being 1 inch per foot.

Where gutters are replaced in conjunction with sidewalk ramps, the gutter shall be constructed to the same dimensions and profile as the existing gutter, unless otherwise provided. The normal gutter line profile shall be maintained through the area of the ramp.

Sidewalk shall be ramped where the driveway curb is extended across the walk.

The surface of sidewalk ramps shall be textured with a coarse broom transversely to the ramp slope.

The top of the joint filler for all ramps shall be flush with adjacent concrete.

Concrete sidewalk and roadway ramps of the depth specified will be measured and paid for in square feet.

12. OTHER ITEMS

a. It shall be the Contractor's responsibility to examine, first hand, the sidewalk and roadways described in this document in order to fully understand the scope and location of the work called for under this proposal.

b. The Contractor shall understand that the scheduling of Concrete Sidewalk and Roadway Replacement days with the Municipality constitutes a vital proposal/contract condition as it is the primary goal of the Municipality to ensure that the program is completed in such a manner so as to minimize both inconvenience to the public and the disruption of the normal flow of traffic. In order to maintain the above stated goal, the Contractor shall not apply Concrete Sidewalk and Roadway Replacement materials between the hours of 7 am to 8 am and 4 pm to 6 pm, Monday through Friday, unless otherwise approved by the Municipality. The work called for under this contract may be performed during evening or weekend hours provided that the Contractor has obtained prior approval from the

Municipality.

c. The Contractor's performance shall be monitored by the Municipality. The scheduling of the work to be done shall be made through each department and no work shall begin until the approval of the Municipality’s Director or his designee has been secured.

d. The Contractor shall provide and maintain in full operation and at all times during the tenure of this contract, full-time supervision, a sufficient crew of laborers, equipment operators, tools, materials and reliable equipment necessary for the performance of this service. All equipment used in the performance of this contract shall be equipped with strobe lights, flashers and all other appropriate cautionary and safety systems. The Contractor shall also provide and maintain, in full operation at all times, a flashing or sequencing arrow panel, mounted on or trailered behind the tail vehicle of the

Concrete Sidewalk and Roadway Replacement convoy. The Contractor shall be staffed with properly trained and equipped personnel, including "flagmen", where and when such personnel are necessary to ensure the safety of the Contractor's staff and equipment as well as the safety of the Municipality and the motoring public.

e. It shall be the Contractor's responsibility to ensure that the concrete surfaces are clean, dry and free of all foreign materials prior to the application of the membrane spray.

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f. The Municipality reserves the right to inspect the Contractor’s equipment before making an award of contract.

g. The Contractor shall be responsible for the appearance, conduct, discipline and supervision of all of his employees involved in this service.

h. All machines and equipment used by the Contractor in the performance of this service shall be of uniform appearance and shall be maintained in a reasonably neat, clean and safe operating condition.

B. TIME LIMITS AND DEADLINES

Subsequent to contract award and upon notification by the Municipality, the Contractor shall promptly commence the sidewalk and roadway concrete according to a schedule agreed upon by both parties. The schedule shall be established in writing by May 29, 2025. All concrete must be completed no later than thirty (30) working days following the agreed upon start date as written in the notice to proceed. The

"notice to proceed" shall be given following the contract award and the pre-construction meeting. All sidewalk and roadway and restoration work must be completed by June 30, 2025, unless other arrangements are accepted by the Community.

It should be noted that failure to comply with the time limits and deadlines in the notice to proceed letters as herein described shall be grounds for disqualification for future contract awards and 5% reduction in cost.

C. PROPOSED PROJECT LOCATIONS/ SIDEWALK AND ROADWAYS

Each Municipality has a mixture of Major and Local sidewalk and roadways, actual location of sidewalk and roadways will be verified when contract is finalized based upon bid prices.

D. SPECIFICATIONS FOR CONCRETE SIDEWALK AND ROADWAY REPLACEMENTS

1. Unless otherwise stated by bidder, the bids will be considered as being in strict accordance with the municipality’s applicable standard specifications, and any special specifications outlined in the bid document. Reference to a particular trade name, manufacturer’s catalogue, or model number are made for descriptive purposes to guide the bidder in interpreting the requirements of the municipality, and should not be construed as excluding bids on other types or materials, equipment and supplies unless otherwise stated. However, the contractor, if awarded the bid, will be required to furnish the particular item referred to in the specifications or description unless departure or substitution is clearly noted and described in the bid. The Municipality reserves the right to determine if equipment/product or service being bid is equal to the specified equipment/product or service requested.

2. The Contractor shall include all labor, material, supplies and services necessary to perform and complete the contract according to all the provisions mentioned in this and any other documents supplied by the Municipality in connection with this bid and shall be performed in a workmanlike manner acceptable to the Municipality.

3. In case of default by the Contractor, the Municipality may procure the articles or services from other sources and hold the bidder responsible for any excess cost occasioned thereby. In case of error by the bidder relating to a contract, the Municipality may, by discretion, upon presentation of a written explanation by the bidder substantiating the error, reject the contract and award to the next qualified bidder, such error may subject to default conditions.

4. The Contractor, if awarded the bid, to the fullest extent of the Law, agrees to protect, defend, and save the Municipality and the cooperative members listed herein, its officials, employees, departments and agents harmless against; any demand for payment for the use of any patented material, process, or device that may enter into the manufacture, construction, or from a part of the work covered by either order or contract; and from suits or a charge of every nature and description brought against if for, or on account of, any injuries or damages received or sustained by the parties

Page | 12 by or from any of the facts of the Contractor, the Contractor’s employees, or agents; from all liability claims, demands, judgments and expenses to persons or property occasioned, wholly, or in part, by the acts or omissions of the bidder, contractor, agents or employee. Any apparent omissions, errors or discrepancies in plans or specifications shall be reported to Tim Sikma, DPW Director, in ample time before the date of letting.

5. The Contractor shall understand that the scheduling of working days with the designated Municipality constitutes a vital proposal/contract condition as it is the primary goal of the Municipality to ensure that the work of all Municipality roads/sidewalk scheduled be done in such a manner so as to minimize both inconvenience to the public and the disruption of the normal flow of traffic. Traffic control will be the responsibility of the contractor and reviewed by the Municipality designee before commencing work. The work called for under this contract may be performed during evening or weekend hours provided that the Contractor has obtained prior approval from the designated Municipality.

6. The Contractor's performance shall be monitored by the designated Municipality department. The scheduling of the work to be done shall be made through the designated Municipality department and no work shall begin until the approval of the Municipality contact (as specified above) or his designee has been secured.

7. The Municipality reserves the right to inspect the bidder’s equipment before making an award of contract.

8. The Contractor shall be responsible for the appearance, conduct, discipline and supervision of all of his employees involved in this service.

9. All machines and equipment used by the Contractor in the performance of this service shall be of uniform appearance and shall be maintained in a reasonably neat, clean and safe operating condition.

10. The quantities listed in these documents are estimates and approximate only and such quantities are subject to increase or decrease. Should it be in the best interest of the Municipality to do so, the

Municipality reserves and shall have the right to increase or decrease the quantities of work done under this bid and to make changes in the plans and specifications that may increase or decrease the quantities of work. Adjustment of unit prices for increased or increased quantities shall be negotiated under terms of these contract documents.

11. The bid pricing shall cover the costs of any nature, incident to and growing out of the work, in explanation, but not in limitation thereof, the prices stated in the Proposal by the Bidder, shall include the cost of everything necessary for the performance and completion of this work in the manner and time prescribed, including the furnishing of all material, tools, equipment, transportation, labor, supervision, all costs on account of loss by damage or destruction of the work, unforeseen difficulties encountered, for settlement of damages, for replacement of defective work and materials, and for all else necessary therefore and incidental thereto.

12. Excise and Sales Tax: The prices herein must not include any Federal excise taxes or sales taxes imposed by any State or Municipal Government. Such taxes, if included, must be deducted by the

Contractor when submitting invoice for payment.

13. Interpretation of Bidding Documents: Explanations desired by bidders shall be requested of the

Municipality in writing, and if explanations are necessary, a reply will be made in the form of an addendum, a copy of which will be forwarded to each Bidder who has received a set of the contract documents. All addenda issued to Bidders prior to date of receipt of proposals are to include the work therein described. Each proposal submitted shall list all addenda by numbers, which have been received prior to time scheduled for receipt of proposals.

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14. DESCRIPTION OF BID ITEMS

BID ITEM DESCRIPTION UNIT

1. Concrete sidewalk replacement 4” repair SQFT

2. Concrete sidewalk replacement 6” repair SQFT

3. Root removal per linear foot LNFT

4. Restoration (seed, topsoil and straw) LNFT

5. ADA Compliant Sidewalk Ramp Replacement SQFT

6. ADA Mat Replacement (see Appendix D) 3x5 Mat

7. Concrete Street Replacement 8” repair SQFT

8. Concrete Street replacement 6” repair SQFT

9. Lane Tie Epoxy Anchor (Drilled and Installed) EACH

The contractor shall be provided with details at the initial construction meeting.

E. ADDITIONAL SPECIFICATIONS FOR CONCRETE SIDEWALK AND ROADWAY REPAIRS

1. Minimum patch on a concrete road will be three (3) feet wide by three (3) feet long. Lane ties will be installed at half the depth of the concrete and a minimum width of 12” and a maximum width of

16” using epoxy coated #5 rebar drilled and anchored with epoxy in accordance with MDOT standards.

2. Concrete mixtures shall be in accordance MDOT standards in regards to location of placement. (i.e.

Roads/Sidewalk)

F. VENDOR/CONTRACTOR RESPONSIBILITY.

It shall be the responsibility of the selected vendor/contractor to provide the estimates for this project at no cost to the Municipality. The Municipality and its consultants associated with this RFP are not responsible for any omission, failure to detect any requirement, or any other condition required to complete the scope of work.

G. QUALITY ASSURANCE

After bid proposals are received, the Municipality will conduct a qualifications-based selection process taking into consideration the fee proposal.

The successful bidder shall use only workers thoroughly trained and experienced in the skills required, who are completely familiar with the materials involved and the manufacturer’s recommended methods of preparation and application and who are thoroughly familiar with the requirements of this work. In the acceptance or rejection of the work described in the bid documents, no allowance will be made for lack of skill on the part of the installers.

H. EXECUTION

GENERAL CONDITIONS

Supervision and Control: The vendor shall report directly to the City of Wixom - Director of Public Works, Tim Sikma, and process requests for payment.

Indemnification: The vendors shall be solely responsible for and shall indemnify, defend and hold harmless the Municipality, its agents, officers, employees and other vendors from and against any and all claims, suits, damages and losses, specifically including, but not limited to those for loss of use of property, for damage to any property, real or personal, for injury to or the death of any person, including, but not limited to, its employees, agents and officers and for all other liabilities whatsoever, including related expenses and actual attorney’s fees, in any way sustained or alleged to have been sustained, indirectly or by reason of or

Page | 14 in connection with the performance of services, or from any other acts or omissions of the bidder, its employees, agents or officers.

I. REQUIRED DOCUMENTS

In the submission of its Bid, a bidder shall submit the following documents to the Municipality, and shall guarantee the accuracy of such information by signature of its authorized representative:

1. Statement of Qualifications and Experience

2. References - Three (3) minimum of similar project size

3. Proposed Work Plan and Schedule

4. Completed Fee Proposal Form

J. QUALITY ASSURANCE

After bid proposals are received, the Municipality will conduct a qualifications-based selection process taking into consideration the fee proposal.

The successful bidder shall use only workers thoroughly trained and experienced in the skills required, who are completely familiar with the materials involved and the manufacturer’s recommended methods of preparation and application and who are thoroughly familiar with the requirements of this work. In the acceptance or rejection of the work described in the bid documents, no allowance will be made for lack of skill on the part of the installers.

SECTION 5 TIMELINE REQUIREMENTS

A. PROJECT TIMELINE

The selected vendor/contractor shall have sufficient resources in order to complete the SOW, Section

4, within the allotted timeframe and shall, upon request, demonstrate that it/he/she has the resources necessary to fulfill the timeline requirements for completing the entire project. The City of Wixom is expecting the project to be completed in accordance with the following project timeline:

RFP available on-line at MITN April 10, 2025 Pre-bid meeting and walk-through NA

Emailed questions and RFP clarifications due April 22, 2025 by 12 pm

Responses to email questions posted on MITN April 23, 2025 by 5 pm Sealed Bids due and Bid opening at the Wixom

City Clerk’s Office May 1, 2025 9 am

Notice to Proceed, implementation schedule determined May 14, 2025 Work to be complete June 30, 2025

B. SCOPE OF WORK SCHEDULES

City of Wixom Public Works Office is located at 2041 Charms Road and is open for business 7 am to

5 pm, Monday through Thursday. The Police and Fire Departments are staffed 24/7. The selected vendor/contractor is expected to perform the project during posted Municipality administrative hours.

C. PROJECT IMPLEMENTATION SCHEDULE

All Bidders shall provide the Municipality with a project implementation schedule that adheres to the timeline requirements stated above. Further, the project implementation schedule must demonstrate that the selected vendor/contractor has the means and capability to complete the SOW without unnecessary disruption to Municipality business. This project implementation schedule must be agreed upon by both the vendor/contractor and the Municipality and shall be incorporated as part of the

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SECTION 6 AWARDED CONTRACT REQUIREMENTS

A. CONTRACT EXECUTION

The Bidder shall render, deliver and execute the awarded contract within ten (10) days of being notified that the Bid is accepted and that the selected vendor/contractor is awarded a contract to perform the

SOW in accordance with all terms and conditions contained herein. The awarded contract must be signed and dated by both the Municipality and the awarded vendor/contractor prior to the start of any work.

B. CHANGES TO SCOPE OF WORK

The Municipality, without invalidating the contract, may order changes within the SOW consisting of additions, deletions, and/or modifications, with the contract sum and the project implementation schedule being adjusted accordingly. All said changes in the SOW shall be authorized by written change order(s) signed by the Municipality and executed under applicable conditions of contract documents.

1. The contract sum and the contract time may be changed only in writing.

2. The cost or credit to the Municipality from all change order(s) shall be determined by mutual, written agreement.

3. The Municipality will not pay invoices for work performed by verbal authorization.

C. PERFORMANCE BOND REQUIREMENTS

The Bidder shall furnish a performance bond covering the faithful performance of the awarded contract and a labor and material payment bond in the total amount of the Bid in such form and with such sureties as the City of Wixom or other Municipality shall approve. If the selected vendor/contractor defaults, neglects or fails to perform any provisions of the awarded contract, the Municipality may, at its discretion, and after seven (7) days’ written notice to the selected vendor/contractor, notify the bonding company that the selected vendor/contractor is in default.

1. The selected vendor/contractor shall provide and maintain in force a bond with surety, and on forms approved by the Municipality, in the amount of one hundred percent (100%) of the contract amount, that the selected vendor/contractor shall promptly and faithfully perform all obligations under the contract as awarded.

2. The selected vendor/contractor shall provide and maintain, in force, a bond with surety, and on forms approved by the Municipality, that the selected vendor/contractor shall make payment to claimant for all labor and material used or reasonably required for use in the performance of the

3. The final Bid price may not include costs to secure or hold performance or Bid bonds.

D. TERMINATION OF AWARDED CONTRACTS

If the selected vendor/contractor defaults or neglects to carry out the SOW and sections referenced therein, in accordance with the awarded contract, and/or fails to perform any provision of the awarded contract, the

Municipality may, after seven (7) days’ written notice to the selected vendor/contractor and without prejudice to any other remedy it may have, make good such deficiencies and may deduct the cost thereof from the payment then or thereafter due the selected vendor/contractor or, at its option, may terminate the awarded contract and take possession of the site and of all materials, equipment, tools, and construction equipment and machinery thereon owned by the selected vendor/contractor and may finish the project by whatever method it may deem expedient. If such expense exceeds such awarded contract price, the selected vendor/contractor shall pay the difference to the Municipality.

E. EMPLOYMENT PRACTICES

The selected vendor/contractor, by signing a contract, agrees to comply with the provision of the State of

Michigan policy regarding "Non-Discrimination of Employment", Section 3.12.0. All employees of the vendor/contractor shall be legally eligible for employment in the United States. The selected vendor/contractor shall also:

1. Provide the City of Wixom with completed background check forms for all employees, if required.

Color copies of the employees’ driver’s licenses, and two (2) copies of passport-size photographs shall

Page | 16 also be provided for issuance of contractor ID cards by the City. Said ID cards will remain the property of the City of Wixom, and will be returned at the completion of the contract.

2. Comply with Criminal Justice Information System (CJIS) rules for security clearance of its employees/contract staff. The CJIS security addendum is available at https://www.fbi.gov/about-us/cjis/cjis-security-policy-resource-center/view.

3. Supply designated Municipality personnel, by email, weekly work schedules no later than the

Wednesday of the preceding week. Failure to do so may result in the schedule being rejected by the

F. SELECTED VENDOR/CONTRACTOR PERFORMANCE

The selected vendor/contractor will be responsible for construction means, methods, techniques, sequences or procedures, and safety precautions and programs in connection with the SOW, Section 4, and the

Timeline Requirements, Section 5.

The selected vendor/contractor shall also:

1. Provide and pay for all labor, materials, equipment, tools, construction equipment and machinery, transportation, and other facilities and services necessary for proper execution and completion of the

SOW.

2. At all times enforce strict discipline, polite language and good order among its employees and shall not employ any unfit person or anyone not skilled in the tasks assigned to them.

3. Give all notices and comply with all laws, ordinances, rules, regulations, and orders of any public authority bearing on the performance of the work…