2025 RFB Spring Mill _ Fill.pdf

Department of Purchasing Victoria Barboza | Purchasing Manager

7900 South Westnedge Avenue, Portage, MI 49002 Phone: 269-324-9284 | Email: purchasing@portagemi.gov

v. 03.19.2025

Date Released: June 11, 2025

REQUEST FOR BID (RFB) NOTICE

2025 RFB SPRING MILL AND FILL

The City of Portage invites interested Contractors to submit a sealed bid for the provision of street resurfacing services to include curb repairs, cold milling, paving, manhole cover replacements, storm water systems, restoration, and other ancillary activities of certain major/local roads.

Sealed bids will be opened on June 18, 2025 at 3:00 p.m. prevailing local time via Zoom.

Questions and requests for clarification related to definition or interpretation of this RFB shall be submitted in writing prior to 12 p.m. local time on June 17th, 2025 by email to:

Victoria Barboza, Purchasing Manager purchasing@portagemi.gov

No questions will be accepted via telephone and oral explanations or instructions shall not be considered binding on behalf of the City. An addendum will be issued in response to questions, which will only be available by downloading from the BidNet website.

Bids must be submitted prior to the bid opening date via BidNet at the following website: MITN Purchasing Group. Please call the MITN Purchasing Group support department toll free 1-800-835- 4603 option #2 for any questions related to registering with BidNet or submitting a response via BidNet.

The City reserves the right to reject any or all bids, to waive any irregularities, and further reserves the right to accept any bid or parts of bids which it deems to best serve the interest of the City. Award will generally be made to a single bidder on each entire lot. However, the City reserves the right to award by line item within any lot which it deems to best serve the interest of the City. In addition, contracts will be awarded pending City Council budget approval.

A complete Request for Bid may be viewed or downloaded at MITN Purchasing Group.

Request for Bid Spring Mill and Fill mailto:purchasing@portagemi.gov http://www.bidnetdirect.com/cityofportage http://www.bidnetdirect.com/cityofportage http://www.bidnetdirect.com/cityofportage

v. 03.19.2025

REQUEST FOR BID INDEX

2025 RFB SPRING MILL AND FILL

REQUEST FOR BID (RFB) NOTICE

REQUEST FOR BID INDEX

INSTRUCTIONS TO BIDDERS

REQUEST FOR BID FORM

DRAFT CONTRACT

EXHIBIT A – STATEMENT OF WORK/SPECIFICATIONS

Attachment A - 2025 Spring Mill & Fill Locations & Quantities

Attachment B - Marshall Hot Mix Asphalt Mixture

Attachment C - Acceptance Of Hot Mix Asphalt Mixture

EXHIBIT B - INSURANCE AND BOND REQUIREMENTS

EXHIBIT C – PRICING SCHEDULE

EXHIBIT D – ADDITIONAL TERMS AND CONDITIONS

EXHIBIT E – BID AND ADDENDA

Request for Bid Spring Mill and Fill

INSTRUCTIONS TO BIDDERS

1. Discrepancies

In case of a difference between the stipulated amount of the bid written in words and the stipulated amount written in figures, the stipulated amount stated in written words shall govern.

2. Modifications

Bid shall not contain any recapitulations of the work to be done. Alternate bids will not be considered unless called for. Oral bids or modifications will not be considered.

3. Examination of Bid Documents and Visit to Site

Before submitting a bid, bidders shall carefully examine the Exhibit A and all Request for Bid and contract documents, visit the site of work, and fully inform themselves as to all existing conditions and limitations and indicate on the Exhibit C the sum to cover the cost of all items requested in the Request for Bid.

4. Delivery Of Bids

Bids shall be delivered by the time and to the place stipulated in the Notice to Bidders. It is the sole responsibility of the bidder to see that his bid is received at the proper time.

5. Withdrawal

Any bidder may withdraw his bid via BidNet at any time prior to the scheduled closing time for receipt of bids.

6. Opening

Bids will be opened and publicly read aloud via Zoom.

Join Zoom Meeting https://us02web.zoom.us/j/89737425749?pwd=0NFlqxESmXRPkrq7OkMG5eu6zKA1cI.1

Meeting ID: 897 3742 5749 Passcode: 874447

Find your local number: https://us02web.zoom.us/u/kB1bJ3Qwa

7. Interpretation Of Documents

If any person contemplating submitting a bid is in doubt as to the true meaning of any part of any drawing or specification, he may submit to the Purchasing Manager a written request for an interpretation or correction thereof. The person submitting the request will be responsible for its prompt delivery. Any interpretation or correction of the documents will be made only by addendum duly issued and available for all to view on BidNet. Neither the City nor the Purchasing Manager will be responsible for any other explanations or interpretations of the

Request for Bid Spring Mill and Fill https://us02web.zoom.us/j/89737425749?pwd=0NFlqxESmXRPkrq7OkMG5eu6zKA1cI.1 https://us02web.zoom.us/u/kB1bJ3Qwa

Contract Documents.

8. Addenda

Any addenda issued during the time of bidding or forming a part of the Contract Documents provided to the bidder for the preparation of his bid, shall be covered in the bid and shall be made a part of the contract. Receipt of each addendum shall be acknowledged in the bid.

9. Bidders Interested In More Than One Bid

No person, firm, contractor, or corporation shall be allowed to make, file or to be interested in more than one bid for the same work, unless alternate bids are called for. A person, firm, or corporation who has submitted a sub-bid to a bidder is not hereby disqualified from submitting a sub-bid or quoting prices to other bidders.

10. Contractor Requirements

Except where otherwise noted contractor shall refer to the 2020 Michigan Department of Transportation Standard Specifications for Construction, including Errata.

11. Nondiscrimination

The Contractor agrees to comply with the Federal Civil Rights Act of 1964 as amended; the Federal Civil Rights Act of 1991 as amended; the Americans with Disabilities Act of 1990 as amended; the Elliott-Larsen Civil Rights Act, Article 2, Act no. 453, Public Act of 1976 as amended; the Michigan Handicapper’s Civil Rights Act, Article 2, Act. No. 220; Public Act of 1976, as amended and all other applicable Federal, State and Local laws and regulations.

Specifically, contractors and subcontractors are required not to discriminate against any employee or applicant for employment with respect to such person’s hire, tenure, terms, conditions, or privileges of employment, or any matter directly or indirectly related to employment because of such person’s height, weight, race, color, religion, national origin, ancestry, age, marital status, sex, sexual orientation, gender identity or disability, as defined by law. Breach of this covenant may be regarded as a material breach of the contract.

The City of Portage in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 USC 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Federally-assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, minority business enterprises will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of gender, disability, race, color or national origin in consideration for an award.

12. Duration of Bid

Each bid shall be considered binding and in effect for a period of 120 days after the date of opening set forth in this RFB’s Notice to Bidders Page.

Request for Bid Spring Mill and Fill https://www.michigan.gov/mdot/-/media/Project/Websites/MDOT/Business/Construction/Standard-Specifications-Construction/2020-Standard-Specifications-Construction.pdf https://www.michigan.gov/mdot/-/media/Project/Websites/MDOT/Business/Construction/Standard-Specifications-Construction/2020-Standard-Specifications-Construction.pdf

13. City of Portage Contract Conditions and Specifications

All bids submitted shall be in full compliance with the Contract Conditions and Specifications of the City of Portage.

14. Basis of Award

Award will be made to the lowest responsive and responsible bidder whose bid is determined by the City to be in the best interest of the City. Each bid shall have the unit prices and extensions checked for correctness. If discrepancies appear between the unit prices and extensions submitted, the unit price submitted for the particular pay item shall govern, and the dollar amount of the bid adjusted accordingly. The estimated quantities of items of unit price work are not guaranteed and are solely for the purpose of comparison of bids and determining an initial contract price.

Responsive bidder: A contractor, business entity, or individual who has submitted a bid that fully conforms in all material respects to this Request for Bid (RFB) and all of its requirements, including all form and substance.

Responsible bidders: A business entity or individual who has the financial and technical capacity to perform the requirements of the solicitation and subsequent contract.

A “contractor, supplier or vendor” is “qualified on the basis that it:”

1. has adequate financial resources to perform a contract,

2. is able to comply with the associated legal or regulatory requirements,

3. is able to deliver according to the contract schedule,

4. has a history of satisfactory performance,

5. has good reputation regarding integrity,

6. has or can obtain necessary data, equipment, and facilities, and

7. is otherwise eligible and qualified to receive award if its bid is chosen.

The City of Portage may conduct a pre-award survey after bid closing to determine if the lowest bidder is responsive and responsible.

15. Responsive Bids

At a minimum, responsive bids shall include the following:

1. Completed and Signed Bid Form

2. Completed Exhibit C per the instructions provided.

3. Bid Bond

Request for Bid https://www.portagemi.gov/DocumentCenter/View/720/Contract-General-Conditions-and-Specifications-?bidId

CITY OF PORTAGE

DEPARTMENT OF PUBLIC WORKS

REQUEST FOR BID FORM

2025 RFB SPRING MILL AND FILL

Submit this Completed Form as the Cover Pages of Your Bid.

Firm Name:

Address:

Telephone:

Website:

Representative Authorized to Sign Offer and Contract:

Name: Title:

Email: Telephone:

Authorized Point of Contact (POC)/Project Supervisor:

Name: Title:

Email: Telephone:

*City communications to Firm regarding this RFB will be sent to the POC. If no POC is provided, such communications will be sent to the Authorized Representative.

If adequate space is not provided for a complete response, please attach additional pages as necessary and identify by number. Bids will not be considered responsive unless all requests for information below are provided. Please use such terms as none, not applicable, unknown, etc., if requested information does not pertain or cannot be provided.

1. Please indicate the response that best describes your business:

☐Sole Proprietor ☐Partnership ☐Corporation

☐Other (please explain) _____________________________________________________

2. Is your Firm involved in any proceedings that may affect the ability of the Firm to continue under the current Firm name for the duration of the project? ☐Yes ☐No If yes, please explain.

3. Is your Firm up for sale? ☐Yes ☐No If yes, please explain.

4. Please provide the names and titles of primary staff assigned to project.

1. _______________________________

2. _______________________________

3. _______________________________

4. _______________________________

5. _______________________________

6. _______________________________

7. _______________________________

8. _______________________________

9. _______________________________

10. _______________________________

5. Please list subcontractors and work to be performed.

SIGNATURE

I certify that I am authorized to execute and submit this bid on behalf of the Firm listed above; that all of the RFB instructions and rules, exhibits, addenda, explanations, evaluation criteria, submittal requirements, terms and conditions and any other information provided by the City has been reviewed, understood and complied with; and that all information in this submission is true, correct, and in

Request for Bid compliance with the terms of the RFB.

I hereby state that I have the authority to submit this bid which will become a binding contract if accepted by the City of Portage. I further state that I have not communicated with nor otherwise colluded with any other person or Firm, nor have I made any agreement with nor offered or accepted anything of value from an Official or employee of the City of Portage that would tend to destroy or hinder free competition.

The undersigned hereby agrees that if the foregoing bid shall be accepted by the City, he will within ten

(10) consecutive calendar days after receiving a Notice of Award, enter into contract in the appropriate form to furnish the labor, materials and equipment necessary for the full and complete execution of the work, at and for the price named in his bid. No contract is created until it is executed by all parties.

The undersigned affirms that he has examined the surface and subsurface conditions where the work is to be performed, the legal requirements and conditions affecting cost, progress or performance of the work and has made such independent investigations as the contract deems necessary.

The undersigned attaches hereto a bidder’s bond in the sum of:

__________________________________________________________________________ Dollars ($_______________) as required in the Exhibit B – Bond Requirements, and the undersigned agrees that, in case he shall fail to fulfill his obligations under the foregoing Bid and agreement, the City may, at its option, determine that the undersigned has abandoned his rights and interests in such Bid and that the certified check or bidder’s bond accompanying his bid has been forfeited to the City; but otherwise, the Certified check or bidder’s bond shall be returned to the undersigned upon the rejection of his Bid.

Disclosure: Asphalt, concrete or other material(s) requiring removal from the job site will be disposed of at:

(address of disposal site)

Name and Address of Disposal Site Owner:

*Attach separate sheet(s) for multiple disposal sites

Authorized Representative Signature Date

Request for Bid

REQUEST FOR BID (RFB)

2025 RFB SPRING MILL AND FILL

Following is a “draft copy” of the contract that will be executed by the City and the Contractor for the completion of this project.

Exhibit A – Statement of Work

Exhibit B – Insurance and Bond Requirements

Exhibit C – Pricing Schedule

Exhibit D – Additional Terms and Conditions

Exhibit E – Contractor Bid and Addenda

DRAFT CONTRACT

THIS CONTRACT made the date signed by the City of Portage (“Effective Date”), by and between Contractor, Enter address, hereinafter called the “Contractor,” and the City of Portage, 7900 South Westnedge Avenue, Portage, Michigan 49002, a Michigan municipal corporation, hereinafter called the “City.”

WITNESSETH, THAT the Contractor and the City for the consideration stated herein agree as follows:

ARTICLE I - SPECIFICATIONS

The Contractor shall perform the work described in Exhibit A and shall provide and furnish all of the labor, materials, necessary tools, expendable equipment, and all utility and transportation services required to perform and complete in a workmanlike manner all the work required for 2025 RFB Spring Mill and Fill all in strict accordance with the Exhibit A, including any and all addenda, which plans and specifications are made a part of this contract, and in strict compliance with the Contractor’s Bid and other contract documents herein mentioned which are a part of this contract; and the Contractor shall do everything required by this contract and the other documents constituting a part hereof.

ARTICLE II - COMPENSATION TO BE PAID TO THE CONTRACTOR

In consideration of the completion of the work described herein and in fulfillment of all stipulations of this contract to the satisfaction and acceptance of the City, the City shall pay and the said Contractor further agrees to receive and accept payment based on the prices in the Exhibit C – Pricing Schedule, the sum of which shall be, written dollar amount ($$$) as full compensation for furnishing all the equipment and materials, and for the costs of all premiums on insurance and bonds and for doing all the work contemplated and specified in this contract; also for all loss or damage arising out of the nature of the work aforesaid, or from the action of the elements, or from any unforeseen obstructions or difficulties which may be encountered in the prosecution of the same; and for all risks of every description connected with the work; and for well and faithfully completing the work and the whole thereof, in full compliance with the Exhibit A and the requirements under it. Payments are to be made to the Contractor in accordance with and subject to the provisions embodied in the contract documents hereto attached.

ARTICLE III - CONTRACT TERM

This contract shall begin the date signed by the City of Portage (“Effective Date”) and shall be considered complete upon review and written approval by the Contract Administrator.

ARTICLE IV - COMPONENT PARTS OF THIS CONTRACT

This contract consists of the following component parts, all of which are as fully a part of this contract as if herein set out verbatim, or, if not attached, as if hereto attached.

1. Contract (this document)

2. City of Portage Contract Conditions and Specifications

Request for Bid Spring Mill and Fill https://www.portagemi.gov/DocumentCenter/View/720/Contract-General-Conditions-and-Specifications-?bidId

3. Exhibit A – Statement of Work to include Scope, Specifications, Attachments, Plans, Drawings and Appendices

4. Exhibit B – Insurance and Bond Requirements

5. Exhibit C – Pricing Schedule

6. Exhibit D – Additional Terms and Conditions

7. Exhibit E – Contractor Bid and Addenda

In the event that any provision in any of the above component parts of this contract conflicts with any provision in any other of the component parts, the provision in the component part first enumerated above shall govern over any other component part which follows it numerically, except as may be otherwise specifically stated.

IN WITNESS WHEREOF, the parties have caused this instrument to be executed in four original counterparts the day and year first above written.

FIRM CITY OF PORTAGE

By: By:

Name, Title Patrick McGinnis, City Manager

Date: Date:

Approved as to Form:

Catherine Kaufman, Portage City Attorney

Previously Approved as to Form by City Attorney, Catherine Kaufman.

EXHIBIT A – STATEMENT OF WORK/SPECIFICATIONS

GENERAL SPECIFICATIONS

1. Project Description

All work under this contract shall conform to the 2020 edition of the Michigan Department of Transportation (MDOT) Standard Specifications, City of Portage Contract Conditions and Specifications and Special Provisions included herein, unless otherwise directed by the Contract Administrator.

The work generally consists of curb repairs, cold milling, paving, manhole cover replacements, storm water systems, restoration, and other ancillary activities of certain major/local roads. Such work shall be performed in accordance with the location and other information contained in this document.

2. Mill & Fill Specifications

2.1. Material Specification, Hot Mixed Asphalt (HMA)

This activity will consist of the milling of existing asphalt and replacing with 220 #/SYD MDOT 13A Modified mix at identified locations as noted in Attachment A and the additional pricing located in Exhibit C. The Marshall hot mix asphalt mixture specifications for MDOT 13A modified mix can be found in Attachment B. Attachment C specifies the acceptance of hot mix asphalt mixture on local agency projects requiring sampling and testing requirements. Attachment C also delineates penalties assessed for mixture parameters out-of-specifications. Unit price shall be by U. S. ton and shall include all base preparation and clean-up associated with the placement of asphalt.

2.2. Cold Mill HMA Surface

The Contractor, prior to commencing the paving operations, shall roto-mill (cold-mill) selected areas of the bituminous surface. Cold-milling shall be as specified in the 2020 Michigan Department of Transportation (MDOT) standard specifications. The Project Manager will locate all areas to be cold-milled on local and major streets. Cold mill bituminous surface shall be at a depth of 2” on local and major streets or as directed by the Project Manager. The unit price bid, in square yards, shall be for all equipment, labor, and material necessary to complete the milling as specified. The City of Portage no longer reserves the rights to the millings.

2.3. Base Prep

The contractor shall satisfy himself as to the nature of the distribution of the materials adjacent to the pavement. Major and local streets are to be paved at a width directed by

Request for Bid the Project Manager. The areas adjacent to the pavement which are to be paved over are to be prepared in advance of the paving operations at a minimum the day previous to the scheduled day of paving. Base preparation costs will be included in the price/ton of

HMA.

The Project Manager, prior to the scheduled day of paving, will locate the centerline and establish edge of proposed pavement. All non-hard surfaced areas within the paving area must be prepared prior to the placement of the bituminous paving. The contractor shall grade the area adjacent to the pavement at a proper grade for drainage purposes, while still maintaining the existing crown integrity of the roadway. Any vegetation bearing soil found within the paving area will be graded out and replaced with 22A gravel. Graded material shall be removed from the area prior to paving and the grading costs will be included in the price/ton of HMA.

2.4. Drive Approaches

All driveways shall be paved across in such a manner as to avoid ponding storm water.

All gravel or other loose material driveways shall be prepared in the same manner as the areas adjacent to the existing pavement. Material excavated from a driveway will be used to backfill the driveway following paving.

Existing HMA and concrete driveways will be addressed in such a manner as to not create a “speed bump” or chip the existing concrete driveway with the milling machine. On most driveways this can be accomplished by means of tapering the asphalt to meet the existing driveway surface. In an effort to not damage the concrete driveway with the milling machine, the contractor will be required to saw cut the asphalt to concrete joint and then remove the material. Milling machine damage to a resident’s driveway will be repaired by the contractor.

2.5. Pavement Marking

All streets with pavement markings shall have the markings replaced. Major/Local street pavement markings consist of 12 inch white cross-walk lines and 24 inch white stop bars. Local and major street pavement markings shall be waterborne paint as specified in this document. All pavement markings and pavement marking materials shall conform to the 2011 edition of the Michigan Manual of Uniform Traffic Control Devices, current MDOT Specifications, and special provisions included herein, unless otherwise directed by the Project Manager. In addition, pavement markings shall be painted with a highway designed painting equipment. Payment shall include all equipment, labor and material to replace the pavement markings.

Request for Bid

2.6. Manhole Replacement

In this bid document, there are no planned manhole replacements, however, the procedures are here to reference just in case a repair is needed.

The work consists of the removing worn manhole castings replacing with new manhole frame and covers. The contractor will be responsible for the following:

2.6.1. Performing manhole replacement after the paving process is completed.

2.6.2. Providing traffic control.

2.6.3. Locating and marking all manhole frames with GPS or other methods prior to paving operations.

2.6.4. Circular saw cutting asphalt around manhole frame to facilitate frame removal.

2.6.5. Removing & disposing manhole casting in the Department of Public Works

(DPW) metal recycling bin located at 7719 S. Westnedge.

2.6.6. Removing debris from cut frame hole.

2.6.7. Cleaning concrete structure.

2.6.8. Appling sealant to liner & structure joint

2.6.9. Applying water stop strips on external liner & structure joint.

2.6.10. Applying sealant to liner and metal frame

2.6.11. Installing manhole frame & cover per City of Portage’s Standard Design (SD) as shown in SD-105 (Attachment C) & SD-106 (Attachment D).

2.6.12. Contractor to provide all 1040 manhole frames & covers with City logo

2.6.13. Adding MDOT concrete grade P-NC with re-rod rings around the original structure to road finished grade to be within 1/8” of road surface.

2.6.14. Using vibratory compactor around newly poured concrete ensure concrete compacted under the frame flange.

2.6.15. Applying black dye powder and troweling smooth.

2.6.16. Light brush finish.

2.6.17. Applying sealant to the asphalt and concrete interface.

2.6.18. Applying concrete sealer.

2.6.19. Site clean up after manhole install.

2.6.20. Manhole replacement procedures located at https://mrmanhole.com/

2.6.21. Repairing 0 locations. Provide cost in Exhibit C – additional pricing

2.6.22. Note and comply with “Penalty for Casting Out of Tolerance” of this document.

2.6.23. All structure covers shall be raised to grade in accordance with Section 403 of

MDOT Standard Specifications Drainage Structure Cover, Adjust, Case 1 and will be placed to conform with the new crown of roadway.

2.6.24. Any structure needing adjustment greater than 6 inches shall be considered as reconstruction. Such reconstruction shall be in accordance with 2020 MDOT Standard Specifications.

2.6.25. Payment shall be for each structure or cover adjusted or reconstructed and such payment shall include all labor, equipment and material necessary to accomplish each adjustment.

Request for Bid Spring Mill and Fill https://mrmanhole.com/

2.7. Structure Adjustment and Environmental Protection

All drainage structures, structure covers and water valves within the limits of the paving shall be adjusted to the finish grade of the overlay. Structure covers (sanitary manholes, storm manholes, etc.) on local streets can be adjusted by means of a Type M-7 solid adjustment ring, or approved equal. See Attachment B for Type M-7 solid adjustment ring locations. All structure covers shall be raised to grade in accordance with Section 403 of MDOT Standard Specifications Drainage Structure Cover, Adjust, Case 1 and will be placed to conform with the new crown of roadway. Water valve covers shall be adjusted in accordance with 2020 MDOT Standard Specifications. Any structure needing adjustment greater than 6 inches shall be considered as reconstruction. Such reconstruction shall be in accordance with 2020 MDOT Standard Specifications. In addition, the Contractor will be required to place filter fabric over storm drains to reduce HMA in the storm water system. Payment shall be for each structure or cover adjusted or reconstructed and such payment shall include all labor, equipment and material necessary to accomplish each adjustment/reconstruction.

2.8. Traffic Control

On the portion of the project related to major or local streets, the contractor shall be responsible to develop a traffic maintenance control plan and submit it for approval to the City Traffic Engineer. Access to side streets and driveways will be maintained at all times.

On all portions of the project and impacted areas, Contractor shall place construction signing and barricading as depicted in the approved traffic maintenance control plan.

Ensure traffic control signage is in place before milling or paving machines are scheduled to start project work. Contractor shall notify the Project Manager at least 12 hours prior to either commencing the construction or shifting the traffic.

All traffic control and construction signage (traffic regulators, 42” grabber cones, signage, arrow boards, and barricades) will be priced as a lump sum.

2.9. Laying Out of Work

Before submitting a bid, the Contractor shall verify all measurements and shall be responsible for the correctness of same. No extra charge or compensation will be allowed on account of differences between actual dimensions and the measurements used to prepare this document. Any difference which may be found, shall be submitted to the Project Manager for consideration before proceeding.

Request for Bid

2.10. Schedule

The Contractor shall supply the City with an agreeable construction schedule before commencing work on this contract. This schedule shall detail beginning and completion dates for each major component of this project. Work can start after obtaining a signed contract with purchase order number and be completed by, November 10, 2025. The Contractor shall schedule his/her work to accommodate the City’s scheduled completion date. In the event that this schedule requires weekend or overtime work, no additional compensation will be allowed. All work shall be part of this contract without regard to when it takes place.

2.11. Removal of Rubbish

The Contractor shall remove all rubbish and accumulated materials due to his/her construction.

2.12. HMA Equipment Requirements

For the Mill & Fill Project, the contractor will be required to furnish an 8 to 10 ton, vibratory, compaction roller and a 3 to 5 ton, vibratory, finish roller. These rollers will ensure the appropriate compaction and finish to the road repair sections. In addition, the HMA will be transported in 40 ton (or greater), insulated, rear discharge, live bottom, material transporter.

2.13. Mill & Fill Quality Control

The Project Manager will be checking mill & fill ride quality. The inspection of ride quality will be accomplished by using a 10-foot straightedge at selected locations. Newly paved sections of the Mill & Fill Program that do not meet +/- .25 inch of deviation on the 10-foot straightedge will require further rolling or total removal and replacement if deemed necessary by the Program Manager. All costs associated with correcting variations more than specified will be borne by the Contractor.

2.14. Contractor Requirements

Contractors bidding on this project will be required to be prequalified as an MDOT contractor. Information on how to become a MDOT prequalified contractor can be found at the following web site: http://www.michigan.gov/mdot.

2.15. Restoration

The contractor shall ensure any gaps between the milled sections of the street and newly applied asphalt shall be restored within 7 days after paving.

http://www.michigan.gov/mdot

If the contractor is asked to perform restoration, the Contractor shall use a processed top soil containing a minimum of 4% organic content approved by the Project Manager.

Generally, restoration operations will be limited to 1 to 3 feet in order to blend to the existing ground/lawn. In residential or commercial areas restoration material will be top soil. All areas restored shall be seeded immediately following the placement of the top soil. Seeding shall be done with a mixture of 60% Kentucky Blue Grass, 30% Creeping Red Fescue, and 10% Perennial Rye, or approved equal. Following the area’s seeding, it shall be covered with straw. In addition, the contractor may elect to hydro-seed if desired.

2.16. Penalty for Casting Out of Tolerance

2.16.1. Description.

In recent years, the City has noted an increase in the number of drainage structure covers that must be adjusted after the final lift of pavement has been placed. These castings, which are too low or too high, have to be cut out and reset. The resulting patch around such castings greatly detracts from the appearance and integrity of the new pavement. The City believes that Contractors now have at their disposal, improved paving equipment and adjusting rings. These technological improvements should further aid the Contractor in setting castings to the correct grade and matching them properly when paving. Failure to do so will no long be acceptable and a penalty will be assessed for each patched casting.

2.16.2. Materials.

Provide materials in accordance with the following sections of the MDOT 2020 Standard Specifications for Construction:

Concrete, Grades P-NC……................................... 601/603

Curing Materials for Pavements…………………….. 903 Insulating Blankets……………………………………. 903 Hot-Poured Joint Sealants…………………………… 914

2.16.3. Construction.

a. Measurement and Tolerance.

Each casting should be flush with, or slightly below, the level of the finished course of pavement. Measurement by the Project Manager will be made on any casting that appears to be out of the accepted

Request for Bid tolerance. Determination of whether a casting must be adjusted will be based upon the following:

Castings below Pavement Surface. An eight-foot (8’) straight edge (provided by the Contractor will be placed over the casting, parallel to the road centerline. Measurements will be made from the bottom of the straight edge to the raised portions of the cover of the casting. This distance shall be no greater that one-quarter inch (1/4”). Any measurement found over one-quarter inch (1/4”) will rate the casting out of tolerance. The Engineer shall instruct the Contractor to adjust such a casting and a penalty will be assessed. The City will not pay for the original adjustment/reconstruction of this casting. Payment will be made one time only, after the casting has been reset properly.

Castings above Pavement Surface. Because of potential damage to and from snow plow blades, castings protruding any distance above the level of finished pavement will be considered out of tolerance. The Engineer shall instruct the contractor to adjust such a casting and a penalty will be assessed. The City will not pay for the original adjustment/reconstruction of this casting. Payment will be made only one time, after the casting has been reset properly.

b. Corrective Action

Drainage Structure Covers: Conduct removals in accordance with section 204 of the Standard Specifications for Construction as modified below. The contractor shall perform the adjustment by removing the adjacent pavement through use of a circular saw large enough to provide a minimum clearance of 12” beyond the casting frame. Saw cut full depth and remove a circular section of pavement centered on the casting to be adjusted. Saw cuts shall be clean and free from spalling of the existing pavement. Re-saw spalled joints with a larger radius saw.

Adjust the casting to match the elevation and slope of the surrounding pavement in accordance with subsection 403.03.D of the Standard Specifications for Construction. Adjusting rings placed between the frame and the cover of the casting will not be permitted.

Compact sub-soils to a least 95% of the maximum dry density prior to placement of concrete patch. Replace pavement with a concrete pavement patch in accordance with section 603 of the Standard Specifications for Construction as modified below. Place concrete patch full depth to the top of the drainage structure to ensure a secure bond between the patch and the drainage structure. In no case shall the depth of the concrete patch be less than 8 inches. Place tooled joints

Request for Bid longitudinally and transversely with respect to the road centerline. Tool joint between concrete patch and surrounding pavement with radius edge to accept hot-poured rubber sealant. After initial curing for at least 24-hours, seal joint between concrete patch and adjacent pavement with hot-poured rubber sealant.

Gate, Valve, and Monument Boxes: Conduct removals in accordance with section 204 of the Standard Specifications for Construction as modified below. Saw cut full depth and remove a 2-foot x 2-foot square section of pavement, centered on the box to be adjusted. Saw cuts shall be clean and free from spalling of the existing pavement. Re-saw spalled joints. Adjust the box to match the elevation and slope of the surrounding pavement. Adjust gate boxes, water shutoffs or other valve boxes in accordance with section 823 of the Standard Specifications for Construction. Adjust monument boxes in accordance with section 821 of the Standard Specifications for Construction. Adjusting rings placed between the frame and cover of the casting will not be permitted.

Compact subsoils to at least 95% of the maximum dry density prior to placement of concrete patch. Replace pavement with a concrete pavement patch in accordance with section 603 of the Standard Specifications for Construction as modified below. Place concrete patch a minimum of 8-inches (8”) in depth. Where the existing pavement depth exceeds 8-inches in depth, the concrete shall match the depth of the existing pavement. Place tooled joints longitudinally and transversely with respect to the road centerline. Tool joint between concrete patch and surrounding pavement with radius edge to accept hot-poured rubber sealant. After initial curing for at least 24-hours, seal joint between concrete patch and adjacent pavement with hot-poured rubber sealant.

c. Verification.

An eight-foot (8’) straight edge (provided by the contractor) will be placed over the casting, parallel to the road centerline. Measurement will be made from the bottom of the straight edge to the raised potions on the cover of the casting. This distance shall be no greater than one-eighth inch (1/8”). Any measurement found over one-eighth (1/8”) will rate the casting out of tolerance.

d. Damaged Castings.

Frames and/or covers damaged during removal and adjustments shall be replaced at the Contractor’s expense.

e. Measurement and Payment.

If a cover requires adjusting after the top course of HMA has been placed, the Contractor will be assessed a penalty of $3,000.00 per cover and the item Penalty for Casting Out of Tolerance (Drainage Structure) will be added to the contract.

If a valve box or monument box requires adjusting after the top course of HMA has been placed, the Contractor will be assessed a penalty of $1,500.00 per cover and the item Penalty for Casting Out of Tolerance (Valve Box) will be added to the contract.

2.17. GUARANTEE

The Contractor shall guarantee all materials and workmanship for a period of 2 years from the final acceptance of the completed work and shall repair, replace or make good any materials or work which shall fail to function or perform or be found defective, without cost to the City.

2.18. INTENT

It is the intent of these specifications to provide for all labor, materials, tools and equipment necessary to perform in a workman-like manner the street resurfacing work for the City of Portage, as delineated and specified herein.

2.19. QUANTITIES

The quantities shown on the bid are approximate only and are subject to increase or decrease. No guarantee of maximum or minimum is given.

2.20. INSPECTION OF WORK

The City will maintain inspectors on the job who shall at all times have access to the work and quality control.

2.21. MATERIALS INSPECTION AND RESPONSIBILITY

The City shall have the right to inspect any material to be used in carrying out the terms of this contract.

The City does not assume any responsibility for the contracted quality and standards of all materials, equipment, components or completed work furnished under this contract.

Any such materials, equipment, components or completed work which do not comply with MDOT or City of Portage specifications or State codes may be rejected by the City and shall be replaced by the Contractor at no cost to the City

Attachment A - 2025 Spring Mill & Fill Locations & Quantities

L W HMA Milling Milling Milling (FT) (FT) (Tons) L (FT) W (FT) (SYD)

FY 2024-25

Heather Ridge (Old Centre - Innisbrook) 693 35 329.1 693 35 2695 Innisbrook (Muirfield - MacArthur) 3169 28 1203.8 3169 28 9859.1 Kilbirnie (Innisbrook - Glenalmond) 312 28 118.5 312 28 970.67 Glenalmond (Kilbirnie - Innisbrook) 1014 28 385.2 1014 28 3154.7 MacArthur (Innisbrook - Dunross) 170 28 64.6 170 28 528.89 Burnock (MacArthur - Dead End) 476 26 167.9 476 26 1375.1 Jessica (MacArthur - Dead End) 370 26 130.5 370 26 1068.9 MacArthur Ln Loop 207 26 73 207 26 598 Dunross (S. Cul-de-sac to E. Cul-de-sac) 2510 27 919.4 2510 27 7530 Muirfield (Moorsbridge - Dunross) 1910 27 699.6 1910 27 5730 Carnoustie (St. George - Muirfield) 309 24 100.6 309 24 824 St. George (St. Anthony - St. Anthony) 1318 27 482.8 1318 27 3954 St. Anthony (Muirfield - St. George) 1117 28 424.3 1117 28 3475.1 Turnberry (St. Anthony - Dead End Circle) 528 28 200.6 528 28 1642.7 Bennington (St. Anthony - Dead End Circle) 294 24 95.7 294 24 784 Troon (Innisbrook - Dead End Circle) 303 24 98.7 303 24 808 Wadsworth (Innisbrook - Dead End Circle) 985 24 320.7 985 24 2626.7 Hillsmoor (Innisbrook - Dead End Circle) 450 24 146.5 450 24 1200 Kirkland Ct. 655 28 248.8 655 28 2037.8 Vanderbilt Ave 9778 32 4245 1517 32 9778 Branch Ave (East Shore to Sprinkle) 2463 24 802 2463 24 6568 29031 11257 67209

Attachment B - Marshall Hot Mix Asphalt Mixture

TECHNICAL SPECIFICATIONS

SPECIAL PROVISION

FOR

MARSHALL HOT MIX ASPHALT MIXTURE

a. Description. Furnish hot mix asphalt (HMA) mixture, designed using Marshall Mixture Design Methods, in accordance with the standard specifications except as modified by this special provision.

b. Mix Design. Submit the mix design for evaluation in accordance with the Michigan Department of Transportation HMA Production Manual. Use a 50 blow Marshall hammer when compacting mixtures for developing Marshall mix designs.

c. Recycled Mixtures. Substituting reclaimed asphalt pavement (RAP) for a portion of the new material required to produce HMA mixture is allowed provided that the mixture is designed and produced to meet all criteria specified herein, unless otherwise prohibited. RAP materials must be in accordance with the standard specifications.

1. Limitation on the Use of RAP. RAP binder shall not exceed 17% by weight of the total binder in the mixture.

d. Materials. Table 1 provides the mix design criteria and volumetric properties. Table 2 provides the required aggregate properties. Use aggregates of the highest quality available to meet the minimum specifications. Use the mixture designation number shown in the contract item name when determining mix design properties from Tables 1 and 2.

e. Measurement and Payment. The completed work, as described, will be measured and paid for at the contract unit price using the following pay item:

Pay Item Pay Unit HMA, (type), Modified ........................................................................................Ton

Table 1: Mix Design Criteria and Volumetric Properties

Attachment C - Acceptance Of Hot Mix Asphalt Mixture

TECHNICAL SPECIFICATIONS

MICHIGAN

DEPARTMENT OF TRANSPORTATION

SPECIAL PROVISION

FOR

ACCEPTANCE OF HOT MIX ASPHALT MIXTURE ON LOCAL AGENCY PROJECTS

a. Description. This special provision provides sampling and testing requirements for local agency projects using the roller method and the nuclear density gauge testing. Provide the hot mix asphalt (HMA) mixture in accordance with the requirements of the standard specifications, except where modified herein.

b. Materials. Provide aggregates, mineral filler (if required), and asphalt binder to produce a mixture proportioned within the master gradation limits shown in the contract, and meeting the uniformity tolerance limits in Table 1.

Table 1: Uniformity Tolerance Limits for HMA Mixtures

Parameter number 2 as shown in Table 1 is aggregate gradation. Each sieve will be evaluated on one of the three gradation tolerance categories. If more than one sieve is exceeding Range 1 or Range 2 tolerances, only the one with the largest exceedance will be counted as the gradation parameter.

The master gradation should be maintained throughout production; however, price adjustments will be based on Table 1. Aggregates which are to be used in plant-mixed HMA mixtures must not contain topsoil, clay, or loam.

c. Construction. Submit a Mix Design and a JMF to the Engineer. Do not begin production and placement of the HMA until receipt of the Engineer’s approval of the JMF. Maintain the binder content, aggregate gradation, and the crushed particle content of the HMA mixture within the Range 1 uniformity tolerance limits in Table 1. For mixtures meeting the definition of top or leveling course, field regress air void content to 3.5 percent with liquid asphalt cement unless specified otherwise on HMA application estimate. For mixtures meeting the definition of base course, field regress air void content to 3.0 percent with liquid asphalt cement unless specified otherwise on HMA estimate.

Request for Bid

Ensure all persons performing Quality Control (QC) and Quality Assurance (QA) HMA field sampling are “Local Agency HMA Sampling Qualified” samplers. At the pre-production or preconstruction meeting, the Engineer will determine the method of sampling to be used. Ensure all sampling is done in accordance with MTM 313 (Sampling HMA Paving Mixtures) or MTM 324 (Sampling HMA Paving Mixtures Behind the Paver). Samples are to be taken from separate hauling loads.

For production/mainline type paving, obtain a minimum of two samples, each being 20,000 grams, each day of production, for each mix type. The Engineer will sample and maintain possession of the sample. Sampling from the paver hopper is prohibited. Each sample will be divided into two 10,000 gram parts with one part being for initial testing and the other part being held for possible dispute resolution testing. Obtain a minimum of three samples for each mix type regardless of the number of days of production.

Obtain samples that are representative of the day’s paving. Sample collection is to be spaced throughout the planned tonnage. One sample will be obtained in the first half of the tonnage and the second sample will be obtained in the second half of the tonnage. If planned paving is reduced or suspended, when paving resumes, the remaining sampling must be representative of the original intended sampling timing.

Ensure all persons performing testing are Bit Level One certified or Bit QA/QC Technician certified.

Ensure daily test samples are obtained, except, if the first test results show that the HMA mixture is in specification, the Engineer has the option of not testing additional samples from that day.

At the pre-production or preconstruction meeting, the Engineer and Contractor will collectively determine the test method for measuring asphalt content (AC) using MTM 319 (Determination of Asphalt Content from Asphalt Paving Mixtures by the Ignition Method) or MTM 325 (Quantitative Extraction of Bitumen from HMA Paving Mixtures). Back calculation will not be allowed for determining asphalt content.

Ensure all labs performing local agency acceptance testing are qualified labs per the HMA Production Manual and the Michigan Quality Assurance Procedures Manual, and participate in the MDOT round robin process, or they must be AASHTO Materials Reference Laboratory (AMRL) accredited for AASHTO T30 or T27, and AASHTO T164 or T308. Ensure on non- National Highway System (NHS) routes, Contractor labs are made available, and may be used, but they must be qualified labs as previously stated. Contractor labs may not be used on NHS routes. Material acceptance testing will be completed by the Engineer within 14 calendar days, except holidays and Sundays, for projects with less than 5,000 tons (plan quantity) of HMA and within 7 calendars days, except holidays and Sundays, for projects with 5,000 tons (plan quantity) or more of HMA, after the Engineer has obtained the samples. QA test results will be provided to the Contractor after the Engineer receives the QC test results. Failure on the part of the Engineer or the laboratory to provide QA test results within the specified time frame does not relieve the Contractor of their responsibility to provide an asphalt mix within specifications.

The correlation procedure for ignition oven will be established as follows. Asphalt binder content based on ignition method from MTM 319. Gradation (ASTM D5444) and Crushed particle

Request for Bid content (MTM 117) based on aggregate from MTM 319. The incineration temperature will be established at the pre-production meeting. The Contractor will provide a laboratory mixture sample to the acceptance laboratory to establish the correction factor for each mix. Ensure this sample is provided to the Engineer a minimum of 14 calendar days prior to production.

For production/mainline type paving, the mixture may be accepted by visual inspection up to a quantity of 500 tons per mixture type, per project (not per day). For non-production type paving defined as driveways, approaches, and patching, visual inspection may be allowed regardless of the tonnage.

The mixture will be considered out-of-specification, as determined by the acceptance tests, if for any one mixture, two consecutive tests per parameter, (for Parameter 2, two consecutive aggregate gradations on one sieve) are outside Range 1 or Range 2 tolerance limits. If a parameter is outside of Range 1 tolerance limits and the second consecutive test shows that the parameter is outside of Range 2, then it will be considered to be a Range 1 out-of-specification.

Consecutive refers to the production order and not necessarily the testing order. Out-of-specification mixtures are subject to a price adjustment per the Measurement and Payment section of this special provision.

Contractor operations will be suspended when the mixture is determined to be out of specification, but contract time will continue to run. The Engineer may issue a Notice of Noncompliance with Contract Requirements (Form 1165), if the Contractor has not suspended operations and taken corrective action. Submit a revised JMF or proposed alterations to the plant and/or materials to achieve the JMF to the Engineer. Effects on the Aggregate Wear Index (AWI) and mix design properties will be taken into consideration.