4-2026 BCRA Pavement Patching Services - Instructions to Bidders.pdf

BRODHEAD CREEK REGIONAL AUTHORITY

GENERAL INSTRUCTIONS TO BIDDERS

FOR “PAVEMENT PATCHING SERVICES”

BID DUE June 24, 2026 – 2:00 P.M.

1. Bids shall be submitted only through the PennBID Website. No hard copies of bids will be accepted.

2. Bids shall be submitted based on the attached specifications. No alternative bids will be considered unless alternative bids are specifically requested by the specifications.

3. Any technical exceptions to the specifications must be noted clearly in writing and submitted with the bid proposal.

4. Bids shall be submitted without state sales tax as the Authority is exempt from same.

5. Each bid proposal must be accompanied by a bid deposit in the form of a certified check, cashier's check, money order or bid bond from an approved surety company in the amount of 10% of the total maximum bid made payable to the Brodhead Creek Regional Authority. The total maximum value shall be the sum of all line items/Subsections being bid. When utilizing the PennBID Website for submitting a bid, an electronic (scanned) copy of the bid deposit document shall be provided with the bid. After bids are opened and viewed, the winning bidder will have 3 business days to produce the original bid deposit document to the Authority upon request. The bid deposit of the successful bidder shall be retained by the Authority for the length of the contract for liquidated damages in case the bidder shall neglect or refuse to enter into a contract with the Authority or fulfill its obligation to the Authority in accordance with the bid instructions and specifications. The bid deposit of other bidders shall be returned by the Authority as soon as possible pending execution of a contract with the successful bidder.

6. The Authority does not represent that a specific quantity of materials will be purchased through this bid. Rather, materials will be ordered on an “as needed” basis. The quantities provided on the bid sheet are only an estimate of what might be needed for the contract period. The main purpose in providing a quantity is to give the supplier some idea of quantity for the bid and also have a firm number to establish the 10% bid deposit amount.

7. All bid proposals shall be viewed in Penn BID and read at the above time at the

Brodhead Creek Regional Authority office located at 410 Mill Creek Road, East Stroudsburg, PA 18301. Bids will be reviewed and acted upon at a scheduled subsequent Board meeting.

8. All bids shall be firm and may not be withdrawn for a period of thirty (30) days from the bid opening date. Bids may be held by the Authority for review for a period of up to thirty

(30) days from the bid opening date.

9. If the contract is awarded, it will be awarded by the Authority to the responsible bidder submitting the lowest bid for each item and complying with conditions of the Bid. The contract will require the completion of the work according to the contract documents.

10. The Authority reserves the right to reject any and all bids, or parts thereof, and to waive technicalities as it deems best in the interest of the Authority.

11. The term of the contract is for one (1) year from the date of the award. This one-year period is established so the bid security can be held for one full year from date of contract to cover the warranty/maintenance period.

12. A $100/day penalty fee will be charged to the contractor if all requested work is not completed with 45 days of work areas being provided to contractor.

SPECIAL INSTRUCTIONS TO BIDDERS

13. Bidder must state type and size of equipment to be used for the paving work.

Also, three (3) references of similar job experience shall be included with the bid.