832551roadHenr.pdf

Project Manual Version 4.13.26

Project Manual for

ITB No. 26-2980-7JL Annual Contract for Asphalt-In-Place and Asphaltic

Pavement Planing

Department of Public Works County of Henrico, Virginia

July 9, 2026

Annual Contract for Asphalt-In-Place and Asphaltic Pavement Planing Department of Public Works, County of Henrico, Virginia

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TABLE OF CONTENTS

1 Table of Contents TOC 2 Invitation to Bid ITB 3 Scope of Work/Specification SOW 4 Bid Form BF 5 County of Henrico Construction General Terms and Conditions GTC 6 County of Henrico Insurance Specifications INS 7 Sample Unit Price Contract UPC

AIA Documents 8 Contractor’s Qualification Statement: AIA Document A305, 2020 Electronic Edition

Contract Documents 9 County of Henrico, Virginia Bid Bond 10 County of Henrico, Virginia Standard Performance Bond 11 County of Henrico, Virginia Standard Labor and Material Payment Bond

- END OF TABLE OF CONTENTS -

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INVITATION TO BID

ITB No. 26-2980-7JL

Annual Contract for Asphalt-In-Place and Asphaltic Pavement Planing County of Henrico, Virginia

Sealed bids to furnish all labor, supervision, materials, supplies, equipment, etc. necessary for successful completion of various project assignments under an annual contract for asphalt-in-place and asphaltic pavement planing when needed and requested by the Department of Department of Public Works, County of Henrico, located at various locations within Henrico County, in accordance with the conditions, specifications, and instructions below and on the attached sheets hereto, will be received no later than 2:00 PM, local prevailing time, July 29, 2026 and then publicly opened and read immediately thereafter through a Microsoft Teams meeting. Sealed bids shall be submitted through Henrico County’s Electronic Documents Web Portal, ProcureWare, at https://henrico.procureware.com. Bidders interested in participating in the bid opening shall send a request to be added to the meeting invitation to Jianchong Luo via email at luo001@henrico.gov.

Time is of the essence, and any bidder that attempts to submit a bid after the appointed hour for submission, will be unable to, as ProcureWare automatically closes the bid. The time of receipt shall be determined by the time clock in ProcureWare. Bidders are responsible for ensuring that their bid is submitted in ProcureWare by the deadline indicated.

Pursuant to Henrico County Code Section 16-43, the Board of Supervisors of Henrico County, Virginia shall be the awarding authority when the contract amount is over $200,000. Otherwise, the award will be made by the Purchasing Director.

Bidding Documents consisting of Contract Drawings and Project Manual may be obtained by visiting the Henrico County Electronic Document’s Web portal at https://henrico.procureware.com/home. Options are provided for downloading a complete set of documents or selected files from this web portal. The Contract Drawings and Project Manuals are provided in PDF Format, which may be shared electronically with your subcontractors, employees, and suppliers. The failure or omission of any bidder to download, receive or examine any form, instrument, addendum or other documents, or to acquaint itself with conditions existing at the site(s), shall in no way relieve any bidder from any obligations with respect to its bid or to the contract.

Bids must be accompanied by either a cashier’s check or certified check or bid bond in the amount of 5% of the Total Bid and made payable to the County of Henrico, Virginia.

A bid may not be modified, withdrawn or cancelled by the bidder after the time and date designated for the receipt of bids and for 90 days thereafter except as provided by Va. Code § 2.2-4330. The following is the procedure for withdrawal of a bid: Va. Code § 2.2-4330(B)(1), as may be amended from time to time.

Nothing herein is intended to exclude any responsible bidder, its product or service or in any way restrain or restrict competition. Comments as to how bid documents, specifications or drawings can be improved are welcome.

If a contract is awarded, a separate performance bond and payment bond, County of Henrico, Virginia Standard Performance Bond and County of Henrico, Virginia Standard Labor and Material Payment Bond, and as provided in the Project Manual, for 100% of each individual task ordered under https://henrico.procureware.com/ mailto:luo001@henrico.gov https://henrico.procureware.com/home

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the contract shall be provided by the Successful Bidder. The annual cap for the total work that may be authorized by the underlying contract is $18,000,000. Pursuant to Section 16-50 of the Henrico County Code, the Purchasing Director has elected to allow the contractor awarded the contract to furnish a performance bond and a payment bond for each individual task identified in the underlying contract in amounts equal to the dollar amount of such individual tasks. Bidders must submit documentation verifying their ability to furnish performance and payment bonds for no less than $1 million apiece (or the annual cap for the total work that may be authorized by the underlying contract, if less than $1 million).

Bidders must register with Surety2000 by visiting www.surety2000.com. If you have already registered with Surety2000 previously you will not need to register again. If a contract is awarded, the Successful Bidder must verify that its Surety Broker is registered with Surety2000. If the Surety Broker is not registered with Surety2000, the Successful Bidder must direct its Surety Broker to visit www.surety2000.com to register. After verifying that its Surety Broker is registered with Surety2000, the Successful Bidder must provide its Surety Broker with the bond details for the awarded contract. After the Surety Broker has confirmed execution of the electronic bond, the Successful Bidder must log into www.surety2000.com to digitally sign the bond and receive the Digital Staple and QR code.

The Owner reserves the right to waive informalities and/or reject all bids. In accordance with Va. Code, Section 2.2-4319, the Owner shall not reject all bids solely to avoid awarding a contract to a particular responsive and responsible bidder.

The Bidder must be a registered contractor in the Commonwealth of Virginia in accordance with Title 54.1, Chapter 11 of the Code of Virginia, as amended, at the time of bid submission, and shall possess a Virginia Contractor’s License Class A. The Bidder shall have bid and completed projects of comparable nature, size, complexity and construction cost. The Bidder should submit with its bid a completed AIA Document A305, Contractor’s Qualifications Statement, which shall document how the applicable projects meet or exceeds the size, complexity, and nature of this project; and includes details of the management staff and self-performed activities associated with the referenced projects. Only those projects which the Bidder performed the work as the General Contractor should be included in the AIA Document A305. Bidders are not required to submit AIA Document A305, Contractor’s Qualification Statement if they have submitted one within the last twelve (12) months as of the date of this bid.

The County is no longer accepting sealed Bids physically and all Bidders must submit sealed Bids through ProcureWare.

- END OF INVITATION TO BID -

http://www.surety2000.com/

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SCOPE OF WORK/SPECIFICATIONS

The intent and purpose of this Invitation to Bid is to establish a term contract(s) with a qualified contractor(s) to furnish all tools, labor, materials, equipment, fees, and supervision necessary for Asphalt-In-Place and Asphaltic Pavement Planing when needed and requested by the Department of Public Works, County of Henrico in accordance with the enclosed general terms, conditions and specifications. The planed surface shall be free from gouges, grooves, ridges, sooting, oil film, and other imperfections of workmanship and shall have a mosaic appearance suitable as a riding surface.

It is the intent of the County to spend approximately $18,000,000 for paving for the first year of this contract. Remaining terms will be determined upon budget appropriations.

I. General Requirements

A. General:

1. The locations and estimated costs of the various projects are unknown; therefore, no guarantee can be made as to the number or size of the projects that may be assigned under the contract(s). Quantities shown on the Price Schedule shall not be construed to represent the amount of work to be done under this contract(s), but rather they are to be used only for the purpose of evaluating bids.

2. Projects under this contract(s) will be assigned by Public Works.

3. Upon the Contractor’s failure to complete the work within the specified time, liquidated damages representing the estimated additional cost of administration, supervision, inspections, and other expenses may be assessed. The amount of liquidated damages assessed shall be $100.00 per calendar day.

4. To complete the various projects assigned to the contract within the allowed time, the Contractor(s) may be required to work on more than one location simultaneously.

5. Normal working hours shall be between 8:00 a.m. and 4:30 p.m. Monday through Friday except where required by the individual contract documents or authorized by the County. No work shall be done on Saturdays, Sundays, and/or legal holidays unless authorized by the County. Legal holidays shall be defined as those holidays annually observed by the Owner. These are: Labor Day, Veterans Day, Thanksgiving (2 days), Christmas (2 days), New Year’s Day, Martin Luther King Day, Memorial Day, Juneteenth, and Independence Day (a total of 12 days).

6. It will be the Contractor’s responsibility to call Miss Utility, 48 hours prior to starting any work. Any damage done in areas marked by Miss Utility or because of not notifying Miss Utility will be the responsibility of the contractor. The Contractor shall contact Henrico County non-emergency for any road closure.

7. The County reserves the right to award this contract to multiple bidders.

8. Projects will be assigned to the contractor whose contract prices when applied to the unit price items and estimated quantities for a particular assignment, represent the lowest total price. If that contractor cannot meet the required schedule for project completion or does not have the capacity to complete the project, Public Works will

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assign the project to the contractor whose contract prices when applied to the unit price items and estimated quantities for a particular assignment, represent the next lowest total price, and so on. Public Works may also rotate projects among awarded contractors should it be determined by the County to be in the best interest of the County.

9. The Contractor, in some cases, may be required to visit the potential job sites and submit accurate quotations before the work is authorized. If the quotation is accepted and the work is performed, the contractor’s invoice shall not exceed the quoted amount unless previously authorized by Public Works.

10. The contractor must be available within 4 hours or less for emergencies and scheduled service during day and nighttime hours and on weekends and holidays once notified. If the contractor is unable to perform emergencies, then the County of Henrico, Public Works, will seek an additional quote from another contractor to perform the work.

B. Contract Performance:

Public Works will notify contractor of work orders and contractor must respond within 48 hours after notification and commence work within 48 hours after notification. If the contractor does not respond within 48 hours after notification than liquidated damages may occur, and the County reserves the right to seek quotes from other contractors. The County reserves the right to inspect all operations under this contract and to withhold payment for any work performed which is considered not in accordance with specifications. Payments withheld for this reason will be released upon receipt of satisfactory evidence (site inspection by County inspector that the work has been corrected to the County’s satisfaction). Inspections shall occur within 48 hours of completion of work and correction shall be done within 24 hours of notice to contractor at no additional cost to the County. Failure to correct any deficiency in the 24-hour period shall result in cancellation of the contractor’s charge for that portion of the work found deficient. Repeated violations of this provision (more than four call-backs with any calendar month) may result in unilateral cancellation of the contract for nonperformance.

Telephonic notice to the contractor shall be considered adequate and acceptable notice to enforce this provision with a follow up in writing.

C. Mobilization:

Mobilization shall be considered incidental to the Work, and all associated costs shall be included in the Contractor’s Contract Price. Separate payment for mobilization will not be allowed.

D. Maintenance of Traffic:

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1. The Contractor shall conduct its operation in a manner that will ensure that traffic will be uninterrupted except as approved by the County. At the close of each work day, the area of work shall be confined to the smallest area possible so that the maximum use of the street will be restored and the hazard to traffic reduced to the minimum. No excavation shall remain open within the roadway without the approval of the County except when the excavation can be safely bridged with the use of steel plates or other materials acceptable to the County. When areas of excavation outside of the roadway do remain open, the area shall be barricaded, and warning signs shall be posted.

2. At all times the Contractor shall use the men and traffic control signs and devices necessary to comply with the Part VI of the “National Manual on Uniform Traffic Control Devices”. During the progress of the work when the street may be obstructed to any extent by construction equipment or construction operations, in addition to the signs and barricades, special workers equipped with red flags shall be designated by the Contractor to direct traffic. Those workers so designated shall not be assigned to any other duties while engaged in directing traffic. The Contractor has sole responsibility for ensuring that is operations are conducted in a safe manner and not withstanding any other provision to the contrary, shall fully indemnify Henrico County, its officers, agents and employees for any damage or injury related to traffic operations which is caused by negligent or otherwise improper or deficient performance under the contract or nonperformance of the terms of the contract. All personnel, signs, barricades, and any other items necessary for the maintenance of traffic and safety shall be provided by the Contractor. No separate payment shall be made by the County for this work. All costs of this work are included by the Contractor as part of the contract price.

3. The plan for the maintenance of traffic during any assignment under this project shall be in accordance with the above and as directed by the County Project Officer.

E. Construction of Public Streets and Roads:

1. All work shall be in accordance with latest (Department of Public Works and/or

Public Utilities) Henrico County Standards and Specifications and with the County or State Permit issued for the project.

2. The County will obtain and pay for all construction permits in County and/or State rights-of-ways and any environmental permits required.

3. The Contractor shall be responsible for the preservation of all property corners and monuments. If an existing property corner or monument is destroyed, the Contractor shall have same replaced by a certified land surveyor at no extra expense to the County.

4. The construction in all respects shall be kept complete and approved except for testing, to a point not more than 500 feet behind the foremost progress of the work. In addition, construction shall not be started at a new location until all back work is approved, unless authorized otherwise by Public Works. In the event the above two

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requirements are not fulfilled, the Contractor shall automatically be shut down in forward progress until the back work is completed and approved.

5. Contractor shall include in applicable unit prices the cost of normal safety requirements of the Traffic Engineering Division and Virginia Department of Transportation (VDOT). This shall include barricades, signs, blinker lights, and other required construction safety equipment.

F. Work Site Damages:

Any damage to property, whether owned by the County or others, resulting from work performed under this Contract shall be repaired or replaced to the County’s satisfaction at the Contractor’s expense.

G. Unsatisfactory Work:

If any of the work done, or material or equipment provided, by the Contractor is unsatisfactory to the County, the Contractor shall, on being notified by the County, immediately remove at the Contractor’s expense such unsatisfactory work or material or equipment and replace the same with work or material or equipment satisfactory to the County and, in the event the Contractor fails within fifteen (15) days after receipt of written notice to remove improper or unsuitable work or material or equipment and replace it with suitable and satisfactory work or material or equipment, the County shall have the right, but not the obligation, to remove the rejected work or material or equipment and replace it with proper work or material or equipment at the expense of the Contractor. This paragraph applies during the Contract term and during any warranty or guarantee period. The County shall be entitled to offset such expense against any sums owed by the County to the Contractor under this Contract.

H. OSHA Requirements:

The Contractor certified that all material supplied or used under this Contract meets all Occupational Safety and Health Administration (O.S.H.A.) requirements, both Federal and those of the Commonwealth of Virginia; and further certified that, if the material delivered or used in the performance of the work is found to be deficient in any of the applicable state or federal occupational safety and health requirements, all cost necessary to bring the material into compliance with the requirements shall be borne by the Contractor.

I. Project Staff:

1. Neither this contract, nor any part thereof, nor any monies due to become due thereunder may be assigned by the Contractor without the prior written approval of the Owner.

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2. The County will, throughout the Contract Term and any renewal term, have the right of reasonable rejection and approval of staff or subcontractors assigned to the project by the Contractor. If the County reasonably rejects staff or subcontractors, the Contractor must provide replacement staff or subcontractors satisfactory to the County in a timely manner and at no additional cost to the County. The day-to-day supervision and control of the Contractor’s employees and are responsibility of the Contractor.

J. Safety:

1. The bidder shall be solely responsible for initiating, maintaining, and supervising all safety precautions and programs. The provisions of all rules and regulations governing safety as adopted by the Safety Codes Commission of the Commonwealth of Virginia and as issued by the Department of Labor and Industry under Title 40.1 of the Code of Virginia shall apply to all work under this purchase order.

2. The Contractor shall comply with, and ensure that the Contractor’s personnel and subcontracted personnel comply with, all current applicable local, state and federal policies, regulations and standards relating to safety and health, including, by way of illustration and not limitation, the standards of the Virginia Occupational Safety and Health program of the Department of Labor and Industry for General Industry and for the Construction, Industry, the Federal Environmental Protection Agency Standards and the applicable standards of the Virginia Department of Environmental Quality.

3. The Contractor shall provide, or cause to be provided, all technical expertise, qualified personnel, equipment, tools, and material to safely accomplish the work specified to be performed by the Contractor and subcontractor(s).

4. The Contractor shall identify to the County Project Officer at least one on-site person who is the Contractor’s competent, qualified, and authorized person on the worksite and who is, by training or experience, familiar with policies, regulations, and standards applicable to the work being performed. The competent, qualified, and authorized person must be capable of identifying existing and predictable hazards in the surroundings or working conditions which are unsanitary, hazardous, or dangerous to employees, shall be capable of ensuring that applicable safety regulations are complied with, and shall have the authority and responsibility to take prompt corrective measures, which may include removal of the Contractor’s personnel from the work site.

5. The Contractor shall provide to the County, at the County’s request, a copy of the Contractor’s written safety policies and safety procedures applicable to the scope of work. Failure to provide this information within seven (7) days of the County’s request may result in cancellation of the award.

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K. Forfeiture of Contract:

Should the Contractor at any time refuse or neglect to supply a satisfactory amount of properly skilled workmen, equipment or materials of proper quality and quantity or fail in any respect to prosecute the work with promptness and diligence or fail in the performance of any of the agreements on his part herein contained, the Owner shall be at liberty after fifteen (15) days written notice to the Contractor (which notice may be mailed to the Contractor's address as stated in his proposal) to provide any such labor, equipment or materials, and to deduct the cost thereof from any money due or thereafter to become due to the Contractor hereunder. In such case, the Owner shall also be at liberty to terminate the employment of the Contractor for the said work and to enter upon the premises and take possession of all materials and appliances of every kind whatsoever thereon, and to employ any person or persons to finish the work and to provide the labor, equipment, and materials therefore, either by private contract, by public letting or directly by the Owner, and in such amounts and in the manner as said Owner shall deem advisable. In the case of such discontinuance of the employment of the contractor, he shall not be entitled to receive any further payment under his contract until the said work shall be wholly finished at which time, if the unpaid balance of the amount to be paid to said contractor for that part of the work completed by said Contractor under his contract shall exceed the expense including the extra engineering and all other costs caused by such default, incurred by the Owner in finishing the work, such excess shall be paid by the Owner to the Contractor, but if such expense shall exceed the aforesaid unpaid balance, the Contractor shall pay the difference to the Owner.

L. Work in Bad Weather:

1. During stormy or inclement weather, no work shall be done except as can be done satisfactorily and in a workmanlike manner.

2. The Contract Period will be adjusted to account for unusually severe weather conditions, which prevent or inhibit the CONTRACTOR's performance of the Work.

It is the intent of this provision to offset the impact of Inclement Weather with unusually favorable weather conditions, which immediately precede and/or follow the occurrence of Inclement Weather.

3. The CONTRACTOR shall notify the County Representative in writing of the occurrence of Inclement Weather within two days after the onset of such Inclement Weather and shall describe in reasonable detail the type of Inclement Weather encountered by the CONTRACTOR and the Work thereby interfered with or interrupted.

M. Sales or Use Taxes:

Any Federal, State, or Local Sales or Use Taxes applicable to this project shall be included in bid prices.

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N. Rules and Regulations:

1. The Successful Bidder shall comply with and ensure that the Successful Bidder’s personnel comply with all current applicable local, state and federal policies, regulations and standards relating to safety and health, including, by way of illustration and not limitation, the standards of the Virginia Occupational Safety and Health Administration for the industry. The provisions of all rules and regulations governing safety as adopted by the Safety Codes Commission of the Commonwealth of Virginia and issued by the Department of Labor and Industry under Title 40.1 of the Code of Virginia/Virginia Occupational Safety and Health shall apply to all work under this contract. The Successful Bidder shall provide or cause to be provided all technical expertise, qualified personnel, equipment, tools and material to safely accomplish the work specified and performed by the Successful Bidder.

2. Each job site shall have a supervisor who is competent, qualified, or authorized on the worksite, who is familiar with policies, regulations, and standards applicable to the work being performed. The supervisor must be capable of identifying existing and predictable hazards in the surroundings or working conditions which are hazardous or dangerous to employees or the public and is capable of ensuring that applicable safety regulations are complied with, and shall have the authority and responsibility to take prompt corrective measures, which may include removal of the Successful Bidder’s personnel from the work site.

3. Any operations of the Successful Bidder determined to be hazardous by the County, shall be immediately discontinued by the Successful Bidder upon receipt of either written or oral notice by the County to discontinue such practice.

O. Field Office:

The Contractor shall maintain a business office located either within Henrico County or within fifty (50) miles from the Henrico County Public Works Woodman Road Office if the office is located outside the County.

P. Responsibility of Contractor's Employees:

Each and every employee of the Contractor and each and every one of his sub-contractors, engaged in said work shall for all purposes be deemed to be exclusive servants of the Contractor, and not for the purpose or in any manner in the employment of the Owner. The Contractor shall in no manner be relieved from responsibility or liability on account of any fault or delay in the execution of said work or any part thereof, by any such employee or any sub-contractor or any part thereof, by any such employee or any sub-contractor or any material men whatsoever.

Q. Character of Workmen:

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The Contractor shall employ such superintendent, foremen and workmen as are careful and competent and the Project Manager may demand the discharge of any person employed by the Contractor in or about the work who shall misconduct himself or be incompetent or negligent in the due and proper performance of his or their duties, or any of them who refuse or neglect to comply with directions given and such persons shall not be employed again thereon without written consent of the Project Manager.

R. Inspectors:

1. Inspector or Inspectors shall be authorized to inspect all work done and materials furnished. In case of any dispute arising between the Contractor and the Inspector as to materials furnished or the manner of performing the work, the Inspector will have the authority to reject material or suspend work until the question at issue can be referred to and decided by the Engineer. He shall not be authorized to revoke, alter, enlarge, relax or release any requirements of these plans and specifications or to approve or accept any portion of the work or issue instructions contrary to the plans and specifications.

2. The Engineer or Inspector shall have access at all times to all parts and any of the work being done for the purpose of inspection measurements and establishments of lines and grades. Any further work overlooked by the Inspector or done in his absence shall not relieve the Contractor from repairing or removing the work at his expense.

S. Superintendent:

The contractor shall personally supervise the work and when not personally present shall be represented by a superintendent, who shall have full authority to act as the Contractor's representative and all orders and instructions given to the superintendent shall have the same force and meaning as if given to the contractor in person. The superintendent or Contractor shall be on duty at all times while the construction work is being done.

T. Multiple Award and Selection of Successful Bidders:

The County reserves the right to award this contract to multiple Successful Bidders.

The County will select the Successful Bidder for the task with the lowest estimate based on the unit price and multiplier. The selected Successful Bidder shall provide their response within 48 hours of receiving the request from the County. If the selected Successful Bidder fails to respond within 48 hours or denies the task, the County will assign the task to the next Successful Bidder.

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II. Scope of Work/Specification for Asphalt-in-Place

A. Types of Asphalt:

1. Bidders are required to submit bids for both, reclaimed and new asphalt. The County estimates that 95% of the asphalt used will be reclaimed asphalt, 5% will be new asphalt.

2. Contractor shall be responsible for testing of new asphalt and provided data from testing whenever the county request the results.

3. No more than 30% of RAP (Reclaimed Asphalt Pavement) is allowed in reclaimed asphalt mix.

4. The application rates/depth of each type of asphalt listed in the bid items2” compaction (3” Loose)

B. Fiber

1. The County currently utilizes FORTA-FI asphalt fiber, a high-tensile-strength synthetic fiber blend, in its asphalt mixtures. Any proposed alternative fiber additive shall provide performance characteristics equal to or greater than those of FORTA-FI and shall be included on the Virginia Department of Transportation (VDOT) Approved Products List at the time of use. The Contractor shall provide documentation demonstrating compliance with these requirements upon request by Henrico County.

2. Fibers are added at a rate of one pound of fibers per one ton of asphalt mix.

C. Tack Coat:

A Tack Coat shall be required between the base and the bituminous paving mixture and between courses of bituminous paving mixtures. The cost of the tack coat shall be included in the base price for the asphalt types detailed in the bid.

D. Sweeper:

A sweeper shall be provided to sweep in front of the paving equipment.

E. Adjustment of Existing Utilities:

1. Prior to performing any adjustment work, the Contractor shall document the existing condition of all utility frames and covers by obtaining clear photographic evidence of any observed damage, defects, or deterioration. Such documentation shall be maintained as part of the project records and made available to the Henrico County upon request.

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2. The Contractor shall adjust existing utility frames and covers as necessary to conform to the approved finished pavement grade. All adjustment operations shall be performed in a manner that protects the utility structure and associated appurtenances from damage and ensures that the completed pavement surface provides a smooth and uniform transition to the adjusted utility frame or cover. All work shall be completed in accordance with applicable specifications, industry standards, and the requirements of the Contract Documents.

F. Clean Up:

Before final acceptance of work on any assignment, the Contractor shall clean all ground and excess pavement material, debris, and rubbish. The work site shall be left in a neat and orderly condition. The Contractor shall provide for this purpose a vacuum sweeping truck to be on the site during the paving operations. The Contractor shall remove, as frequently as necessary, all refuse, rubbish, scrap materials and debris from the site to the extent they are the result of the Contractor’s operations to the end that the site of the work shall present a neat, orderly, and workmanlike appearance at all times. At completion of the work, but before final acceptance the Contractor shall remove all surplus material, falsework, temporary structures including foundations thereof, and debris of every nature resulting from the Contractor’s operations or resulting from any activity on the site related to the Contractor’s operations and put the site in a neat, orderly condition, and charge the cost to the Contractor. The County shall be entitled to offset such cost against any sums owed by the County to the Contractor under this Contract.

G. Price Adjustment:

1. The prices for asphalt mix used in the performance of the contract shall be adjusted throughout the contract term in the following manner.

2. The Successful Bidder(s) shall use the following information to provide monthly pricing information to Public Works.

3. Price adjustments will be computed using the Virginia Department of Transportation (VDOT) Index using the short ton. Price increases/decreases shall be made monthly for asphalt orders used on the construction project for re-pavement of roads in Henrico County. If the VDOT Index is not available for the month of pickup of asphalt than use the latest index available in computing the adjusted price. The adjustment will always be based on the unit price at the time of the bid and the base price for April 2023 for asphalt only. Invoices submitted prior to the VDOT Index release date will be calculated on the prior month release date.

4. The VDOT Index web site is https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/construction/adjustment-indices/.

https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/construction/adjustment-indices/ https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/construction/adjustment-indices/

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5. Release date for computing your adjusted price shall be base price index for July

2026. VDOT Index will be used for calculating the price for the number of tons used for the referenced month by applying the Contractor’s state approved job mix formula to the quantity and types of asphalt covered by the invoice.

6. The Contractor may adjust the invoice to indicate the change in price from the “base” index month (April 2026) to the VDOT-published “current” index for the month. The price change shall equal the number of tons of job mix percentage contents times the dollar, difference in the base and current indices. The Contractor shall submit with the adjusted invoice published indices used for that calculation.

7. The monthly-adjusted increase (or decrease) shall then be added to or subtracted from the base price unit measure offered in response to this bid. The price increase/decrease per unit of measure shall be calculated using the formula in Attachment A.

8. The Contractor is required to submit Attachment A or Bidder(s) Asphalt Adjustment Form (if approved by Public Works) with the invoice for payment of asphalt. The County has the right to correct incorrect calculations on the asphalt form, or incorrect use of the VDOT Index. If the Contractor fails to submit required documentation with the asphalt adjustment factor than no asphalt adjustment factor will be considered.

The documentation to support the Asphalt Adjustment Form will be the latest VDOT Index for Asphalt.

9. The Job Mix Percentage of Asphalt Contents must be entered on the bid form for calculation using the VDOT Index for July 2026.

H. Warranty:

All material provided to the County shall be fully guaranteed by the Contractor against factory defects. Any defects which may occur as the result of either faulty material or workmanship by the manufacturer within the period of the manufacturer’s standard warranty shall be corrected by the Contractor at no expense to Henrico County. The Contractor shall make evidence of all manufacturers’ warranties available at the completion of the assigned work. All work is guaranteed by the Contractor against defects resulting from the use of inferior or faulty materials or workmanship for one year from the date of final acceptance of the work by the County in addition to and irrespective of any manufacturer’s or supplier’s warranty. No date other than the date of final acceptance may be established to govern the effective date of this Guaranty unless that date is agreed upon by the County and the Contractor in a signed writing.

I. Progress Payments, Proportional and Unit Price Payments:

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1. The County will make monthly partial payments to the Contractor upon written application by the Contractor, based on a written estimate of the work performed during the preceding calendar month as approved by the Project officer. The schedules of total prices of lump sum items and unit prices for other items in the accepted bid shall be used as a basis for preparing the estimates. Each progress payment shall represent the value, proportionate to the total amount of each lump sum item, of completed work and materials on the site to be incorporated in the work, less the aggregate of previous payments, together with the total value of all units of unit price work completed, computed at the unit prices states in the Contract, less the aggregate of previous payments.

2. When calculating payment for materials on-site, the County shall not pay for materials which are not scheduled for incorporation into the work within sixty days from the date of the application for payment.

3. However, in making any partial payment, five percent (5%) of the amount of the estimate upon which the partial payment is based will be retained by the County until final completion and acceptance of all work covered by the Agreement. All material and work covered by partial payments made by the County will become the property solely of the County at the time the partial payment is made, but this provision will not be construed as relieving the Contractor from having sole responsibility for all materials and work upon which payments have been made, and for the restoration of any damaged work, nor shall this provision be construed as a waiver of the County’s right to require the fulfillment of all of the terms of the Agreement.

4. The Successful Bidder shall submit a complete itemized invoice for each job quoted of each item, which is delivered under the contract. The invoice shall show the purchase order number, if applicable and the location where the work was performed.

5. All time periods concerning warranties or guarantees shall be deemed to begin from the date of final acceptance of all work under the Contract. The date of final acceptance is the date on which the County issues the final payment for the work performed.

J. Prohibition Asbestos Containing Materials:

No goods or equipment provided to the County or construction material installed shall contain asbestos. If a Contractor or supplier provided or install any goods, equipment, supplies, or materials that contain asbestos in violation of this prohibition, the Contractor shall be responsible for all costs related to the immediate removal and legal disposal of the goods, equipment or materials containing asbestos. The Contractor shall be responsible for all goods, equipment, supplies, or materials installed or provided by any

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of its employees, agents, or subcontractors in connection with the work under this contract. The Contractor also shall reimburse to the County all costs of such goods, equipment, supplies, or materials installed. If the Contractor fails to remove and legally dispose of the asbestos-containing goods, equipment, or construction materials within ninety (90) days from the date of notice by the County, the County shall remove and dispose of the asbestos-containing goods, equipment, or construction materials at the Contractor’s expense. The County shall be entitled to offset such expenses against any sums owned.

K. Curb and Gutter All curb and gutter improvements shall be designed and constructed in accordance with the current requirements of the Henrico County Design Manual. The applicable curb and gutter specifications are available at the links to the Henrico County Design Manual provided below Henrico County Design Manual.

III. Scope of Work/Specification for Asphaltic Pavement Planing

A. Equipment and Construction Methods

1. The planing work shall be performed with a track mounted pavement planing machine with a minimum single pass cutting width of six feet. The pavement planing machine shall be a type that has operated successfully on work comparable to that proposed to be performed under this contract.

2. Sufficient passes or cuts shall be made so that all irregularities or high spots are eliminated and the pavement surface is planed to the designated grade or gradient of approximately ¼ inch per foot or as directed by the Department of Public Works Maintenance Division. Where the pavement is to be resurfaced, a one-inch shoulder shall be cut along the gutter line to eliminate the necessity of feathering the edge of the new surface. Unless otherwise specified, pavement cutting shall be disposed of by the contractor in accordance with all Federal, State, or County laws and/or ordinances.

3. Unless otherwise permitted, all equipment and vehicles in use under traffic shall be equipped with and shall operate flashing or rotating amber warning lights. In addition, trail vehicles shall be equipped with electronic flashing or sequential amber arrows.

All traffic control shall be the responsibility of the contractor as directed by the Department of Public Works Traffic Engineer. All costs for safety and warning devices mounted on equipment and vehicles and all costs for traffic control shall be included in the bid price.

4. The construction method shall be a milling or cold planing method and shall incorporate a machine capable of cutting at least two inches deep in flexible pavement https://henrico.gov/works/design/design-manual/

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while leaving a uniformly cut and drivable roadway surface capable of handling traffic prior to placement of the overlay. The ground speed of the machine shall be independent of the cutting equipment.

5. The machine shall have a self-contained water system for control of dust and fine particles. The machine shall be capable of working in wet and dry conditions down to an air temperature of 32 degrees Fahrenheit. The width of the machine shall be such as to allow controlled traffic.

B. Method of Measurement:

Pavement planing will be measured in square yards of pavement surface per inch of depth for the depth actually cut.

C. Basis of Payment:

Pavement planing will be paid for at the contract unit price per square yard per inch, which price shall be full compensation for the planing operation, removal and disposal of existing pavement, traffic controls, and for all materials, labor, tools, equipment, and incidentals necessary to complete the work.

Payment will be made under:

Pay Item Pay Unit

Asphaltic Pavement Planing Square yard per inch.

D. Interpretation of Approximate Estimate of Quantities:

The bidders' attention is called to the fact that the estimate of quantities of work to be done and materials to be furnished under these specifications as indicated in the accompanying proposal is approximate and is given only as a basis of calculation for comparing the bids and awarding the contract. The Owner does not assume any responsibility for the quantities shown in the contract and reserves the right to increase or decrease the quantities shown.

E. Progress of the Work:

1. Payments may be withheld if the work is not proceeding in accordance with the terms of this contract. All work shall be faithfully undertaken, performed and completed within the time designated in the approved construction schedule. The Project Manager may revise the construction schedule when specific project situations warrant or emergency conditions are encountered.

2. Without the permission of the Project Manager, the Contractor shall not work in excess of 10 hours in any one-day or a total of 50 hours in any one week.

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F. Care of Existing Structures:

The Contractor shall be liable for all damage done to any structure or property arising through his negligence or carelessness. He shall take care of and maintain all sewers, drains, and culverts encountered in the doing of said work, together with the house services therefrom. The Contractor shall take care of all pipes for water, gas and wire conduits crossing said work, except any changes required by the relocation of any gas, water, or other main lines.

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BID FORM

ITB No. 26-2980-7JL

Date: ____________________________

To: County of Henrico Department of Finance, Purchasing Office

8600 Staples Mill Road, Henrico, VA 23228-2360 PO Box 90775, Henrico, VA 23273-0775

Annual Contract for: Asphalt-In-Place and Asphaltic Pavement Planing

From (full name): __________________________________

(full address) __________________________________

Having carefully examined the site, the drawings, specifications and other documents, and in compliance with your "Invitation to Bid", County of Henrico Construction General Terms and Conditions, and this “Bid Form”, the undersigned proposes to furnish all labor, supervision, materials, supplies and equipment, etc.

necessary for successful completion of various project assignments under an annual contract for Asphalt-In- Place and Asphaltic Pavement Planing. All shall be in accordance with Drawings prepared by he Project Manual, dated July 9, 2026.

The Bidder must be a registered contractor in the Commonwealth of Virginia in accordance with Title 54.1, Chapter 11 of the Code of Virginia, as amended, at the time of bid submission, and shall possess a Virginia Contractor’s License Class A. The Bidder shall have bid and completed projects of comparable nature, size, complexity and construction cost. The Bidder should submit with its bid a completed AIA Document A305, Contractor’s Qualifications Statement, which shall document how the applicable projects meet or exceeds the size, complexity, and nature of this project; and includes details of the management staff and self-performed activities associated with the referenced projects. Only those projects which the Bidder performed the work as the General Contractor should be included in the AIA Document A305. Bidders are not required to submit AIA Document A305, Contractor’s Qualification Statement if they have submitted one within the last twelve (12) months as of the date of this bid.

It shall be the responsibility of the Contractor to apply for and diligently pursue the applicable Building Permits from the County of Henrico. It shall be the responsibility of the Owner to pay for the Building Permits.

However, in a cooperative and expedient effort, the Owner may apply and pay for the Building Permits prior to receipt of bids and should not be included in the bid amount. The Contractor will be responsible for obtaining and bearing the cost of all subcontractors permits.

The Bid Form must be completed in blue or black ink or by typewriter. The bid amounts shall be expressed in figures, only. The unit price of each item on the form, if requested, must be stated in figures.

Discrepancies in the multiplication of units of work and the unit prices will be resolved in favor of the correct multiplication of the unit prices. Discrepancies between the indicated sum of any column of figures and the correct sum thereof will be resolved in favor of the correct sum. My/Our total unit price base bid price is as follows:

PRICES QUOTED SHALL BE FOB DESTINATION

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TOTAL UNIT PRICE BID AMOUNT:

TOTAL UNIT PRICE BID: Total Unit Price Bid Amount includes all Work, required by the Bidding Documents for Asphalt-In-Place and Asphaltic Pavement Planing in strict accordance with the project manual, for the computed price as shown in the below Price Schedule:

$ (Figure Only)

Bidders must bid on every items in below Price Schedule in order to be considered.

PRICES QUOTED SHALL BE FOB DESTINATION. Freight charges shall be included in the bid price.

Quantities listed are an estimate only; actual usage could be more or less during the contract period.

Lot 1 – Asphalt-in-Place A B C D E F G H I

Item Description Job Mix % Asphalt Contents

Estimated Quantities

Unit Price per Ton

Extended Price (D x E = F)

Labor/Equipment for Asphalt-In- Place per Ton

Extended Price for Labor (G x D = H)

Total Price (F + H)

1 Asphalt-In-Place New SM-9.5A (Streets) 2,000 Ton $ $ $ $ $

Asphalt-In-Place Reclaimed SM-9.5A (Streets)

10,000 Ton $ $ $ $ $

3 Asphalt-In-Place New 12.5A (Streets) 1,000 Ton $ $ $ $ $

4 Asphalt-In-Place Reclaimed 12.5A (Streets) 2,000 Ton $ $ $ $ $

Asphalt-In-Place New IM-19.0A (Streets)

2,000 Ton $ $ $ $ $

Asphalt-In-Place Reclaimed IM-19.0A (Streets)

1,000 Ton $ $ $ $ $

7 Asphalt-In-Place New BM-25A (Streets) 1,000 Ton $ $ $ $ $

Asphalt-In-Place Reclaimed BM-25A (Streets)

2,000 Ton $ $ $ $ $

9 SM-9.5A w/Reinforced Fiber Material 10,000 Ton $ $ $ $ $

Lot 1 Subtotal (Item 1 – 9) $

Lot 2 – Plowable Pavement Marking A B C D E Item Description Estimated Quantities Unit Price Extended Price for Plowable Pavement Marking

(C x D = E)

10 Plowable pavement marking VDOT Standard PM-8, Double sided yellow 200 Each $ $

11 Plowable pavement marking VDOT Standard PM-8 One-way white will be white/red 200 Each $ $

Lot 2 Subtotal (Item 10 – 11) $

Lot 3 – Asphaltic Planing A B C D E

Item Description Estimated Quantity Unit Price Extended Price for Asphaltic Planing (C x D = E)

12 Asphaltic Planing 1,000,000 SY per Inch $ $ Lot 3 Subtotal (Item 12) $

Lot 4 – Additional Items A B C D E

Item Description Estimated Quantity Unit Price Extended Price for Additional Items (C x D = E)

13 Henrico Standard Curb and Gutter 50 Each $ $ 14 Henrico Standard Radical Curb and Gutter 50 Each $ $…