Bid Document.PDF

INVITATION FOR BID

PROJECT NO. 2025-54

FROM THE CITY OF EAU CLAIRE, WISCONSIN

Telephone 715/839-4957

DATE: September 2, 2025

YOU MUST USE THIS BID SHEET WHEN SUBMITTING YOUR BID

BIDS CONTAINING ESCALATOR CLAUSES CANNOT BE ACCEPTED

INSTRUCTIONS/CONDITIONS

▪ Sealed Bids for furnishing the supplies, services or construction described below must be received in the office of the City Purchasing Manager, PO Box 5148, 203 S. Farwell Street, Eau Claire, WI 54702-5148 by 2:00 PM CT on September 16, 2025 the bids will be opened and made public after that date and time.

▪ Bid Form shall be submitted in one envelope, which on its face bears the Bidder’s Name, Procurement No. and

Submission Deadline. No faxed bid will be accepted.

▪ All Bid Prices shall include freight, handling and all other incidental charges. Supplies shall be shipped FOB Destination, Freight prepaid.

▪ The City reserves the right to reject any or all Bids, to award items or groups separately, and to order within 10% more or less of the quantity specified.

▪ Bids must be firm for acceptance for 60 days after the bid deadline.

▪ Bid prices should not include Federal Excise Taxes or State Sales Tax. The City is exempt from payment of such taxes.

▪ Any contract resulting from this bid will be subject to the attached terms and conditions and 2.92 of the City Code of Ordinances.

ITEM

QNTY/UOM

DESCRIPTION

TOTAL PRICE

1. LUMP SUM Remove existing asphalt parking lot and replace with new pavement at 2806-2908 Conrad Street per attached specifications (3 Pages) and Terms and

Conditions.

Estimated Start Date: __________________________________________________

Estimated Completion Date: ____________________________________________

2. LUMP SUM Remove existing asphalt parking lot and replace with new pavement at 901 South Farwell Street per attached specifications (3 Pages) and Terms and

Conditions.

Estimated Start Date: __________________________________________________

Estimated Completion Date: ____________________________________________

For Questions regarding this project please contact Randy Craker at 715-829-9383

We agree to furnish the above supplies, services or construction according to your plans, specifications and conditions at prices specified hereon.

DATE____________________________________________ FIRM______________________________________________________________

SIGNATURE _______________________________________________________

Early payment discount will be considered in determining the NAME PRINTED____________________________________________________ low bidder. TITLE______________________________________________________________

We quote the following discount for payment within 15 days EMAIL:_____________________________________________________________ following receipt and acceptance of goods ______________% ADDRESS___________________________________________________________

CITY_______________________________STATE/ZIP_______________________

WE CAN DELIVER IN ________________________DAYS TELEPHONE NO.____________________________________________________

FAX #_______________________________________________________________

THIS IS NOT AN ORDER

HOUSING AUTHORITY

OF THE CITY OF EAU CLAIRE

ASPHALT PAVING SPECIFICATIONS FOR

Project No. 2025-54

2806-2908 CONRAD STREET

AND

901 SOUTH FARWELL STREET

Complete Removal and Replacement

Scope: Contractor shall remove existing asphalt parking lots and replace with new pavement.

Contractor is responsible for contacting the City Engineering Department for elevations, if necessary.

A drainage plan shall be submitted and approved prior to commencement of any work.

1. Project will include re striping and numbering parking stalls as current design.

SECTION 02510

ASPHALT PAVING

PART 1 GENERAL

1.01 SECTION INCLUDES

A. Asphalt paving.

B. Aggregate base coarse.

1.02 REFERENCES

A. Wisconsin Department of Transportation (DOT) standard specifications for highway construction.

1.03 QUALITY ASSURANCE

A. Perform the work in accordance with DOT specifications and City of Eau Claire standards.

B. Obtain materials from a single source.

1.04 ENVIRONMENTAL REQUIREMENTS

A. Do not place asphalt when base surface temperature is less than 40 degrees F or if surface is wet or frozen.

PART 2 PRODUCTS

2.01 MATERIALS

A. Gravel base coarse: D.O.T. Section 304

B. Asphalt Paving Mix: D.O.T. Section 407

1. Thickness: 2 inches

2.02 QUALITY CONTROL

A. Submit proposed design mix design for review prior to commencement of work.

PART 3 EXECUTION

3.01 EXAMINATION

A. Verify that compacted sub-grade is dry and ready to support paving and imposed loads.

B. Verify that all gradients and elevations of base are correct.

C. The start of paving signifies acceptance of existing conditions.

D. All locations where new paving will abutt existing paving shall be prepared, cutting and removing all damaged bituminous to the nearest approximate lines shown on the drawings, and/or as field directed by the Housing Authority.

3.02 SUB-BASE

A. Apply aggregate base compacted to 95 percent of standard Proctor, ASTM

D698.

1. Thickness: 6 inch compacted thickness.

f:\users\maintenance\specs\asphalt.pad rev. 09/02/25

3.04 PLACING ASPHALT PAVING

A. Place wearing course to two inch compacted thickness.

B. Compact pavement by rolling. Do not displace or extrude pavement from position. Hand compact in areas inaccessible to rolling equipment.

C. Develop rolling with consecutive passes to achieve even and smooth finish, without roller marks.

3.05 TOLERANCES

A. Flatness: Maximum variation of ¼ inch measured with a 10 foot straight edge.

B. Compacted Thickness: Within ¼ inch.

C. Elevation: Within ½ inch.

3.06 PROTECTION

A. Immediately after placement, protect pavement from mechanical injury for 72 hours.

END OF SECTION

TERMS & CONDITIONS

I. GENERAL

The following terms and conditions apply to all supplies, services and construction furnished under this contract:

A. Definitions

1. "Housing Authority" means the Housing Authority of the City of Eau Claire, Wisconsin, who is the buyer.

2. "Supplies" means all property, including, but not limited to, goods, commodities, equipment, parts, materials, printing, and leases on real and personal property.

3. "Services" means the furnishing of labor, time or effort by a Contractor, not involving the delivery of a specific end product other than reports which are merely incidental to the required performance. This term includes "professional services" but it does not include employment agreements or collective bargaining agreements.

4. "Construction" means the process of building, altering, repairing, improving or demolishing any public structure or building, or other public improvements of any kind to any public real property. It does not include the routine operation, routine repair, or routine maintenance of existing structures, buildings, or real property.

B. Taxes. The Housing Authority of the City of Eau Claire is exempt from all State sales taxes and Federal excise taxes.

The supply or supplies described in this purchase order or the attachments to it, are purchased from the named seller ("Ordered From") for the exclusive use of the Housing Authority of the City of Eau Claire. It is understood that the exemption from tax in the case of sales of supplies is limited to the sale of supplies purchased for the exclusive use of the Housing Authority, and it is agreed that if supplies purchased tax free are used otherwise or are sold to employees or others, such fact will be reported to the manufacturer of the supply or supplies. It is also understood that the fraudulent use of tax exemptions will subject all guilty parties to a fine of not more than $10,000, or to imprisonment for not more than five years, or both, together with costs of prosecution.

C. Assignments. This contract shall not be assigned to another party without the express written consent of the Housing Authority.

D. Remedies. Any dispute arising in connection with this contract shall be settled in accordance with the provisions of Chapter 2.92.195 of the Code or Ordinances of the City of Eau Claire, Wisconsin.

E. Termination. The Housing Authority reserves the right to terminate its obligations under this purchase order or any part hereof if any delivery is not made or performance not completed within the time specified or if the material delivered is not as specified or if the workmanship is deemed inferior by Housing Authority standards. Such right shall be in addition to the Housing Authority's other legal rights, whether set forth in this purchase order or not. Seller will deliver to the Housing Authority any of the materials for which the Housing Authority shall make written request at or after termination and the Housing Authority will pay Seller fair value for any of such material so requested and delivered.

F. Entire Agreement. This contract contains the entire agreement of the parties unless otherwise stated by the Housing Authority on this Purchase Order. This contract may not be modified or terminated orally, and no claimed modification, termination or waiver shall be binding on the Housing Authority unless in writing signed by the Housing Authority's contracting officer. No modification or waiver shall be deemed effected by Seller's acknowledgment or confirmation containing other or different terms. All titles to clauses contained in this order are for identification only and shall not be construed as being a substantive part of the agreement.

II. SUPPLIES

The following terms and conditions apply when supplies are furnished under this contract:

A. Delivery and Acceptance. The Housing Authority of the City of Eau Claire reserves the right to refuse any supplies and to cancel all or any part of the supplies not conforming to applicable specifications, drawings, samples or descriptions. Acceptance of any part of the order shall not bind the Housing Authority to accept future shipments, nor deprive it of the right to return supplies already accepted.

B. Risk of Loss. Delivery shall not be deemed to be complete until all supplies have been actually received and accepted by the Housing Authority.

C. Defects. Contractor acknowledges that the supplies furnished under this contract are satisfactory for the purpose intended by the Housing Authority, if disclosed, and that any defect in such supplies may occasion special damage to the Housing Authority.

D. Conforming Supplies. Acceptance of all or any of the supplies shall not be deemed to be a waiver of the Housing Authority's right either to cancel or to return, all or any portion of the supplies because of failure to conform to the specification or description, or by reason of defects, latent or patent, or other breach of warranty, or to make any claim for damages not caused by the Housing Authority. Such rights shall be in addition to any other remedies provided by law.

E. Patent Infringement. Contractor agrees to indemnify and hold the Housing Authority harmless from and against all liability, damage and expense, including reasonable counsel fees, resulting from any actual or claimed trademark, patent or copyright infringement, or any litigation based thereon, with respect to any part of the supplies furnished under this contract, and such obligation shall survive acceptance of the supplies and payment therefor by the Housing Authority.

F. Warranty. Contractor expressly warrants that the supplies furnished under this contract are of merchantable quality and satisfactory and safe for consumer use. Delivery of the supplies shall constitute an agreement by Contractor to indemnify and hold the Housing Authority harmless from liability, loss, damage and expense, including reasonable counsel fees, incurred or sustained by Housing Authority by reason of the failure of the supplies to conform to such warranties. Such indemnify shall be in addition to any other remedies provided by law and shall include consequential damages as provided under the Uniform Commercial Code.

G. Labor Disputes. Whenever any actual or potential labor dispute delays or threatens to delay the timely performance of this order, Contractor shall immediately give notice thereof to the Housing Authority.

III. SERVICES/CONSTRUCTION

The following terms and conditions apply to all services and/or construction furnished under this contract:

A. The Contractor shall pay all damages for injury to real or personal property, for any injury sustained, by any person growing out of or on account of, or in consequence of this agreement, whether such damages for injury to any property or any person are due to or claimed to be due to any joint or passive negligence of the Housing Authority, its officers, agents or employees, that is in the nature of a legal liability, and, except in cases of the Housing Authority's sole negligence, the Contractor hereby agrees to indemnify and save the Housing Authority harmless against all suits or actions of every name and description brought against said Housing Authority for, or on account of, any such injuries to real or personal property, injuries received or sustained by any person or persons caused by said Contractor, his servants, agents or employees in the execution of said work, or by or in consequence of any negligence in guarding the same; or by or on account of any omission or act of said Contractor, his agents or employees. It is further agreed that the Contractor shall (at the option of the Housing Authority) defend the Housing Authority of the City of Eau Claire with appropriate counsel and shall bear all costs and expenses, including the expense of counsel, in the defense of any suit arising hereunder.

B. Insurance Requirements. The Contractor, prior to commencement of any work under this contract, will be required to provide a certificate of insurance: All certificates shall require that the Housing Authority will be given 30 days prior written notice of cancellation or change in coverages.

The Contractor shall maintain limits no less than:

1. General Liability: $1,000,000 combined single limit per occurrence for bodily injury, personal injury and property damage. A combination of primary and excess to meet this is acceptable.

2. Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and property damage.

3. Workers’ Compensation and Employers Liability: Workers’ compensation limits as required by Wisconsin

State Statutes and employer liability limits of $500,000 per accident.

Contractors will list the Housing Authority as additional insured, with a copy of the additional insured endorsement provided to the Housing Authority. The endorsement should be placed in the endorsement section at the bottom of the certificate above the section for certificate holder and should read as follows: Housing Authority City of Eau Claire is listed as additional insured.

C. The Contractor warrants that all materials used are of first quality and that the completed work will be free from defects in design and workmanship. It is understood that the completed work will be subject to the Housing Authority's inspection and written acceptance before final payment shall be due, and that neither payment to the Contractor nor any provision of this contract relieves the Contractor of the responsibility under this warranty and this warranty shall continue in force for one year after acceptance and final payment for the work.

D. The Contractor shall provide all labor, materials, supplies, tools and equipment necessary to perform the work and complete the project specified in this contract.

E. All work performed under this contract shall comply with all applicable Federal, State and local laws, rules and regulations.

F. The Housing Authority reserves the right to make changes in the work or delay the performance thereof. If such changes or delays required by the Housing Authority affect the Contractor's cost, the contract price will be increased or decreased as appropriate, and the contract completion date will be altered as agreed upon.

G. The Housing Authority may terminate all or any part of this contract by giving written notice to the Contractor. If the contract is terminated by the Housing Authority and the Contractor is not in default hereunder, the Housing Authority shall pay the Contractor for satisfactory work completed.

H. All specifications, drawings, blueprints, photostats and all other information furnished to the Contractor, in connection with this contract, are and remain the property of the Housing Authority. Where the product of the contract is a document, printing plates, artwork, designs, blueprints, photographic negatives or plates or anything that is reproducible, such material or product including the original thereof, shall be and remain the property of the Housing Authority, whether or not it is stored on the Contractor's premises. The Contractor shall treat all such material in a confidential manner and will not use or reproduce such material except in connection with performance of this contract.

I. Delays or default by the Contractor or the Housing Authority caused by factors (such as strikes, acts of God, civil disturbances, riots, etc.) beyond the control of the party delaying or in default, shall be excused.

J. Waiver, by the Housing Authority, of any breach of any provision hereof by the Contractor shall not constitute a waiver of any other breach of such provision or of any other provision hereof.