TOWN OF PLAINFIELD | INVITATION TO BID

TOWN OF PLAINFIELD

Road Milling and Asphalt Overlay Services INVITATION TO BID | BID No.: FIN-261008

Invitation to Bid and Basis of Award The Town invites sealed bids from qualified asphalt paving contractors to mill existing pavement and install hot-mix asphalt overlays on the four roads listed below. The Town may award all roads together, individual roads, or any combination, subject to funding and its best interests. The Town may reject any or all proposals, waive nonmaterial informalities, seek clarifications, and verify qualifications. Price is the largest factor, but the lowest price is not necessarily the successful proposal. Bids remain valid for 60 days after opening.

Project Locations and Estimated Quantities

Quantities are approximate bidding estimates, not guaranteed measurements. Contractors shall inspect sites, verify access and conditions, and identify material discrepancies in writing before bidding. Limits and final quantities shall be confirmed with the Town before construction. Proposed changes require prior written Town authorization.

Required Scope of Work

• Mobilize and furnish all supervision, labor, equipment, trucking, asphalt, materials, traffic control, permits, testing, and incidentals needed for complete work.

• Provide full-width milling of existing pavement to the specified nominal depth; remove and lawfully dispose of millings unless the Town directs otherwise in writing. Protect utilities, structures, driveways, shoulders, curbs, and adjoining property.

• Clean and prepare milled surfaces, including sweeping, blowing debris and leaves, and removing loose material. Apply tack coat as appropriate before paving.

• Furnish and place approved hot-mix asphalt in accordance with applicable Connecticut DOT specifications and Town-approved mix and compaction requirements. Achieve the specified compacted overlay thickness, proper cross slope, drainage, and smooth transitions.

• Adjust and protect catch basins, manholes, valve boxes, driveway transitions, and roadway edges as needed; identify anticipated adjustments in the base price and describe any proposed allowances separately.

• Provide qualified flaggers, temporary signage, lane closures, pedestrian and emergency access, public notifications, and traffic maintenance compliant with applicable MUTCD requirements. Coordinate scheduling with Town officials.

• Restore disturbed areas, clean roadways and adjacent areas, remove debris and equipment, and correct deficiencies at contractor expense. Provide final inspection walk-through and supporting quantity and material documentation.

Contractor-Supplied Labor and Equipment — Mandatory NO TOWN EMPLOYEES ARE AVAILABLE TO ASSIST WITH ANY PORTION OF THIS PROJECT. The Town will not supply personnel, equipment, or services for flagging, traffic control, leaf blowing, sweeping, pavement preparation, trucking, milling, paving, cleanup, debris removal, or any other activity. This list is illustrative and not exhaustive. All such work, including work performed by subcontractors, must be included in the contractor’s prices. No extra compensation will be allowed because Town labor or equipment is unavailable. Town staff may provide administrative coordination and inspect work, but shall not perform contractor work.

Construction, Quality and Safety Requirements Contractor shall comply with applicable federal, Connecticut, and local requirements, including OSHA, prevailing wage requirements when applicable, work-zone safety, environmental controls, and proper disposal. Contractor shall submit a proposed work schedule, traffic control plan, mix design, equipment list, and designated site supervisor before notice to proceed. The Town may require proof of asphalt delivery tickets, compaction results, and thickness verification. Defective or nonconforming work must be corrected without additional charge. Contractor is responsible for damage caused by its operations.

No work may begin until the Town issues a written Notice to Proceed. The contractor shall comply with the construction schedule and continuous performance requirements below. Final acceptance is subject to satisfactory inspection and cleanup.

Construction Schedule Continuous Performance and Timely Completion

1. Project Commencement and Completion All work shall be completed no later than May 31, 2027, unless the Town approves a written extension under this section. The contractor shall coordinate commencement with suitable weather and asphalt plant availability and shall submit a detailed construction schedule for approval by the Town’s Highway Supervisor before receiving a written Notice to Proceed.

The schedule shall identify commencement and completion dates for each awarded roadway, including milling, surface preparation, asphalt installation and final restoration; planned working days and hours; and anticipated interruptions. The approved schedule and roadway completion dates shall be incorporated into the executed contract. Time is of the essence.

2. Continuous Performance and Dedicated Resources Once construction begins on an individual roadway, the contractor shall diligently and continuously perform the work through completion and maintain sufficient personnel, equipment, materials and supervision dedicated to the Town’s project to meet the approved schedule.

The contractor shall not divert assigned crews or equipment to other customers when doing so would interrupt or delay the Town’s work. The contractor shall not commence work on another roadway until the previously started roadway has been completed to a safe and acceptable condition, unless the Highway Supervisor authorizes otherwise in writing.

3. Restrictions on Work Interruptions After milling begins on a roadway, no interruption of active construction may exceed two (2) consecutive working days without prior written authorization from the Highway Supervisor. Working days are Monday through Friday, excluding legal holidays, unless the approved schedule specifies additional working days. The contractor shall not leave partially milled, partially paved or otherwise unfinished surfaces over a planned holiday weekend without prior written approval and an approved roadway protection plan.

Planned holidays, vacations, competing contracts, equipment reassignment and foreseeable staffing or scheduling conflicts do not excuse delays or extend the approved schedule. The contractor shall plan milling and paving to avoid leaving unfinished work exposed during such periods.

Weather, unanticipated asphalt plant closures, emergencies or circumstances beyond the contractor’s reasonable control may justify an interruption or extension only when documented and approved in writing by the Town. The contractor shall promptly notify the Highway Supervisor, identify affected activities and expected duration, and submit a revised schedule and mitigation measures. In an emergency, notice shall be provided as soon as practicable. An interruption does not automatically extend a completion deadline.

4. Roadway Protection and Public Safety The contractor shall maintain safe roadway conditions throughout construction and protect exposed pavement, unfinished asphalt joints, roadway edges and partially completed surfaces. Traffic control, temporary transitions, access arrangements and protective measures shall address resident, emergency vehicle and construction vehicle access during any interruption.

Damage resulting from premature traffic exposure, construction equipment, inadequate protection or unreasonable delay attributable to the contractor shall be repaired at the contractor’s sole expense. The Town may require additional temporary safety measures or repairs to protect the traveling public.

5. Failure to Maintain Schedule Failure to maintain the approved schedule, provide sufficient resources or continuously perform the work without approved justification shall constitute a material failure to perform. The Town shall provide written notice and may require the contractor to submit and begin implementing a corrective action plan within two (2) business days after receipt, or sooner for an immediate safety hazard.

If the deficiency is not corrected, the Town may, subject to applicable contract notice and cure provisions, withhold payment for incomplete or deficient work; require sufficient additional staffing or equipment at no additional cost; assess expressly established liquidated damages; or terminate for default and pursue available contractual remedies, including documented additional completion costs.

6. Liquidated Damages for Unexcused Delay The Town may assess liquidated damages of $500 per calendar day for each day of contractor-attributable, unexcused delay beyond an approved contractual roadway completion deadline or the May 31, 2027 final completion deadline, as extended in writing by the Town. Assessments begin on the calendar day following the applicable deadline and continue until the affected work is completed and accepted. No more than one $500 assessment shall accrue for the same calendar day, regardless of the number of missed deadlines.

Liquidated damages shall not apply to Town-approved extensions or delays attributable to the Town. The amount shall be incorporated into the executed contract as a reasonable advance estimate of anticipated delay-related damages and not as a penalty. The two-working-day interruption limit is separately enforceable under the failure-to-maintain-schedule provisions; it does not independently trigger the daily assessment. Recovery shall not duplicate compensation for the same delay-related loss.

Submission Requirements

• One signed original and three copies, sealed and delivered to the Finance Department by the stated deadline. Place the completed price schedule in a separately sealed inner envelope marked PRICE PROPOSAL.

• Company information, CT registration as applicable, key staff, subcontractors, relevant licenses, and at least three comparable municipal roadwork references with contact details.

• Technical work plan covering milling and paving sequence, quality control, traffic control, flagging, resident access, drainage/utility adjustments and cleanup. Include a road-by-road schedule demonstrating completion by May 31, 2027, continuous operations, compliance with the two-working-day interruption limit, and protection of unfinished surfaces during approved interruptions and holiday weekends.

• Identify crews, supervision and equipment to be dedicated to Plainfield; asphalt supply source and backup capacity; other active commitments; and how resources will remain available to meet the approved schedule without diversion to competing projects.

• Completed pricing and certifications; any assumptions, exceptions, proposed substitutions, or alternates clearly identified. Unstated exclusions will not be recognized.

Mandatory Contractor Eligibility — CTDOT Prequalification Only bidders holding current Connecticut Department of Transportation (CTDOT) contractor prequalification in classification(s) appropriate for the road milling and asphalt paving work described in this Invitation to Bid are eligible. Each bidder shall submit evidence of its current CTDOT prequalification, including applicable work classification(s), with its sealed bid. Mere registration on a State bid-notification or vendor list does not satisfy this requirement. The Town may verify status with CTDOT and reject bids from contractors that do not meet this mandatory eligibility condition. CTDOT prequalification does not waive prevailing wage, CHRO, insurance, or other applicable contract obligations.

Weighted Bid Evaluation — 100 Points The Town will first determine responsiveness and contractor responsibility. Responsive bids will be evaluated using the following 100-point weighted system.

Non-price criteria shall be rated 0–5 and converted to weighted points (rating / 5 x criterion maximum): 0 absent/unacceptable; 1 poor; 2 fair; 3 satisfactory; 4 strong; 5 excellent. Evaluators will document material strengths and weaknesses. Material failure to provide all required contractor labor, including flagging and cleanup, may render a proposal nonresponsive. The Town may verify references, request interviews or best-and-final offers, and document consistent score changes. For partial awards, the Town may evaluate applicable road-specific prices and overall best value.

State Funding, Prevailing Wage and CHRO Requirements Funding. The Town anticipates using state financial assistance, potentially including Town Road Aid and/or LOCIP. All bids must include the costs of compliance with applicable funding-program conditions. The Town will confirm eligible funding, any grant-specific procurement restrictions, and required approvals before award or notice to proceed. State funding does not itself mean that the bidder must hold a CTDOT contract.

Connecticut prevailing wage. The contractor and all covered subcontractors shall comply with C.G.S. §§31-53 and 31-53b and applicable regulations if the project meets statutory coverage requirements. Where applicable, pay at least the project-specific Connecticut DOL Heavy/Highway wage and fringe rates, comply with annual July 1 rate adjustments, maintain required records, submit monthly certified payrolls and statements of compliance, and satisfy applicable safety training requirements. A project-specific DOL wage-rate bid package and required notices shall be attached to the solicitation before advertisement if the project is covered. The Town shall obtain a DOL applicability determination if coverage is uncertain; bidders shall not rely on generic published rates as a substitute for the project-specific schedule.

CHRO contract compliance. The contractor shall comply with applicable C.G.S. §§4a-60, 4a-60a, 4a-60g and 46a-68b et seq., including required nondiscrimination contract provisions and applicable state-funded public works contract compliance procedures. If project state funding is at least $150,000, the Town shall determine and communicate the applicable CHRO project-specific goals and notification requirements. As of July 1, 2026, CHRO provides a Short Form Good Faith Efforts Plan for qualifying projects with state funding of $150,000 to less than $1,000,000 and a Long Form for projects with $1,000,000 or more in state funding, subject to current CHRO rules and exemptions. Bidders shall cooperate with required submissions and documentation.

Municipal street paving limited exemption. The Town may apply for CHRO’s Street Paving Limited Exemption if the project meets its conditions. The exemption is not presumed or automatic. If approved, it may relieve the awarded contractor of the Good Faith Efforts Plan filing requirement; all other applicable nondiscrimination, notification, and funding obligations remain in effect. The Town will communicate the determination in writing.

Award method and funding conditions. The Town retains the stated 100-point weighted best-value evaluation, including 50 points for price. The Town may award individual roads or a combined contract and will document the evaluation basis. If a funding source imposes a mandatory award method or other procurement condition inconsistent with these criteria, the Town shall amend the solicitation before bids are due rather than change evaluation rules after opening.

Standard Terms and Conditions Bonding Requirements No bid bond is required with the submission of a bid.

A separate performance bond is not required by the Town unless otherwise mandated by applicable law or funding conditions.

Where required by Connecticut General Statutes §49-41, the successful bidder shall furnish a labor and materials payment bond in the full amount of the awarded contract, issued by an acceptable surety, on or before the contract award date. All bonding costs shall be included in the bidder’s proposed pricing.

All technical, paving, scope, and site questions shall be submitted in writing to Rob Berube, Highway Supervisor, at rberube@plainfieldct.org. The Director of Finance will not respond to paving or technical questions. Only written addenda issued by the Town modify this RFP; bidders are responsible for obtaining and acknowledging addenda. Late proposals will not be considered.

Before work starts, the selected contractor shall furnish evidence of workers compensation at statutory limits, commercial general liability ($1 million per occurrence / $2 million aggregate), and automobile liability ($1 million combined single limit), naming the Town as additional insured on applicable liability policies, subject to final contract requirements. Contractor shall be responsible for subcontractors and shall indemnify the Town to the fullest extent permitted by law for claims arising from contractor negligence or wrongful acts. Final insurance and contract terms are subject to Town review.

Payment Terms. The contractor may submit itemized invoices for completed work, identifying each road, approved quantities, and authorized changes. Any progress payment requires Highway Department verification and Town approval. Final payment shall be made within thirty (30) days following approved completion, receipt of a correct final invoice, and execution of the Certification of Completion by the Town Highway Department. No final payment is due before correction of deficiencies and receipt of required closeout documentation. No oral changes or extra work bind the Town.

PRICE PROPOSAL FORM — SUBMIT IN SEPARATE SEALED ENVELOPE

Bidder legal name: ____________________________________________________________ All prices must include full independent performance, including traffic control, flaggers, sweeping, leaf blowing, cleanup, hauling and disposal. Enter firm lump-sum prices and informational unit rates. No Town assistance is available.

Combined-award discount (if any): $________________ NET COMBINED BID: $________________ Informational unit prices: 2-inch mill/overlay $________ /SY; 1 1/2-inch mill/overlay $________ /SY; additional milling $________ /SY-inch; additional asphalt $________ /ton; structure adjustment $________ /each.

Proposed start: __________ Completion within ______ calendar days after Notice to Proceed, and no later than May 31, 2027 unless extended in writing by the Town. Attach the required road-by-road schedule. Price valid for 60 days. Assumptions / alternates (attach additional pages): ______________________________ Contractor Certification The undersigned confirms that the bid includes all labor, supervision, flaggers, traffic control, leaf blowing, sweeping, cleanup, materials, equipment, trucking, and all incidentals; that NO TOWN EMPLOYEES OR EQUIPMENT WILL BE AVAILABLE TO PERFORM OR ASSIST WITH ANY PART OF THE WORK; that the bidder reviewed the RFP and addenda; and that this bid is genuine, non-collusive and submitted by an authorized representative. The bidder also acknowledges the May 31, 2027 completion deadline, continuous performance and dedicated resource requirements, interruption restrictions, and $500 per calendar day liquidated damages provision.

Authorized representative / title: ______________________________________________ Signature: ____________________________________ Date: _____________________ Address: __________________________________________________________________ Phone / email: _____________________________________________________________ Addenda acknowledged: _____________________________________________________ Reference Form Reference 1: Municipality/client and project: ______________________________________________ Contact, phone and email: __________________________________________________________ Dates, value, scope and proposed crew involvement: ____________________________________ Reference 2: Municipality/client and project: ______________________________________________ Contact, phone and email: __________________________________________________________ Dates, value, scope and proposed crew involvement: ____________________________________ Reference 3: Municipality/client and project: ______________________________________________ Contact, phone and email: __________________________________________________________ Dates, value, scope and proposed crew involvement: ____________________________________ Certification of Completion BID FIN-261008 | Road Milling and Asphalt Overlay Services To be completed by the Town of Plainfield Highway Department after inspection. This form is required before final payment authorization.

Contractor: ______________________________________________________________ Road(s) / work areas: _______________________________________________________ Date work completed: __________________ Date inspected: __________________ Final contract amount (including approved changes): $________________________ Highway Department Inspection and Acceptance ☐ Specified milling and compacted overlay depths and limits verified ☐ Surface smoothness, drainage, transitions, and utility adjustments accepted ☐ Traffic control removed; sweeping, leaf blowing, debris removal, and cleanup complete ☐ Deficiencies corrected and required documentation received ☐ All work accepted as complete ☐ Exceptions / corrective work outstanding Exceptions / corrective work: ____________________________________________________ Highway Supervisor / authorized Highway Department representative:

Printed name: __________________________ Signature: __________________________ Approval date: __________________________ Finance Department acknowledgment (payment processing only):

Signature: ______________________________ Date: ______________________________ Highway Department approval certifies satisfactory completion for final-payment review; it does not waive latent defects, warranties, or other contractual remedies.

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