RFP-08-26-998-Asphalt Patching Bid.pdf

Notice to Bidders

Request for Bids for

FULL DEPTH ASPHALT PATCHING

FY 2026/2027

For

City of Lexington.

Lexington, North Carolina

BID: 08-26-998

CATEGORY: Construction PROJECT: Full Depth Asphalt Patching FROM: Matt Hammonds, Street Manager mjhammonds@lexingtonnc.gov NOTICE DATE: Monday, October 12, 2026 SUBMIT QUESTIONS: Wednesday, October 21,2026 by 5:00pm QUESTIONS RESPONSE: Friday, October 23, 2026, by 5:00pm SUBMISSION DATE: Wednesday, October 28, 2026 by 3:00pm via email only

In accordance with Section 143-131 of the General Statutes of North Carolina, the City of Lexington, NC is soliciting informal bids for construction and repair work consisting of four-inch depth asphalt patching on multiple City streets. Attached are the Instructions and Specifications, Informal Bid Proposal Form and project location/quantity schedule for this project.

Informal proposals for the furnishing of labor, materials, equipment, and services for construction of the Project will be received by the Project Manager, Matt Hammonds MJHammonds@LexingtonNC.gov via email only, until 3:00 P.M., Wednesday, October 28, 2026. No late bids will be considered.

There will be no public bid opening.

Bids shall be submitted to the City in the manner stated in this solicitation by the SUBMISSION DATE shown above. For questions on the bidding procedures or site visits, please contact project manager Matt Hammonds at MJHammonds@LexingtonNC.gov The deadline for questions and site visits is Wednesday, October 21, 2026, at 5:00 P.M. Responses to any questions received will be issued in an addendum by Friday, October 23, 2026, at 5:00 P.M. Any modification, clarification, or interpretation of the Bid Documents shall be made only through the written addendum issued by the City.

Verbal statements or other communications shall not be binding.

The City of Lexington reserves the right to reject any or all bids, waive informalities to the extent permitted by law, and award the contract to the lowest responsive and responsible bidder when determined to be in the best interest of the City.

mailto:mjhammonds@lexingtonnc.gov mailto:MJHammonds@LexingtonNC.gov mailto:MJHammonds@LexingtonNC.gov.

INSTRUCTIONS AND SPECIFICATIONS

FOR

CITY OF LEXINGTON, NC

PLEASE READ CAREFULLY BEFORE PREPARING AND SUBMITTING YOUR BID

All bids shall be prepared and submitted in accordance with the following specifications.

Failure to comply with any requirement could cause the bid to be considered irregular and shall be grounds for rejection of the bid.

I. SUPPLEMENTAL STANDARD SPECIFICATIONS

A. Standard Specifications: The most current issue of the Lexington Infrastructure Development Standards manual, hereinafter referred to as the “Standard Specifications,” shall apply on all portions of the project unless otherwise specified herein. Where specifications refer to particular items, materials, procedures, etc., the appropriate section of the Standard Specifications shall apply. The absence of a description or specification for any item shall automatically refer to the appropriate section of the Standard Specifications. All work and materials shall also be in accordance with the current North Carolina Department of Transportation Roadway Standard Drawings, and the current edition of the Manual on Uniform Traffic Control Devices (MUTCD). A link to these standards & specifications can be found below:

https://www.lexingtonnc.gov/government/departments/engineering-services/lids

B. OSHA Requirements: The Contractor shall comply with applicable OSHA safety regulations while performing work for the City of Lexington. This includes provisions for safety of workers, pedestrians and motorists within the work zone.

C. Subsurface Investigation: The Contractor shall make his own subsurface investigations. Any information obtained by the City as a result of its own subsurface investigations will be made available upon request. This information (when available) is provided for informational purposes only and shall not relieve the Contractor of making his own investigations.

The Contractor shall contact North Carolina 811 to locate any underground utilities prior to any excavation.

D. Licenses. Bidders are hereby notified that Chapter 87 of the North Carolina General Statutes will be observed in receiving and awarding the Contract(s). Accordingly, Bidders must have proper license(s) under the State laws governing their respective trade(s).

E. Application: The work contemplated and covered by this specification and items under which the bid is to be made are listed on the Informal Bid Proposal Form.

F. Bid Proposal Form and Quantities: The quantities shown on the Informal Bid Proposal Form are estimates only and are provided for bid comparison and planning purposes. The City does not guarantee a minimum quantity of work. Payment will be made only for actual quantities of work authorized by the City, completed, accepted, and documented in accordance with the Contract. The City reserves the right to increase or decrease estimated quantities within the limits permitted by the Contract and applicable law. No additional or extra work shall be performed without prior written authorization from the City.

II. Familiarity with Project Conditions. Bidders are required to and shall inform themselves fully of the conditions relating to the construction project and labor under which the work will be performed, and a contractor must employ, insofar as is possible, such methods and means in carrying out the work so as not to cause any interruption and/or interference with any other contractor(s).

III. PROJECT SPECIAL PROVISIONS:

A. Scope: The Contractor shall complete the work in this contract in strict accordance with City of Lexington Standard Specifications. The work covered by these Provisions consists of four-inch depth patching on multiple City roads. A link to these standards & specifications can be found below:

Prior to beginning construction at each location, the Contractor and Project Manager shall review the work area. The Project Manager may provide field direction concerning patch location, removal limits, depth, sequencing, and other technical matters within the approved scope. Field direction does not authorize the Contractor to exceed the contract amount, perform extra work, or otherwise modify the Contract unless the change is approved in writing in accordance with the City's purchasing and contracting requirements.

All work herein specified shall be performed in accordance with the Standard Specifications and include the doing and furnishing of all miscellaneous and incidental work necessary to complete the installation. The contractor shall cooperate with other contractors (if any) on the work and so arrange his work as to cause the least inconvenience to all concerned. The contractor shall be responsible for and correct all damage from all causes, until the final

B. Project Locations: The locations of work to be performed are within the City limits of Lexington NC. There are approximately 41 patches to be completed but may be subject to change dependent upon field conditions and budget restrictions. For list of streets and measurements of each cut, see the table on the last page of this document.

C. Date of Availability and Completion Date: The availability date for this project is Thursday, October 29, 2026. The date of completion is Monday, December 21, 2026.

Areas to be patched will be marked prior to the commencement of patching. All patches shall be saw cut prior to removal of the existing material unless milled. The patch depth will be determined in the field and be from four to eight inches. The initial lift will consist of B25.0C asphalt base or Aggregate Base Course (ABC). The patches will be constructed in lifts of no more than 4 inches of asphalt mix. If the road is to be resurfaced, the base or binder will be finished flush with the existing pavement. If not, the final lift will be a compacted one-and-a-half-inch lift of S9.5C finished flush with the existing pavement. The minimum patch width will be 4 feet. All patches shall meet LIDS number 1024A, B and C.

D. Base Bid - Patching: Areas to be patched will be marked prior to the commencement of patching. All patches should be saw cut prior to removal of the existing material unless milled.

The patch depth will be determined in the field and be from four to eight inches. The initial lift will consist of B25.0C asphalt base or Aggregate Base Course (ABC). The patches will be constructed in lifts of no more than 4 inches of asphalt mix. If the road is to be resurfaced, the base or binder will be finished flush with the existing pavement. If not, the final lift will be a compacted one-and-a-half-inch lift of S9.5C finished flush with the existing pavement. The minimum patch width will be 4 feet.

E. Utility Conflicts/Adjustments: It shall be the responsibility of the Contractor to contact all affected utility owners and determine the precise locations of all utilities prior to beginning construction. Utility owners shall be contacted a minimum of 48 hours prior to the commencement of operations. Special care shall be used in working around or near existing utilities, protecting them when necessary to provide uninterrupted service. In the event that any utility service is interrupted, the Contractor shall notify the utility owner immediately and shall cooperate with the owner, or his representative, in the restoration of service in the shortest time possible. Existing fire hydrants shall be kept accessible to fire departments at all times.

The contractor shall adhere to all applicable regulations and follow accepted safety procedures when working in the vicinity of utilities in order to ensure the safety of construction personnel and the public.

Where the project schedule identifies a valve, manhole, or other utility adjustment, the Contractor shall coordinate the adjustment with the Project Manager and applicable utility owner before paving.

All utility structures identified in the table on the last page of this document will be adjusted by the Contractor and should be included in the Contractor's asphalt unit price. The Contractor remains responsible for protecting existing utilities and coordinating its work so that required adjustments can be completed without unnecessary delay.

F. Restoration: All private and public property disturbed in the process of project construction shall be restored to the condition existing prior to construction.

IV. TRAFFIC CONTROL:

A. Contractor Responsibility: The Contractor shall provide all traffic control devices and signs to warn the traveling public in accordance with the latest Manual on Uniform Traffic Control Devices and all supplements thereto.

B. Traffic Control Signs: The Contractor shall furnish, erect, operate, relocate, maintain and remove all temporary traffic control devices necessary for notifying and controlling both pedestrian and vehicular traffic per the latest Manual on Uniform Traffic Control Devices. All permanent signing required on this project will be furnished, erected, operated, relocated, and maintained by the City of Lexington.

C. Street and Lane Closures: The Contractor will need approval from the Project Manager to close any street and shall notify the City at least five (5) days prior to closing a street. The Contractor shall begin work on a street on the scheduled date of the closure.

D. Maintenance of Traffic: The Contractor shall coordinate with the project manager and property owners prior to removing and restoring any driveway access. Incidental stone will be used to provide access for affected residents and business owners. The Contractor shall provide adequate drainage under driveways and within the project area for the duration of the project.

E. Vehicle Sensors: The Contractor shall make every effort to prevent damage to vehicle sensors during construction.

V. MINIMUM REQUIREMENTS FOR CONTRACT

EXECUTION AND PERFORMANCE:

A. Form of Contract. The successful contractor that is awarded this bid will be expected to enter into a contract for the construction and completion of the work specified in this proposal.

In the event additional terms and conditions are proposed to be attached to said contract, there shall be none of the following unless express prior written agreement is obtained from the City:

(i) any limitation on, or disclaimer of, implied or express warranties or the liability of Contractor;

(ii) any limitation on damages, including a limitation on consequential damages;

(iii)any requirement for arbitration or for mandatory mediation;

(iv) any requirement that City officials or employees keep information confidential or that records be kept confidential by the City, unless the requirement for confidentiality meets the requirements of the North Carolina Public Records law.

B. Federal Requirements. This project uses no federal or State funding; therefore, federal requirements do not apply.

C. Performance and Payment Bonds. Performance and Payment Bonds are not required for this project.

D. Insurance Provisions. The successful bidder shall procure and maintain during the life of the contract the Insurance Provisions as outlined in Article 33 of the General Conditions of the Contract for Construction. Required coverage limits will be 1) Commercial General Liability and Business Automobile - $1,000,000 per occurrence and 2) Workers’ Compensation - $100,000 for both employer’s liability and bodily injury by disease for each employee and $500,000 for the disease policy limit. The City shall be named as an additional insured for Commercial General Liability and Business Automobile policies.

It shall be the responsibility of the Contractor to ensure that all subcontractors comply with the same insurance requirements that he is required to meet.

E. Billing. The Contractor shall submit a bill to the City for work performed under this contract.

The Contractor shall invoice the City, and the City shall pay, in accordance with the rates set forth herein. Payment will be made by the City within thirty (30) days of receipt of an accurate invoice, approved by the Contract Coordinator.

F. Payment: Payment will be made based on unit prices only for actual quantities for the work performed based on the actual field measurements, verified by weight tickets.

G. Contractor Affirmations

E-Verify Requirements: Contractor shall comply with the requirements of Article 2 of Chapter 64 of the General Statutes of North Carolina. Further, if contractor utilizes a subcontractor, contractor shall require the subcontractor to comply with the requirements of Article 2 of Chapter 64 of the General Statutes of North Carolina.

Debarred Companies List: Contractor hereby certifies that Contractor and all subcontractors are not on either the North Carolina Divestment and Contract Prohibition List found at www.nctreasurer.com or the United States Federal Divestment and Contract Prohibition List found at www.sam.gov.

Contractor certifies that Contractor and all subcontractors are not engaged in a boycott of Israel as defined by the ‘Companies Boycotting Israel Act of 2017’.

Contractor certifies that Contractor and all subcontractors are not engaged in any investment activities with Iran as defined by ‘The Iran Divestment Act of 2015’.

http://www.sam.gov/

INFORMAL BID PROPOSAL FORM

FOR

CITY OF LEXINGTON, NC

The undersigned bidder declares that the Instructions to Bidders, Specifications and Locations have been thoroughly examined, and bidder is informed fully with regard to all the instructions and specifications pertaining hereto. The bidder further agrees that if this proposal is accepted within ninety (90) days, bidder will complete the project supplying tools, machinery, apparatus, labor and material required under these specifications at the prices set forth below:

The quantities shown on the Bid Proposal Form are estimates only. Payments will be made only for actual quantities for the work performed based on the actual field measurements, verified by weight tickets.

The Contractor’s per-ton price shall be all-inclusive and shall include all labor, equipment, materials, transportation/mobilization, and incidental costs necessary to complete the work. The unit price shall include, but not be limited to, mobilization, saw cutting, milling, excavation, removal and disposal of existing materials, furnishing and placement of base material, traffic control, tack coat, asphalt materials, placement, grading, compaction, restoration, utility adjustments, cleanup, and all other incidental work necessary to provide a complete and properly finished installation. No additional payment will be made for these items unless specifically identified as separate bid items in the Contract.

BASE BID

ITEM

DESCRIPTION

UNIT

EST.

QUANTITY

UNIT

COST

TOTAL

1 Patching TN 95

TOTAL BID $

BID PROPOSAL FORM

SUBMITTED BY THE FOLLOWING CORPORATION:

Name of Corporation:

License Number: _______________________ Address:

Printed Name:

Title:

Email:

ATTEST: CORPORATE SEAL

By:

Printed Name:

Title:

STATE OF

COUNTY OF

I, , a Notary Public of the State of , County, certify that , personally came before me this day and acknowledged that he/she is the of , a corporation, and that by authority duly given and as the act of the corporation, the foregoing instrument was signed in its name by , its

, sealed with its corporate seal and attested by him/her as its

Witness my hand and seal, this day of , 20 .

Notary Public

My commission expires:

SEAL

Address Cut Size Quantity Tons Notes Weaver Dr. at Long St. 160' × 5' 1 19.3 Valve adjustment required 1237 Sunny Side Dr. 13' × 20' 1 6.3

526 Leonford St 20' × 35' 1 16.9

201 Market St. 10' × 7' 1 1.7

200 Market St. at W. 1st Ave. Ext. 8' × 8' 1 1.5

815 W. Center St. on Market St. 10' × 8' 1 1.9

203 Market St. at Electric Substation 3' × 2' 1 0.1

205 Market St., South Corner of Lot 2' × 2' 1 0.1

Market St. at W. 3rd Ave. Ext. 3' × 2' 1 0.1

201 Market St. 12' × 7' 1 2.0

201 Market St. 7' × 7' 1 1.2

Market St. at W. 2nd Ave. Ext. 10' × 5' 1 1.2

Market St. at W. 2nd Ave. Ext. 5' × 4' 1 0.5

Market St. at W. 2nd Ave. Ext. 4' × 3' 1 0.3

Market St. at W. 3rd Ave. Ext. 8' × 8' 1 1.5

200 Shoaf St. 6' × 6' 1 0.9

202 Shoaf St. 10' × 3' 1 0.7

302 Shoaf St. 8' × 5' 1 1.0

Shoaf St. at W. 2nd Ave. Ext. 10' × 3' 1 0.7

Shoaf St. at W. 3rd Ave. Ext. 12' × 7' 1 2.0 Valve adjustment required Shoaf St. at W. Center St. 10' × 8' 1 1.9 Valve adjustment required Shoaf St. at 901 W. Center St. 4' × 3' 1 0.3

801 W. Center St., Parking-Lot Shoulder 6' × 6' 1 0.9 Valve adjustment required 803 W. 2nd Ave. Ext. 10' × 5' 1 1.2

W. 1st Ave. Ext. at 200 Market St. 16' × 6' 1 2.3

210 Market St. on W. 2nd Ave. Ext. 6' × 6' 1 0.9

W. 3rd Ave. Ext. near 208 Shoaf St. 8' × 6' 1 1.2

W. 3rd Ave. Ext. between 1000 and 1002 6' × 6' 1 0.9

W. 3rd Ave. Ext. near Spruce St. 7' × 3' 1 0.5

W. 3rd Ave. Ext. beside 209 Spruce St. 10' × 6' 1 1.5

Spruce St. at National Blvd. 8' × 7' 1 1.4 Valve adjustment required Spruce St. at National Blvd. 7' × 6' 1 1.0

Spruce St. at W. 3rd Ave. Ext. 30' × 20' 1 14.5 Valve adjustment required Spruce St. at Manhattan Dr. 10' × 4' 1 1.0 Valve adjustment required 905 W. Center St. on Burler St. 7' × 6' 1 1.0

Burler St. at W. 1st Ave. Ext. 5' × 2' 1 0.2

101 Burler St. 4' × 3' 1 0.3

103 Burler St. 8' × 6' 1 1.2

107 Burler St. 4' × 3' 1 0.3

Burler St. at W. 2nd Ave. Ext. 4' × 3' 1 0.3

205 Burler St. 8' × 8' 1 1.5

Total

41 94.3