RFP-2026 LMIG Supplement Asphalt Resurfacing.pdf

Request for Proposal (RFP)

RFP #COK 26-041

2026 LMIG Supplement Asphalt Resurfacing

Issued by:

City of Kingsland, Georgia

Proposals must be submitted

No later than

2:00PM on Tuesday, October 6, 2026

To:

City of Kingsland

Mailing Address

City of Kingsland

Finance Department

Attn: Hannah Smith, Purchasing Director

P.O. Box 250

Kingsland, Georgia 31548

Delivery Address

City of Kingsland

Finance Department

Attn: Hannah Smith, Purchasing Director

105 West William Avenue

Kingsland, Georgia 31548

LATE PROPOSALS WILL BE REJECTED

Issued: 09/01/2026

CITY OF KINGSLAND, GEORGIA RFP #COK26-041

WWW.KINGSLANDGEORGIA.COM 2026 LMIG SUPPLEMENT ASPHALT RESURFACING

City of Kingsland, Georgia Page 2

Purpose

The City of Kingsland is seeking proposals for the 2027 LMIG Asphalt Resurfacing Project.

Invitation

You are hereby invited to submit a sealed proposal by providing all information requested in the attached “Scope of Work” to the Finance Department to either address listed below:

Mailing Address: Delivery Address:

City of Kingsland City of Kingsland Finance Department Finance Department Attn: Hannah Smith, Purchasing Director Attn: Hannah Smith, Purchasing Director P.O. Box 250 105 West William Avenue Kingsland, Georgia 31548 Kingsland, Georgia 31548

Proposal Submission Process

All proposals shall be submitted in a sealed envelope. The Request for Proposal (RFP) number, title, opening date and name of bidder shall be clearly displayed on the outside of the sealed envelope. The delivery of said proposal to the prescribed delivery point on or before the specified opening date and time is solely and strictly the responsibility of the Proposer. Any proposal received at the prescribed delivery point after the specified date and time will NOT be accepted. Proposals must be submitted in writing and as prescribed by the City. No other forms will be accepted. No Proposal may be modified after opening.

All Responders shall submit one (1) original and two (2) copies of their documents in a SEALED envelope or package. Responders must submit their proposal no later than Tuesday, October 6, 2026 at 2:00 PM.

Any proposal received after the time and date specified will NOT be considered. The bid opening will be held in the City Hall Council Chambers located at 107 South Lee St., Kingsland, GA.

Pre-Proposal Meeting

There will not be a pre-proposal meeting.

http://www.kingslandgeorgia.com/

CITY OF KINGSLAND, GEORGIA RFP #COK26-041

WWW.KINGSLANDGEORGIA.COM 2026 LMIG SUPPLEMENT ASPHALT RESURFACING

City of Kingsland, Georgia Page 3

Scope of Work

1. City of Kingsland is seeking vendors to construct Asphalt Resurfacing on City roads/streets (listed in this document).

Work is to include tack, striping and traffic control.

City of Kingsland will provide all manhole and valve extension rings to be installed by the contractor at time of paving.

Striping to match existing layout including R/R crossings, stop bars, crosswalks and long lines unless noted otherwise.

All striping is to be completed using thermoplastic with reflective beads.

Overlay to be 1.5 inches of .95 asphalt.

Ensure a smooth transition on all driveways and side streets.

**Backfill of new pavement will be accomplished by City of Kingsland Public Works Dept.

Minimum Qualifications

The Contractor must agree to maintain Workers’ Compensation and liability insurance for a minimum of one million dollars ($1,000,000) to protect the City from liability claims for damages because of bodily injury, including death, and from liability for damages to property. The contractor will furnish a certificate of said insurance to the City of Kingsland before beginning the work or with submission of proposal if listed as part of the required documents.

No Corrections

Once a competitive proposal is submitted, the City shall NOT accept any request by any proposer to correct errors or omissions in any calculations or competitive price submitted. The only exception to allow a correction is the mistake must be clerical or mathematical in nature; it cannot be an error in judgment such as failure to properly price performance costs; the nature of the mistake must be readily apparent on the face of the bid itself; and the intended bid price must be apparent as well. The bidder cannot resort to bid-preparation worksheets to prove its intended bid price. Based on the above circumstances, the allowance of the correction will be at the discretion of the City of Kingsland.

CITY OF KINGSLAND, GEORGIA RFP #COK26-041

WWW.KINGSLANDGEORGIA.COM 2026 LMIG SUPPLEMENT ASPHALT RESURFACING

City of Kingsland, Georgia Page 4

Award

The contract will be awarded to the most responsible, responsive bidder whose submission, conforming to the solicitation, will be most advantageous to the City of Kingsland price and other factors conferred, such as quality of equipment, conformity of the specifications and warranty. Any proposer who is in default to the City of Kingsland at the time of submittal of the proposal shall have that proposal rejected.

The City of Kingsland reserves the right to clarify any terms with the concurrence of the Vendor; however, any substantial non conformity in the offer, as determined by the City of Kingsland, shall be deemed non-responsive and the offer rejected. The City of Kingsland reserves the right to reject Proposals, or any part of any proposal, containing any additional terms or conditions not specifically requested in the original conditions and specifications.

The City of Kingsland reserves the right to reject any or all proposals, or any part of any proposal, to award in part or in whole, to waive any informality in any submission, and to award a contract deemed to be in the best interest of the City of Kingsland. City of Kingsland reserves the right to accept or reject any and all responses, to waive irregularities, and to re-advertise as may be determined to be in the best interest of the City.

The City of Kingsland reserves the right, at any time, to modify, waive, or otherwise vary the terms and conditions of this RFP including, but not limited to, the deadlines for submissions and submission requirements. The City further reserves the right to cancel or withdraw this RFP at any time. The City also reserves the right to negotiate mutually acceptable contract terms with the successful proposer. (City Purchasing Ordinance, Article IV, Division 2, Section 2-99).

Days of Completion

Work shall be completed no later than 180 Days following the commencement date of the contract and following written “Notice to Proceed” by Owner. The Contract time may be extended as approved by the City of Kingsland in an amount equal to time lost due to delays beyond the control of Contractor. Such delays shall include, but not be limited to, acts or neglect by Owner or others performing additional work, fires, floods, abnormal weather conditions or acts of God.

Local Vendor Preference

For purchases, bids, proposals or contracts less than $100,000 the local vendor may be given an opportunity to match the lowest price proposal, if the quotation or bid of the local vendor is within 10% of the lowest price proposal by a non-local vendor. In the event a local vendor matches the lowest price proposal, including all other terms, quality, service and conditions, then the local vendor shall be awarded the contract. (See City of Kingsland Purchasing Ordinance for complete guidance.)

CITY OF KINGSLAND, GEORGIA RFP #COK26-041

WWW.KINGSLANDGEORGIA.COM 2026 LMIG SUPPLEMENT ASPHALT RESURFACING

City of Kingsland, Georgia Page 5

Liquidation of Damages

VENDOR and OWNER recognize that time is of the essence of this Agreement and that OWNER may suffer financial loss or liability if the Work is not completed within the times specified; plus, any extensions thereof allowed by an official written request and approval of an extension of time. The parties also recognize the delays, expense, and difficulties involved in proving, in a legal or arbitration proceeding, of the actual loss suffered by OWNER if the Work is not completed on time. Accordingly, instead of requiring any such proof, OWNER and VENDOR agree that as liquidated damages for delay (but not as a penalty), VENDOR shall pay OWNER $300.00 for each calendar day that expires after the time specified for completion until the work or product is finalized and accepted by the City.

Hold Harmless

The Vendor will indemnify, defend, and hold harmless the City of Kingsland from loss for all suits, actions, or claims of any kind brought as a consequence of any negligent act or omission by the Vendor.

The Vendor agrees that this clause shall include claims involving infringement of patent or copyright.

For purposes of this document, “City” and “Vendor” includes their employees, officials, agents and representatives.

Payment

Unless otherwise stated, payment will be made within thirty (30) days of the completion of the Scope of Work and acceptance by the City of Kingsland. Bidder shall compute pricing less sales tax, of which the City of Kingsland is exempt, and documentation will be provided upon request.

Performance and Bid Bond Requirements

In order to be considered, Bids must be accompanied by a Bid Bond payable to the Owner in an amount of 5% of the Base Bid. Bid Bond shall become payable to the Owner, only if the bidder to whom award is made should fail to execute contract with the Owner and furnish bonds in accordance with the terms of contractor’s proposal within ten (10) days after notification of Award.

No bid may be withdrawn for a period of sixty (60) days after date of bid opening. A Performance and Payment Bond will be required by awarded contractor in an amount equal to 100% of the contract price before Notice to Proceed is issued.

Term of Agreement

The agreement shall become effective upon execution of a contract, the receipt of all required documents and approval of the contract by the Kingsland City Council.

CITY OF KINGSLAND, GEORGIA RFP #COK26-041

WWW.KINGSLANDGEORGIA.COM 2026 LMIG SUPPLEMENT ASPHALT RESURFACING

City of Kingsland, Georgia Page 6

General Instructions

Proposal must contain a manual signature of an authorized representative. Proposals must be typed or printed in ink. Use of erasable ink is not permitted. All corrections by Proposer to any Proposal entry must be initialed.

Any questions shall be directed as follows:

Scope of Work Technical Questions Request for Proposal Questions or Submittals Ron Knox, Assistant Public Works Director Hannah Smith, Purchasing Director

PH: (912) 729-8236 PH: (912) 729-8113

Email: rknox@kingslandgeorgia.com hsmith@kingslandgeorgia.com Title VI Non-Discrimination Assurance

The City of Kingsland, Georgia, in accordance with Title VI of the Civil Rights Act of 1964, 49 CFR Part 21, and all related nondiscrimination statutes and authorities, notifies all bidders, contractors, and subcontractors that no person shall, on the grounds of race, color, national origin, sex, age, disability, or Limited English Proficiency (LEP), be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity funded in whole or in part with State or Federal funds.

All respondents to this Request for Proposals must comply with Title VI and all applicable nondiscrimination laws and regulations. The selected contractor shall not discriminate in its employment practices, procurement actions, service delivery, or any other activities associated with this project.

Any person who believes they have been subjected to unlawful discrimination under Title VI may file a written complaint within 180 days of the alleged discriminatory act.

Title VI Coordinator Contact Information:

City of Kingsland Attn: Title VI Coordinator 107 S Lee Street/PO Box 250 Kingsland, Georgia 31548 Phone: (912) 729-5613 Email: apafford@kingslandgeorgia.com

The contractor agrees to include this Title VI Non-Discrimination Statement in all subcontracts and agreements associated with this project and to ensure that all subcontractors also comply with Title VI requirements.

http://www.kingslandgeorgia.com/ mailto:rknox@kingslandgeorgia.com mailto:hsmith@kingslandgeorgia.com mailto:apafford@kingslandgeorgia.com

CITY OF KINGSLAND, GEORGIA RFP #COK26-041

WWW.KINGSLANDGEORGIA.COM 2026 LMIG SUPPLEMENT ASPHALT RESURFACING

City of Kingsland, Georgia Page 7

Required Documents to Be Submitted

One (1) original and one (1) copies of documents which must include the following information:

1. Copy of firm’s current Certificate of Insurance

2. Copy of signed W-9

3. E-Verify Contractor and/or Sub-Contractor/Sub-Subcontractor Affidavit (Must be a Notarized Original)

4. City of Kingsland Business License (if awarded)

5. Itemized Project Cost Sheet (Exhibit A, page 8)

6. Bid Proposal Form (page 9)

7. Bid Proposal Signature Page (page 10)

8. 10% Bid Bond (page 11 & 12)

9. Acknowledgement of Addenda (page 13, if applicable)

10. Provide a statement proposal is valid for a period of not less than 90 calendar days from date of receipt.

CITY OF KINGSLAND, GEORGIA RFP #COK26-041

WWW.KINGSLANDGEORGIA.COM 2026 LMIG SUPPLEMENT ASPHALT RESURFACING

City of Kingsland, Georgia Page 8

Exhibit A

Itemized Project Cost Sheet

Street Name Beginning Ending

Length (Miles)

Description of Work Cost

Solomon Lee Street North Orange Edwards

End of Pavement

0.15 Resurface with 1.5”

asphalt $

Soncel Drive

Gross Road East of Lilac Street

0.09 Resurface with 1.5”

asphalt include Cul-de-sac $

North Camden Street

West Mason Avenue

End of Pavement

0.10 Resurface with 1.5”

asphalt $

South Island Street Boone Street Cul-De-Sac 0.22 Resurface with 1.5” asphalt to include cul-de-sac

Woodlawn Court Forest Ridge Drive

Cul-De- Sac .06 Resurface with 1.5” asphalt to include cul-de-sac

Meadow Court Forest Ridge Drive

Cul-De-Sac .03 Resurface with 1.5” asphalt to include cul-de-sac

Teresa Court Boone Street End of Pavement

.30 Resurface with 1.5” asphalt $

West Maple Avenue Clarks Bluff Road Hickory Street .22 Resurface with 1.5” asphalt

West Peach Avenue Clarks Bluff Road South Ash Street

.34 Resurface with 1.5” asphalt

Canal Street South Grove Boulevard

Cul-De-Sac .28 Resurface with 1.5” asphalt to include cul-de-sac

TOTAL COST TO COMPLETE PROJECT $

CITY OF KINGSLAND, GEORGIA RFP #COK26-041

WWW.KINGSLANDGEORGIA.COM 2026 LMIG SUPPLEMENT ASPHALT RESURFACING

City of Kingsland, Georgia Page 9

Bid Proposal Form

Total Cost of Project $______________________________________________

Estimated Time of Completion (in Days) ________________________________

The following statement must be signed and submitted with bid. Failure to sign this statement will render bid invalid.

“I certify that this bid is made without prior understanding, agreement or connection with any corporation, firm or person submitting a bid for the same materials, supplies, or equipment, and is in all respect fair and without collusion or fraud. I understand that collusive bidding is a violation of State and Federal law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of this bid and certify that I am authorized to sign this bid for the bidder.

Company Name: Person Authorized to Sign:

Name: ________________________________ Name: ______________________

Address: ______________________________ Title: ________________________

City: _________________________________ Signature: ____________________

State: _________________Zip____________ Telephone Number: ____________

Fax: _________________________________ E-Mail: ______________________

This _____ Day of _________________, 2026

CITY OF KINGSLAND, GEORGIA RFP #COK26-041

WWW.KINGSLANDGEORGIA.COM 2026 LMIG SUPPLEMENT ASPHALT RESURFACING

City of Kingsland, Georgia Page

Bid Proposal Signature Page

“I certify that this bid is made without prior understanding, agreement or connection with any corporation, firm or person submitting a bid for the same materials, supplies, or equipment, and is in all respect fair and without collusion or fraud. I understand that collusive bidding is a violation of State and Federal law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of this bid and certify that I am authorized to sign this bid for the bidder.

Name: ________________________________ Name: ______________________________

Company Name Print Authorized

Address: ______________________________ Title: _______________________________

City: _________________________________ Signature: ___________________________ Authorized Signature

State: ________________Zip______________ Phone: _____________________________

Fax: __________________________________ E-Mail: _____________________________

This _____ Day of _________________, 2026

OTHER EXCEPTIONS/VARIATIONS:

CITY OF KINGSLAND, GEORGIA RFP #COK26-041

WWW.KINGSLANDGEORGIA.COM 2026 LMIG SUPPLEMENT ASPHALT RESURFACING

City of Kingsland, Georgia Page

Bid Bond

STATE OF GEORGIA

COUNTY OF CAMDEN

KNOW ALL MEN BY THESE PRESENTS, that we, ____________________________, as Principal, and

__________________________________, as Surety, are held and firmly bound unto the City of Kingsland for the sum of ___________________________

_____________Dollars ($______________) lawful money of the United States, for the payment of which sum well and truly to be made, we bind ourselves, our heirs, personal representative’s successors and assigns, jointly and severally, firmly by these presents.

WHEREAS, the Principal has submitted to the Owner a Proposal for construction of:

2026 LMIG Supplemental Asphalt Resurfacing

RFP #COK 26-041

NOW THEREFORE, the conditions of this obligation are such that if the Bid be accepted, the Principal shall within ten days after receipt of conformed contact documents execute a contract accordance with the

Bid upon the terms, conditions and prices set forth therein, and in the form and manner required by the

Owner and execute a sufficient and satisfactory Performance Bond and Payment Bond payable to the

Owner, each in an amount of one hundred percent (100%) of the total contract price, in form and with security satisfactory to the Owner, or in the event of the failure of the Contractor to execute and deliver the Contract Agreement and give said Performance and Payments Bonds, the Contractor shall pay the

Owner the difference not to exceed the penalty hereof between the amount specified in said Proposal and such larger amount for which the Owner may in good faith contract with another party to perform the work covered by said Proposal, and execute the Special Assurances form, then this obligation shall be void; otherwise, it shall be and remain in full force and virtue in law; and the Surety shall, upon failure of the Principle to comply with any or all of the foregoing requirements within the time specified above, immediately pay to the aforesaid Owner, upon the demand, the amount hereof in good and lawful money

CITY OF KINGSLAND, GEORGIA RFP #COK26-041

WWW.KINGSLANDGEORGIA.COM 2026 LMIG SUPPLEMENT ASPHALT RESURFACING

City of Kingsland, Georgia Page of the United States of America not as a penalty, but as liquidated damages.

This bond is given pursuant to and in accordance with the provisions of O.C.G.A Section 36-10-1 et seq.

and all the provisions of the law referring to this character of bond as set forth in said sections or as may be hereinafter enacted and these are hereby made a part hereof to the same extent as if set out herein in full.

IN WITNESS WHEREOF, the said Principal has hereunder affixed its signature and said Surety has hereunto caused to be affixed its corporate signature and seal, by its duly authorized officers, on this ________day of ____________________, 2026.

PRINCIPAL: __________________________________________________________

Signed and sealed in the presence of:

By: _________________________________

1._____________________________ Title: _______________________________

2._____________________________

SURETY: _____________________________________________________________

Signed and sealed in the presence of:

By: ________________________________

1._____________________________ Title: _______________________________

2._____________________________

CITY OF KINGSLAND, GEORGIA RFP #COK26-041

WWW.KINGSLANDGEORGIA.COM 2026 LMIG SUPPLEMENT ASPHALT RESURFACING

City of Kingsland, Georgia Page

Acknowledgement of Addenda

Proposer hereby acknowledges receipt of all Addenda.

Addendum No. __________________________, dated ____________________________________

Addendum No. __________________________, dated ____________________________________

Addendum No. __________________________, dated ____________________________________

Addendum No. __________________________, dated ____________________________________

Addendum No. __________________________, dated ___________________________________

Company: _________________________________________________________________________

Authorized Signature: ________________________________________________________________

Print Name: ________________________________________________________________________