RFP.pdf

TOMPKINS COUNTY

ROAD

MATERIALS

AND

HIGHWAY SERVICES

2024 BID DOCUMENT

GENERAL INSTRUCTIONS and CONDITIONS

Responses submitted to any Request for Bids, Request for Proposals, or Request for Qualifications become the property of Tompkins County and are subject to Public Information Policy. Any confidential information, such as a company’s financial status, if required by the specifications, shall be submitted in a separate sealed envelope with the word

“CONFIDENTIAL” on the outside.

Minority Business Enterprises (MBE)and Woman Owned Business Enterprise (WBE) entities are encouraged to submit bids.

Note: The following terms are used interchangeably: Consultant, Contractor, Respondent, Responder, and Bidder.

Additionally, the following terms may be used interchangeably: Contract and Agreement.

PROJECT IDENTIFICATION:

1. Title: 2024 Road Materials and Highway Services

2. Requesting Department: Tompkins County Highway Department

3. Due Date/Time: March 21, 2024 at 2 PM (ET)

SPECIFICATIONS:

The County does not assume any responsibility for errors or misinterpretations resulting from the use of incomplete sets of proposals.

SUBMISSION of PROPOSALS:

1. Bids and any other required documents shall be submitted online through the Tompkins County website at:

www.tompkinscountyny.gov/purchase and selecting ‘Open Solicitations’. This will take you to BidNetDirect where the

RFP information is posted for the public. Bidders who do not have, or cannot obtain, internet access must contact the

Purchasing Division via email (preferred), purchase@tompkins-co.org or by telephone, (607) 274-5500 for further instructions.

2. Please add purchase@tompkins-co.org and contracts@tompkinscountyny.gov to your email address book to ensure timely notifications regarding the project(s) you have requested.

3. Bids shall be uploaded and responded to no later than the date and time indicated in the Notice to Bidders and/or the Bid

Identification section above.

4. Tompkins County reserves the right to reject any or all proposals in whole or in part, to waive any and all informalities, and to disregard all non-conforming, non-responsive or conditional proposals.

*NOTE: If you experience difficulty submitting your bid, contact the Purchasing Division via email (preferred), purchase@tompkins-co.org or by telephone, (607) 274-5500. If you do not receive a response from the Purchasing Division, you may contact the Finance Team (607) 274-5544.

http://www.tompkinscountyny.gov/purchase mailto:purchase@tompkins-co.org mailto:purchase@tompkins-co.org mailto:contracts@tompkinscountyny.gov mailto:purchase@tompkins-co.org

NOTICE TO BIDDERS

HIGHWAY SERVICES

ROAD MATERIALS

BIDS will be accepted for various Highway Services and Road Materials listed below up until 2 PM (EDT), on

March 21, 2024.

Specifications, including submittal requirements, may be obtained upon registration at the following website:

www.tompkinscountyny.gov/purchase.

Questions regarding the bidding process may be directed to purchase@tompkins-co.org. Tompkins County reserves the right to waive any informalities and to reject any or all bids.

Road Materials

• Concrete and De-icing Sand

• Gravel and Stone Products

• Warm Mix Asphalt Materials

Highway Services

• Supply Liquid Bituminous Materials, Equipment Rental, Cold Mix Asphalt Paving, and Full Depth Pavement

Reclamation

• Warm Mix Asphalt Paving

• Pavement Marking – Acrylic Waterborne

• Intersection Traffic Marking - Lines, Symbols, and Legends

• Tree and Stump Removal

• Bridge Repair

• Infrastructure Construction http://www.tompkinscountyny.gov/purchase

ROAD MATERIALS

AND

HIGHWAY SERVICES

DETAILED SPECIFICATIONS GENERAL INFORMATION:

For information regarding the bid package and/or bidding procedures contact purchase@tompkins- co.org or (607) 274-5500.

For information regarding the technical specifications, contact:

Tompkins County Highway Department 170 Bostwick Road Ithaca, NY 14850

(607) 274-0300

Jeffrey Smith, jsmith@tompkins-co.org

Jim Morse, jmorse@tompkins-co.org mailto:jsmith@tompkins-co.org mailto:jmorse@tompkins-co.org

BID SPECIFICATIONS

Road Materials

• Concrete and De-icing Sand

• Gravel and Stone Products

• Warm Mix Asphalt Materials

NOTE: In accordance with Standard Specification §698-3.01, the index value for the asphalt price adjustment shall be the average posted price of Performance Graded Binder (PGB) for the month of bid letting. This price can be found at the following link: Fuel , Asphalt, & Steel Price

Adjustments (ny.gov)

CONCRETE & DE-ICING SAND

I. SCOPE

A. This specification shall cover the material details, quality standards, and policies for the bidding, award, and purchase of all Concrete Sand and De-Icing Sand materials.

II. MATERIAL

A. De-Icing Sand

1. De-Icing sand material shall consist of hard, strong, durable particles which are free of injurious amounts of silt, clay, loam, organics, or other deleterious substances.

2. De-Icing sand material shall meet the following gradation when tested in accordance with ASTM

C136:

US Standard Sieve Size Percent Finer

3/8” 100%

#50 0 – 30%

#100 0 – 4%

#200 0 – 3%

B. Concrete Sand

1. Concrete Sand shall meet the requirements of the New York State Department of Transportation

(NYSDOT) Standard Specifications Section 703-01 and shall be found on the most current NYSDOT

Approved List for Sources of Fine and Coarse Aggregates.

2. Unapproved sources of concrete sand shall provide a sieve analysis in accordance with ASTM C136;

a Magnesium Sulfate Soundness Test in accordance with ASTM C88; and an Organic Content Test in accordance with ASTM D2974 for evaluation.

3. The County reserves the right to reject any material not on the NYSDOT Approved List that is not accompanied by the testing listed above.

C. Moisture Content

1. All Concrete & De-Icing Sand material shall be delivered at a reasonable moisture content. The County reserves the right to sample and test for moisture content at any time. If moisture content is found to be above 5%, the County reserves the right to purchase from the next lowest bidder.

III. METHOD OF MEASUREMENT

A. All Concrete & De-Icing sand materials shall be measured in English Tons of material as measured on certified truck scales at the bidder’s pit.

1. The County reserves the right to verify the accuracy and/or certification of the bidder’s scales at any time. Should the certification of the bidder’s truck scales expire, or the accuracy is found to be below acceptable standards, the County shall reserve the right to purchase materials from the next low bidder.

B. Delivery On Vendor’s Trucks

1. Pit location must include complete address including street/road number, name, town and postal code.

Bids lacking this information may be rejected as incomplete.

2. Mileage from vendor’s pit location to the delivery location shall be calculated based upon the shortest, most direct route. Should this route change due to unforeseen circumstances (i.e. construction, traffic accident, detours, etc.) the County reserves the right to purchase from the next lowest bidder, which will result in a lower net cost. If the Vendor and the County cannot mutually agree on the mileage between the pit location and the delivery location, the County’s mileage calculation shall take precedence.

IV. BASIS OF PAYMENT

A. F.O.B. Materials

1. Payment shall be made based upon the actual number of English Tons loaded onto County trucks.

B. Delivered Materials

1. Payment shall be made based upon the actual number of English Tons delivered to the requested location.

2. The price per ton of delivered material shall be calculated as the F.O.B. price, plus the price bid per ton-mile multiplied by twice the mileage between the bidder’s pit and the delivery location (round trip).

a) For the purposes of this bid, the cost per Ton-Mile shall be defined as the cost of moving one ton of material a distance of one mile.

Example: F.O.B. Price + [ (Price Bid per Ton-Mile) x (Mileage Between Pit & Delivery

Location) x 2 ]

V. BASIS OF AWARD

1. Award shall be made based upon the unit price per ton bid resulting in the lowest net cost to the

County.

B. Delivered Materials

2. Award shall be made based upon the combination of unit price per ton bid for F.O.B. materials and unit price bid per ton-mile for delivery on vendors trucks which results in the lowest net cost to the County.

VI. MISCELLANEOUS REQUIREMENTS

A. Vendor shall make both Concrete Sand and De-Icing Sand available year round.

B. F.O.B. Materials

3. Vendor shall be obligated to load materials onto County trucks with his own equipment.

4. Vendor shall be required to provide truck scales for accurate measurement of materials and shall keep truck scales in proper working order, to include any necessary calibrations and certifications by an officer of the appropriate Weights and Measures Department.

----- END OF SPECIFICATION -----

BID FORM: DE-ICING AND CONCRETE SAND

COMPANY NAME:

CONTACT NAME: __________________

CONTACT TITLE: __________________

CONTACT PHONE: __________________

CONTACT EMAIL: ___________________

PIT LOCATION (Full address required): _____________________________________________________

BID:

F.O.B. MATERIALS

ITEM #1 – DE-ICING SAND ............................................................. $ PER TON

ITEM #2 – CONCRETE SAND .................................................... $ PER TON

*NYSDOT SOURCE NUMBER_____________________ ___________

*NYSDOT SOURCE LOCATION___ ____________________________

* Unapproved materials: attach gradation, soundness, and organic content testing for evaluation.

DELIVERY ON VENDORS TRUCKS:

ADDITIONAL COST PER TON-MILE .......................... $ PER TON-MILE

GRAVEL AND STONE PRODUCTS

A. The scope of this specification shall cover the material details, quality standards, and policies for the bidding, award, and purchase of all Gravel and Stone Products.

II. DEFINITIONS

A. Native

1. Where denoted on the bid forms, the term “Native” shall mean a material produced by the crushing and processing of oversized stones and cobbles found in naturally occurring gravel deposits. In these instances, only native materials will be accepted and should be priced accordingly.

B. Limestone

1. Where denoted on the bid forms, the term “limestone” shall mean a material produced by the crushing, blasting, or quarrying of limestone ledgerock. In these instances, only limestone materials will be accepted and should be priced accordingly.

III. MATERIAL

A. All Gravel and Stone Products shall come from the processing of naturally occurring materials. No recycled materials or blends of recycled materials will be accepted.

B. All Gravel and Stone Products shall be found on the most current NYSDOT Approved List for Sources of Fine and Coarse Aggregates (where applicable) and shall have a NYSDOT source number and location number included in the bid information.

1. Unapproved sources of Gravel and Stone Products shall provide a sieve analysis in accordance with

ASTM C136 and a Magnesium Sulfate Soundness Test in accordance with ASTM C88 for evaluation.

A. Crushed Stone Products

1. Unless specified otherwise, all crushed stone products shall be washed prior to sale or delivery.

Unwashed stone will not be accepted without prior written approval.

2. All crushed stone products shall generally conform to NYSDOT Standard Specifications Section

703-02, with specific emphasis on the following areas:

a) Soundness: Table 703-2 Coarse Aggregate Physical Requirements (Testing)

b) Purity: Table 703-3 Coarse Aggregate Physical Requirements (Deleterious Materials)

c) Gradation: Table 703-4 Sizes of Crushed Bedrock, Gravel, and Slag (and notes)

d) Nominal Size: Table 703-6 Primary Sizes

3. Where a blend of stone sizes is called for on the bid forms, it shall mean that both stone sizes will be mixed in equal proportions.

B. Gravel Products

1. All Gravel Products shall generally conform to NYSDOT Standard Specifications Section 733-04-

Subbase Course.

2. Type 4 Crushed Gravel shall be manufactured from naturally occurring sources and shall be the result of oversized fraction of stones and cobbles being crushed and blended with the screened material to conform to the gradation requirements shown in Table 733-04A-Subbase Gradation, Type 4.

a) Type 4 Crushed gravel shall consist mainly of fractured particles. The substitution of screened, rounded material will not be accepted.

b) The following material requirements from Section 733-04 shall apply unless otherwise noted elsewhere in this specification:

(1) Paragraph A- Composition (excepting recycled materials and blends)

(2) Paragraph C- Gradation

(3) Paragraph D- Plasticity Index

(4) Paragraph E- Durability (excepting recycled materials and blends)

(5) Paragraph F- Elongated Particles

3. Type 4 Screened Gravel shall be manufactured from naturally occurring sources and shall be the result of screening off oversized particles to conform to the gradation requirements shown in Table

733-04A- Subbase Gradation, Type 4.

a) Type 4 Screened Gravel shall consist mainly of screened, rounded particles. The substitution of crushed material will not be accepted.

b) The following material requirements from Section 733-04 shall apply unless otherwise noted elsewhere in this specification:

(1) Paragraph A- Composition (excepting recycled materials and blends)

(2) Paragraph C- Gradation

(3) Paragraph D- Plasticity Index

(4) Paragraph E- Durability (excepting recycled materials and blends)

(5) Paragraph F- Elongated Particles

4. Type 2 Crusher Run shall consist of crushed stone that is the product of crushing or blasting of ledge rock and shall conform to the gradation requirements shown in Table 733-04A- Subbase

Gradation, Type 2.

a) Type 2 Crushed gravel shall consist solely of fractured particles. The substitution of screened, rounded material or crushed gravel will not be accepted.

b) The following material requirements from Section 733-04 shall apply unless otherwise noted elsewhere in this specification:

(1) Paragraph A- Composition (excepting recycled materials and blends)

(2) Paragraph C- Gradation

(3) Paragraph D- Plasticity Index

(4) Paragraph E- Durability (excepting recycled materials and blends)

(5) Paragraph F- Elongated Particles

C. Bank Run Gravel Products

1. Bank Run Gravel Products shall generally conform to NYSDOT Standard Specifications Section

733-09- Select Borrow, excepting recycled materials and blends of recycled materials. Recycled materials and blends of recycled materials shall not be accepted.

2. Bank Run Gravel shall generally consist of naturally occurring gravels as excavated directly from the “bank” it is being mined from.

a) Gradation requirements shown in Material Requirements Paragraph C and Table 733-09A Select

Borrow Gradation of the NYSDOT Standard Specifications shall apply.

3. Screened Bank Run Gravel shall comply with Items 2 & 2a (above) excepting that the maximum top size shall be 6 inches.

D. Stone Filling and Rip-Rap

1. Stone Filling shall generally conform to NYSDOT Standard Specifications Section 733-21 with special emphasis on the following Material Requirements:

a) Paragraph B- Composition, with the exception of recycled materials and blends of recycled materials. Recycled materials and blends of recycled materials shall not be accepted.

b) Paragraph C- Gradation and Table 733-21A Stone Filling Gradation.

c) Paragraph D- Durability

2. Average Run Rip-Rap shall generally conform to NYSDOT Standard Specifications Section 733-

22, with emphasis on the requirements of Table 733-22A, Rip-Rap Gradation.

a) Average Run Rip-Rap shall be used for general applications, no need for consistent or uniform shapes and sizes is required.

3. Select Rip-Rap shall generally conform to the NYSDOT Standard Specifications Section 733-22, with emphasis, except that the Gradation Requirements shown in Table 733-22A, Rip-Rap

Gradation, shall be amended such that 75%-100% of the total weight shall be stones weighing at least 300 lbs each.

a) Select Rip-Rap shall be of a consistent size, shape, and color and shall be able to be stacked in order to fashion retainingwalls, headwalls, and wingwalls.

4. Gabion Stone shall meet the requirements of NYSDOT Standard Specifications Section 712-15, “Stone Fill”. Soundness and Freeze Thaw requirements shall apply. Individual stone size shall be between 4 and 8 inches.

IV. METHOD OF MEASUREMENT

1. All Gravel and Stone products shall be measured in English Tons of material as measured on certified truck scales at the bidder’s pit.

a) The County reserves the right to verify the accuracy and/or certification of the bidder’s scales at any time. Should the certification of the bidder’s truck scales expire, or the accuracy is found to be below acceptable standards, the County shall reserve the right to purchase materials from the next low bidder.

2. Delivery On Vendor’s Trucks

b) Pit location must include complete address including street/road number, name, town and postal code.

Bids lacking this information may be rejected as incomplete.

c) Mileage from vendor’s pit location to the delivery location shall be calculated based upon the shortest, most direct route. Should this route change due to unforeseen circumstances (i.e. construction, traffic accident, detours, etc.) the County reserves the right to purchase from the next lowest bidder, which will result in a lower net cost. If the Vendor and the County cannot mutually agree on the mileage between the pit location and the delivery location, the County’s mileage calculation shall take precedence.

V. BASIS OF PAYMENT

1. F.O.B. Materials

1. Payment shall be made based upon the actual number of English Tons loaded onto County trucks.

2. Delivered Materials

1. Payment shall be made based upon the actual number of English Tons delivered to the requested location.

2. The price per ton of delivered material shall be calculated as the F.O.B. price, plus the price bid per ton- mile multiplied by twice the mileage between the bidder’s pit and the delivery location (round trip).

a) For the purposes of this bid, the cost per Ton-Mile shall be defined as the cost of moving one ton of material a distance of one mile.

Example: F.O.B. Price + [ (Price Bid per Ton-Mile) x (Mileage Between Pit & Delivery

Location) x 2 ]

3. All gravel and stone products shall be either from NYSDOT approved sources or

Tompkins County approved sources. Any testing required for source approval shall be paid for by the supplier.

4. Any product not meeting specifications, or found to be inferior by Tompkins County

Highway Department shall be removed at the supplier's expense.

VI. BASIS OF AWARD

A. F.O.B. Materials

1. Award shall be made based upon the unit price per ton bid resulting in the lowest net cost to the County.

B. Delivered Materials

1. Award shall be made based upon the combination of unit price per ton bid for F.O.B.

materials and unit price bid per ton-mile for delivery on vendors trucks which results in the lowest net cost to the County.

VII. MISCELLANEOUS REQUIREMENTS

1. Vendor shall be obligated to load materials onto County trucks with his own equipment.

2. Vendor shall be required to provide truck scales for accurate measurement of materials and shall keep truck scales in proper working order, to include any necessary calibrations and certifications by an officer of the appropriate Weights and Measures Department.

BID FORM: GRAVEL AND STONE PRODUCTS

COMPANY NAME:

CONTACT NAME: CONTACT TITLE:_______________________________

CONTACT PHONE: CONTACT EMAIL:_______________________________

FOB MATERIALS:

CRUSHED STONE PRODUCTS:

STONE SIZE NATIVE PRICE PER TON LIMESTONE PRICE PER TON

#1A

#1B

#1ST

#1

#2

#3

#4

#1 & #2 BLEND

#2 & #3 BLEND

PIT LOCATION

(FULL ADDRESS)

NYSDOT SOURCE

NUMBER

NYSDOT LOCATION

GRAVEL PRODUCTS:

DESCRIPTION NATIVE PRICE PER TON LIMESTONE PRICE PER TON

TYPE 4 SCREENED GRAVEL --- NOT APPLICABLE ---

TYPE 4 CRUSHED GRAVEL --- NOT APPLICABLE ---

TYPE 2 CRUSHER RUN

BANK RUN GRAVEL PRODUCTS:

DESCRIPTION NATIVE PRICE PER TON LIMESTONE PRICE PER TON

BANK RUN GRAVEL --- NOT APPLICABLE ---

SCREENED BANK RUN

GRAVEL

--- NOT APPLICABLE ---

NUMBER:

STONE FILLING AND RIP-RAP

DESCRIPTION NATIVE PRICE PER TON LIMESTONE PRICE PER TON

LIGHT

FINE

MEDIUM

HEAVY

SELECT RIP RAP

AVERAGE RUN RIP-

RAP

GABION STONE

NYSDOT LOCATION

DELIVERY ON VENDOR’S TRUCKS:

ADDITIONAL COST PER TON-MILE $ PER TON-MILE

WARM MIX ASPHALT MATERIALS

A. This specification shall cover the material details, quality standards, and policies for the bidding, award, and purchase of all Warm Mix Asphalt (WMA) Materials.

B. This bid is for the supply of Warm Mix Asphalt Materials only. The placement, compaction, and other associated paving work shall be covered by a separate specification in the Service Bids portion of this letting.

II. MATERIAL

A. All aggregates, Performance Graded (PG) Binder, and Warm Mix Asphalt Technology shall be from suppliers listed in the most current NYSDOT Approved List.

1. All bidders shall submit an approved asphalt mix design for each WMA mix bid. Mix design shall provide an aggregate gradation, NYSDOT source number for each aggregate type/size, mineral filler source and percentage, RAP aggregate content (if applicable), Total PG Binder content, and virgin PG Binder (if applicable) content at a minimum.

B. Requirements of NYSDOT Standard Specifications Section 404-2 Materials shall apply.

C. NYSDOT Standard Specifications Section 404-3.03 Hauling Equipment shall apply whenever WMA materials are delivered by the supplier.

D. WMA shall be manufactured only from aggregates and sources found on the NYSDOT Approved List and with WMA Technology found on the NYSDOT Approved List at and plant with a current NYSDOT approval to manufacture WMA. Supplier shall make a copy of their current NYSDOT plant approval available upon request.

III. QUALITY CONTROL

A. In the event that the Municipality determines that the WMA purchased is not of sufficient quality after placement, an asphalt core shall be taken and tested by an independent testing agency to determine compliance with NYSDOT Standard Specifications Section 404-2 Materials. This test shall occur within one calendar year from the date of purchase. The Municipality shall be responsible for the cost of this initial testing.

1. Independent testing agency shall be certified by AASHTO, ASTM, and/or NYSDOT to perform asphalt material testing.

2. The supplier and the Municipality shall mutually agree on the testing agency providing the quality control testing.

B. Should the initial testing mentioned in paragraph A (above) indicate that the WMA material in question does not meet NYSDOT standards for materials, the Independent Testing Agency shall take and test at least one core for every 500 linear feet of roadway until passing test results are obtained and the extents of the defective material are adequately defined. The supplier shall be responsible for the cost of testing described in this paragraph.

1. The supplier shall reimburse the municipality for the cost of all defective materials within the area mentioned in paragraph B (above).

IV. METHOD OF MEASUREMENT

A. All WMA Materials shall be measured in English Tons, as measured to the nearest 0.01 tons on the supplier’s truck scales.

1. For each load of WMA delivered or loaded onto County trucks, the supplier shall provide a delivery ticket containing, at a minimum, the following information:

a) Ticket number

b) Plant Identification

c) Contract number/Job name

d) Mix ID and/or Mix Code

e) Quantity of material in the vehicle

f) Date and time

2. The County reserves the right to verify the accuracy and/or certification of the bidder’s scales at any time. Should the certification of the bidder’s truck scales expire, or the accuracy is found to be below acceptable standards, the County shall reserve the right to purchase materials from the next low bidder.

B. Delivery On Vendor’s Trucks

1. Plant location must include complete address including street/road number, name, town and postal code. Bids lacking this information may be rejected as incomplete.

2. Mileage from vendor’s pit location to the delivery location shall be calculated based upon the shortest, most direct route. Should this route change due to unforeseen circumstances (i.e.

construction, traffic accident, detours, etc.) the County reserves the right to purchase from the next lowest bidder, which will result in a lower net cost. If the Vendor and the County cannot mutually agree on the mileage between the pit location and the delivery location, the County’s mileage calculation shall take precedence.

V. BASIS OF PAYMENT

A. All bid pricing shall be based on a minimum of three (3) tons per purchase.

B. FOB (supplier’s location) Materials

1. Payment shall be made based upon the actual number of English Tons loaded onto County trucks.

C. Delivered Materials

1. Payment shall be made based upon the actual number of English Tons delivered to the requested location.

2. The price per ton of delivered material shall be calculated as the F.O.B. price, plus the price bid per ton-mile multiplied by twice the mileage between the bidder’s pit and the delivery location

(round trip).

a) For the purposes of this bid, the cost per Ton-Mile shall be defined as the cost of moving one ton of material a distance of one mile.

Example: F.O.B. Price + [ (Price Bid per Ton-Mile) x (Mileage Between Plant & Delivery Location) x 2 ]

D. Asphalt Price Adjustments

1. Price adjustments shall be calculated and applied to the original bid price. Asphalt price adjustment shall be made in accordance with NYSDOT Section 698 formulas:

When price increases:

Price Adjustment = (Quantity of Asphalt) x (Monthly Average Posted Price - PGB Index Price -$15.00)

Example: Item 403.16

Index Average = $229.00

New Average = $259.00

Total % of Asphalt = 7.4%

($259.00 – $229.00 - $15.00) x 0.074 = + $1.11/ton x # TONS (increase)

When price decreases:

Price Adjustment = (Quantity of Asphalt) x (Monthly Average Posted Price - PGB Index Price +

$15.00)

Example: Index Average = $229.00

New Average = $209.00

Total % of Asphalt = 7.4%

($209.00 – $229.00 + $15.00) x 0.074 = - $0.37/ton x # TONS (decrease)

2. Each billing will include invoices validating any change in the base price of asphalt from date of bidding.

3. Index price of asphalt (Performance Grade Binder): In accordance with Standard Specification

§698-3.01, the index value for the asphalt price adjustment is the average posted price of

Performance Graded Binder (PGB) for the month of bid letting.

VI. BASIS OF AWARD

A. F.O.B. Materials

1. Award shall be made based upon the unit price per ton bid resulting in the lowest net cost to the

County.

B. Delivered Materials

1. Award shall be made based upon the combination of unit price per ton bid for F.O.B.

materials and unit price bid per ton-mile for delivery on vendors trucks which results in the lowest net cost to the County.

C. Where project location, available quantities, or time delays may cause the “award of bid” not to be in the best interests of the Municipality, or should the direct route to any plant change due to unforeseen circumstances (i.e. detour), Municipality reserves the right to re-route trucks to another bidder’s location, which will result in a lower net cost to the Municipality.

VII. MISCELLANEOUS REQUIREMENTS

A. Supplier’s facilities and all mixes available for the 10-hour day workweek schedule of the Tompkins

County Highway Division

B. The Municipality shall provide any special daily tonnage requirements to the supplier in advance of purchasing. Consistent failure by the supplier to meet the daily tonnage requirements may result in loss of award.

BID FORM: WARM MIX ASPHALT MATERIALS

COMPANY NAME: _________________________________________________________________________

CONTACT NAME:

CONTACT TITLE:

CONTACT PHONE:

CONTACT EMAIL: _

PLANT LOCATION (FULL ADDRESS, REQUIRED): _____________________________________________

F.O.B. Materials – at Bidder’s Location, $ Per Net English Ton:

ITEM DESCRIPTION

NET PRICE PER

ENGLISH TON

ASPHALT CONTENT

( t PGB / t )

6.3 mm F2 TOP COURSE 0.067

6.3 mm F3 TOP COURSE 0.067

9.5 mm F2 TOP COURSE 0.062

9.5 mm F3 TOP COURSE 0.062

9.5 mm F9 TRUE & LEVELING COURSE 0.062

12.5 mm F2 TOP COURSE 0.055

12.5 mm F3 TOP COURSE 0.055

12.5 mm F9 TRUE & LEVELING COURSE 0.055

19 mm F9 BINDER COURSE 0.049

25 mm F9 BINDER COURSE 0.045

37.5 mm F9 BASE COURSE 0.040

Delivery on Vendor’s trucks -

ADDITIONAL COST PER TON-MILE .................................................... $ PER TON-MILE

BID SPECIFICATIONS

Highway Services

• Supply Liquid Bituminous Materials, Equipment Rental, Cold Mix Asphalt Paving, and

Full Depth Pavement Reclamation

1. Category A: Supply Liquid Bituminous Materials

2. Category B: Construction Equipment Rental

3. Category C: Cold Mix Asphalt Paving

4. Category D: Full Depth Reclamation of Asphalt Pavement

• Warm Mix Asphalt Paving

• Pavement Marking – Acrylic Waterborne

• Intersection Traffic Markings - Lines, Symbols, and Legends

• Tree and Stump Removal

• Bridge Repair

• Infrastructure Construction

NOTE: In accordance with Standard Specification §698-3.01, the index value for the asphalt price adjustment shall be the average posted price of Performance Graded Binder (PGB) for the month of bid letting. This price can be found at the following link: Fuel , Asphalt, & Steel Price Adjustments (ny.gov)

WAGES RATES: The NYS Department of Labor (NYSDOL) has assigned Prevailing Rate Case number PRC# 2024000771 - 2024-25 Materials & Services. The applicable Prevailing Wage Schedule can be found from the web page at the following link: NYSDOL - Prevailing Wages (View PRC). The

Tompkins County Living Wage is $18.45/hour, beginning January 1, 2024.

SUPPLY LIQUID BITUMINOUS MATERIALS,

CONSTRUCTION EQUIPMENT RENTAL,

COLD MIX ASPHALT PAVING,

AND FULL DEPTH RECLAMATION OF ASPHALT PAVEMENT

A. This specification shall cover the materials, labor, equipment, quality standards, and construction details for the bidding, award, and purchase of services related to the supplying of bituminous liquid materials;

construction equipment rental; cold mix asphalt paving; and full depth reclamation of asphalt pavement.

B. This bid and the subsequent specifications shall be broken down into 4 main categories, each with its own specifications and pricing, as follows:

1. Category A: Supply Liquid Bituminous Materials

2. Category B: Construction Equipment Rental

3. Category C: Cold Mix Asphalt Paving

4. Category D: Full Depth Reclamation of Asphalt Pavement

II. GENERAL ITEMS APPLYING TO ALL CATEGORIES

A. Unless noted otherwise, scheduling shall be arranged mutually between the County and the Contractor. In the award of the bid, the Contractor shall make every effort to provide labor, equipment, and materials to accomplish the work within the scheduled timeframe. The County reserves the right to award to the next lowest bidder should the Contractor not be able to meet the scheduled timeframe.

B. Asphalt Price Adjustments

1. Price adjustments shall be calculated and applied to the original bid price. Asphalt price adjustment shall be made in accordance with NYSDOT Section 698 formulas:

When price increases:

Price Adjustment = (Quantity of Asphalt) x (Monthly Average Posted Price - PGB Index Price -$15.00)

Example: Item 403.16

Index Average = $229.00

New Average = $259.00

Total % of Asphalt = 7.4%

($259.00 – $229.00 - $15.00) x 0.074 = + $1.11/ton x # TONS (increase)

When price decreases:

Price Adjustment = (Quantity of Asphalt) x (Monthly Average Posted Price - PGB Index Price +

$15.00)

Example: Index Average = $229.00

New Average = $209.00

Total % of Asphalt = 7.4%

($209.00 – $229.00 + $15.00) x 0.074 = - $0.37/ton x # TONS (decrease)

C. Each billing will include invoices validating any change in the base price of asphalt from date of bidding.

D. Payment will be based on the “Volume Temperature Corrected” gallons of bituminous materials.

E. Invoices will show gallons applied/delivered, volume temperature correction factor, and billable gallons adjusted to 60° F.

F. Contractor’s bidding on these items shall be capable of supplying both cationic and anionic emulsions and must place a bid for all products listed in the category to be considered for award. The County reserves the right to eliminate any product from the category prior to bid award.

III. CATEGORY A: SUPPLY BITUMINOUS LIQUIDS

A. Scope

1. Work in this category shall consist of providing all labor, equipment, and materials necessary to furnish bituminous liquids listed in the bid forms to any location within Tompkins County. Contractor shall deliver these liquids at the proper temperature and consistency and shall deliver them within the appropriate equipment (bulk transport truck/trailer or distributor truck) to either provide support to other categories in this bid or used independently.

B. Materials

1. All materials or products for this category shall meet or exceed the requirements in NYSDOT Standard

Specifications, Section 702- Bituminous Materials.

2. When materials furnished do not conform to specifications or are deemed unsatisfactory by the Highway

Director, payment due will be withheld and the contractor will be charged for any damages involved.

C. Construction Details

1. Where the purchased Bituminous Liquids will be applied to the road by the Contractor, the contractor shall determine the estimated application rates for the asphalt emulsion. The estimated application rate shall be submitted to the county for each application prior to the application. The contractor will have the exclusive authority to change the asphalt emulsion spread rates in the field, if necessary. The county shall retain the right to inspect the application rate to be sure that quality standards for both materials and workmanship are met.

2. Where the purchased Bituminous Liquids will be applied to the road by the Contractor, the contractor shall make final decision regarding continuing operations during detrimental weather conditions. The county can only override the decision of the contractor to continue surface treatment operations during adverse weather conditions, by written authorization of the County Highway Director or designee. The contractor shall also sign and be given a copy of this written authorization.

3. Each load delivered shall have a numbered delivery ticket showing date, road name or project, gallons, temperature, and grade of product. Each ticket must be signed by the delivery driver and the Highway

Director or designee.

D. Equipment

1. Distributors and/or Transports

a) All distributors and/or transports shall be equipped with the proper hoses, fittings, and accessories necessary to complete the work and shall have a functional sampling device and shall have the capability to deliver bituminous liquids at proper temperatures and consistencies for use in construction or maintenance activities.

b) Distributors shall meet the requirements of NYSDOT Standard Specifications Section 410 Chip

Seal, Paragraph 410-3.01B2 Bituminous Material Distributors.

E. Method of Measurement

1. Bituminous liquids shall be measured by the number of gallons, adjusted to 60oF, delivered to County facilities or applied to County Highways.

F. Basis of Payment

1. The unit price bid for this item shall include the cost of all labor, equipment, and materials necessary to satisfactorily supply/deliver bituminous liquids to County facilities and/or apply bituminous liquids to

County roads both independently and in conjunction with items in other categories to facilitate road construction or maintenance activities anywhere in Tompkins County at a time/schedule agreeable to the

Highway Director or his authorized representative.

2. All items found in Section II- General Items Applying to All Categories of this specification shall apply to payments, pricing, and invoicing procedures.

G. Basis of Award

1. Award shall be made on a per item basis for each item listed on the bid forms to the contractor with the lowest per gallon price for bituminous liquids delivered or applied to any point within Tompkins County.

IV. CATEGORY B: CONSTRUCTION EQUIPMENT RENTAL

1. Work in this category shall consist of providing all listed equipment and associated labor in conjunction with items in other categories to facilitate road construction and maintenance activities anywhere within

Tompkins County. Additionally, the Contractor may make available the listed equipment independently of other categories at the unit price bid.

B. Materials

1. There are no materials associated with this category.

C. Construction Details

1. There are no construction details associated with this category.

D. Equipment

1. General

a) All equipment provided under this category shall be well maintained and in good, working order when delivered. Tompkins County shall not be responsible for delays due to equipment malfunction, break downs, or mechanical failures. Down time for these issues shall be excluded from the total time invoiced. If multiple days of equipment breakdowns are experienced to a point where the project schedule is jeopardized, the County reserves the right to request the Contractor to provide a different piece of equipment. If the Contractor has no other piece of equipment available, the County reserves the right to utilize the next lowest bidder for its needs.

2. Self-Propelled, Variable Width Aggregate Spreader

a) Shall be self-propelled, capable of uniformly spreading aggregate at a specified rate,

b) Shall have a spreader hopper spread width of twelve (12) feet with gate openings graduated so the spread widths can be adjusted from 1 – 12 feet in 6” increments,

c) Shall be equipped with a self-locking hitch with a minimum 90° vertical movement,

d) Shall have sufficient power and traction to pull loaded aggregate trucks and shall be supplied with one (1) operator.

3. Pugmill

a) Shall primarily be used for Bituminous Mixes,

b) Shall be a counter rotating paddle shaft type, designed to accurately proportion either by volume or weight so that a thorough and uniform coating of granular material will result.

c) Shall be equipped with a positive displacement meter for totaling the quantity of bituminous material applied to the mixing chamber.

d) Shall have a two (2) compartment hopper and adjustable feed gates to regulate multiple aggregates and to proportion them to the desired mix design.

e) Shall have a mix chamber at least five (5) feet in length.

4. Automated Paver:

a) Shall be a Barber –Greene BG-240 (or equal).

b) Shall be equipped with automatic transverse slope and longitudinal grade screed controls.

c) Shall have a fully extendible screed, from ten (10’) feet to nineteen (19’6”) feet six inches.

d) Shall provide heat and vibration for the fully extended screed width.

e) Shall have independent slope control for the extensions and on-the-go capabilities to change width and slope.

f) Shall be provided with a paver operator and a screed operator.

5. Twin Drum Vibratory Roller:

a) Shall have a minimum operative weight of 20,000 lbs.

b) Shall have a minimum drum width of 66”

c) Shall have a vibratory frequency 1500 – 2500 VPM.

d) Shall have a minimum centrifugal force per drum at maximum amplitude 26,000 lbs.

e) Shall have a minimum on board water with front/rear drum spray bar.

f) Shall have ROPS and seatbelt.

6. Sheepsfoot Roller:

a) Shall have a minimum operative weight of 15,000 lbs.

b) Shall have a minimum drum width of 66”

c) Shall have a vibratory frequency 1500 – 2500 VPM.

d) Shall have a minimum centrifugal force per drum at maximum amplitude 21,000 lbs.

e) Shall come equipped with a sheepsfoot or padfoot roller.

f) Shall have ROPS and seatbelt.

7. Pneumatic Rubber Tire Roller:

a) Shall have a maximum operating weight with ballast 24,000 lbs.

b) Shall have a maximum rolling width 68”

c) Shall have maximum tire overlays of 0.5”

d) Shall have smooth tread.

e) Shall have a maximum wheel load per tire of 2,600 lbs.

f) Shall have a tire spray water system.

g) Shall have an operating speed of 0 – 15 mph.

h) Shall have ROPS and seatbelt.

8. Cold Recycler/Soil Stabilizer/Reprofiler:

a) Shall be a Terex RS950b, or approved equal

b) Shall have a minimum working width of 7’-10”

c) Shall have a maximum working depth of 16” or greater

d) Shall have the capability to accurately inject asphalt emulsions into cutting/mixing drum

e) Shall be 700 hp or greater

f) Shall be capable of pulverizing existing asphalt pavements and mixing pulverized asphalt, additional aggregates, and asphalt emulsions to a homogeneous mixture simultaneously.

g) Shall be equipped with one operator and one ground guide.

E. Method of Measurement

1. Construction Equipment Rental shall be measured on the number of workdays actually used to complete the work, rounded to the nearest whole day.

2. A workday shall mean a typical 10 hour Tompkins County Highway scheduled workday.

3. Tompkins County shall not be responsible for any days which a piece of equipment is on site and is not actively being used. Invoicing shall include only those days in which the equipment in question is actively used.

4. Tompkins County shall not be responsible for any days lost due to mechanical failure, malfunctions, or breakdowns. Downtime due to these items shall not be included in the total time invoiced.

F. Basis of Payment

1. The unit price bid per day shall include all equipment and labor costs associated with the rental and use of this equipment, to include fuel and maintenance; repair and upkeep; mobilization to anywhere within

Tompkins County; demobilization from anywhere within Tompkins County; and all costs associated with the provision of labor to operate the equipment in question.

G. Basis of Award

1. When utilized in conjunction with other Categories in this specification, award shall be made to the lowest combination of unit prices bid on the equipment necessary to complete the work.

2. When utilized independently, award shall be made to the lowest price bid on each individual piece of equipment.

3. The County reserves the right to award to the next lowest bidder if the desired schedule cannot be met or if the equipment provided is prone to excessive breakdowns and/or malfunctions.

V. CATEGORY C: COLD MIX ASPHALT PAVEMENT

1. Work in this category shall consist of providing bituminous materials (or combination of materials) from

Category A of this specification and construction equipment (or combination of equipment) from

Category B of this specification to accomplish the work described within this Category.

B. Materials

1. Bituminous Materials

a) Bituminous Materials shall be provided by the Contractor in accordance with Category A of this specification.

2. Aggregate Materials

a) Aggregate Materials shall be provided by the County and hauled to the project location. Aggregate

Materials provided for cold mix pavement shall be from the County’s “Gravel and Stone

Products” Material Bid. The County shall supply a gradation analysis of the aggregates upon request by the Contractor.

3. Resultant Cold Mix Pavement Mixture

a) General applications for cold mix asphalt pavement are shown in the tables below. At times other aggregates and/or blends of aggregates may be used.

b) The Contractor shall be responsible for making recommendations on the type and grade of bituminous materials used upon proper testing. This recommendation shall be mutually agreed upon by the County prior to the start of work.

Limestone Cold Mixes

Crushed Stone Mixes

Sieve Size Designation

Mixes

Limestone Crusher Run Crushed “Native” Stone

Percent Passing by Weight Percent Passing by Weight

2 inch 100 100

¼ inch 30 – 65 30 – 65

#40 5 – 40 5 – 40

#200 0 – 5 0 – 5

% Residual Asphalt (1) 3.2 – 4.3 3.2 – 4.3

Emulsion Gal/Ton (2) 12 – 16 12 – 16

Nominal Application Rate, Gal/Ton (3) 14 14

Notes for the tables above:

(1) Percentage of residual asphalt per ton of aggregate, assuming an emulsion that has a 65% residual asphalt content.

(2) Suggested application range of asphalt emulsion mixed per ton of aggregate.

(3) Suggested nominal application rate. Contractor shall make their own recommendation for the range and nominal application rate and submit it to the County for approval as specified in the “Asphalt Emulsion for Cold Mix” section below.

C. Quality Control

1. Cold Mix Aggregates

a) The county shall supply the aggregate to be used for a Cold Mix paving or stabilized aggregate application. The county will have a gradation analysis of the aggregate performed and the results shall be supplied to the contractor.

2. Bituminous Materials for Cold Mix Asphalt Pavement

a) The type and grade of bituminous material shall be recommended by the contractor and mutually agreed upon with the county. The contractor shall obtain a sample of the aggregate and perform the ASTM D 244 Field Coating Test procedure (reference page 25 of MS-19, A Basic Asphalt

Emulsion Manual). The following results shall be reported to the county no later than 5 working days before the project start date:

(1) The Type and Grade of Asphalt Emulsion

(2) Application Rate – Specify the nominal application rate (gallons per ton) and specify the potential range of variability during the mixing and placement process.

Limestone Aggregates

Mixes

Type 1

Surface Course

Type 2

Surface Course

Type 3

Binder Course

Type 4

Binder Course

% of Stone Mix By Weight

NYS DOT #1B 25

NYS DOT #1A 50 50 33

NYS DOT #1 25 50 33 50

NYS DOT #2 33 50

% Residual Asphalt (1) 3.0 – 4.8 3.0 – 4.3 3.0 – 4.0 3.0 – 4.0

Emulsion Gal/Ton (2) 11 – 18 11 – 16 11 – 15 11 – 15

Nominal Application Rate, Gal/Ton (3) 15 14 13 12

3. Cold Mix Pavement Mixture

a) Contractor shall sample the cold bituminous mixture a minimum of once daily. Samples shall be taken from the auger of the bituminous finishing machine.

b) Test results shall be certified by the testing laboratory and submitted to the Highway Director for each sample taken. Sampling and testing shall be done by NYSDOT Materials Method 5, except the mixture shall be heated to 250° F for a minimum of 15 minutes prior to testing. As a minimum, all test results shall state:

(1) Percent asphalt residue based on total weight of mix;

(2) Calculated asphalt emulsion content in gallons per ton and/or gallons per cubic yard;

(3) Aggregate

c) The County Highway Director may, at any time, have samples tested by a certified independent testing lab.

d) Acceptance of the job mix formula by the County Highway Director is solely for the purpose of quality control and does not release the contractor from its responsibilities.

D. Scheduling

1. Contractor shall guarantee that the Tompkins county Cold Mix projects shall be completed between June

1st and August 31st. A specific project schedule will be determined and provided to the contractor. The contractor shall guarantee availability during the time frame listed above willing to perform the work per a more specific schedule to be issued to the successful bidder no later than May 16th. Should the weather prevent compliance with the schedule the contractor and the county will mutually rearrange the schedule.

E. Guarantee

1. Contractor shall guarantee the quality of cold mix asphalt concrete for two (2) years from application date. The guarantee shall protect the County against excessive raveling of the mix due to too little asphalt binder or excessive asphalt emulsion content that results in bleeding. If excessive raveling or bleeding occurs within two (2) years the contractor agrees to place a slurry seal or reimburse the county for the cost of a slurry seal on the entire roadway segment that was originally surface treated.

F. Method of Measurement

1. Bituminous liquids shall be measured in accordance with Category A of this specification.

2. Construction equipment shall be measured in accordance with Category B of this specification.

G. Basis of Payment

1. Payment for Bituminous shall be made in accordance with Category A of this specification.

2. Payment for Construction equipment shall be made in accordance with Category B of this specification.

H. Basis of Award

1. Bid forms do not indicate a unit price bid for this item. The cost of work in this category will be determined by an itemized combination of unit prices from Categories A & B of this specification necessary to complete the work described in this Category.

VI. CATEGORY D: FULL DEPTH RECLAMATION OF ASPHALT PAVEMENT

1. Work within this Category shall consist of the in-place, full depth reclamation of asphalt pavement. The process shall include the development of a mix design and compaction plan; cleaning and inspection of existing pavement for excess debris (and/or any material that may interfere with the reclamation process);

milling, pulverizing, and mixing the existing pavement; adding and mixing new aggregates (if necessary) with the pulverized pavements; adding and mixing a bituminous stabilizing agent with the pulverized pavements; grading the reclaimed mixture to determined lines/grades/depths; and the compaction and curing of reclaimed material.

B. Materials

1. Aggregates

a) Aggregates shall be supplied by Tompkins County from sources found in the County’s “Gravel and Stone Products” Material Bid and hauled to project location with County forces.

b) Aggregates shall be either Limestone Crusher Run, Crushed Gravel, Crushed Stone, or a blend of these materials as recommended by the Contractor and mutually agreed upon by the County.

2. Bituminous Stabilizing Agent

a) Bituminous Stabilizing Agent shall be an asphalt emulsion found in “Category A: Provide

Bituminous Liquids” in this bid, as recommended by the Contractor and mutually agreed upon by the County.

3. Reclaimed Material

a) Reclaimed Material shall consist of the existing asphalt pavement and may also contain portions of the underlying subbase course which have been pulverized and blended into a homogenous mix along with additional aggregates and a bituminous stabilizing agent. Any portion of the mix sampled should pass a 2” sieve.

b) Reclaimed Material containing particles larger than 2” nominal diameter shall not be accepted. If particles larger than 2” nominal diameter are consistently discovered, contractor shall stop reclamation and make adjustments as needed to rectify the issue.

C. Construction Details

1. Sampling, Testing, and Mix Design Development

a) Contractor shall take and analyze asphalt pavement core samples and provide the County with the following information:

(1) Location of cores. Latitude and Longitude to 6 decimal places (i.e. 42.XXXXXX, -

76.XXXXXX) or mileage and direction from nearest…