Asphalt Patch Repair, Sealcoat & Striping

Request for Bid
ASPHALT PATCH REPAIR, SEALCOAT & STRIPING
Board of Education
South Colonie Central School District
102 Loralee Drive,
Albany NY 12205
Phone: (518) 869-3576
SUBMISSIONS DUE BY: May 27, 2026 at 10:00AM
ATTACHMENTS: (Complete attachments where applicable and
returned with proposal)
A) Bidders Cover Sheet
B) Bid/Pricing Sheet
C) Insurance requirements
D) Non-Collusion Certification
E) C of C Iran Divestment Act 2012
F) References
In accordance with the provisions of Section 103 of the General Municipal Law,
an advertisement has been published in the local newspaper.
SECTION I - GENERAL INFORMATION/CONDITIONS
Summary Statement:
The purpose of this Request for Bid (RFB) is to establish a contract with a contractor for
on-call services as needed to provide asphalt patch repair work on district owned
property such as, but not limited to roadways, alleys, parking lots and pads. The work
includes dig outs, patch repairs of utility trenches, thin skin patches and pot hole

patching, and marking and striping. The intent of this RFB is to award a contract to the
lowest responsible and responsive bidder whose bid meets the requirements of the
RFB. Bidders shall make all investigations necessary to thoroughly inform themselves
about the District. No plea of ignorance by the bidder of conditions that exist or that may
hereafter exist as a result of failure or omission on the part of the bidder to make the
necessary examinations and investigations, or failure to fulfill in every detail the
requirements of the RFB, will be accepted as a basis for varying the requirements of the
District or the compensation to the vendor.
General Information:
South Colonie Central School District operates one high school, two middle schools and
five elementary school.
SECTION II - GENERAL REQUIREMENTS
Instructions to Bidders:
The contract will be awarded in accordance with the Sealed Bid procurement method.
The submission of a bid will indicate that the bidder (1) has read the instructions, (2) will
abide by the terms and conditions governing this Request for Bid, and (3) understands
the requirements for delivery of the services specified.
General Instructions:
Vendor must submit all required forms with their bid. A completed bid packet must be
submitted. Each bid is considered a binding contract. Bidders cannot change prices
after they have been awarded a contract. When a bid contract is awarded, the
successful bidder must provide all of the services.
Questions:
Contractors are responsible for reading carefully and understanding fully the terms and
conditions of this RFB. If a site visit to any of the areas referenced in this RFB, is
required by the contractor then it is their responsibility to visit. Request for clarification
or additional information must be made to the proper contact below.
Email questions to dearawayr@scolonie.org in the subject line "Asphalt Patch
Repair, and Sealcoat & Striping Questions". All questions must be received by
May 20, 2026 by 4:00PM. All questions will be responded to by May 21, 2026 by
4:00PM.
SECTION III - TERMS AND CONDITIONS

1. The issuance of this RFB request constitutes only an invitation to submit a response to
the District.
2. No officer of the school district or member of the Board of Education shall have interest in
this bid.
3. This Bid request does not commit the District either to award a contract or to pay
any costs incurred in the preparation of a submission. Bidders shall bear all costs
associated with submission preparation, submission and attendance at
presentation interviews, or any other activity associated with this bid request or
otherwise.
4. All bids and accompanying documentation become the property of the South
Colonie Central School District. The District shall not divulge any information
presented to anyone outside the District, unless required by law, without the
written approval of the individual or firm. The District reserves the right to use the
information and any ideas presented in any submission in response to this RFB
request, whether or not the submission is accepted. Submitted bids may be
reviewed and evaluated by any person or outside consultant retained by the
District, other than one associated with a competing applicant, as designated by
the District. If a bidder believes that any information in its bid constitutes a trade
secret and wishes such information not be disclosed if requested by a member of
the public pursuant to the State Freedom of Information Law, Article 6 of the
Public Officers Law, the bidder shall submit with its bid a letter specifically
identifying the page number, line or other appropriate designation, that
information which it deems to constitute a trade secret and explain in detail why
such information is a trade secret. Failure by a bidder to submit such a letter with
its bid identifying trade secrets shall constitute a waiver by the applicant of any
rights it may have under Section 89 (Subdivision 5) of the Public Officers Law
relating to protection of trade secrets.
5. If applicable it is incumbent upon the contractor(s) to pay the prevailing rate of
wages as established by the NYS Department of Labor.
6. Prevailing Wage Rate as part of the requirements of Article 9 (sections 230-239)
of the NYS Labor Law, requires Public Work Contractors and Subcontractors to
pay laborers, workers or mechanics employed in the performance of a Public
Works contract not less than the prevailing rate of wages and to provide
supplements (fringe benefits) in accordance with prevailing practices in the
locality where the work is performed. Any Federal or State determination of a
violation of any Public Works law or regulation, or Labor Law, or any OSHA
violation deemed "seniors or willful" may be grounds for a determination of
vendor non-responsibly and rejection of bid.

7. If applicable the Contractor must provide a copy of payroll records, when
requested, showing prevailing wages paid to each employee for any School
District project.
8. The District neither makes nor assumes any contractual obligation by issuing this
RFB request, receiving and evaluating responses, or making preliminary bidder
selections. Providing a response as provided herein shall neither obligate nor
entitle a bidder to enter into a contract with the District.
9. The District reserves the right to determine in its sole and absolute discretion
whether any aspect of the bidder's submission satisfactorily meets the criteria
established in this RFB request, the right to seek clarification from any Bidder(s),
and the right to cancel and/or amend, in part or entirely, the RFB request, at any
time prior to a written contract.
10. It is understood that any submission received and evaluated by the South Colonie
Central School District will be used as the basis for the cost and terms of a contract
between the District and the particular bidder. In submitting a response, it is
understood by the bidder that the District reserves the right to accept any
submission, to reject any and/or all submissions and to waive any irregularities or
informalities that the District deems is in its best interest.
11. The District is not obligated to respond to any submission nor is it legally bound in
any manner whatsoever by the submission of a response.
12. Each response shall be reviewed for completeness and for the technical and
administrative requirements of the RFB request. The District has the option of
requesting the bidder to submit missing information or provide clarification of those
issues deemed incomplete, or disqualifying the bid. A bid may be disqualified for
lack of response to such a request.
13. RFB's submitted to the District must be valid for a period of at least 120 days from
the deadline for receipt of bid responses as defined in the time frame section of
this document.
14. The selected bidder's bid will become part of any resulting legal contract, should
contracts be awarded. The term of the resultant contract shall commence upon
award and shall remain in effect until completion, inspection, and final acceptance
of specified project(s) unless terminated, cancelled, or extended as otherwise
provided herein.
15. The District may, from time to time, inform other local governmental entities and
school districts that they may acquire items or services listed in this Request for
Bids. Such acquisition(s) shall be at the prices stated herein, and shall be subject
to bidder's acceptance. Other local government entities or school districts
purchase orders shall be submitted directly to the vendor within the specified

contract period referencing the District's contract. South Colonie Central School
District will not be liable or responsible for any obligations, including, but not limited
to, payment, and for any item ordered by an entity or school other than the South
Colonie Central School District.
16. When specifications are revised, the South Colonie Central School District will
issue an addendum addressing the nature of the change. Bidders must sign and
include it in the returned bid package.
17. It is a requirement that bidders indicate specifically in the response any sub-
contract, alliance, partner, franchise, or other "non-employee" relationship with any
resource(s) they will utilize if they are chosen as the selected bid. Note: The
District reserves the right to approve and designate sub-contractors to be used in
any of the services being proposed.
18. South Colonie Central School District reserves the right to introduce additional
factors not contained in this RFB request in order to obtain the most suitable
solution. After submitting a bid, each respondent must be prepared to have the
operational aspects of their bid reviewed in detail by District representatives.
19. Bids shall be opened publicly at the District's Central Office location, or other duly
designated location, on the "received by" date and time indicated on the cover
page. The name of each bidder shall be read publicly and recorded. Unless
disclosure of final bid pricing would constitute an impairment of negotiations, the
proposed bid, cost, or sum of each proposer will be read publicly as well. The
content of bids shall not be subject to public inspection until after contract award.
Subsequent to contract award, bids may be reviewed unless they, in total or in
part, contain information which is exempt from disclosure pursuant to the Freedom
of Information Law (e.g. a trade secret).
20. At any time prior to the specified bid due time and date, a bidder (or designated
representative) may withdraw their bid.
21. The District reserves the right to award contracts for individual projects or for any
combination of projects deemed to be most advantageous to the District.
Notwithstanding any other provision of the RFB, the District expressly reserves the
right to:
* Waive any immaterial defect or informality; or
* Reject any or all bids, or portions thereof; or
* Reissue an invitation for bid.
22. The District Board of Education reserves the right to award a contract in the best
interest of the District. The Board of Education's decision will be final.
Bidders Default - Failure of the Bidders to comply with any of these provisions

may be considered reason for rejection of the Bid.
SECTION IV - INFORMATION TO BIDDERS
1. General Scope: South Colonie Central School District is desirous to establish a
contract with a contractor for on-call services as needed to provide asphalt patch
repair work on district owned property such as, but not limited to roadways,
alleys, parking lots and pads. The work includes dig outs, patch repairs of utility
trenches, thin skin patches and pot hole patching, and marking and striping.
2. Award of Contract: The District will award the bid to the lowest bidder and/or
responsible bidder whose bid is most advantageous to the District. In determining
the most advantageous bid, the District will consider criteria such as, but not limited
to, cost, bidder's past performance and/or service reputation, and service
capability, quality of the bidder's staff or services, customer satisfaction, bidder's
past relationship with the District.
3. Contract Term: The contract shall be for three (3) years. Upon mutual
agreement with the Contractor, the District shall have the option to extend the
contract for an additional two (2) years. The District may cancel without penalty,
upon 60 days written notice to contractor.
4. Bid Notification: Successful bidder(s) will be notified via emails and/or
purchase orders after the Board of Education approval of the Bid.
5. Pricing: Prices for all goods and/or services shall be firm for the duration of this
contract.
6. Invoicing: An itemized invoice should be prepared for each individual service
and submitted directly to the South Colonie Central School District 102 Loralee
Drive, Albany NY 12205.
7. Payment Term: Net thirty (30) days from receipt of the invoice.
SECTION V - GENERAL CONDITIONS
1. All bids received after the time stated in the Notice to Bidders may not be
considered and will be returned to the bidder. The bidder assumes the risk of any
delay in the mail or in the handling of the mail by employees of the school district.

Whether sent by mail or by means of personal delivery, the bidders assume
responsibility for having his bid deposited on time at the place specified.
2. Sales to school districts are not affected by any fair trade agreements. (General
Business Law, Ch. 39, Sec. 369-a, Sub. 3, L. 1941)
3. No charge will be allowed for federal, state, or municipal sales and excise taxes
since the school district is exempt from such taxes. The price bid shall be net and
shall not include the amount of any such tax. Exemption certificates, if required,
will be furnished on forms provided by the bidder.
4. Under penalty of perjury the bidder certifies that:
(a) The bid has been arrived at by the bidder independently and has been
submitted without collusion with any other vendor of materials, supplies, or
equipment of the type described in the invitation for bids, and
(b) The contents of the bid have not been communicated by the bidder, nor, to
its best knowledge and belief, by any other it's employees or agents, to any person
not an employee or agent of the bidder or its surety on any bond furnished herewith
prior to the official opening of the bid.
5. No interpretation of the meaning of the specifications or other contract document
will be made to any bidder orally.
SECTION VI - BID FORMAT AND INSTRUCTIONS
POINT OF CONTACT
The sole point of contact at the District for purposes of this RFB prior to the
award of a contract is the Deputy Purchasing Agent. All contact relative to this
RFB should be made in writing and directed to:
Ray Dearaway, Deputy Purchasing Agent
South Colonie Central School District
102 Loralee Drive
Albany, NY 12205
SECTION VII - SPECIFICATIONS
1. The South Colonie Central School District is seeking to establish a contract with
a contractor for on-call services as needed to provide asphalt patch repair work
on district owned property such as, but not limited to roadways, alleys, parking
lots and pads. The work includes dig outs, patch repairs of utility trenches, thin
skin patches and pot hole patching, and marking and striping.

District Office
102 Loralee Drive, Albany NY 12205
Transportation Building
2 Winston Place, Albany NY 12205
Colonie Central High School
1 Raider Boulevard, Albany, NY 12205
Lisha Kill Middle School
68 Waterman Avenue, Albany, NY 12205
Sand Creek Middle School
329 Sand Creek Road
Albany, NY 12205
Forest Park Elementary School
100 Forest Drive, Albany, NY 12205
Roessleville Elementary School
100 California Avenue
Albany, NY 12205
Saddlewood Elementary School
100 Loralee Drive, Albany, NY 12205
Shaker Road Elementary School
512 Shaker Road
Loudonville, NY 12211
Veeder Elementary School
25 Veeder Drive
Albany, NY 12211

SCOPE
The bidder shall provide all material, labor and equipment necessary to
perform the work required. All services under this scope shall be performed
under the direction of and subject to approval of the Director of Facilities or
his designee. Services shall be performed during weekdays in eight hour
scheduled shifts coordinated with the district. Some Saturday or weekend
work may be required to ensure safety and avoid disruption when school is in
session. The district shall be provided with a full manufacturer's warranty for
materials as a condition of award. The contractor shall warranty all defects in
materials and workmanship for a period on one year.
PATCH REPAIR:
* Demolition and removal of all asphalt and debris, which should be properly
disposed of at the contractor's expense. Correct any condition
contributing to damaging the asphalt (settled, raised, ect.).
* Prior to resurfacing, area will be thoroughly cleaned of loose debris, free of
surface moisture and primed with SS1H Emulsion, or equivalent to ensure
bond between existing surface and new asphalt overlay.
* Apply 1.5-inches of NYSDOT Type 6 asphaltic pavement and roll to a
smooth and even finish with a power steel wheel roller.
* Any overlay next to concrete curbing or other asphalt will be edge milled.
Recycled content may be used.
SEAL COAT:
* Clean prepare area to be seal coated and apply two (2) coats of sealcoat.
CRACK SEALING
* Seal Cracks 14" or wider.
* Clean the crack using a high pressure air, sandblaster, wire brushing, or
hot air blasting, before sealing crack.
MARKING/STRIPING:
* Lay out lines, as existing, prior to paving. Paint shall be applied with
appropriate airless striping machine. Paint shall meet Federal
Specification TTP-1952B.
* Traffic markings and crosswalks will be painted and will be same color,
unless specified differently on bid form.
* Handicap stalls will be marked per code.

SECTION VIII - BID SUBMITTAL
FORM OF SUBMITTAL
Submit one (1) clearly labeled original and one (1) copy of your proposal and
completed Attachments in a sealed package with the company submitting
identified on the package, addressed as follows:
Ray Dearaway, Deputy Purchasing Agent
South Colonie Central School District
102 Loralee Drive
Albany, NY 12205
Attention: Ray Dearaway, Deputy Purchasing Agent
ASPHALT PATCH REPAIR, AND SEALCOAT &
STRIPING
DELIVERY OF PROPOSALS
The proposal shall be properly addressed as shown in Section VIII and
delivered or mailed so that the proposal is received on or before the response
date and time.
Requests for extension of this date or time shall not be granted. Bidders
mailing bids should allow sufficient mail delivery time to ensure timely receipt
by the District; please note that daily mail through the U.S. Post Office often
arrives at the District after 2:00 PM. Bids received by the District after the
closing time and date will not be considered. Bids delivered by e-mail or
facsimile shall not be considered. The District does not accept responsibility
for late or mis-delivered bids.
RESPONSE DATE AND TIME
The response due date and time is:
May 27, 2026 at 10:00AM