Chip Seal Surface Treatment of Stafford Road

INVITATION TO BID
RFP# CCDPW2026-04
The County Commissioners of Caroline County, on behalf of the Caroline County Department of
Public Works is accepting proposals for the Chip Seal Surface Treatment of Stafford Road in Caroline
County, Maryland. Specifications and standards are contained elsewhere in this proposal. Work is
generally described as follows:
The scope of this contract includes, but is not limited to:
- Demolition and removal of specified culverts
- Installation of replacement of specified culverts
- Roadway base repair and roadway build-up, where required
- Limited clearing
- Application of four (4) courses of chip seal surface treatment
- Stabilization of disturbed areas
Electronic copies of the RFP, drawings, plans, and bid forms may be obtained by email request to
npearce@carolinemd.org or by accessing the County website at the following link:
https://www.carolinemd.org/bids.aspx. Printed copies of the RFP, drawings, and bid forms may be
obtained from the Caroline County Department of Finance at 109 Market Street, Denton, Maryland
21629. Refer to RFP# CCDPW2026-04.
A pre-bid meeting will be held on 06/18/2026 at 9:00 am at the Caroline County Circuit Courthouse 109
Market Street Denton, Maryland 21629. Bidders are encouraged to attend. Questions regarding this
RFP should be directed to Bryan North, Project Manager at 410-479-0520 or by email at
bnorth@carolinemd.org by noon 06/25/2026.
Bids must be received in the office of the Caroline County Commissioners, located at 109 Market
Street, Denton, Maryland 21629, ATTENTION: Nicole Pearce, by no later than 9:00 am, 07/9/26,
where they will be publicly opened and read aloud. The County Commissioners reserve the right to
reject any/or all bids.
CERTIFIED MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO RESPOND TO THIS
INVITATION TO BID.
Robin Eaton
Director
Department of Public Works
IMPORTANT DATES:
Pre-Bid: Monday, Thursday, June 18, 2026 @ 9:00 am
Questions Due: Thursday, June 25, 2026 @ Noon
Q & A Addendum Posted: Wednesday July 1, 2026, by the end of the day
Bid Opening: Thursday, July 9, 2026 @ 9:00 am

INFORMATION FOR BIDDERS
CAROLINE COUNTY DEPARTMENT OF PUBLIC WORKS
CHIP SEAL SURFACE TREATMENT OF STAFFORD ROAD
RFP# CCDPW2026-04
C.1 GENERAL
The County Commissioners of Caroline County, on behalf of the Caroline County Department of Public
Works, are accepting proposals for the Chip Seal Surface Treatment of Stafford Road in Caroline County,
Maryland. Specifications and standards are contained elsewhere in this proposal. Work is generally
described as follows:
- Demolition, removal and replacement of three culverts at Station 11+85
- Roadway base repair and roadway build-up, where required
- Limited clearing
- Application of four (4) courses of chip seal surface treatment
- Stabilization of disturbed areas
Electronic copies of the RFP, drawings, plans, and bid forms may be obtained by email request to
npearce@carolinemd.org or by accessing the County website at the following link:
https://www.carolinemd.org/bids.aspx. Printed copies of the RFP, drawings, and bid forms may be obtained
from the Caroline County Department of Public Works at 520 Wilmuth Street, Denton, Maryland 21629.
Refer to RFP# CCDPW2026-04.
Questions about this RFP and/or bid RFIs shall be made in writing and directed to:
Primary Contact:
Bryan North
Project Manager
Caroline County Department of Public Works
410-479-0520
bnorth@carolinemd.org
Secondary Contact:
Robin Eaton
Director of Public Works
Caroline County Department of Public Works
410-479-0520
reaton@carolinemd.org
C.1A MAIL DELIVERY
Bidders are cautioned that bids mailed, shipped express, or hand delivered to arrive the day of the bid
opening must be in the offices of the Caroline County Commissioners, County Courthouse, at 109 Market
Street, Denton, Maryland 21629 no later than 9:00 a.m., July 9, 2026. Bids received later than that time
will be returned unopened. Proposals must be mailed, shipped, or hand-delivered to the address provided
above.
C.2 CHANGES TO BID DOCUMENTS
Changes to bid documents shall be made only in writing, and copies will be emailed, faxed, or mailed to all
known prospective bidders. The County assumes no responsibility for verbal instructions or interpretations.
The bid documents contain the provisions required for the contract. Information obtained from an officer,
agent, or employee of the County or any other person shall not affect the risks or obligations assumed by
the bidder or relieve him or her of fulfilling any of the conditions of the contract.
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C.3 BID INSTRUCTIONS
Bids shall be submitted to the offices of the Caroline County Commissioners, County Courthouse, at 109
Market Street, Denton, Maryland 21629. BIDS WILL NOT BE RECEIVED AT ANY OTHER
LOCATION. Bids must be received by no later than 9:00 a.m., July 9, 2026.
The Statement below shall be prominently displayed on the outside of the sealed bid document.
This is a sealed proposal for Caroline County Chip Seal Surface Treatment of Stafford Road
RFP# CCDPW2026-04
Bidders are encouraged to attend the Pre-Proposal Meeting. The pre-bid meeting will be held on
June 18, 2026 @ 9:00 a.m. at the Caroline County Courthouse at 109 Market Street, Denton, Maryland
21629
C.4 BID OPENING
All bids will be opened and publicly read by designated County staff at 9:00 a.m., July 9, 2026, at the
offices of the Caroline County Commissioners, County Courthouse, at 109 Market Street, Denton,
Maryland 21629. Bidders and other interested parties are invited to attend.
C.5 BID COMPONENTS Refer to Proposal
C.6 OMISSION OF SPECIFICATIONS
The omission of a bidder of any specifications, or details of any specifications which would normally apply
to the products of service herein stated, shall not relieve the bidder from fulfilling those required
specifications to provide an end product best suited to the intended purpose. The best commercial
practices are to prevail, and only materials of first quality, correct type, size, and design are to be used.
Workmanship shall be of first quality. All parts and materials, whether specified herein or not, shall be
rated to meet or exceed the maximum rating required by the product or service and its maximum intended
purpose.
C.7 BID FORMS Refer to Proposal
All Bids must be made on the required bid forms. Only one (1) original copy of the bid form is
required. A conditional or qualified bid will not be acceptable. The base price on the bid form shall be the
total cost of the item being bid in accordance with the specifications in the contract documents. Alternates
shall only be used to reflect increases or decreases in the base bid price. Only those alternates, that are
specifically requested by the County, will be considered.
C.8 BID BOND
All bids shall be accompanied by a Bid Security in the form of a certified check or bid bond payable to the
County Commissioners of Caroline County, for the penal sum of not less than five (5) percent of the
amount representing the bid noted on the standard bidding form. Bid Security will be returned to all
bidders upon completion of the Contract Award process, with the exception of the successful bidder. Non-
performance or failure to sign the contract within ten (10) working days after award, or withdrawal of a bid
after opening but prior to award, shall result in forfeiture of the Bid Security.
Any Bid Security and related forms and instruments required must be executed and attached to the
bid submittal.
C.9 WAIVER OF TECHNICALITIES
The County reserves the right to waive formalities or technicalities in bids as the interest of the County may
require in accordance with the terms of the County's Purchasing Ordinance, Chapter 51, Code of Public
Laws of Caroline County, Maryland.
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C.10 CONTRACT AWARD
It is the intent of the County to award a contract to the lowest qualified responsible and responsive bidder
within 30 calendar days following bid opening; however, the County requires bidders, by signing the
"Standard Bid Acceptance" form to guarantee their bid for a period of 60 days following the bid opening
date. The County reserves the right to reject any and/or all bids.
C.11 TAX EXEMPTION
The County is exempt from paying Federal, State, and Local Excise Taxes. We will not provide our sales
tax exemption number for the materials on the project.
C.12 BASIS OF AWARD
The award of this contract is not based on price alone. The award will be based on the bidder submitting
any/all information requested, clarity of bid, and the County's determination of the most favorable bid
including but not limited to.
A. Compliance with specifications.
B. Compliance with terms of the bid package.
C. The County's assessment of the Contractor's ability to perform or deliver on time.
D. Preference is given to local vendors pursuant to the Caroline County Purchasing Ordinance.
C.13 MODIFICATIONS OR WITHDRAWAL OF BIDS
A. Pre-Opening Modifications or Withdrawal of Bids - Bids may be modified or withdrawn by
written notice received by the Project Manager before the time and date set for bid opening.
B. Disposition of Bid Bond - If a bid is withdrawn in accordance with the above, the Bid Bond if
any shall be returned to the Bidder.
C. Late Bids - A late bid may not be considered under ANY circumstances and will be returned
to the bidder at the bidder's last known address.
D. Late Withdrawals & Late Modifications - Any request for Withdrawal or Modification received
after the time and date set for receipt and opening of bids is late and will be disregarded.
C.14 CONTRACTOR'S ABILITY
The County may undertake such investigations or inquiries as it deems necessary to determine the ability
of the bidder to perform the work, and the bidder shall furnish the County with all requested information and
data for this purpose.
C.15 PAYMENT TERMS
Payment will be made only for properly approved purchase orders supported by adequate information and
details enabling the County to determine that the appropriate level of performance has been reached,
including invoices for materials actually delivered and services actually performed. Otherwise, payment will
not be made. Invoices must include the periods covered and a detailed listing of all items included in the
invoice, which shall be subject to the review of the County.
C.16 PERFORMANCE BOND
The selected bidders shall furnish a Performance Bond in the amount of one hundred percent (100%) of
the bid price. The successful bidder shall be required to furnish the bond at the time of execution of the
contract. The bidder to whom the contract is awarded will be required to execute the contract and obtain
the requisite bonds within ten (10) calendar days from the date when the Notice to Award is delivered by
the County to the bidder. The Contractor must correct any and all defects in material and/or workmanship
that may appear during the guarantee period, or any defects that occur within one (1) year from the date of
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acceptance, by repairing (or replacing with new items or new materials, if necessary) any such defect at no
cost to the County and to the County's satisfaction. There are no notices or conditions precedent to
prevent any potential claim and the Surety will not be entitled to investigate the claim and/or provide
completion contractors in the event of default or breach. In the event that a suit must be brought against
the bond, the venue shall be in a Court of competent jurisdiction in Caroline County, Maryland.
C.17 SUBSTITUTIONS
The material, products, and equipment described in the bidding documents established a standard of the
required function, dimension, appearance, and equality to be met by any proposed substitution. No
substitutions will be considered prior to receipt of the bids unless a written request for approval has been
received at least ten (10) days prior to the receipt of bids. Each such request shall include the name of the
material or equipment for which it is to be substituted and a complete description of the proposed substitute
including drawings, cuts, performance, test data, and any other information necessary for evaluation.
C.18 ADDENDA
Addenda, if any, will be emailed, mailed, or delivered to all who are known to have received a complete set
of bidding documents. Copies of the Addenda will be made available for inspection wherever bidding
documents are on file for that purpose. Bid questions will be received until noon on June 25, 2026. Bid
questions will not be accepted after this date. Addenda will be issued on or July 1, 2026, except an
Addendum withdrawing the request for bids or one which includes postponement of the date for receipt.
C.19 ALTERNATES
An alternate is a dollar amount to be added to or subtracted from the base bid price. The County may
request alternate prices to compare various options that may be in their best interest. The County shall
have the right to accept alternates in any order or combination, and to determine the low bidder on the
basis of the base bid and alternates accepted.
C.20 CONTRACT DOCUMENTS
The Contract Documents shall include this RFP, Information to Bidders, Bid Forms, the County General
Terms and Conditions, the contract, and any other documents that are clearly intended to be a part of this
product or service. A copy of the model contract will be provided at the pre-bid meeting.
C.21 CAROLINE COUNTY PURCHASING CODE
Effective April 05, 2014, all County purchases are subject to and to be accomplished in accordance with
Chapter 51 of the CPLL. A copy of the new Chapter 51 may be obtained from the Executive Assistant to
the County Commissioners, 410-479-0660. The Caroline County Purchasing System is to ensure that the
taxpayers of Caroline County receive a full return on the investment of tax dollars; that the Caroline County
government operates openly, efficiently, and effectively in public purchasing; that vendor and potential
vendors are treated fairly; and that local businesses are given the opportunity to provide goods and
services that are both cost-effective and in the County's interest. The County's Purchasing Manual may be
viewed here: https://www.carolinemd.org/DocumentCenter/View/2949/Caroline-County-Purchasing-
Manual---Adopted-09-05-17?bidId=
C.22 BUDGET FUNDING - NON-APPROPRIATIONS CLAUSE
A contract made as a result of this bid will be subject to the appropriation of funding by the County.
Because the County is a local government entity, it may enter into multi-year contracts (contracts that
require expenditures beyond the current fiscal year) without doing so as issuance of debt with
accompanying legislation, by including a non-appropriations clause in a contract. Therefore,
notwithstanding any provisions in this document or subsequent contract to the contrary, should the County
Commissioners of Caroline County determine not to appropriate funds for the fulfillment of the contract in a
fiscal year or portion thereof, the County shall be permitted to terminate its obligation pursuant to the
contract upon thirty days written notice to the Contractor.
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C.23 PURCHASE ORDER
Payment will be made only for properly approved purchase orders signed by authorized personnel
supported by adequate information and details enabling the County to decide that the appropriate level of
performance has been reached, including invoices for materials delivered and services performed. Invoices
must include the period covered and a detailed listing of the items included in the invoice, which shall be
subject to the review of the County. Invoices shall be submitted in accordance with the schedule outlined
in the signed Contract.
C.24 TRADE AND BRAND NAMES
The use of or references to any trade or brand names in this bid package shall be solely for the purpose of
establishing a standard and shall in no way infer that other trade and brand names will not be acceptable.
C.25 NON-DISCRIMINATION
The County is an equal opportunity employer. The County complies with Title VI of the Civil Rights Act of
1964, which provides that no person shall be denied on the grounds of race, color, or national origin, be
excluded from, be denied the benefits of, or discriminated against under any program or activity receiving
Federal financial assistance. Each bidder shall verify through execution of the bid form that it does
not discriminate based on race, color, creed, religion, gender, age, lawful sexual orientation, marital
status, national origin, or on any other basis generally prohibited by any federal, State, or local law,
rule, or regulation.
C.26 RESERVATION
The County reserves the right to increase or decrease quantities and/or projects at its discretion. Price
adjustments for changed quantities shall be based upon the difference multiplied by the associated unit
price in the executed bid forms.
C.27 PRODUCT LITERATURE
Bidders shall include with their bid submittal literature detailing the make, model, and specifications of the
product on which they are bidding, if applicable.
C.28 EXCEPTION TO BID SPECIFICATIONS
Any bidder taking an exception to stated specifications or requirements must make such exceptions clear
and in writing and shall attach such exceptions to, or include them in, the sealed bid proposal. This section
is not to be construed to mean that the county is obligated to accept any such exception. THE COUNTY IS
NOT OBLIGATED TO ACCEPT ANY BID NOT IN CONFORMANCE WITH BID SPECIFICATIONS AND
MAY REJECT SUCH BIDS WITHOUT COMMENT OR REVIEW. BIDDERS TAKING SUCH
EXCEPTIONS DO SO AT THEIR OWN RISK.
C.29 TIME OF DELIVERY
The Contractor, after receipt of written notice of the award of the contract and receipt of the purchase
order, shall diligently prosecute same so that it will be fully completed within 30 calendar days from Notice
to Proceed. Time is of the essence in the execution of each project.
C.30 DEFAULT IN CONTRACTING
Should the bidder to whom the contract is awarded fail or be unable to execute the contract for any reason
within seven (7) calendar days after notification of award, then an amount equal to the difference between
the accepted bid price and that of the next highest bidder shall be forfeited to the County as liquidated
damages.
C.31 CAROLINE COUNTY ETHICS ORDINANCE
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By submitting a bid in response hereto, the bidder acknowledges that he/she is familiar with the County's
Code of Ethics, CPLL, Chapter 33, and certifies that he/she does not know of any violation of that Chapter,
that he/she does not know any conflict of interest which may exist or arise under Chapter 33 if the bidder is
awarded a contract, and that he/she has not given any gift (as that term is defined in Chapter 33) to anyone
who has or may participate in the awarding of this contract or the management or supervision thereof.
C.32 CAROLINE COUNTY GOVERNMENT SUBSTANCE ABUSE POLICY
On August 15, 1995, the County adopted the "Caroline County Government Substance Abuse Policy"
designated Resolution #95-015 and recorded in the Clerk's Office for Caroline County in Liber 2, Pages
961, 962, 963. This policy MUST be strictly adhered to. Prospective bidders are cautioned to make
themselves familiar with the policy.
C.33 INSURANCE
Prior to the execution of this contract, the successful bidder shall submit a "Certificate of Insurance"
indicating it carries the specified insurance in the amount specified in this RFP. Coverage shall be
maintained throughout the term of the contract.
Required Coverage:
A. General Liability - Minimum $2,000,000
i. This can be a combination of General Liability & Umbrella
B. Workers' Compensation Insurance as required by law.
C. All required coverages shall include and specifically name the County as an additional
insured and loss payee with respect to all operations under the contract.
D. The successful bidder will furnish the County with any up-to-date certificates of insurance
stating the requirements listed above at contract implementation.
C.34 IMMIGRATION LAW COMPLIANCE
By submitting and signing a proposal, each bidder hereby certifies that it does not, and if awarded the
contract, will not during the performance of the contract, employ illegal workers or otherwise violate any
provisions of any applicable federal, State, or local law concerning the employment of illegal aliens, the
certification of the nationality of workers, or otherwise.
C.35 BID NOTICE DISCLAIMER
The mailing of bid solicitations (notices) to incumbent and/or potential vendors of goods and services is a
courtesy extended by the County, as well as a method for generating interest among vendors. Vendors
should rely on the public notices published in eMaryland marketplace and the newspapers of general
circulation in Caroline County.
C.36 FEDERAL TAX IDENTIFICATION CERTIFICATE (W-9)
All first-time successful bidders must complete the "Federal Taxpayer Identification Certification W-9".
C.37 GENERAL TERMS AND CONDITIONS
All County agreements are subject to the County's General Terms and Conditions unless otherwise
specifically changed or waived hereunder or in the contract.
C.38 IN- COUNTY PREFERENCE
The County Commissioners reserve the right to show preference to local Bidders in the purchase, lease, or
lease-purchase of goods, services, and construction. The amount of preference shall not exceed five (5)
percent in purchases up to or equaling $100,000 and two-and-one-half (2.5) percent in purchases greater
than $100,000. Any In-County Bidder in default on the payment of any County or state tax shall not be
eligible to receive preference until all taxes are paid.
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C.39 BID/PROPOSAL AFFIDAVIT
All bidders must complete and execute the Bid/Proposal Affidavit.
NOTE: Any gaps in the number sequencing of items in this document are intentional.
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