Highway: Bid - Crack Sealing

REQUEST FOR PROPOSAL
SPECIFICATIONS
AND
CONTRACT AGREEMENT
FOR
CRACK SEALING
FY26-500-52
CITY OF MANCHESTER
DEPARTMENT OF PUBLIC WORKS
HILLSBOROUGH COUNTY
2026

HIGHWAY COMMISSION
Kathleen Sullivan Chairman
Arthur Gatzoulis Co-Chairman
Mark MacKenzie Commissioner
Amber Nicole Cannan Commissioner
____________________________________________________
Timothy J. Clougherty Public Works Director
____________________________________________________
Prepared By:
CITY OF MANCHESTER, NEW HAMPSHIRE
DEPARTMENT OF PUBLIC WORKS
HILLSBOROUGH COUNTY

TABLE OF CONTENTS
INVITATION FOR BIDS 1
INSTRUCTIONS TO BIDDERS 3
STANDARD SPECIFICATIONS 8
PROPOSAL 9
INFORMATION REPORT 12
BID ITEM SHEET 13
BID BOND 14
PROSECUTION OF WORK 15
TRAFFIC CONTROL PLAN 21
CONTRACT DOCUMENTS: 23
CONTRACT AGREEMENT
STATEMENT OF UNDERSTANDING
STATEMENT OF COMPLIANCE
PERFORMANCE BOND
PAYMENT BOND
APPENDIX:
A - CRACK SEALING ROADS LIST AND MAPS
B - DEPARTMENT PAYMENT REQUEST FORMS

City of Manchester Department of Public Works
475 Valley Street
Manchester, New Hampshire
INVITATION FOR BIDS
Sealed bids will be received from prequalified contractors at the office of the Department of Public Works
of the City of Manchester, New Hampshire before or at 2:00 P.M., prevailing time on June 25, 2026 for
the following described services:
CRACK SEALING
FY26-500-52
The City of Manchester is accepting bids for its annual crack sealing contract. Individual roadway sections
to be crack sealed that are included in this contract range in approximate lengths from 1,300 to 17,000
feet (0.3 to 3.3 miles) for an approximate total of 45 miles. Individual roadway sections are outlined in
Appendix A.
Current bid opportunities and past bid results can be found using the following URL:
www.manchesternh.gov/bids
City Standard Specifications and prequalification forms are available on the City's website at
https://www.manchesternh.gov/Departments/Purchasing/Forms-and-Documents.
All individuals, firms, partnerships, or corporations intending to bid must be prequalified for the project.
Those contractors who have not submitted their Annual Prequalification forms and are interested in
bidding shall be required to submit their project specific prequalification form at least five (5) working
days prior to the bid opening.
Bids must be completed in both words and numerals on regular proposal forms, which shall be submitted
in a sealed envelope marked:
"Proposal for CRACK SEALING FY26-500-52"
Bids must be addressed and delivered to the Department of Public Works not later than the date and time
noted above, at which time they will be publicly opened and read aloud.
Bids must be accompanied by a Certified Check or Bid Bond, for the amount equal to five percent (5%) of
the total Contract Price, payable to: "Department of Public Works, City of Manchester, N.H.", as security
for the execution of the Contract.
A Performance and Payment Bond each in the amount of 100 percent (100%) of the Contract price will be
required from the successful bidder.
The City of Manchester is an equal opportunity/affirmative action agency. All qualified bidders will receive
consideration without regard to race, color, religion, creed, age, sex, or national origin. The City hereby
notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this
FY26-500-52 Crackseal RFP.pdf Page 1

advertisement, disadvantaged business enterprises will be afforded full opportunity to submit bids in
response to this invitation and will not be discriminated against on the grounds of race, color, national
origin, sex, age, or disability in consideration for an award.
Questions regarding this Invitation to Bid should be directed to:
DPW_Engineering@manchesternh.gov (must include "Crack Sealing FY26-500-52" in the subject line) or
by calling the DPW directly at (603) 624-6444.
FY26-500-52 Crackseal RFP.pdf Page 2

City of Manchester
Department of Public Works
475 Valley Street, Manchester, New Hampshire
INSTRUCTIONS TO BIDDERS
GENERAL:
1. Bids will be received by the City of Manchester, New Hampshire at the place and until the time
specified in the Invitation to Bid and then publicly read aloud for the information of bidders and
others properly interested who may be present either in person or by representative.
NO BIDS WILL BE ACCEPTED AFTER THE TIME AND DATE SPECIFIED.
2. The following meanings are attached to the defined works when used in this document:
a. The word "City" shall refer to the City of Manchester, New Hampshire, herein also defined as
the "Owner".
b. The word "Department" or the abbreviation "DPW" shall refer to the City of Manchester
Department of Public Works, located on 475 Valley Street in Manchester, NH.
c. The word "Engineer" shall mean the person, firm, or corporation acting as the City's
representative, assuming all duties and responsibilities, and having the rights and authority
assigned to Engineer in the Contract Documents.
d. The word "Bid" shall mean quotation, proposal, offer and qualification/experience statement.
e. The word "Bidder" means the person, firm, or corporation submitting a bid on these
specifications or any part thereof.
f. The word "Contractor" means the person, firm, or corporation with whom the Contract is
being made by carrying out the provisions of this sealed bid Invitation and the Contract.
g. The words "firm price" shall mean a guarantee against price increase during the life of the
Contract.
3. Strict compliance with the requirements of the Invitation to Bid, terms and conditions, and the
instructions printed is necessary. All blank spaces must be filled in. Any changes and/or
corrections shall be marked in red and initialed by the person making such corrections. Signatures
of the responsible owner or representative of the firm must be in ink. No reproductions,
duplications, or copies will be accepted.
4. Each bid must provide the full business address of the Bidder and be signed by that bidder with
his/her or her usual signature. Bids by partnerships must furnish the full names of all partners and
must be signed with the partnership name by one of the members of the partnership or by an
authorized representative, followed by the signature and title of the person signing. Bids by
corporations must be signed with the legal name of the corporation, followed by the state of
incorporation and by the signature and title of president, secretary, or other person authorized
to bind it in the matter. The name of each person signing shall also be typed or printed below the
signature. A bid by a person who affixes to his/her signature the word "president", "secretary",
"agent", or other title without disclosing his/her principal may be held to be the bid of the
individual signing. When requested by the City, satisfactory evidence of the authority of the officer
signing on behalf of the corporation shall be furnished. All Bids must be signed by an authorized,
FY26-500-52 Crackseal RFP.pdf Page 3

responsible officer or employee having the capacity to enter into contracts.
5. Bids must be securely sealed in a suitable envelope, (facsimile or electronic submissions will not
be accepted) addressed and marked on the outside as follows:
CRACK SEALING
FY26-500-52
6. Bidders' names and address must appear on the upper left-hand corner of the sealed envelope.
7. The entire solicitation document is to be returned when submitting a bid, unless otherwise
required by the solicitation document. Failure to return all pages may result in a determination
that the submittal is non-responsive.
NOTE: THE CITY OF MANCHESTER IS NOT RESPONSIBLE FOR BIDS NOT PROPERLY MARKED.
8. It will be the responsibility of the Bidder to see that their bid is received by the Department as
specified.
9. Each Bid is received with the understanding that the acceptance in writing by the City of the Bidder
to furnish any or all services described therein or as otherwise negotiated shall constitute a
contract between the Bidder and the City.
10. A contract agreement that is customarily employed by the City will be used and will incorporate
the original solicitation with all terms, conditions, and specifications of the sealed Bid. A copy of
the Contract agreement is attached hereto.
11. Bids may be withdrawn upon written or electronic request received from Bidders prior to the time
affixed for opening. Negligence on the part of the Bidder in preparing the bid confers no right for
the withdrawal of the bid after it has been opened.
12. The solicitation document maintained by the Department, in the bid file folder, shall be
considered the official copy. In the case of any inconsistency between bid documents submitted
to the City, but not clearly listed on the exception page of the document or as an exception by the
Bidder, the language of the official copy shall prevail. Furthermore, any exception or changes to
the specifications made by the Bidder may be cause to disqualify your Bid.
13. Award will be made in the best interest of the City taking into consideration factors set forth in
the City of Manchester Procurement Code. Upon making an award, or giving notice of intent to
award, the City will place appropriate notice on the Purchasing Website:
www.manchesternh.gov/bids
14. No oral interpretations will be made to any Bidder as to the meaning of the specifications or terms
and conditions of this sealed bid. Every request for such interpretation or request for a change in
the specifications or terms and conditions shall be made via email to
DPW_Engineering@manchesternh.gov (must include "Crack Sealing FY26-500-52" in the subject
line).
FY26-500-52 Crackseal RFP.pdf Page 4

All questions must be received no later than seven (7) business days prior to the bid opening.
Any questions received after that time will not be answered. Every interpretation made to a
Bidder will be in the form of an addendum to the Sealed Proposal Invitation which, if issued, will
then be posted on the website: www.manchesternh.gov/bids as an addendum no later than five
(5) business days prior to the bid opening. All such addenda shall become part of the complete
Sealed Proposal Invitation. It is the Bidder's responsibility to check the website prior to the
submittal deadline to ensure that the Bidder has a complete, up-to-date Proposal package.
15. Bids that are incomplete, not properly endorsed or signed, or otherwise contrary to these
instructions may be rejected as informal by the City. The Bid must be filled out completely and
accurately.
16. Any changes and/or corrections shall be marked in red and initialed by the person making such
corrections. Signatures of the responsible owner of the firm must be in ink.
17. Unless otherwise negotiated, no additional charges shall be passed to the City, including any
applicable taxes, delivery, or surcharges.
18. As the City is exempt from the payment of federal excise taxes, all prices quoted herein are not to
include these taxes.
19. The services on which Bids are submitted must be of such character, quality and/or performance
equivalence that it will serve as that specified. In submitted Bids on services other than as
specified, Bidder shall furnish complete data and identification with respect to the alternate
services they propose to furnish.
20. Consideration will be given to Bids submitted on alternate services to the extent that such action
is deemed to serve the best interests of the City. The Bidder must furnish any information
(specifications or test results) that will help in determining whether an item is equal or superior
to our bid standards. If the Bidder does not indicate that the services proposed are other than
specified, it will be interpreted to mean that the Bidder will furnish the exact services described.
21. Should the Contractor fail to meet the deadline set forth in specifications, the City reserves the
right to procure services from other sources and hold Contractor liable for any excess costs.
22. Any omission of a specific detail or detailed description concerning any point from these
specifications and any supplemental specifications shall be regarded as meaning that only the
best commercial practices are to prevail, and correct type, size, and design are to be used. All
interpretations of these specifications shall be made based on this statement.
23. The Bidder certifies that no official or employee of the City or State of New Hampshire has a
pecuniary interest in the bid or in the Contract that the Bidder offers to execute or in the expected
profits to arise there from, and that this bid is made in good faith without fraud or collusion or
connection with any other person submitting a bid.
24. The City reserves the right to waive any informality in any Bid, to reject any and all Bids wholly or
in part, and to make awards in a manner deemed in the best interest of the City, including issuing
multiple awards.
FY26-500-52 Crackseal RFP.pdf Page 5

25. Bid security, in the form of a bid bond, deposit of cash, or certified check, bank cashier's or bank
official's check drawn on a solvent bank, payable to the "City of Manchester" in the required
amount (see specifications) must accompany each Bid as a guarantee that if the Bid is accepted,
a contract will be entered into. The City will hold such deposits from all Bidders until all submitted
Bids have been canvassed, and the Bids have either been rejected in whole or in part, or the award
of the Contract has been made. The bid deposit of the successful Bidder will be held until a
contract is duly executed. Bid deposits will be returned to unsuccessful bidders within two (2)
weeks after the execution of the Contract. If the successful Bidder to whom a contract has been
awarded refuses to execute the Contract and to furnish the insurance certificate and performance
and/or payment bonds herein described within the ten (10) business days after award of the
Contract, the amount of the bid deposit shall be forfeited to and retained by the City as liquidated
damages for such neglect or refusal.
26. The successful Bidder will be required to furnish a bond or certified check on a solvent bank
payable to the "City of Manchester" in the required amount (see specifications) as a guarantee
of the faithful performance thereof. The Bonding Company shall be authorized to conduct
business in the State of New Hampshire by the State of New Hampshire's Insurance Commissioner.
27. The successful Bidder will be required to furnish a payment bond or a certified check on a solvent
bank payable to the "City of Manchester" in the required amount (see specifications) as security
for the payment of all labor performed or furnished, and for all materials used in the fulfillment
of said contract. The bonding company shall be authorized to conduct business in the State of
New Hampshire by the State of New Hampshire.
28. The Bidder, if awarded an order or contract, agrees to defend, indemnify, and hold harmless the
City from all damages to life and property arising out of the performance of this Contract due to
the Bidder's negligence, that of his/her employees, subcontractors, etc., or due to the negligence
of the City, its employees, representatives, agents, etc.
29. The City of Manchester may withhold acceptance of or reject any merchandise, material or
product which is found, upon examination, not to meet the specification requirements. When
rejected, it shall be removed by the Contractor within ten (10) days after notification of rejection.
30. Assignment of Contract: A Contract shall not be assignable by the Contractor in whole or in part
without the written consent of the Public Works Director or designee.
31. The Revised Statutes Annotated of the State of New Hampshire, the Charter of the City, and all
City Ordinances insofar as they apply to the laws of competitive Bids, contracts, and purchases
are made a part hereto.
32. All deliveries of commodities hereunder shall comply in every respect with all applicable laws of
the Federal Government and/or the State of New Hampshire.
33. The Bidder to whom a contract is awarded guarantees to the City that all warranties of
merchantability and fitness for a particular purpose as provided for in New Hampshire RSA 382-
A:2-314 and 382-A:2-315 shall remain in force and will not be disclaimed.
FY26-500-52 Crackseal RFP.pdf Page 6

34. Payment Terms:
a. The successful bidder shall keep accurate document records of time, material, and
transportation allocatable to the Contract. Related records will be available for audit
purposes during normal business hours, as often as deemed necessary.
b. Invoices for review and payment must be submitted no later than the 25th of the month.
c. Payments shall be made within Forty-Five (45) days of delivery and acceptance of
contracted item(s)/services or upon receipt of a verified/accepted request for payment,
whichever is later.
d. Pay requests shall be submitted on forms approved by the Department of Public Works.
Requests for payment must be submitted to:
Margarete Baldwin
Department of Public Works
475 Valley Street
Manchester, NH 03103
Email: Mbaldwin@manchesternh.gov
35. Pay requests must include a breakdown of items by location of work (i.e., school or park facility
name) to assist the City in asset reporting requirements. Failure to provide this breakdown may
result in a delay of payment.
36. The Public Works Director may terminate the Contract for breach by the Contractor of any of the
provisions of the Contract by giving the Contractor ten (10) days' notice by registered mail.
37. The City may terminate the Contract at any time by giving written notice to Contractor of such
termination and specify the effective date thereof, at least ten (10) days before the effective date
of such termination.
38. The City of Manchester reserves the right to add, remove or modify work as needed. Bidders shall
submit proposals with the understanding that such scope adjustments may occur. These changes
shall not be grounds for additional claims or disputes.
FAILURE TO COMPLY WITH THESE REQUIREMENTS COULD RESULT IN THE CANCELLATION OF AN
ORDER OR CONTRACT
FY26-500-52 Crackseal RFP.pdf Page 7