On-Call Full Depth Patch Repairs in the Town of East Lyme ? 2025

Agency:	Town of East Lyme
State:	Connecticut
Type of Government:	State & Local
NAICS Category:	238990 - All Other Specialty Trade Contractors
Posted Date:	Jan 28, 2025
Due Date:	Feb 5, 2025
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Bid Documents:	Please Login to View Page

On-Call Full Depth Patch Repairs in the Town of East Lyme – 2025
Invitation to Bid FDP Repair 2025 The Town of East Lyme is looking for an on-call contractor to perform full depth pavement patch repairs for 2025 throughout the Town of East Lyme. This bid entails providing a unit cost price for performing full depth pavement repair and curbing throughout Town as described in the project specifications.

Sealed bids will be received at the Public Works Office, Town Hall, 108 Pennsylvania Ave, Niantic, CT, until 2:00PM, Wednesday, February 5, 2025 and will be publicly opened and read at that time.

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OFFICIAL BID ADVERTISEMENT

TOWN OF EAST LYME

On-Call Full Depth Patch Repairs in the Town of East Lyme - 2025

The Town of East Lyme is looking for an on-call contractor to perform full depth pavement patch

repairs for 2025 throughout the Town of East Lyme. This bid entails providing a unit cost price for

performing full depth pavement repair and curbing throughout Town as described in the project

specifications.

Sealed bids will be received at the Public Works Office, Town Hall, 108 Pennsylvania Ave, Niantic,

CT, until 2:00 PM, Wednesday, February 5, 2025 and will be publicly opened and read at that time.

The specifications, for the above project are available free of charge at the East Lyme Town Hall

Engineering Office. Addendums may also be posted on this project. Inclusion of potential addendums

with the bid package may be required. To be on a bidders list call (860) 691-4112 or

aklose@eltownhall.com; any questions regarding this bid should be emailed no later than the close of

business on Wednesday, January 29, 2025 in the event an addendum needs to be sent to all prospective

bidders. To ensure inclusion on the bidders list, request a response email.

The Town of East Lyme reserves the right to accept or reject any or all bids; to waive any informality,

or; to accept any bid deemed in the best interests of the Town of East Lyme. Unbalanced bids may be

rejected by the Town of East Lyme at its own discretion even if that bid is the low bid.

TOWN OF EAST LYME

AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER

All qualified applicants will receive consideration and not be discriminated against on the

grounds of race, color, religion, sex, national origin, age, or handicap.

MBE/WBE AND SBE’s are encouraged to bid

Bid: On-Call Full Depth Patch Repairs in the Town of East Lyme - 2025

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INSTRUCTIONS TO BIDDERS

1. RECEIPT AND OPENING OF BIDS

The Town of East Lyme, hereinafter referred to as the Town, invites bids on the form attached

hereto. All blanks must be appropriately filled in. Bids will be received by the Town in the Public

Works Office, Town Hall, 108 Pennsylvania Ave, Niantic, CT, until 2:00 PM on Wednesday,

February 5, 2025, and then publicly opened and read aloud. The envelopes containing the bids

must be sealed, addressed to Town of East Lyme, CT and designated as Bid for:

On-Call Full Depth Patch Repairs in the Town of East Lyme - 2025

The Town may accept or reject any or all bids or any or all portions of bids and take any action

deemed to be in its best interest.

2. PREPARATION OF BID

Each bid must be submitted on the prescribed form. All blank spaces for bid prices must be filled

in, in ink or typewritten.

Each bid must be submitted in a sealed envelope bearing on the outside, the name of the bidder,

bidder’s address, and the name of the project for which the bid is submitted. If forwarded by

mail, the sealed envelope containing the bid must be enclosed in another envelope addressed as

specified in the paragraph above.

Documents to be submitted with the Bid:

a. Bid Form

3. QUALIFICATIONS OF BIDDER

The Town may make whatever investigations it deems necessary to determine the ability of the

bidder to perform the work, and the bidder shall furnish to the Town all information and data for

this purpose as the Town may request. The Town reserves the right to reject any bid if the

evidence submitted by, or investigation of, the bidder fails to satisfy the Town that the bidder is

properly qualified to carry out the obligations of the contract and to complete the work

contemplated therein. Conditional bids will not be accepted.

4. CONTRACTOR AVAILABILITY

The Contractor will conform to the Public Works Department’s schedule. It will be the

Contractor’s responsibility to be available to commence working upon one week’s notice from

the Town.

5. DAMAGE TO ABUTTING PROPERTIES

The Contractor shall be responsible for, and reimburse the Town, adjacent property owners

and/or others for, any and all losses, damage or expense which the Town or those others may

suffer, either directly or indirectly or through any claims of any person or party, for any trespass

outside the spaces and rights of way provided by the Town to the Contractor, or any violation or

disregard of the terms and conditions established for the use or occupancy of those rights or for

negligence in the exercise of those rights. The Town may retain or deduct from any sum or sums

due or to become due to the Contractor such amount or amounts as may be proper to insure the

Town against loss or expense, by reason of the failure of the Contractor to observe the limits and

conditions of the rights of way, rights of access, etc., provided by the Town.

Bid: On-Call Full Depth Patch Repairs in the Town of East Lyme - 2025

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6. INDEMNIFICATION

The Contractor shall indemnify and hold harmless the Town against any and all damages to

property or injuries to or death of any person or persons, including property and employees or

agents of the Town and shall defend suits, actions or proceedings of any kind or nature including

workmen’s compensation claims, of or by anyone whomsoever in any way resulting from or

arising out of the operations of the contractor. Insurance coverage specified herein constitutes the

minimum requirements and said requirements shall in no way lessen or limit the liability of the

Contractor under the terms of the contract. The Contractor shall procure and maintain, at his/her

own cost and expense, any additional kinds and amount of insurance which in his/her own

judgment may be necessary for his/her proper protection in the execution of his/her work. The

Contractor agrees to well and truly save and indemnify and hold harmless the Town of East

Lyme against all liability, judgments, costs and expenses which may in any way come against the

Town or which may in any way result from carelessness, omission or neglect of the contractor or

his/her agent, employees or workmen in any way arising or resulting from the operation in

connection herewith.

7. INSURANCE REQUIREMENTS

The Contractor shall submit with his/her bid a copy of their certificate of insurance that is in

compliance with all laws, is in the following form, and for not less than the following amounts:

COMPREHENSIVE GENERAL LIABILITY:

General Aggregate

Products/Completed Operations Aggregate

Each Occurrence

$ 2,000,000

$ 1,000,000

COMPREHENSIVE AUTOMOBILE LIABILITY

Bodily Injury

$ 1,000,000 Each Person

$ 2,000,000 Each Occurrence

Property Damage

$ 2,000,000 Each Occurrence

WORKMEN’S COMPENSATION And EMPLOYERS LIABILITY

Each Accident

$ 100,000

Disease-Policy Limit

$ 500,000

Disease-Each Employee

$ 100,000

The Contractor shall designate the Town as an additional named insured in his/her general

liability policy, and furnish the town with a certificate or other proof of insurance which he/she,

as part of his contract, must carry. The provisions of this paragraph shall apply to and be

incorporated into any subcontracts regarding these projects between the successful bidder and

his/her subcontractors. Work adjacent to and within State roads may require contractors to carry

additional insurance according to pertinent State requirements. The Town will be responsible for

CT DOT Encroachment Permits and fees. Contractor must be insured to work in the State Right-

of-Way. CT DOT must have a valid insurance certificate on file or Contractor must provide one

to them.

Bid: On-Call Full Depth Patch Repairs in the Town of East Lyme - 2025

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8. SAFETY

The Contractor shall comply with all requirements of the Occupational Safety and Health Act

(OSHA) including wearing appropriate traffic safety vests as needed. It is the Contractor’s

responsibility to set up a safe traffic work zone pursuant to the latest edition of the Manual of

Uniform Traffic Control (MUTCD). The cost of setting up the work zone safety pattern shall be

incorporated into the unit price for full depth patch repair.

Flaggers for traffic control will be provided by and paid for by the Town; directly to the traffic

control provider. The Contractor shall be responsible for ordering & coordinating certified

flaggers from the Town chosen traffic control provider. Multiple flaggers may be required for

bigger jobs and high traffic locations; coordinate with the Engineering Department prior to work

being scheduled. East Lyme Police Officer(s) are required for flagging when working on East

Pattagansett Road or State Roads. Traffic control companies and the East Lyme Police

Department require a daily 4 hour minimum charge for flaggers; the Contractor shall be

responsible for the cost of the unused traffic control. In consideration of unpredictable

circumstances, and at the request of the Contractor, the Town Engineer may consider paying for

the unused traffic control.

Additionally, the Contractor is responsible for letting the Town know in advance its work

schedule and shall notify the Town Engineer by 1 pm if work will be continuing past 3:30 pm on

any given work day. East Lyme Highway Department personnel are eligible for overtime by

providing traffic control “flagging” past 3:30 pm on weekdays; and all day weekends & holidays.

9. PROJECT AREAS

The Town is intending on using this contract to repair alligator cracking areas, sinkholes, water

main break areas or any other pavement areas of similar nature on Town roads. The Town will

make every effort to lump as many repairs as possible together in a geographic area to help the

Contractor minimize travel and set up time between jobs. It is the Town’s intention to provide the

contractor with a number of repairs that can be done at one time as well, but there are no

guarantees that this will always happen. Additional work at certain pavement repair locations

may be required and may be negotiated with the successful bidder. The Town will, in good faith,

try to ensure that a minimum of 1 days work is given out at any one time.

10. MEASURING OF QUANTITIES & PAYMENT

The Town and the Contractor will measure the work areas before and after the repairs and then

the Contractor will submit a numbered invoice to the Town based on mutually agreed upon

quantities. If the quantity should change during construction for any reason the Town must be

notified and agree to the change prior to the repair, or the contractor may not be eligible for

payment outside the agreed quantity. The Town will make every effort to pay the Contractor in a

timely fashion. The Town reserves the right to negotiate with the successful bidder for unit costs,

lump sum costs, or hourly rates for items or work that is not included in the bid list.

Bid: On-Call Full Depth Patch Repairs in the Town of East Lyme - 2025

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11. ASPHALT ADJUSTMENT

The Town is willing to pay an adjustment to the Full Depth Patch Repair (SF at one time) unit

price, by an additional $0.05/SF, for every $25.00/standard ton increase in the CT DOT Asphalt

Price, PG 64-22 (New Haven, CT), used for the CT DOT Asphalt Adjustment Cost

(https://portal.ct.gov/dot/bureaus/engineering-and-construction/construction/quality-

assurance/material-price-adjustments?language=en_US).

In order to be eligible for this increase the contractor must print the current Asphalt Price from

the CT DOT at the time of material purchase. Then they must compare this to the base price,

which will be the price as of Wednesday, February 5, 2025. Note: according to the DOT “Asphalt

prices through the previous Friday are posted to the website by Wednesday of each week.”. This

comparison must be provided to the town with the invoice they wish to apply the adjustment too.

For Example: At the time of writing this bid the asphalt price is $527.50/ton; if this was

considered the base price than the contractor could invoice the town up to:

CT DOT Asphalt Price (per standard ton)

$527.50 to $552.49

$552.50 to $577.49

$577.50 to $602.49

$602.50 to $627.49

Invoice Allowance

Bid Unit Price + $0.00/SF

Bid Unit Price + $0.05/SF

Bid Unit Price + $0.10/SF

Bid Unit Price + $0.15/SF

This is greater than the direct asphalt increase cost according to the CT DOT Asphalt Adjustment

Calculation TONS X [PG%/100] x [(Period Price - Base Price)] and is intended to capture the

associated increase in transportation costs as well.

12. CONTRACT DURATION

The term of this contract will be from the time the contractor initially signs the contract until

December 31, 2025. The Town reserves the right to extend the contract for one year until

December 31, 2026 at the same unit prices so long as both parties mutually agree to this

extension.

Bid: On-Call Full Depth Patch Repairs in the Town of East Lyme - 2025

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This page summarizes the opportunity, including an overview and a preview of the attached documents.

* Disclaimer: This website provides information about bids, requests for proposals (RFPs), or requests for qualifications (RFQs) for convenience only and does not serve as an official public notice. Individuals who wish to respond to or inquire about bids, RFPs, or RFQs should contact the relevant government department directly.

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On-Call Full Depth Patch Repairs in the Town of East Lyme ? 2025

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