Over Band Crack Filling

CITY OF GRAND HAVEN
GRAND HAVEN, MICHIGAN
DEPARTMENT OF PUBLIC WORKS
March 12, 2026
REQUEST FOR PROPOSALS
NOTICE TO BIDDERS
It is the intent of the City of Grand Haven to receive bids for Over Band Crack Filling services on
designated streets in the City of Grand Haven.
Sealed proposals must be received by the City of Grand Haven, 519 Washington Avenue, Grand Haven,
Michigan, 49417, ATTN: Ms. Maria Boersma, City Clerk, before 10:15 a.m. local time, Wednesday, April
15, 2026 at which time the proposals will be publicly opened and read aloud. Proposals must be submitted
on the official proposal form attached. Sealed proposal envelopes must be clearly marked on the outside
"Over Band Crack Fill Bid - 2026".
Copies of the Requests for Proposals (RFP) that contain the minimum specifications and official proposal
forms are available at the City Clerk's office at City Hall, 519 Washington Avenue, Grand Haven,
Michigan 49417; at the Department of Public Works office, 1120 Jackson Street (this is not a mailing
address); or online from the City's Web site: www.grandhaven.org.
Any questions regarding this RFP or the minimum specifications shall be directed to Logan Cuddington,
Streets & Utilities Manager, at 616-847-3493.
The City of Grand Haven reserves the right to reject any or all bids or any parts of the same, to waive any
irregularities and to accept any bid in its own best interest.
Logan Cuddington
Streets & Utilities Manager
City of Grand Haven Department of Public Works
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CITY OF GRAND HAVEN
GRAND HAVEN, MICHIGAN
DEPARTMENT OF PUBLIC WORKS
March 12, 2026
INSTRUCTIONS TO BIDDERS
SPECIAL CONDITIONS: Special conditions included in the Bid Document shall take precedence over any
provisions stipulated hereunder.
APPLICABLE LAWS: The revised code of the state of Michigan, Charter of the City of Grand Haven, and
all city ordinances insofar as they apply to the laws of competitive bidding, contracts, and the
purchases, are made a part hereof.
WORKMEN'S COMPENSATION: In so far as Workmen's Compensation is concerned, the bidder or
contractor agrees to furnish, upon request, certified copies of policies and adequate certificates
pertaining thereto as evidence that bidder carries Workmen's Compensation Insurance.
INFRINGEMENTS AND INDEMNIFICATIONS: The bidder, if awarded an order or contract, agrees to
protect, defend, and save the City harmless against any demand for payment for the use of any
patented material, process. article, or device that may enter into the manufacture, construction,
or form as part of the work covered by either order or contract, and s/he further agrees to
indemnify and save the City harmless from suits or actions of every nature and description brought
against it, for or on account of any injuries or damages sustained by a party or parties, by or from
any of the acts of the contractor, his/her servants, or agents.
To this extent the bidder or contractor agrees to furnish adequate Public Liability and Property
Damage Insurance, the amounts of which will be determined by the City whenever such insurance
is deemed necessary, when so required the types and amounts of insurance to be provided will
be set forth in the Bid Document.
DEFAULT PROVISIONS: In case of default by the bidder or contractor, the City of Grand Haven may
procure the articles of services from other sources and hold the bidder or contractor responsible
for any excess costs occasioned thereby.
In case of an error by the bidder in making up a proposal, the City Manager may reject such a
proposal upon presentation of a petition accompanied by a sworn affidavit of error which sets
forth the error, the cause thereof and sufficient evidence to substantiate the claim.
PRICING: Prices should be stated in units of quantity specified in the Bid Document. In case of
discrepancy in computing the amount of the bid, the unit prices quoted will govern.
QUANTITIES: When approximate quantities are stated, the City reserves the right to increase or
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CITY OF GRAND HAVEN
GRAND HAVEN, MICHIGAN
DEPARTMENT OF PUBLIC WORKS
decrease the quantity as best fits its needs.
DELIVERY: Quotations should include all charges for delivery, packing, crating, containers, etc. Unless
otherwise stated by the bidder, prices quoted will be considered as being based on delivery to the
destination designated in the Bid Document and to include all delivery and packing charges.
SPECIFICATIONS: Unless otherwise stated by the bidder, the proposal will be considered as being in
strict accordance with the specifications outlined in the Bid Document.
References to a particular trade name, manufacturer's catalog, or model number are made for
descriptive purposes to guide the bidder in interpreting the requirements of the City. They should
not be construed as excluding proposals on other types of materials, equipment and supplies.
However, the bidder, if awarded a contract, will be required to furnish the particular item referred
to in the specifications or description unless a departure or substitution is clearly noted and
described in the proposal.
SAMPLES: Samples, when requested, shall be filed prior to the opening of bids and must be furnished
free of expense to the City and if not destroyed, will upon request be returned at the bidder's
expense.
TAXES: Contractor shall include, and be deemed to have included in his/her bid and contract price,
Michigan State Sales and Use Taxes currently imposed by Legislative enactment and as
administered by the Michigan Department Treasury, Revenue Division, on the bid date. If the
Contractor is not required to pay or bear the burden, or obtains a refund or drawback in whole or
in part of any Michigan Sales or Use Tax, interest or penalty thereon, which was required to be
and was deemed to have been included in the bid and contract price, the contract price shall be
reduced by the amount thereof and the amount of such reduction, whether as a refund or
otherwise, shall endure solely to the benefit of the City of Grand Haven.
BID INFORMALITIES AND REJECTION: The City reserves the right to waive any nonconformity,
irregularity or informalities in any bid, to negotiate with the selected bidder, and to award the bid
in its determination of its best interest.
AWARD: Unless otherwise specified in the Bid Document, the City reserves the right to accept or reject
any item in the bid. Unless otherwise stated in the Bid Document, bidders may submit proposals
on any item or group of items, provided however that the unit prices are shown as requested.
As soon as the Award is made, an order or contract document will be sent to the successful bidder
for execution and bond if necessary. If the contract is not executed and returned to the Purchasing
Agent within 10 days of the date of sending, the Bid Survey, if required, it will be declared forfeited
as liquidated damages.
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CITY OF GRAND HAVEN
GRAND HAVEN, MICHIGAN
DEPARTMENT OF PUBLIC WORKS
PAYMENTS: Partial payments may be made upon presentation of a properly executed claim voucher,
unless otherwise stated in the Bid Document. The final payment will be made by the City when
the materials, supplies or equipment have been fully delivered and accepted or the work
completed to the full satisfaction of the City. A minimum 10% retainer shall be held by the City
pending satisfactory completion of the scope and/or expiration of the warranty period. Increases
in contract costs shall be approved in writing, prior to excess expense being incurred. Approval of
increases may require formal action by City Council.
BIDDER'S SIGNATURE: Each proposal and bid surety form must be signed by the bidder with his/her
usual signature. All signatures should be in full.
Bids by partnership must be signed by one or more of the partners in the following manner: "John
Jones and James Smith, D.B.A., Smith-Jones Company, by John Jones, a Partner".
Bids by corporations must be signed with the names of the corporation, followed by the signature
and designation of the president, vice-president, or person authorized to bind it in the matter.
SUBMISSION AND RECEIPT OF BIDS: Inquiries involving an expenditure exceeding the limits established
in the City Charter usually require advertising over a period of at least five (5) days prior to
scheduled bid opening. Proposals of this nature are publicly read at 10 o'clock AM (unless
otherwise noted) on the date bids are scheduled to be received.
a) Proposals, to receive consideration, must be received prior to the specified time of opening
and reading as designated in the invitation.
b) Bidder must use the bid document proposal forms furnished by the City as none other may
be accepted.
c) Proposal forms must be returned intact.
d) Removal of any thereof may invalidate the bid.
e) Specifications and plans referred to in this bid document, by reference only, need not be
returned with the bid, however, no excision of material physically incorporated in the bid
document will be permitted.
f) Bids are to be submitted in sealed envelopes and identified as requested in the specifications.
g) Separate proposals must be submitted on each reference number and proposals shall be
typewritten or written in ink.
h) Proposals having any erasures or corrections thereon may be rejected unless explained or
noted over the signature of the bidder.
INTERPRETATION OF BID AND/OR CONTRACT DOCUMENTS: No oral interpretation will be made to
any bidder as to the meaning of the bid and/or contract documents or any part thereof. Every request
for such an interpretation shall be made in writing to the City of Grand Haven. Any inquiry received
within a reasonable time prior to the date fixed for the opening of bids will be given consideration. Every
interpretation made to a bidder will be on file at the City Clerk's office at City Hall, 519 Washington
Avenue, Grand Haven, Michigan 49417; at the Department of Public Works office, 1120 Jackson Street
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CITY OF GRAND HAVEN
GRAND HAVEN, MICHIGAN
DEPARTMENT OF PUBLIC WORKS
(this is not a mailing address); or online from the City's Web site: www.grandhaven.org. All bidders shall
be bound by such interpretations, whether or not received by the bidders.
CHANGES AND ADDENDA TO BID DOCUMENTS: Each change or addenda issued in relation to this bid
document will be on file at the City Clerk's office at City Hall, 519 Washington Avenue, Grand Haven,
Michigan 49417; at the Department of Public Works office, 1120 Jackson Street (this is not a mailing
address); or online from the City's Web site: www.grandhaven.org.
It shall be the bidder's responsibility to make inquiry as to the changes or addenda issued. All such
changes or addenda shall become part of the contract and all bidders shall be bound by such changes or
addenda.
INSURANCE REQUIREMENTS: The Contractor will secure and maintain insurance during the term of the
contract from an insurance company authorized to do business in the State of Michigan that will protect
contractors and subcontractors and the City from all liability (public liability, personal injury and property
damage) claims which may arise from operations under the contract. The Contractor may not start work
until evidence of all required insurance has been submitted and approved by the City. The contractor
must cease work if any of the required insurance is canceled or expires. Three (3) copies of certificates
of insurance shall be submitted to be approved by the City prior to the execution of the contract. The
Certificate shall specifically name the City as an additional insured party. The certificates must contain
the agreement of the insurance company notifying the City in writing ten (10) days prior to any
cancellation or material alteration of the policy. The Contractor shall not allow any work under the
contract to be performed by a subcontractor unless evidence of similar insurance covering the activities
of the subcontractor is submitted to and approved by the City. The limits of insurance shall not be less
than the following:
A. Workers Compensation Insurance in the amount required by Michigan Law.
B. General Liability:
Bodily Injury and Property Damage combined
Each Occurrence $1,000,000.00
Aggregate $1,000,000.00
Personal Injury $1,000,000.00
C. Automobile Insurance for Vehicles
Bodily Injury Each Person $1,000,000.00
Bodily Injury Each Accident $1,000,000.00
Property Damage Each Accident $1,000,000.00
-END OF SECTION-
Page 5 of 12

CITY OF GRAND HAVEN
GRAND HAVEN, MICHIGAN
DEPARTMENT OF PUBLIC WORKS
SPECIFICATIONS
FOR
OVERBAND CRACK FILL
STAND-ALONE APPLICATION
1. Description. Clean cracks in hot mix asphalt (HMA) pavements and place the specified materials into
and over the crack. Place temporary pavement markings where over band a material obliterates the
existing pavement markings.
2. Materials. The City of Grand Haven will select the material from the following alternates:
2.1 Must meet MDOT specifications. The contractor must provide written documentation that
the product they are using is approved by MDOT.
2.2 Due to our MS4 permit, material with coal tar emulsion will not be permitted.
3. Materials Acceptance Criteria
3.1 General note: In accordance with our MS4 permit, we are prohibited from using coal tar
emulsions to seal asphalt surfaces on roadways, parking lots or bridges we own or operate.
3.2 The contractor must provide the City written documentation that all of the products used
are in compliance with our permit.
4. Pre-Construction. The City of Grand Haven's representative will hold a meeting before beginning of
the work to discuss the following:
4.1 The contractors detailed work schedule
4.2 The traffic control plan
4.3 Required project documentation
4.5 Inspection of the condition and adequacy of equipment
5. Construction Equipment
5.1 Compressed Air System. Furnish and use a compressed air system that produces a
continuous, high volume high pressure stream of clean dry air to prepare cracks. Equip the air
compressor with a moisture separator to remove all oil and water from the air supply. Provide a
compressor that can produce a minimum of 100 psi and continuous 150 cfm air flow.
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CITY OF GRAND HAVEN
GRAND HAVEN, MICHIGAN
DEPARTMENT OF PUBLIC WORKS
5.2 Melter Applicator. Provide a melter applicator consisting of a boiler kettle equipped with
pressure pump, hose and applicator wand. Equip the hose with a shutoff control. Place a
mechanical full sweep agitator in the kettle to provide continuous blending. Equip the unit with
thermometers to monitor the material temperature and the heating oil temperature. Provide
thermostatic controls that allow the operator to regulate material temperature up to 425 degree
Fahrenheit.
5.3 Application Wand. Apply the material by either a wand followed by a "V" or "U" shaped
squeegee or a round application head having a concave underside. Apply 4 inches wide for the
standard coverage. With the prior written approval from the City of Grand Haven, application
width may be increased to the maximum of 6 inches to provide complete and uniform coverage
over multi-crack areas. Apply sealant at a thickness of 1/8 to 3/16 inch.
5.4 Heat Lance. Use of a heat lance is allowed to assure that no residual moisture is present in
the crack or on the pavement surface where the over band is to be applied. Do not attempt to
seal soaked pavement cracks by drying the pavement surface with a heat lance.
6. Crack Preparation. Clean cracks using compressed air and other tools necessary to remove all loose
dirt, vegetation and foreign material. Clean cracks no more than 10 minutes ahead of the filling
operation.
7. Application. Apply the material to dry and thoroughly clean cracks. Apply as follows unless otherwise
specified:
7.1 Stand Alone Over Band Crack Fill. When another surface treatment will be applied to the
pavement, fill all visible cracks in the roadbed.
7.2 Micro-Surfacing Preparation. When preparing the pavement for a micro-surface overlay, fill
all visible cracks in the roadbed.
7.3 Chip Seal Preparation. When preparing the pavement surface for a single or double chip
seal, limit filling to cracks more than 1/8 inch wide or 3 feet long. Seal cracks with varying widths,
portions of which are 1/8 inch or greater, along their entire length.
8. Mixing Procedure. When using field mixed material, add the polyester fibers to the polymer
modified asphalt cement and thoroughly mix in the kettle. Do not exceed 400 degree Fahrenheit in
the field mix or prepackaged material.
9. Required Project Documentation. Provide the City of Grand Haven's representative, on a daily basis,
a report with the following information:
9.1 Beginning and ending locations for the day, including the lanes and direction
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CITY OF GRAND HAVEN
GRAND HAVEN, MICHIGAN
DEPARTMENT OF PUBLIC WORKS
9.2 Date, air temperature, a.m. and p.m. weather
9.3 Quantity of materials used for the day including lot number
9.4 Traffic control typically used and check on the traffic control conducted
9.5 Unique or different situations on the project
9.6 Signature of the contractor's authorized representatives
10. Weather Limitations. Material shall be placed when the air temperature is between 45 degree
Fahrenheit and 85 degree Fahrenheit. No material shall be placed unless the pavement is dry and
cracks are free of moisture.
11. Protecting the Work. The contractor must allow the material to cool sufficiently before opening to
traffic. Blotting material such as sand, aggregate, sawdust or paper is prohibited. Any damage by
traffic to the treated pavement areas shall be repaired by the contractor at no expense to the City
of Grand Haven. If the existing pavement markings are obliterated as a result of crack treatment
work, temporary pavement markings shall be placed before the roadway is opened to traffic at the
contractor's expense.
12. Acceptance of Work. When work is complete on the project, or on a route or a job included in the
project, schedule an inspection of the work with a representative of the City of Grand Haven. The
representative will note all deficiencies including areas exhibiting adhesion failure, cohesion failure,
missed cracks or other factors that show the work in not acceptable. Re-do work identified by the
City of Grand Haven's authorized representative as not acceptable. Notify the City's representative
upon completion of required corrective work or upon completion of work on the route, job or
project if corrective work is not required.
13. Measurement and Payment
Contract Item (Pay Item) Pay Unit
Over Band Crack Fill, Roadbed..............................................Roadbed Mile
Over Band Crack Fill includes preparing and filling cracks; providing the required documentation; and
all corrective action and temporary traffic markings required. Over Band Crack Fill Roadbed will be
measured along the roadway centerline and will include the traffic lanes, bike lanes and parking
lanes.
-END OF SECTION-
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CITY OF GRAND HAVEN
GRAND HAVEN, MICHIGAN
DEPARTMENT OF PUBLIC WORKS
Page 9 of 12

CITY OF GRAND HAVEN
GRAND HAVEN, MICHIGAN
DEPARTMENT OF PUBLIC WORKS
PROPOSAL FORM
Ms. Maria Boersma, Clerk ______________________
519 Washington Avenue Date
Grand Haven, MI 49417
Dear Ms. Maria Boersma:
Completely in accordance with your notice, instructions and specifications of the Request for Proposals
dated April 15, 2026; we propose to furnish the labor and materials to complete Over Band Crack Fill as
described in your Request for Proposals as follows:
2026 Crack Sealing
Length of
Street Name From to: Price
Street
Washington RR Tracks to 5th 850
Washington Ferry to Beacon 1,250
Waverly Beacon to Ferry 1,245
Waverly Sheldon to Cutler 600
6th Clinton to Madison 1,920
Memory Lane Harbor to Prospect 410
Windrift Harbor to Dead End 190
Elliott 2nd to Beacon 2,580
Lafayette Harbor to 5th 2,200
Ferry Grant to Robbins 4,620
Sheldon Robbins to Taylor 2,640
Washington Albee to Hopkins 1,360
Harbor Columbus to 2nd 1,400
Howard 4th to 2nd 985
Fulton Beechtree to US 31 3,800
Grant RR Tracks to 7th 350
Grand Harbor to Sheldon 4,200
Total: _________________________
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