Pavement Management 2026 Slurry Seals - Project No. 26PW02

CITY OF ROSEBURG
ADVERTISEMENT FOR BID
Project Name: Pavement Management 2026 Slurry Seals
Project Number: 26PW02
Project Description: Furnish all labor, equipment, materials, and supervision, including public
notification, traffic control, and pavement markings for the construction of approximately 44,961
square yards of asphalt emulsion slurry seal for schedule A, and approximately 2812 square
yards of asphalt emulsion slurry seal for schedule B. The surface treatment shall be machine
applied, asphaltic emulsion slurry seal consisting of crushed aggregate, emulsified asphalt,
fillers, and additives.
Bids are due by 2:00 p.m. on Thursday, May 28th, 2026
All bids will be opened at 2:00 p.m.
Additional forms disclosing first tier subcontractors are due by 4:00 p.m.
No bids shall be received after this date and time.
Contact - Submit bids to: Address Technical Questions to:
City of Roseburg City Recorder John Perez
900 SE Douglas 900 SE Douglas Ave. Roseburg,
Roseburg OR 97470 OR 97470
(541) 492-6866 541-492-6892
bids@roseburgor.gov jalmejo@roseburgor.gov
SOLICITATION DOCUMENTS: Solicitation documents, including contract terms, conditions,
specifications, all attachments, and/or addenda for the Invitation to Bid are available for review
at the above contact address. Bid documents will not be mailed to prospective bidders, but
may be downloaded from OregonBuys through the following internet address:
https://www.oregon.gov/das/Procurement/Pages/oregonbuys.aspx. Bidders without access to
OregonBuys may download the documents at a Plan Center or the City of Roseburg's website
at https://roseburgor.gov/ under "Bidding Opportunities."
Bidders must be pre-qualified in accordance with the laws of Oregon and the Information to
Bidders at least ten days prior to the date of bid opening. Bidders must be licensed with the
Oregon Construction Contractors Board and comply with City of Roseburg Municipal Code.
The resulting public works contract is subject to ORS 279C.800 to 279C.870 or the Davis-
Bacon Act (40 U.S.C. 3141 to 3148). No bid will be considered unless the bid contains a
statement that the bidder will comply with the provisions of ORS 279C.840 (Prevailing Wage
Rates).
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INVITATION TO BID
The City of Roseburg will receive sealed bids or bids submitted via email marked "Bid for
Pavement Management 2026 Slurry Seals, Project No. 26PW02" until the hour of 2:00 p.m.
on Thursday, May 28, 2026, at which time they will be publicly opened and read in person or
virtually. If opened virtually, a link will be posted on the City's website at
https://roseburgor.gov/bidding no later than 24 hours prior to the opening. When required by
ORS 279C.370, bidders must submit a list of their first-tier subcontractors providing labor, or
labor and materials, no later than 4:00 p.m. that same day. Bids shall be addressed and
delivered to Amy Nytes, City Recorder, City Hall, 900 SE Douglas Avenue, Roseburg, Oregon
97470, or emailed to bids@roseburgor.gov. Any and all bids received after the 2:00 p.m.
deadline for submission, or for which the list of first-tier subcontractors has not been submitted
by 4:00 p.m. that same day, shall be considered nonresponsive and returned to the bidder. All
bidders must list their "Construction Contractors Board" or "State Landscape Contractors
Board" license number as required by ORS 701.021 or 671.530 on the bid form.
The proposed work generally consists of furnishing all labor, equipment, materials and
supervision, including public notification, traffic control, flagging, and pavement markings for
the construction of approximately 44,961 square yards of asphalt emulsion slurry seal for
schedule A, and approximately 2812 square yards of asphalt emulsion slurry seal for schedule
B. The surface treatment shall be a machine applied asphaltic emulsion slurry seal consisting
of crushed aggregate, emulsified asphalt, fillers, and additives. The bids will be evaluated as
unit price pursuant to OAR 137-049-0380(2)(b)]. The proposed work will require the bidder to
meet the highest standards prevalent in the industry or business related to the work to be
performed. Failure to meet such standards may result in a reduction or withholding of payment;
require bidder to provide, at bidder's own expense, additional work required to meet such
standards; or termination of the contract, with damages being sought. Technical questions
regarding the work to be performed should be addressed to:
John Perez
900 SE Douglas Ave.
Roseburg, OR 97470
541-492-6892
jalmejo@roseburgor.gov
Bids must be accompanied by a certified check, cashier's check, irrevocable letter of credit or
Bid Bond in an amount equal to not less than ten percent (10%) of the total amount of the bid.
Bidders shall state as part of the bid that the provisions of ORS 279C.800 to 279C.870
(Prevailing Wage Rates) shall be complied with; provided however, if the project is subject to
the federal prevailing rates of wage under the Davis-Bacon Act (40 U.S.C. 3141 et seq.) or if
the project is subject to both the state and federal prevailing rates of wage, the bid must contain
a statement by the bidder that contractor and every subcontractor shall pay the higher of the
applicable state or federal prevailing rate of wage to all workers on the project. Bidders must
also certify as part of the bid that the requirements of ORS 279C.505(2) (Employee Drug
Testing Program) shall be complied with. Bidders must be pre-qualified in accordance with the
laws of Oregon and the Information to Bidders. Each bid must contain a statement as to
whether the bidder is a resident bidder, as defined in ORS 279A.120. Bidders are not required
to be licensed under ORS 468A.720 (Asbestos Abatement). However, the successful bidder
shall at all times during the project provide qualified staff on site that is able to identify asbestos
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containing material. Bidders are hereby notified there are underground pipelines and
structures containing asbestos within the City of Roseburg. If any such material is encountered
during the project, the bidder shall thereupon be required to notify the City and comply with all
requirements of applicable laws and regulations. Unless exempt under ORS 279C.800 to
279C.870, the successful bidder must file a $30,000 Public Works Bond with the Construction
Contractors Board prior to beginning work on the project, and certify that all sub-contractors
have also filed such bond. Bidders must agree to use recyclable products to the maximum
extent financially feasible. Bidders with 50 or more employees and for contracts over
$500,000, are required to possess a certificate issued by the Department of
Administrative Services for completion of pay equity training (NEW).
The City of Roseburg may reject any bid not in compliance with all public bidding procedures
and requirements, including the requirement to demonstrate the bidder's responsibility under
ORS 279C.375(3)(b), may waive any irregularities, and may reject for good cause any or all
bids upon a finding of the City it is the public interest to do so. The City may also cancel this
invitation in accordance with OAR 137-049-0270.
Dated this 12th day of May, 2026.
CITY OF ROSEBURG, DOUGLAS COUNTY, OREGON
/s/ Amy Nytes, City Recorder
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INFORMATION TO BIDDERS
1. FORM OF BID
All bids must be made upon the blank Bid Form attached hereto and must give a price
for each item and an aggregate amount or a lump sum price as required in the Bid Form.
The City reserves the right to reject any or all bids or to accept the bid deemed in the
best interest of the City. Without limiting the generality of the foregoing, the City may
reject any bid which is incomplete, obscure or irregular; which omits any one or more
items in the price sheet; in which unit prices are obviously unbalanced; or which is
accompanied by an insufficient or irregular Bid Bond.
The bidder shall sign the Bid Form in the blank space provided therefore. All bids must
contain the bidder's tax identification number. Bids made by a corporation, general or
limited partnership, or L.L.C., shall contain the name and address of such organization,
together with names and addresses of officers, partners or managing members. If the
bid is made by a corporation, it must be signed by one of the corporate officers with the
authority to sign for the corporation; if made by a partnership, by one of the partners.
All bids must be submitted at the time and place, and in the manner prescribed in the
Invitation to Bid.
2. BID PROTEST; REQUEST FOR CHANGE OR CLARIFICATION
A bidder may protest, or request a change in items in the bid documents, including
contract terms and conditions or specifications, by filing a written protest with the City
not less than ten (10) calendar days prior to the bid submission deadline. Such written
protest or request for change must include a detailed statement of the grounds for the
protest and a statement of the desired changes to the contract terms and conditions or
specifications.
The City shall not consider a bidder's protest or request for change after the deadline
for submitting such protest or request. The City shall provide notice to the bidder if it
entirely rejects the bidder's protest or request for change. If the City agrees with the
bidder's protest or request, in whole or in part, the City shall issue a written Addendum
to the bid documents or specifications.
Prior to the deadline for submitting a written protest or request for change, a bidder may
request that the City clarify any provision of the bid documents. The City's clarification
to a bidder, whether orally or in writing, shall not change the bid documents and is not
binding on the City unless the City amends the bid documents by issuing a written
addendum.
If a written addendum is issued by the City, all bidders must provide written
acknowledgement, with their bids, of receipt of all issued addenda.
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3. CONTRACT DOCUMENTS
The Contract Documents for this Project consist of, but are not necessarily limited to,
the Invitation to Bid, Information to Bidders, Bid Form, Construction Contract including
Exhibit "A" Standard City Contract Provisions, First-Tier Subcontractor Disclosure Form,
Drug Testing Program Certification Form, Bidder's Responsibility Form, Performance
Bond, Payment Bond, Public Works Bond Filing Certification form (when required), Pay
Equity Compliance Certification (when applicable), General Conditions, Technical
Provisions, Special Conditions, Standard Drawings, Specifications and Plans and
Supplemental Specifications, all as required for the full execution and satisfactory
completion of the Project. Any person contemplating the submission of a bid and being
in doubt as to the meaning or intent of said Contract Documents should request of the
City, in writing, an interpretation thereof. Any interpretation of said Contract Documents
shall be made only in writing by the City.
4. ESTIMATE OF QUANTITIES
The estimate of quantities of work to be done as stated in the Bid Form, although stated
with as much accuracy as possible, is approximate only and is assumed solely for the
purpose of comparing bids. The quantities on which payments will be made to the
Contractor are to be determined by measurement of the work actually performed and
paid at the unit price bid, regardless of the amount of increase or decrease in the
estimated quantities as specified in the Contract Documents. The City reserves the right
to increase or diminish the amount of any class of work as may be deemed necessary.
5. CONSTRUCTION CONTRACTORS' BOARD - STATE LANDSCAPE
CONTRACTORS' BOARD
All contractors bidding on public contracts must be licensed with the Construction
Contractors' Board or the State Landscape Contractors Board as required by ORS
701.021 or 671.530. Bids must be identified with the Contractors' Board license number.
No bids will be considered without this information.
6. DISCLOSURE OF FIRST-TIER SUBCONTRACTORS
When a public improvement contract value is greater than $100,000, all bidders are
required to disclose information about first-tier subcontractors, providing labor or labor
and materials, when the contract amount of such first-tier subcontractor is equal to or
greater than:
1) 5% of the project bid, or $15,000, whichever is greater; or
2) $350,000 regardless of the percentage of the total bid.
Bidders must disclose the following information about such subcontracts, on the First-
Tier Subcontractor Disclosure Form provided by the City and included herein, within two
hours of the bid submission deadline:
1) The subcontractor's name;
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2) The subcontract dollar value; and
3) The category of work to be performed by the subcontractor.
Any bidder not using subcontractors subject to the above disclosure form, must write
"NONE" on the Disclosure Form and sign and submit the form. The City will reject a bid
if the bidder fails to submit the Disclosure Form before the deadline.
7. DRUG TESTING PROGRAM
ORS 279C.505(2) requires public improvement contracts to include a provision requiring
contractors to demonstrate that they have an employee drug and alcohol testing
program in place. All bidders are required to certify, on the Drug Testing Program
Certification Form provided by the City and included herein, that they have such program
in place. This certification will become part of the Contract if awarded and contractor will
be required to maintain such program throughout the performance of the Contract.
Failure to maintain a program shall constitute a material breach of the Contract.
8. PROMPT PAY POLICY - TIMELY PROGRESS PAYMENTS
ORS 279C.570 and 279C.580 require prompt payment to contractors and
subcontractors and provides for settlement of compensation disputes between the
parties. The City is required to automatically calculate and pay interest on invoices from
the contractor when payments become overdue. The interest commences thirty (30)
calendar days after receipt of the invoice from the contractor, or fifteen (15) calendar
days after the payment is approved by the City, whichever is earlier. The rate of interest
charged to the City on the amount due shall equal three times the discount rate on 90-
day commercial paper, but shall not exceed 30 percent.
The City is also required to ensure that the contractor includes a clause in each
subcontract that obligates the contractor to pay first-tier subcontractors for satisfactory
performance under its contract. Contractors must pay subcontractors within ten (10)
calendar days of receiving payment from the City. Contracts between primary
contractors and subcontractors must also contain an interest penalty clause that
obligates the contractor, if payment is not made to the subcontractor within thirty (30)
calendar days after receipt of payment from the City, to pay the first-tier subcontractor
an interest penalty on amounts due in the case of each payment not made in accordance
with the subcontract payment clause. The contractor is also required to ensure that first-
tier subcontractors include these requirements in each of its subcontracts with lower-tier
subcontractors or suppliers.
If requested in writing by a first-tier subcontractor, within ten (10) calendar days after
receiving the request, the contractor must provide the first-tier subcontractor, a copy of
that portion of any invoice or request for payment submitted to the City, or pay document
provided by the City to the contractor, specifically related to any labor or materials
supplied by the first-tier subcontractor.
9. PRE-QUALIFICATION OF BIDDERS
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When required, bidders shall pre-qualify under ORS 279C.430 and 279C.435, by
completing the Oregon Department of Transportation (ODOT) Prequalification
Application online at:
https://www.oregon.gov/odot/business/procurement/pages/bid_award.aspx
Proof of prequalification shall be submitted to the City at least ten (10) calendar days
prior to the date of bid opening.
10. BID BOND, PUBLIC WORKS BOND, PAYMENT BOND AND PERFORMANCE BOND
A Bid Bond, Public Works Bond Filing Certification, Payment Bond and Performance
Bond shall be provided as specified in Subsection 5.4 of the General Conditions. No
waivers, special requirements or emergency provisions have been established for this
Contract.
11. PAY EQUITY COMPLIANCE CERTIFICATION (NEW)
ORS 279A.167 requires businesses with fifty (50) or more employees, and a contract
valued at more than $500,000, to provide proof they are properly trained on Oregon's
pay equity laws. A certificate proving the contractor has completed the training shall be
provided as specified in Subsection 26 of the "Bid Form".
12. HIGHEST STANDARDS OF WORK AND CONSEQUENCES FOR FAILURE
The work to be performed must meet the highest standards prevalent in the industry or
business most closely related to the work to be performed. Failure to meet such
standards may result in consequences including, but not limited to a reduction or
withholding of payment; a requirement that bidder perform, at bidder's own expense,
additional work required to meet such standards; or termination of the contract, with
damages being sought.
13. CONDITIONS OF WORK
Bidders must make their own determination of the nature of the work proposed under
this Contract, the local conditions which can be encountered in this area, and all other
matters which can in any way affect the work proposed under this Contract. It shall also
be the bidder's responsibility to be thoroughly familiar with the Contract Documents.
Failure to make the examination necessary for this determination or to examine any
form, instrument or document of the Contract shall not release the bidder from the
obligations of this Contract.
14. REVIEW OF BIDS; BASIS FOR AWARD; NOTICE OF INTENT TO AWARD; AND
RIGHT TO PROTEST AWARD
In reviewing all bids received and determining the lowest responsible bidder, the City
reserves the right to take into account and give reasonable weight to the extent of the
bidder's experience on work of the nature involved, on the bidder's record as to
dependability in carrying out of contracts, and evidence of present ability to perform the
Contract in a satisfactory manner.
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The City may make such investigations as deemed necessary to determine the ability
of the bidder to perform the work, and the bidder shall furnish to the City all such
information and data for this purpose as the City may request. The City reserves the
right to reject any bid if the evidence submitted by, or investigation of, such bidder fails
to satisfy the City that such bidder is properly qualified to carry out the obligations of the
Contract, to complete the work contemplated therein, and to do so in a timely manner.
The City specifically reserves the right to reject a bid from a bidder who, at the time bids
are opened, has failed to complete work in a timely manner under a contract previously
awarded to the bidder by the City. Conditional bids will not be accepted.
In accordance with ORS 279A.120(2)(b), in determining the lowest responsible bidder,
the City shall, for the purpose of awarding the Contract, add a percentage increase on
the bid of a non-resident bidder equal to the percent, if any, of the preference given to
that bidder in the state in which the bidder resides.
Within forty-five (45) calendar days after the bid opening, the City will accept one of the
bids or reject all of the bids received. If the City intends to accept one of the bids, it shall
issue a Notice of Intent to Award the Contract to all bidders. The City's award will not
be final until seven (7) calendar days after the date of the notice if no protest is filed; or
if a protest is filed, until the City provides a written response to all timely-filed protests
that denies the protest and affirms the award.
A bidder may submit a formal written protest to the City's Notice of Intent to Award the
Contract within seven (7) calendar days of the date of the City's Notice of Intent. The
written protest must specify the grounds upon which the protest is based and must show
that the protesting party is an adversely affected or aggrieved bidder. A bidder is
adversely affected or aggrieved only if the bidder is eligible for award of the Contract as
the responsible bidder submitting the lowest responsible bid, is next in line for award
and claims that all lower bidders are ineligible for award in accordance with law.
Such protest must be submitted to the City Recorder, 900 SE Douglas, Roseburg, OR
97470 or by email at info@roseburgor.gov. Any protest received after the 7-day
deadline will not be considered. The City Recorder shall forward such protest to the City
Manager who shall have the authority to settle or resolve the protest by written decision.
15. EXECUTION OF CONTRACT, BONDS AND DAMAGES FOR FAILURE TO
EXECUTE
The bidder whose bid is accepted will be required to appear within ten (10) calendar
days after notice that the Contract has been awarded to bidder and to execute the
Contract with the City for the full and complete performance of all work specified, and
as required by Subsection 5.4 of the General Conditions, deliver the Public Works Bond
Filing Certification form, the Payment Bond to assure payment of the obligations
incurred in the performance of the Contract and the Performance Bond and to ensure
performance of the Contract.
Should the successful bidder fail or refuse to execute the Contract and furnish the Public
Works Bond Filing Certification form, Payment Bond and/or Performance Bond when
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