27-001 Pavement Resurfacing for 2026-2027

CITY OF HICKORY - Pavement Resurfacing for 2026-2027 (rev. 11.05.2025)
Project Number: 27-001
PROJECT MANUAL
FOR
Pavement Resurfacing for 2026-2027
PROJECT NUMBER: 27-001
CITY OF HICKORY, NORTH CAROLINA
ADVERTISEMENT DATE: 7/8/2026
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CITY OF HICKORY - Pavement Resurfacing for 2026-2027 (rev. 11.05.2025)
Project Number: 27-001
Table of Contents
I. INVITATION TO BID ............................................................................................................. INV-1
II. INSTRUCTIONS TO BIDDERS ................................................................................................ ITB-3
III. BID FORM AND SUPPLEMENTS ........................................................................................ BID-19
A. ITEMIZED BID ............................................................................................................. BID-20
B. EXECUTION OF BID DOCUMENTS .............................................................................. BID-22
IV. CONTRACT REQUIREMENTS AND FORMS ............................................................................ C-23
A. CONTRACT ...................................................................................................................... C-24
B. GENERAL CONDITIONS ................................................................................................... C-44
C. FEDERAL REQUIREMENTS .............................................................................................. C-49
D. CONTRACTOR'S AFFIDAVIT - RELEASE AND WAIVER OF CLAIMS .................................. C-53
E. STATE/COUNTY SALES/USE TAX STATEMENT ................................................................. C-54
F. CHANGE ORDER FORM .................................................................................................. C-56
V. PLANS AND SPECIFICATIONS ............................................................................................ PLN-57
TABLE OF CONTENTS
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CITY OF HICKORY - Pavement Resurfacing for 2026-2027 (rev. 11.05.2025)
Project Number: 27-001
I. INVITATION TO BID
INSTRUCTIONS TO BIDDERS ITB - 3
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CITY OF HICKORY - Pavement Resurfacing for 2026-2027 (rev. 11.05.2025)
Project Number: 27-001
A. INVITATION TO BID
The City of Hickory (the "Owner" or "City") hereby invites sealed bids for the following Project:
PROJECT NAME: Pavement Resurfacing for 2026-2027
PROJECT NUMBER: 27-001
PRE-BID MEETING: N/A
BID QUESTION DEADLINE: August 4th, 2026, by 12:00 PM
BID DUE DATE AND TIME: August 5th, 2026, by 9:00 AM
BID LOCATION: City of Hickory - Public Services Conference Room
1441 9th Ave. NE Hickory
BID OPENING: In Person
SCOPE OF WORK:
Contractor shall perform resurfacing work on selected streets within the
Fall Schedule and Spring Schedule. This includes appropriate traffic control,
utilities adjustments including manholes and valves to correct elevation to
match proposed pavement, protection of surfaces adjacent to the project
site, asphalt resurfacing in accordance with NCDOT standards, removing
debris generated by construction, returning the surrounding site to pre-
existing conditions, and any coordination specified by the City of Hickory.
INSTRUCTIONS TO BIDDERS ITB - 4
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CITY OF HICKORY - Pavement Resurfacing for 2026-2027 (rev. 11.05.2025)
Project Number: 27-001
II. INSTRUCTIONS TO BIDDERS
A. INSTRUCTIONS TO BIDDERS
INSTRUCTIONS TO BIDDERS ITB - 5
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CITY OF HICKORY - Pavement Resurfacing for 2026-2027 (rev. 11.05.2025)
Project Number: 27-001
1.0 DEFINITIONS
1.1 Addendum or Addenda. Written or graphic instruments issued by the Owner prior to the
submission of Bids which modify or interpret the Bidding Documents by additions, deletions,
clarifications, or corrections or other type of modifications. Bidders, upon receiving Addenda, shall
insert same into the Bid Documents.
1.2 Additive or Deductive Bid Item (Alternate Bid). An amount stated in the Bid to be added to or
deducted from the amount of the Base Bid if the corresponding change in the Work, as described
in the Bidding Documents, is accepted by the Owner.
1.3 Alternate. An amount stated in a Bid for a specific material, product or good that can be added or
deducted from the Base Bid by the Owner if the defined changes are made to the Plans or
Specifications.
1.4 Authorized Representative. The firm or individual nominated by the Owner to act on behalf of
the Owner, e.g., Engineer and/or Architect of Record, City Project Manager or others as designated
by Owner.
1.5 Award. The Owner's acceptance of the successful Bidder's proposal, upon authorization of the
Hickory City Council.
1.6 Base Bid. The sum stated in the Bid for which the Bidder offers to perform the work described in
the Bidding Documents as the base, to which work may be added or from which work may be
deducted for sums stated in Additive or Deductive Bid Items.
1.7 Bid. A complete and properly signed offer to do the Work or designated portion thereof for the
sums stipulated therein submitted in accordance with the Bidding Documents.
1.8 Bid Documents. All documents and forms contained in this Project Manual.
1.9 Bid Security. The security furnished with a Bid to guarantee that the Bidder will enter into the
Contract if its Bid is accepted by the Owner. Bid Security shall only be required on construct or
repair work requiring an estimated expenditure of public money in an amount equal to or more
than $500,000 or purchase of apparatus, supplies, materials, or equipment requiring an estimated
expenditure of public money in an amount equal to or more than $90,000.
1.10 Bidder. Any individual, partnership, firm, corporation or other business entity acting directly
through a duly authorized representative, who submits a bid for the Work contemplated.
1.11 Calendar Day. Every day shown on the calendar. Any reference to the word "day" or "days" shall
mean calendar day or calendar days, respectively, unless otherwise expressly provided.
1.12 Change Order. A written order to the Contractor covering changes in the Plans, Specifications,
Contract Item quantities, or Work and establishing the basis of payment and Contract Time
adjustment, if any, for the Work affected by such changes.
1.13 Claim. A demand or assertion by one of the parties seeking, as a matter of right, payment of
money, or other relief with respect to the terms of the Contract. The term "Claim" also includes
other disputes and matters in question between the Owner and Contractor arising out of or
relating to the Contract.
INSTRUCTIONS TO BIDDERS ITB - 6
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CITY OF HICKORY - Pavement Resurfacing for 2026-2027 (rev. 11.05.2025)
Project Number: 27-001
1.14 Contract Documents or Contract. The executed agreement between the Owner and the successful
bidder, covering the performance of and compensation for the Work. The term Contract is all
inclusive with reference to all written agreements affecting a contractual relationship and all
documents referred to therein. The Contract shall include, but not be limited to the Invitation to
Bid, Instructions to Bidders, Bid Form and Supplements, Contract Requirements and Forms,
required certificates and affidavits, bonds, addenda, technical specifications and plans. The
Contract shall constitute one instrument.
1.15 Contract Item or Pay Item. A specific unit of Work for which a price is provided in the Contract.
1.16 Contract Time. The number of calendar days or working days, stated in the proposal, allowed for
completion of the Contract, including authorized time extensions. If a calendar date of completion
is stated in the proposal, in lieu of a number of calendar or working days, the Contract shall be
completed by that date.
1.17 Contractor. The successful Bidder with whom the City of Hickory contracts for the Work.
1.18 Date of Final Completion (may also be referred to as Final Acceptance). The date of completion
of all Work required by, and in strict compliance with, the Contract, including start up, testing,
obtaining regulatory approvals from all applicable authorities, and all preparations necessary to
operate and maintain the Project
1.19 Engineer. The individual, partnership, firm or corporation duly authorized by the Owner to be
responsible for engineering inspection of the contract work and acting directly or through an
authorized representative.
1.20 Inspector or Project Inspector. An authorized representative of the Engineer assigned to make all
necessary inspections and/or tests of the work performed or being performed, or of the materials
furnished or being furnished by the Contractor.
1.21 Invitation to Bid (ITB). A public announcement, as required by local law, inviting Bids for Work.
1.22 Notice To Proceed (NTP). A written notice to the Contractor to begin the Work on a specified date.
1.23 Owner. The City of Hickory. For the purpose of this Project Manual, the Owner may also be
referred to as the City.
1.24 Payment Bond. The approved form of security furnished by the Contractor and its surety as a
guaranty that it will pay in full all bills and accounts for materials and labor used in the construction
of the Work.
1.25 Performance Bond. The approved form of security furnished by the Contractor and his surety as
a guarantee that the Contractor will complete the Work in accordance with the terms of the
Contract.
1.26 Plans. The official drawings or exact reproductions, approved by the Owner, which show the
location, character, dimensions and details of the Work to be done and which are to be considered
as part of the Contract.
1.27 Project. N/A.
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CITY OF HICKORY - Pavement Resurfacing for 2026-2027 (rev. 11.05.2025)
Project Number: 27-001
1.28 Specifications. The written directions and requirements for completing the Work. Standards for
specifying materials or testing which are cited in the specifications by reference shall have the
same force and effect as if included in the Contract physically.
1.29 Substantial Completion. The stage of completion of the Project, including testing, approval by any
applicable regulatory authority, and receipt of all the certificates of occupancy and other permits,
approvals, licenses, and other documents from all governmental authorities that are necessary for
the beneficial occupancy and use of the portion to be occupied or utilized such that the Work and
the Project are functionally and legally usable by the Owner for the purpose for which they are
intended.
1.30 Surety. The corporation, partnership, or individual, other than the Contractor, executing a Bid
Payment, Performance or Guaranty Bonds that are furnished to the Owner by the Contractor.
1.31 Work. The furnishing of all labor, materials, tools, equipment, and incidentals necessary to the
Contractor's performance of all duties and obligations imposed by the Contract.
2.0 CONTRACT TIME
The date of commencement of the Work shall be fixed by issuance of a written Notice to Proceed
from the Owner to the Contractor. The Contract Time shall fall within the indicated dates listed
below:
FALL 2026 SCHEDULE:
September 14, 2026: Notice to Proceed
November 18, 2026: Contract completed on or before 5:00 p.m.
SPRING 2027 SCHEDULE:
March 15, 2027: Notice to Proceed
June 16, 2027: Contract completed on or before 5:00 p.m.
The City reserves the right to adjust the timeline established above, reject any and all Bids, and
reject any Bid Items that best meets the needs of the City. Contractor shall then achieve Final
Completion and Acceptance of the Work, including all required final submittals, not later than 14
calendar days from the date of Substantial Completion. Contractor shall notify the Owner in
writing at least 48 hours in advance of the time actual construction operations will begin.
The Owner and Contractor shall discuss and agree upon specific start and finish date to perform
each phase of the work. A phase of work shall consist of one or more specific streets or parking
lots designated for milling and/or resurfacing. The Contractor shall meet these mutually agreed-
upon dates in order to minimize confusion of the affected residents, landowners and travelling
public. If the Contractor fails to begin work on the agreed-upon date for any reason other than
inclement weather, then the Owner will give written notice to the Contractor that the Contract
may be terminated after the second time the Contractor fails to begin a phase of work as
scheduled. The Owner shall not be penalized in any way for termination of the Contract.
If the Contractor fails to complete all phases of work within the Schedules listed above, then the
Owner reserves the right to terminate the contract immediately.
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CITY OF HICKORY - Pavement Resurfacing for 2026-2027 (rev. 11.05.2025)
Project Number: 27-001
The schedule(s) and conditions in this Invitation to Bid and Contract shall not be affected by any
other contracts entered into by the Bidder with the Owner.
3.0 LIQUIDATED DAMAGES
The Contract Time referred to above includes phases of construction as described below. By
submitting a bid, the Contractor acknowledges and agrees that the Owner is authorized to deduct
and retain out of the monies due to the Contractor and/or the Contractor is liable to the Owner
for liquidated damages for the Project as set out below for each and every day or any portion
thereof the time employed upon said work or delivery may exceed the time stipulated for such
performance and completion. The term "day", when used in connection with liquidated damages,
shall in all instances include any portion of a day that the work is not timely completed. The sum
per calendar day is fixed in view of the difficulty of estimating such damages that the Owner will
suffer by reason of such default. The liquidated damages amount will not be capped, and the
assessment of liquidated damages does not preclude the award of other damages that may be
authorized under other applicable provisions of the Contract for reasons other than delayed
performance. Failure to achieve Substantial Completion within the Contract Time: $500.00 per
calendar day.
4.0 GOVERNING ORDER OF BIDDING AND CONTRACT DOCUMENTS
Addenda, Change Orders and Supplementary Agreements will take precedence over other
Contract Documents. Detailed provisions shall have precedence over general provisions. Bidders
shall take no advantage of any apparent error or omission in the Bid Documents or Contract
Documents. In the event a Bidder discovers an error or omission, the Bidder shall immediately
notify the Owner. The Owner will then make such corrections and interpretations as may be
deemed necessary for fulfilling the intent of the Bid Documents.
5.0 BIDDER REPRESENTATIONS
5.1 Each Bidder by making its Bid represents that it:
A. Has examined the site of the proposed Work and the Bidding Documents; and
B. Is satisfied as to the character, quality, and quantities of work to be performed, materials to
be furnished and as to the requirements of the proposed Contract; and
C. Acknowledges that submission of a Bid shall be prima facie evidence that the Bidder has made
such examination and is satisfied as to the conditions to be encountered and has adequate
time to perform the Work in accordance with the requirements of the Contract Documents.
D. Warrants and certifies that as of the date of this Bid, Bidder is not identified on the Final
Divestment Lists created by the North Carolina State Treasurer pursuant to N.C.G.S. 147
Articles 6e or 6g. The person signing this Bid certifies that he or she is authorized by the Bidder
to make the foregoing certification. Bidder further agrees that it will not take any action during
the term of this contract that would provide a basis for it to be placed upon the Final
Divestment Lists nor will it utilize on this Contract any subcontractor that is identified on the
Final Divestment Lists.
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CITY OF HICKORY - Pavement Resurfacing for 2026-2027 (rev. 11.05.2025)
Project Number: 27-001
5.2 Bidders for this Work shall be qualified and licensed for this particular Work by the State of North
Carolina prior to time of Bid Opening. North Carolina License type, number and dollar limit must
be indicated where requested for the Bidder.
5.3 Bidders shall have previous acceptable experience, of current personnel, in the construction of at
least two (2) projects in the last ten (10) years that demonstrate the ability to accomplish the Work
required by this Contract. If the Bidder is a recently formed entity, then the previous experience
of the component entities will be considered. The Owner shall be the sole judge of acceptable
previous experience. The Bidder shall have regularly and principally engaged in work of the quality
and scope indicated by the Contract Documents, utilizing administrators and supervisors regularly
employed by the Bidder for managing the Work, and utilizing workers regularly employed by the
Bidder for construction not performed by subcontractors.
5.4 In the event that a Bidder is discovered to be ineligible after a Contract is awarded, and the Project
requires Bid Security, the ineligible bidder shall indemnify the Owner against any losses suffered
by the Owner because of the Bidder's ineligibility. The Owner reserves the right to take any steps
it believes appropriate to lessen its actual or potential loss, including termination of the Contract
or withholding payments sufficient to cover losses.
5.5 Bidder shall abide by the confidentiality requirements set forth in Section 11 of the Instruction to
Bidders.
5.6 Bidder shall comply with all federal, state and local laws and regulations relating to the preparation
and submission of the Bid including, without limitation, E-Verify, and shall submit to Owner all
required certifications, verifications, permits and licenses.
6.0 BID DOCUMENTS
6.1 Documents
Bidders may obtain complete sets of the Bid Documents as indicated in the Advertisement in the
number desired and for the cost stated therein.
Bidders shall use complete sets of Bid Documents in preparing Bids. The Owner assumes no
responsibility for errors or misinterpretations resulting from the use of incomplete sets of Bid
Documents.
The Owner, by making copies of the Bid Documents available on the above terms, does so only for
the purpose of obtaining Bids on the Work and does not confer a license or grant for any other
use.
6.2 Interpretation or Correction of Bidding Documents
Bidders shall take no advantage of any apparent error or omission in the Bid Documents. In the
event a Bidder discovers any apparent error or omission, the Bidder shall immediately notify the
Owner. The Owner will then make such corrections and interpretations as may be deemed
necessary for fulfilling the intent of the Bid Documents through the issuance of an Addendum.
Any Addendum or clarification supplementing the Bid Documents, the Plans, and the
Specifications, issued prior to the date and time set for the submittal of Bid Proposal shall be made
part of the Contract.
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