CITY OF LEBANON
DEPARTMENT OF PUBLIC WORKS
193 Dartmouth College Highway
Lebanon, NH 03766
REQUEST FOR PROPOSALS
2021 Pavement Markings
The City of Lebanon, New Hampshire (hereafter referred to as the CITY) is
seeking the services of a Pavement Marking Company (hereafter referred to as
the CONTRACTOR) lawfully engaged in the practice of these services in New
Hampshire for installation of pavement markings. Interested CONTRACTORS
should respond to this request on or before the time due for submission.
Following the receipt of the proposals, City staff shall evaluate the proposals and
review for selection.
Emphasis in selecting a CONTRACTOR shall be placed on the CONTRACTOR’s
ability to complete the work in the time frame requested.
2. Statement Submission:
In order to be considered responsive, proposals must be submitted to Mr. James
Donison, P.E., Director, Lebanon Public Works, 193 Dartmouth College Highway,
Lebanon, New Hampshire, 03766, telephone (603) 448-3112.
Proposals must be received no later than 2:00 PM on Friday, March 5, 2021 to
be eligible for consideration by the City. Proposals shall be submitted in a sealed
envelope, which is clearly marked “2021 Pavement Markings.”
3. Guidelines for Prospective CONTRACTOR:
It is the policy of the CITY that Contracts be awarded only to responsible
CONTRACTORS. In order to qualify as responsible, a prospective
CONTRACTOR must meet the following standards as they relate to this request:
a. Have the adequate financial resources for performance or have the ability
to obtain such resources as required during performance;
b. Have the necessary experience, organization, technical and professional
qualifications, skills, equipment and facilities;
c. Be able to comply with the proposed or required time of completion or
d. Have a satisfactory record of performance and documented successful
completion of similar projects.
Due 2:00 PM on Friday, March 5, 2021
On or about March 19, 2021
Work Schedule: Substantial Completion: June 24, 2021
Final Completion and Acceptance: July 2, 2021
This Request for Proposals does not commit the CITY to award a contract, to pay
any costs incurred in the preparation of a response to this request, or to procure
or contract for services or supplies.
The CITY reserves the right to accept or reject any or all proposals received as a
result of this request, or to cancel in part or in its entirety this Request for
Proposals, if in the best interest of the CITY to do so. The quantities that will be
awarded would depend on final proposal pricing and budget limitations.
6. Revisions to the Request for Proposals:
Any questions or inquiries must be submitted in writing and must be received by
the Director no later than seven (7) calendar days before the proposal date in
order to be considered. Any changes to the work scope will be provided to all
CONTRACTORS of record.
Sections 7 through 15 are shown for the information of the proposed CONTRACTOR,
and will be part of the Terms and Conditions governing the Contract.
7. Insurance: The Contractor shall, at its sole expense, obtain and maintain the
following types of insurance, with an insurance company licensed to do business in the
State of New Hampshire with a financial rating of A- or better in “Best’s Insurance Guide”,
and for the following minimum amounts:
A. Workers’ Compensation
Per New Hampshire Statute
B. Employer’s Liability Insurance
C. Comprehensive General Liability*
$1,000,000 per occurrence/
$2,000,000 in the aggregate
Comprehensive General Liability Insurance shall include coverage for all claims of personal
injury, bodily injury, sickness, disease, or death (including coverage for acts of Consultant’s
officials and employees), and broad form property damage (including loss of use resulting
there from) and for completed operations.
D. Comprehensive Automobile Liability*
$1,000,000 per occurrence/
$2,000,000 in the aggregate
E. *Comprehensive Liability
$5,000,000 in the aggregate
Prior to the start of Work, the Consultant shall provide Certificates of Insurance to the City
showing policy coverage of all of the above types of insurance with the coverage and limits
as indicated above and, thereafter, on an annual basis for the duration of this Agreement and
also at the termination of the Agreement, as evidence that policies providing the required
coverage, conditions and limits are in full force and effect for the required period of time.
Such Certificates shall identify this Agreement and contain provisions that coverage will not
be cancelled or materially altered until at least thirty (30) days prior written notice has been
given to the City.
The City, to include its officers, agents and employees, shall be named as an additional
insured on all insurance required under this Agreement except for Professional Liability.
8. Contract Award:
Any Contract entered into by the CITY shall be in response to the proposal and
subsequent discussions. The award shall be based on adequate financial resources
for performance, or ability to obtain such resources, possession of the necessary
experience, organization, technical and professional qualifications, skills, equipment
and facilities, ability to comply with proposed or required time of completion or
performance, possession of a satisfactory record of performance and cost. The
Contract shall be a ‘Not to Exceed’ without prior written approval.
9. Modifications After Award:
The CITY reserves the right to incorporate quantity modifications which may be
required. The CONTRACTOR will incorporate these changes at no additional
fee cost, but may protest such action and not be bound by any such request if he
can prove that the timing or extent of the modification implies a major effort on
10. Payment Schedule:
Invoices are due in duplicate and payable monthly by the third Friday of the
following month. Invoices are to be for the actual dollar value of the services
Unless otherwise stated, payment will be net thirty (30) days after the receipt of a
correct invoice for reasonable work allocable to the contract or after date of
acceptance of work that meets contract requirements.
Any controversy arising out of or relating to this Contract or the breach hereof shall be
settled by arbitration. The parties shall select an arbitrator. The arbitrator shall adopt
appropriate arbitration rules similar to the American Arbitration Association or any other
arbitration procedure. The place of arbitration shall be in Lebanon, New Hampshire.
The arbitration hearing shall be held within thirty (30) days after the notice of
arbitration is delivered by one party to the other party. In the event the parties are
unable to agree on an arbitrator, application can be made to the Grafton County
Superior Court under RSA Chapter 542. The arbitrator shall have the power to
determine the interpretation of any provision of the Contract contained herein.
12. Termination of Contract by the City:
In the event the CONTRACTOR shall fail to perform as required under this
Contract, the CITY shall then give notice to the CONTRACTOR in writing
describing the default, the action to cure the default and the time within which the
default is to be cured. If the CONTRACTOR does not cure the default within the
time prescribed by the CITY, then the CITY shall have the right to terminate this
Contract by giving written notice to the CONTRACTOR of the termination and
specifying the effective date. In the event of the termination, all finished or
unfinished documents, data, programs and reports prepared by the
CONTRACTOR shall, at the option of the CITY, become its property. If the
contract is terminated by the CITY, the CONTRACTOR will be paid an amount
which bears the same ratio to the total compensation as the services covered by
the Contract, less payments previously made and less payments made by the
CITY to another contractor to complete the Contract.
13. Termination for Convenience of the CITY:
The CITY may terminate the Contract at any time by giving written notice to the
CONTRACTOR of such termination and specifying the effective date thereof, at
least fifteen (15) days before the effective date of such termination. In that event, all
finished or unfinished documents and materials, at the option of the CITY become
its property. If the Contract is terminated by the CITY as provided herein, the
CONTRACTOR will be paid an amount which bears the same ratio to the total
compensation as the services covered by the Contract, less payments previously
made by the CITY.
To the fullest extent permitted by law, the CONTRACTOR shall indemnify and hold
harmless the CITY and its agents or employees, from any kind or character, either
direct or indirect, at law or in equity, including but not limited to attorney’s fees,
arising out of or resulting from the performance of this Contract, regardless of
negligence. None of the foregoing provisions shall deprive the CITY of any action,
right or remedy otherwise available to it under law. In the event that the
CONTRACTOR is requested but refuses to honor the indemnity obligations
hereunder, then the CONTRACTOR shall, in addition to all other obligations, pay to
the CITY the cost of bringing any action at law or in equity, including but not limited
to attorney’s fees, to enforce this indemnity.
The Contract between the City of Lebanon and the CONTRACTOR shall consist of
(1) the Request for Proposals (RFP) and any amendments thereto, and (2) the
CONTRACTOR’s proposal submitted in response to the RFP. In the event of a
conflict in language between the two documents referenced above, the provisions
and requirements set forth and referenced in the request for proposal shall govern.
However, the City of Lebanon reserves the right to clarify any contractual
relationship in writing with the concurrence of the CONTRACTOR, and such written
clarification shall govern in case of conflict with the applicable requirements stated in
the RFP or the CONTRACTOR’S proposal. In all other matters not affected by the
written clarification, if any, the request for proposal shall govern. The
CONTRACTOR is cautioned that his proposal shall be subject to acceptance
without further clarification.
16. Project Timetable:
Work shall be substantially complete prior to June 24, 2021. Projected work
schedule to be provided with submission.
17. Scope of Services:
It is recommended a site visit be made. The CITY will not provide traffic control;
traffic control should be included in the proposal given. This should be taken
into consideration when submitting.
All markings must meet NH State Specifications. Handicapped Symbols will be
a blue painted square with a white border and white symbol, and priced as a
single complete item. Arrow pricing is per arrow shaft, not head.
18. Preparation of Proposals:
Proposals shall be submitted on the forms provided and must be signed by the
CONTRACTOR or his authorized representative.
CONTRACTOR must provide a proposal on all items appearing on the proposal
form unless specific directions in the advertisement or on the proposal form allow
for partial bids. Failure to include on all items may disqualify the proposal.