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Asphalt Repair and Seal Coating Proposal Requirement RFP FOR Pine Tree Independent School District

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									 Asphalt Repair and Seal Coating
                 Proposal Requirement

                           RFP
                           FOR




Pine Tree Independent School District
                Maintenance Department




                        April 2, 2009
              Lynn Whitaker, Superintendent
    Tony Hollins, Director of Maintenance and Operations
    GENERAL INFORMATION

        A.       Overview

The Maintenance Department at Pine Tree Independent District is soliciting proposals to repair and seal coat
various district roads and parking lots.

                 The objective of the proposed project is to:

                 1. Repair and seal coat the roads and parking lots to extend the life of the asphalt.

        B.       Purpose

The purpose of this proposal is to contract for the seal coating and re-striping of various Junior High and
High School parking lots and roads as well repairing the Central Administration and Elementary School
bus parking Lot. All vendors supplying prices shall be established vendors whose primary business is
asphalt paving, asphalt repair and seal coating.


    SCOPE OF SERVICES REQUIRED

This project will require a professional inspection of the areas identified below to conduct a detailed analysis
that identifies all visible components and elements required for this project.

Provide all materials, labor, tools, equipment and supervision required to repair and seal coat the above
areas.


                                      Seal Coat Surface Treatment

1. DESCRIPTION: This item shall consist of a wearing surface or surface treatment composed of
   courses of rubberized coal tar pitch emulsion, utilizing clean silica sand as a mineral aggregate,
   applied on the prepared asphalt surface in accordance with these specifications.
         The seal coat surface treatment shall not be applied when the air temperature is below 60 F and
   is falling, but it may be applied when the air temperature is above 50 F and rising, the air temperature
   being taken in the shade and away from artificial heat. The seal coat surface treatment shall not be
   applied when the temperature of the parking lot surface is below 60 F. Seal coal material shall not be
   placed when general weather conditions, in the opinion of the Engineer, are not suitable.
2. MATERIALS:
   A. Emulsion Materials: The materials used shall be rubberized coal tar pitch emulsion.
   B. Number of Courses: First course applied using self-propelled squeegee applicator, second course
         applied by spray application.
   C. Mineral Aggregate: The mineral aggregate used shall be clean silica sand. The sand shall be
         applied at a rate of six (6) to eight (8) pounds per gallon of emulsion.
   D. Latex additives (Top Tuff or equal) are to be pre-mixed (3 to 5 % by volume) with the sand and
         emulsion slurry so as to provide maximum suspension of sand during application.

3. CONSTRUCTION METHODS: The area to be treated shall be cleaned of dirt, dust, or other debris
   by sweeping or other approved methods. Failed areas shall be repaired with new Type 0 HMAC.
   Large joints are to be sealed with a state spec approved asphalt crack sealant. If it is found necessary


                                                       1
    by the school district the surface shall be lightly sprinkled just prior to the application of the emulsion
    material.

          The first application of the emulsion material shall be applied on the clean surface by an
    approved type of self-propelled pressure distributor squeegee machine so operated as to distribute the
    material in the quantity specified, evenly and smoothly, under a pressure necessary for proper
    distribution. The Contractor shall provide all necessary facilities for determining the rate at which it is
    applied, and for securing uniformity at the junction of two distributor loads. The distributor shall have
    been recently calibrated and the district shall be furnished an accurate and satisfactory record of such
    calibration. After beginning the work, should the yield on the emulsion material appear to be in error,
    the distributor shall be calibrated in a manner satisfactory to the district before proceeding with the
    work. The second application of the emulsion material shall be applied with a spray.


    The seal coat shall be applied at the approximate rates as shown below:

                    Emulsion            Sand                                                  Application
                                                          Latex           Water
                   Concentrate                                                                Rate
                      Gal.               Lb.              Gal.             Gal.               SFI Gal.
1st Application       100              600-800            3-5             30-40                  40
2nd Application       100              600-800            3-5             30-40                  60


   No traffic or hauling will be permitted over the freshly applied emulsion material. The Contractor
   shall be responsible for the maintenance of the surface until the work is accepted by the school
   district. All storage tanks, piping, retorts, booster tanks and distributors used in storing or handling
   asphaltic materials shall be kept clean and in good operating condition at all times, and they shall be
   operated in such manner that there will be no contamination of the asphaltic materials with foreign
   material.
4. MEASUREMENT: The seal coat material will be measured at point of application on the parking lot
   in square feet unless otherwise specified.
5. PAYMENT: The work performed and materials furnished as prescribed by this item and measured as
   provided under "Measurement" will be paid for at the unit prices bid for· Seal Coat" by square feet of
   the type and grade specified, which prices shall each be full compensation for cleaning and sprinkling
   the existing asphalt; for furnishing, preparing, hauling and placing all materials; for all freight
   involved; and for all manipulations, labor, tools, equipment and incidentals necessary to complete the
   work.

In responding to this RFP, offerors are encouraged to provide any additional information they
believe is relevant.




                                                      2
  PRICING

  Price should include a line item by line item price for:

Area                                                         Work Required             Estimated Square
                                                                                       Footage
High School Faculty Parking Lot                              Seal Coating and          23,836
                                                             Striping
High School Faculty Road                                     Repair and Seal Coating   14,000
High School Theater Circle                                   Repair, Seal Coating,     13,068
                                                             and Striping
High School Fieldhouse (road to practice track)              Repair
Junior High Circle Drive                                     Seal Coating              27,256
Junior High Road (From Loop 281 to end of tennis courts)     Repair and Seal Coating   79,526
Elementary School Bus Parking                                Repair base failure and   20
                                                             resurface with asphalt
Elementary School Faculty Parking Lot                        Seal Coating and          54,489
                                                             Striping
Central Administration Parking Lot                           Repair, Seal Coating,     11,771
                                                             and Striping

   Performance and Payment Bonds are required if proposal is over $25,000

  Price should not include:
   Sales Taxes
   Any add on warranties other than those in i tl auat e s a at
                                               ia     c r’ r y
                                              n i m nf u r w r n

  PAYMENT
  Contractor must use their own funds to fund this project. No material draws will be allowed. Prior
  to acceptance of work and payment, job site will be inspected as to conforming to specifications.
  At this time payment of proposal will be made within 10 working days of acceptance.

  WORK REQUIRED TO BEGIN

  No earlier than June 1, 2009, unless otherwise directed by contact person.

  WORK REQUIRED TO BE COMPLETED

  All work must be completed no later than August 1, 2009.

  POINT OF CONTACT

  Tony Hollins: 903 295-5106




                                                        3
PROCEDURES FOR SUBMITTING PROPOSALS

Proposal Packages may be obtained by calling 903 295-5106 or picked up from:
Pine Tree Independent School District
Maintenance Department
704 Birch Drive Longview, TX 75604

Proposals should be mailed or hand delivered to the below address no later than 10:00 am on April 24,
2009. Please note that the District will not accept faxed proposals. No Formal opening will be held.

Pine Tree Independent School District
P.O. Box 5878
1001 West Fairmont
Longview, TX 75608
Attn: Tony Hollins, Director of Maintenance and Operations

SELECTION CRITERIA
The District shall select the offeror that offers the best value for the District based on the published
selection criteria and on its ranking evaluation. The District shall first attempt to negotiate with the
selected offeror a contract. The District and its engineer or architect may discuss with the selected offeror
options for a scope or time modification and any price change associated with the modification. If the
District is unable to negotiate a contract with the selected offeror, the District shall, formally and in
writing, end negotiations with that offeror and proceed to the next offeror in the order of the selection
ranking until a contract is reached or all proposals are rejected.

SELECTION FACTORS
In awarding a contract, the District may consider:
    1. Purchase price.

    2. The reputation of the vendor and of the vendor's goods and services.

    3. The quality of the vendor's goods or services.

    4. The extent to which the goods or services meet the District's needs.

    5. The vendor's past relationship with the District.

    6. The impact on the ability of the District to comply with laws relating to historically underutilized
       businesses.

    7. The total long-term cost to the District to acquire the goods or services.

    8. Any other relevant factor specifically listed in the request for proposals.

The District reserves the right to select/reject any one or all of the line items. The District also
reserves the right to reject all proposals.




                                                      4
BONDING

A performance bond and payment bond must be provided in the amount of the contract in accordance
with state law.

NOTIFICATION
Offerors responding to this RFP will be notified in writing of the status of their proposal.

REFERENCES

Provide at least three references for completion of similar projects.




                                                        5
             PINE TREE INDEPENDENT SCHOOL DISTRICT
                     Asphalt Repair and Seal Coating
                          Proposal Worksheet




_________________________________________________________________
                       (Business Name)

_________________________________________________________________
                            (Address)

_________________________________________________________________
     (Company Representative)                      (Title)

_________________________________________________________________
                       (Authorized Signature)

_______________________________       ____________________________
         (Telephone)                              (Date)




                 $_______________________________
                            (Proposal Amount)




                                  6
                      PINE TREE INDEPENDENT SCHOOL DISTRICT
                              Asphalt Repair and Seal Coating
                                   Proposal Worksheet


     Note: Please include other line items you feel are appropriate and necessary for the
     successful completion of this project. Each line item will be considered during evaluation.

Line Item      Area                               Work Required                   Estimated           Price
Number                                                                            Square Footage
1              High School Faculty Parking        Seal Coat and Stripe            23,836
               Lot
2              High School Theater Circle         Repair, Seal Coat and Stripe    13,068

3              High School Faculty Road           Repair and Seal Coating         14,000
4              Junior High Circle Drive           Seal Coat                       27,256

5              Junior High Road (From Loop        Repair and Seal Coat            79,526
               281 to end of tennis courts)
6              Elementary School Bus Parking      Repair base failure and         20
                                                  resurface with asphalt
7              Performance and         Payment
               Bond if applicable
8              Warranty



               Alternates:
9              High School Fieldhouse (road       Repair and Seal Coat
               to practice track)
10             Elementary School Faculty          Seal Coat And Stripe            54,489
               Parking Lot
11             Central Administration             Repair, Seal Coat, and Stripe   11,771

               Permit Cost if applicable
               Warranty


                                                  Total

     Note: Include in pricing the cost to seal cracks with a state specification approved asphalt
     sealant prior to seal coat application.

     The District reserves the right to select/reject any one or all of the line items. The District also
     reserves the right to reject all proposals.




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