TOWN OF ARLINGTON
ARLINGTON, VERMONT
REQUEST FOR BIDS
Warm Brook Road South Reclamation and Paving
Sealed Bids for the reclamation and paving of the section of Warm Brook Road below Route 313 East will be received by the Town of Arlington at the Arlington Town Office, 3828 VT Route 7A, Arlington, VT 05250 until 11:30 am local time on Friday, August 8th, 2025. Bids received will be “publicly” opened and read. Bidders providing bids by mail shall allow for delivery time to the Town of Arlington, PO Box 268, Arlington, VT 05250. This project consists of the reclamation, injection, and paving of one section of Warm Brook Road and the reclamation and paving of another section.
Contact Interim Town Administrator Cynthia Browning at 802.379.9916 or cynthia.browning@arlingtonvermont.org with any questions, or leave a message with Administrative Assistant Janet Barry at 802.375.6474 or janet.barry@arlingtonvermont.org
Location of Paving and Specifications
This project involves paving Warm Brook Road in Arlington running from VT Route 313 East (aka the access road between VT Route 7 and VT Route 7A) south to VT Route 7A due to cracking and deterioration of the road surface. The actual location is Latitude: 043.05389N and Longitude: 073.15260W. This entire section of the road to be paved is further divided into Section A and Section B for differing treatment. Please also see the Special Notes below.
Section A is from VT Route 313 East south to the railroad tracks. This section requires reclamation, injection with cement compound, and paving to a four inch depth – 2 ½ inches of base and 1 ½ inches of top mix. This is a distance of 4,425 linear feet with a road width of 21 feet for a total area of 92,925 square feet.
Section B is from the railroad tracks south to VT Route 7A. This section requires paving to a 1 ½ inch depth overall with one section of 150 square feet receiving a shim of 2 inches of extra paving before the overall paving. This is a distance of 705 linear feet with a width of 21 feet for a total paving area of 14,805 square feet.
Nature of Bids
Bids shall show the costs for different elements of the paving process, so that the Town might select different companies for different activities as desired.
Section A should have separate bid amounts for Reclamation, Injection of Cement, and Paving.
Section B should have separate bid amounts for Reclamation and Paving.
Special Notes —
Note #1: All disturbed areas after reclamation are to be graded and rolled to have a smooth surface. This grading will be completed by the Town of Arlington Highway Department. In addition, there must be a period between reclamation and paving of about a week to allow for settling.
Note #2: The 10 foot by 15 foot area to be shimmed in Section B is about half way between the railroad tracks and VT Route 7A on the north side of the road.
Note #3: At the intersection with Maple Hill Road the apron just needs a 1 ½ inch overlay of pavement.
Note #4: At the intersection with Cemetery Road the Town of Arlington Highway Department will do preparation before the reclamation work on this area which will need the full 4 inches of blacktop on an area of 50 feet wide and 50 feet long.
Time Line
This project must be completed by 10/31/25.
Traffic Control, Erosion Control, and Permits
The Contractor is responsible for all traffic control and erosion control actions necessary to complete this project in compliance with state and federal laws, regulations, and requirements. The Select Board certifies that no municipal permits are required as part of this work.
Pre-bid Conference
A pre-bid conference shall take place on Thursday, July 31, 2025 at 8 a.m. The meeting shall be held at the Arlington Town Garage located at 122 Chittenden Drive, followed promptly by a site visit to the area to be paved with an opportunity to inspect the full project area. The group shall convene to answer questions at the intersection of Warm Brook Road and Cemetery Road thereafter, weather permitting. Alternatively, the post-inspection meeting shall take place at the Town Garage.
Bid Submission
All bids must be submitted in sealed envelopes, addressed to the Town in care of the Select Board, and plainly marked with the name of the bid and the time of the bid opening. Bid proposals will be date stamped on the outside of the envelope immediately upon receipt. And the bid may be withdrawn in writing prior to the scheduled time for the opening of bids. Any bids received after the time and date specified shall not be considered and shall be returned to the bidder unopened.
Bidders shall bid to the specifications and any exceptions must be noted by the bidder. A bidder submitting a bid thereby certifies that the bid is made in good faith without fraud, collusion, or connection of any kind with any other bidder for the same work and that the bidder is competing solely on their own behalf without connection with or obligation to any undisclosed person or firm.
Bid Specification
Bids shall include the following information: Bid name, Bid submission deadline, Date, location, and time of bid opening, Specifications for the project including quantity and any design or performance features, Name of insurer and commitment to provide proof of insurance if awarded, A copy of the proposed contract, and the Bid price including separate bid amounts for all items outlined under the Nature of the Bids and a list of any portions of the project the bidder is incapable of providing.
Insurance and Bonding
The contractor shall carry general liability insurance with minimum policy amount of $1 million.
Funding
This project will be funded exclusively with municipal property tax dollars and is not subject to any rules beyond those of the Town of Arlington.
Change Orders
If changes to the specifications of this project are made prior to the close of bids, the Town shall notify those who have already submitted a bid and a new bid process shall be initiated. Once a bid has been accepted, if change orders are necessary, the Select Board shall prepare a change order specifying the scope of the change for approval at a Select Board meeting.
Right to Reject Bids and Disclaimers
The Town of Arlington Select Board reserves the right, at its sole discretion, to reject any and all bids, wholly or in part, to waive any informalities or any irregularities therein, to accept any bid even though it may not be the lowest bid, to call for rebids, to negotiate with any bidder, and to make an award which in its sole and absolute judgment will best serve the Town’s interest. The Select Board reserves the right to investigate the financial condition of any bidder to determine their ability to assure service throughout the term of the contract.
Those submitting bids do so entirely at their own expense. There is no express or implied obligation by the Town of Arlington to reimburse any entity or individual for any costs incurred in preparing or submitting proposals.
RFP dated July 21, 2025 from the Arlington Select Board