Request for Bids - Paving
Classified Details
- Classified ID
- 2721
- Description
Paving Bid Request
Town of Woodstock: Pomfret Road and Hartland Hill Road Work
Introduction of RFP:
The Town of Woodstock invites qualified contractors to submit a bid for the following work:
¾ shim and 1.5 overlay for .8 miles on Pomfret Road (from VT12 to Pomfret Town Line) and 1.6 miles on Hartland Hill Road (from Lincoln Street to Hartland Town Line).
The work must be completed by September 2027 but ideally completed this year.
A contract will be awarded on a "best fit" basis— price, ability to deliver services, and fit for the municipality will be the largest consideration.
TIMELINE FOR RFP PROCESS:
The timeline listed below is the Town’s estimation of time required to complete the bid process All efforts shall be made to abide by this schedule, but the Town maintains the right to change this schedule dependent upon evolving circumstances.
Bid Request Issued: August 4, 2026
Proposals Due: August 18, 2026, by 12:00PM
CLOSING DATE AND TIME:
One (1) original, and 1 copy of your completed and signed proposal, in the exact order and manner required, must be received at the Woodstock Town Office in a sealed envelope marked
“Town of Woodstock -Bid Pomfret and Hartland Hill Paving”
Submit your proposal package either by email, mailing or hand delivering to:
Town of Woodstock
ATTN: Eric Duffy, Town Manager
PO Box 488
Woodstock , VT 05091
eduffy@townofwoodstock.org
PROPOSALS RECEIVED AFTER THE SPECIFIED DATE AND TIME WILL NOT BE ACCEPTED.
VENDORS ARE RESPONSIBLE FOR PROMPT DELIVERY OF THEIR PROPOSALS.
COMPANY REQUIREMENTS
Companies submitting proposals are required to be specific about disclosing any part of proposal which will be carried out by any other parties, the specifics and materials regarding those parties’ relationships and agreements with the proposal submitter, and provide contact numbers, one for each entity, to the Town.
CRITERIA FOR SELECTION
• Meeting Town’s listed needs
• Documented applicable experience
• Satisfactory appropriate references
• Price
• Availability of help
• Demonstrated capacity of delivering services
PROPOSAL REQUIREMENTS – Proposal must include, at a minimum, the following:
Cover Letter – to contain the following:
• Company/individual name, address, telephone number, email address, and website.
• A brief summary of the vendor’s understanding of the services to be performed.
• A summary of the vendor’s proposal, qualifications, and approach.
• A statement indicating that the proposal and cost schedule shall be valid and binding for one hundred eighty (180) days following the proposal due date and will become part of the contract that is negotiated with the Town.
The letter must be signed by an individual who is legally authorized to bind the proposing vendor stating that the vendor has read and will comply with all the terms and conditions of the RFP.
RFP GENERAL TERMS AND CONDITIONS:
RFP Amendments
The Town reserves the right to change the schedule or issue amendments to this RFP at any time. The Town also reserves the right to cancel or reissue this RFP.
Vendor’s Cost to Develop Proposal
Costs for developing proposals in response to this RFP are entirely the obligation of the vendor and shall not be chargeable in any manner to the Town.
Change of Proposals
Proposals cannot be changed or withdrawn after the time designated for closing of the RFP.
Rejection of Proposals – Waiver of Informalities or Irregularities
The Town reserves the right to reject any or all proposals, to waive any minor informalities or irregularities contained in any proposal, and to accept any proposal deemed to be in the best interest of the Town.
Single Response
A single response to the RFP may be deemed a failure of competition. In such case the Town reserves the right to terminate or reissue the RFP, or to negotiate with submitting vendor.
Proposal Validity Period
Submission of the proposal will signify the vendor’s agreement that its proposal and the content thereof are valid for 180 days following the submission deadline and will become part of the contract that is negotiated between the Town and the successful vendor.
Public Records
Documents submitted in response to this request for proposals become a public record upon submission to the Town, subject to mandatory disclosure upon request by any person, unless the documents are exempted from public disclosure by a specific provision of law.
Contract Award and Execution
The Town reserves the right to make an award without further discussion of the proposal submitted. Therefore, the proposal should be submitted on the most favorable terms the vendor can offer. It is understood that the proposal will become a part of the official file on this matter without obligation to the Town.
The Town reserves the right to request clarification of information submitted and to request additional information from any vendor.
The general terms, conditions, and specifications of the RFP as proposed by the Town and the successful vendor’s response, as amended by agreements between the Town and the vendor, will become part of the contract documents. Additionally, the Town will verify vendor representations that appear in the proposal. Failure of the vendor’s products to meet the mandatory specifications may result in elimination of the vendor from competition or in contract cancellation or termination.
The vendor selected as the apparently successful vendor will be expected to enter into a contract with the Town. The Town reserves the right to reject any proposed agreement or contract that does not conform to the specifications contained in this RFP, and which is not approved by the Town Attorney.
If the selected vendor fails to sign the contract within five (5) business days of delivery of the final contract, the Town may elect to cancel the award and award the contract to the next responsible vendor.
Defense, Indemnification, Hold Harmless and Insurance Requirements
In addition to other standard contractual terms the Town will need, the Town will require the selected vendor to comply with the defense, indemnification, hold harmless and insurance requirements as outlined below.
Vendor shall defend, indemnify and hold the Town, its officers, officials, employees and volunteers, their agents, designees and heirs, harmless from any and all claims, injuries, damages, losses or suits including attorney fees, arising out of or resulting from the acts, errors or omissions of the vendor in performance of this Agreement.
The vendor shall procure and maintain, for the duration of this Agreement, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the vendor, as well as agents, representatives, employees, or subcontractors of the vendor. The cost of such insurance shall be paid by the vendor.
Equal Opportunity Compliance
The Town is an equal opportunity employer and requires all vendors to comply with policies and regulations concerning equal opportunity.
The vendor, in the performance of this Agreement, agrees not to discriminate in its employment due to the employee’s or applicant’s race, religion, national origin, ancestry, sex, sexual preference, age, or physical handicap.
Other Compliance Requirements
In addition to the nondiscrimination and affirmative action compliance requirements previously listed, the vendor awarded a contract shall comply with federal, state and local laws, statutes, and ordinances relative to the execution of the work. This requirement includes, but is not limited to, protection of public and employee safety and health, environmental protection, waste reduction and recycling, the protection of natural resources, permits, fees, taxes, and similar subjects.
Ownership of Documents
Any reports, studies, conclusions, and summaries prepared by vendors responding to this RFP shall become the property of the Town.
Confidentiality of Information
All information and data furnished to the vendor by the Town, and all other documents to which the vendor’s employees have access during the term of the contract, shall be treated as confidential to the Town. The successful vendor will be expected to enter into a nondisclosure agreement with the Town. Any oral or written disclosure to unauthorized individuals is prohibited.
Questions regarding the RFP can be directed to Eric Duffy, Town Manager at (802) 457-3456.
- Title
- Request for Bids - Paving
- Application Deadline
- 08/18/2026
- Location
- Woodstock, VT
- Application URL
Contact Information
- Name
- Appelfeller, Stephanie
- Phone Number
- (802) 457-3456
- sappelfeller@townofwoodstock.org
- Best Method of Contact