Bulk Asphalt

Solicitation No.

9075121711

Type / RFx

ITB

Status

Active

Level

city

Published Date

May 29, 2026

Due Date

June 15, 2026

NAICS Code

324121AI guide

Jurisdiction

City of Bristol TN

State

Tennessee

Agency

City of Bristol TN

The City of Bristol, Tennessee, hereinafter referred to as “City” is soliciting bids from qualified licensed and bonded Contractors to provide Bulk Asphalt paving material in accordance with specifications. Prospective Contractors responding to this bid shall provide a Cost Bid Sheet in addition to other items requested herein. II. PROJECT SCHEDULE Invitation to Bid Advertised June 1, 2026 ITB Questions submittal deadline June 5, 2026 at 3:00 p.m. Responses to questions by June 9, 2026 at 5:00 p.m. Sealed Bids Due June 15, 2026 at 10:15 a.m. Anticipated Award July 7, 2026 Contract Duration July 2026 – June 2027 All written questions related to this bid should be emailed to writchie@bristoltn.gov. No phone call questions will be accepted. Answers to questions will be posted on the city website as an addendum to this bid. Information related to this bid obtained from other sources may not be accurate and will not be considered binding. Contact with City personnel other than the staff person listed above regarding this bid may be grounds for elimination from the bid process. III. DESCRIPTION OF REQUIREMENTS AND SPECIFICATIONS 1.0 GENERAL • Bidder is to guarantee prices on the commodities for thirty (30) days after issuance date of agreement. Unit price after that period and until the end of the contract is subject to escalation is the contractor’s price increases based upon the Tennessee Department of Transportation Asphalt Cement Index. This increase shall be limited to the amount of that increase from the Tennessee Department of Transportation Asphalt Cement Index only, with no allowance for additional overhead or profit. Written proof of such increases from contractor must be furnished to the City each time an increase is applied. Contractor is to grant the City any decrease in unit price of commodities based on the Tennessee Department of Transportation Asphalt Cement Index that become available during the agreement period. • The City reserves the right to accept or reject all notification(s) of price changes. In the event that an acceptable price to both parties cannot be reached, the agreement will be null and void, and the City shall be free to take other action as deemed in the best interest and advantage to the City for procurement of similar interests. • The month of June 2026 is to be used as the base month for calculation purposes of this bid. ITB 26-013 City of Bristol, Tennessee June 15, 2026 3 • Stated quantities on Bid Pricing Sheet are estimates of usage for a twelve-month period. The City reserves the right to purchase increased or decreased amounts of each item as may be deemed necessary at the prices quoted on this bid form. • Agreement period of July 1, 2026, through June 30, 2027. 2.0 DESCRIPTION OF ITEMS • TDOT Bituminous Plant Mix Base (Hot Mix) shall be Grade “B”. The material shall meet all requirements of the latest version of the Tennessee Department of Transportation, Standard Specifications for Road and Bridge Construction, Section 307. • TDOT Bituminous Plant Mix Base (Hot Mix) shall be Grade “C”. The material shall meet all requirements of the latest version of the Tennessee Department of Transportation, Standard Specifications for Road and Bridge Construction, Section 307. • TDOT Asphaltic Concrete Surface (Hot Mix) shall be Grade “E”. The material shall meet all requirements of the latest version of the Tennessee Department of Transportation, Standard Specifications for Road and Bridge Construction, Section 411. • TDOT Bituminous Plant Mix (Cold Mix) shall be Surface Course. The material shall meet all requirements of the latest version of the Tennessee Department of Transportation, Standard Specifications for Road and Bridge Construction, Section 410. V. BID SUBMISSION INSTRUCTIONS • Seal bid response in an envelope plainly identified on the outside in the lower left corner of your envelope with the Bid Name and Number. The Vendor is responsible for ensuring delivery on or before the bid opening date and time to City of Bristol Tennessee Purchasing Department, Attn: Vicki Riley, Purchasing Agent, 801 Anderson Street, RM 203, Bristol, TN 37620. • Bids will be accepted at 801 Anderson Street RM 203, Bristol, Tennessee 37620 until bid closing. At such time names of bidders and bid amounts will be read publicly. • Please submit on (1) original complete bid • No oral, telephonic, telegraphic, electronic (E-Mail) or facsimile proposals will be considered. Late proposals will not be considered. It is the responsibility of the bidder to ensure that the bid arrives at the correct location by the correct time. Bid Packet must include: 1. Signed Cost Sheet 2. Signed General Conditions to the bid ITB 26-013 City of Bristol, Tennessee June 15, 2026 4 Instruction to Bidders 1. Each bid must be signed by the bidder with his/her original signature on the Bid Pricing Sheet for consideration. Bids by a Partnership must be signed with the partnership name by one of the members of the partnership, or by an authorized representative, followed by the signature and title of the person signing. Bids by Corporations must be signed with the name of the corporation, followed by the signature and designation of the president, secretary, or person authorized to legally bind the corporation. 2. Bids must be received prior to the specified time of closing as designated in the invitation. Bids received late will be returned unopened to the bidder. 3. Envelopes must be sealed (taped or glued) when submitted and must be properly noted with the bid reference number and the description of the bid item. Separate bids must be submitted for each reference number. The City will not be held responsible for the premature opening of unmarked envelopes if sent through regular mailing system. Facsimile transmissions of bidding documents will not be accepted. 4. Bids containing erasures or corrections thereon will be rejected unless said erasures or corrections are noted over the initials or signature of the bidder. 5. Bids may be submitted on any one item or any group of items unless otherwise stated herein. The unit price must be shown for each item or group of items as requested. 6. All prices quoted shall be United States currency. Prices shall be stated in units of quantities specified. 7. Prices quoted, unless otherwise stated by bidder, will be considered as being based on delivery to destination as designated and to include any charges for packing, crating, containers, etc., and being in strict accordance with specifications as shown. 8. Samples, when requested, must be furnished free of expense prior to the opening of bids and if not destroyed will, upon request, be returned at the bidder’s expense. 9. References in the Description of Requirements and Specifications describing the material, supplies, or services required of a particular trade name, catalog or model number are made for descriptive purposes to guide the bidder in interpreting the type of material or supplies or nature of the work described. They should not be construed as excluding offers on other type of materials and supplies or of performing the work in a manner other than specified. However, the bidders attention is called to Paragraph 6 of the General Conditions which must be strictly adhered to. 10. All bids shall remain valid for a period of sixty (60) days after bid opening unless a longer period is otherwise stated herein. 11. Bids are to be mailed to or delivered to the Purchasing Department, Bristol City Hall, 801 Anderson Street, Room 203, Bristol, Tennessee 37620. One original and one copy of each bid proposal must be submitted for review, unless otherwise stated. 12. The City of Bristol is tax-exempt and sales taxes are not to be included on the bid. Any bid including sales taxes will be adjusted at the time of the bid opening. The City’s sales tax exemption number will be provided to the successful bidder. 13. In the event bidder fails to honor bid, they will be declared non-responsible and removed from future bid opportunities. If bidder is submitting equipment from current inventory, the bid must be valid for a period of sixty (60) days after bid opening and cannot be subject to prior sale provisions. ITB 26-013 City of Bristol, Tennessee June 15, 2026 5 14. In accordance with T.C.A. 62-6-119 all contractor license information, including electrical, plumbing, and HVAC must be listed on the outside of the bid envelope for projects of $25,000 or more. All masonry contractor information must be included for masonry portions of a project exceeding $100,000. In order to comply, list the name of the project, contract number, name, address, and contractor’s license number of the Bidder, expiration date of the Contractor’s license, the classification applying to this bid, and date and time of opening. All contractor information must be included for any of the above types of contractors. If this information is not listed, the bid will be deemed non-responsive. - End of Section - ITB 26-013 City of Bristol, Tennessee June 15, 2026 6 General Conditions of the Bid 1. The City of Bristol reserves the right to reject any and all bids or parts thereof, and unless otherwise specified by the bidder, to accept any item in the bid. In case of error in extending the total amount of the bid, the unit price will govern. Bid pricing should be stated in both words and numbers. In the case of a discrepancy, the price in words will govern. The City also reserves the right to waive informalities on all or any part of any bid as deemed to be in the best interests of the City. 2. Whenever a reference is made in the specifications or in describing the materials, supplies or services required, or a particular trade name, manufacturer’s catalog, or model number, the bidder, if awarded a contract, will be required to furnish the particular item referred to in strict accordance with the specifications or description unless a departure or substitution is clearly noted and described in the proposal by the bidder. 3. Where the bid includes goods, it is the intent of these specifications to secure and to insure the delivery of the specified unit(s) complete and ready to withstand the service and continuous use encountered by the City in the course of the work for which the unit(s) is/are intended. Omission of any essential detail from these specifications does not relieve the supplier from furnishing such unit. 4. All parts not specifically mentioned herein, but which are necessary in order to furnish complete materials and installation shall be supplied by the bidder. Each product furnished to the City shall conform to the best-known practices for the most recent unit. 5. If a bidder has any exceptions to these specifications, such exceptions must be stated in writing and describe in detail what is proposed to be furnished in lieu of the specified requirements. When the detailed specifications require specific brand names, model numbers, dimensions or capacities of components, it is because they have been carefully selected and specified for the intended service due to their reliability and/or availability of replacement parts on a local basis. 6. All federal, state, and local law requirements must be followed. 7. Special Conditions, if any, are enclosed and listed in the Table of Contents. A conflict between Special Conditions and General Conditions shall be construed in favor of the Special Conditions. 8. The Description of Requirements and Specifications for the procurement are enclosed herewith. 9. The specifications set forth are the minimum that are acceptable. 10. REQUIREMENTS OF THE IRAN DIVESTMENT ACT: By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each bidder is not on the Iran investment activities list created pursuant to T.C.A. § 12-12-106. 11. DRUG FREE WORKPLACE REQUIREMENTS: Private employers with five or more employees desiring to contract for construction services attest that they have a drug free workplace program in effect in accordance with TCA 50-9-112. 12. NON-BOYCOTT OF ISRAEL CERTIFICATION: The Contractor certifies that it is not currently engaged in, and will not for the duration of the contract engage in, a boycott of Israel as defined by Tenn. Code Ann. § 12-4-119. This provision shall not apply to contracts with a total value of less than two hundred fifty thousand dollars ($250,000) or to contractors with less than ten (10) employees. ITB 26-013 City of Bristol, Tennessee June 15, 2026 7 13. NON-COLLUSION: a. Neither the said vendor nor any of its officers, partners, owners, agents, representatives, employees or parties interest, including the person signing this bid, has in any way colluded, conspired, connived or agreed, directly or indirectly, with any other responder, firm, or person to submit a collusive or sham offer in connection with the award or agreement for which the attached offer has been submitted or to refrain from making an offer in connection with such award or agreement ,or collusion or communication or conference with any other firm, or, to fix any overhead, profit, or cost element of the offer price or the offer price of any other firm, or to secure through any collusion, conspiracy, connivance, or unlawful agreement any advantage against the City of Bristol or any person interested in the proposed award or agreement. b. The price or prices quoted in the attached offer are fair, proper, and not tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of the firm or any of its agents, representatives, owners, employees, or parties in interest, including this affiant. ________________________________________ _________________________________ Signature Date ________________________________________ Printed Name ________________________________________ Firm Name - End of Section – ITB 26-013 City of Bristol, Tennessee June 15, 2026 8 CONTRACT TERMS AND CONDITIONS The following terms and conditions shall be considered to be a part of any contract entered into between the winning bidder and the City. By submitting a bid, the bidder waives any objections to the below terms and conditions, unless objections are specifically noted in the bid. Objections to these Contract Terms and Conditions may make the bid non-responsive. 1. The purchaser is a municipality and invoices are processed for payment not less than twice a month. Any cash discount period will be extended to the date that invoices are paid. Unless otherwise agreed to in writing by City and the winning bidder, payment will commence or be made in full after delivery and/or completion of the project and acceptance of equipment. All documents, invoice, title and exception certificate shall be presented to the Purchasing Department, 801 Anderson Street, Room 203, Bristol, Tennessee 37620. 2. In case of default by the bidder or contractor, the City of Bristol may procure the articles or services from other sources and hold the bidder or contractor responsible for any excess cost occasioned thereby. 3. The bidder, by executing a contract or bid proposal on the terms of the invitation to bid, warrants the product that is supplied to the buyer shall remain fully in accordance with the specifications and to be of the highest quality. All bids must be for new equipment. This provision excludes surplus, used or demonstrator products unless so stated in the specifications. 4. In the event the product as supplied to the City is found to be defective or does not conform to the specifications, the City reserves the right to cancel the order upon written notice to the supplier and return such product to the winning bidder at the winning bidder’s expenses. 5. The bidder, if awarded an order or contract, agrees to protect, defend, and save harmless the City against any demand for the use of any patented materials, process, article, or device, that may enter into the manufacture, construction, or form a part of the work covered by either order or contract and he further agrees to indemnify and save harmless the City from suits or actions of every nature and description brought against it, for or on account of any injuries or damages received or sustained by any party or parties, by or from any of the acts of the contractor, his servants, or agents. 6. It is the policy of the City of Bristol, Tennessee to ensure equal opportunity in all aspects of its programs and services without regard to race, color, sex, or national origin under Title VI of the Civil Rights Act of 1964. This policy applies to the administration of programs, facilities, benefits, or services that receive assistance from the Federal government. During the performance of this contract, the successful vendor agrees as follows: a. To comply with the regulations relative to nondiscrimination in federally assisted programs of the Department of Transportation, Title 49, Code of Federal Regulations, Part 21, (hereafter referred to as “Regulations”) as they may be amended. b. To ensure nondiscrimination on the grounds of race, color, sex, or national origin in the selection and retention of subcontractors, including procurement of materials and lease of equipment. The vendor shall not participate either directly or indirectly in discrimination prohibited by Section 21.5 of the Regulations, including employment practices. c. That during solicitations either by competitive bidding or negotiation made by the vendor for work to be performed under a subcontract, including procurement of materials or lease of equipment, all potential subcontractors be notified by the vendor of their obligations under this contract and Regulations relative to nondiscrimination on the grounds of race, color, sex, or national origin. ITB 26-013 City of Bristol, Tennessee June 15, 2026 9 d. That all information and reports required by the Regulations be readily accessible by the City of Bristol, Tennessee as may be pertinent to ascertain compliance with the Regulations. e. That in the event of noncompliance with the nondiscrimination provisions of the contract, the City shall impose contract sanctions as it or the Tennessee Department of Transportation may determine to be appropriate, including but not limited to: i. Withholding payments until compliance is made, and/or ii. Cancellation, termination, or suspension of the contract, in whole or in part. f. That the vendor includes these provisions in all subcontracts, including procurement of materials and leases of equipment. 7. Terms and conditions, unless stated otherwise in a written contract between the winning bidder and the City, are to be effective for one year from the date of bid acceptance by the City Council. 8. The City accepts responsibility of merchandise upon receipt at the City’s delivery point unless otherwise noted herein. 9. The City reserves the right to purchase more or less of the Bid Items at the unit price listed on the Bid Pricing Sheet. 10. REQUIREMENTS OF THE IRAN DIVESTMENT ACT: The winning bidder certifies that it has complied and will continue to comply with the requirements of the Iran Divestment Act, T.C.A. §§ 12-12-101, et seq. 11. DRUG FREE WORKPLACE REQUIREMENTS: For the duration of the contract, if the winning bidder has five or more employees, the winning bidder will maintain a drug free workplace program in effect in accordance with TCA 50-9-112. 12. NON-BOYCOTT OF ISRAEL CERTIFICATION: The Contractor certifies that it is not currently engaged in, and will not for the duration of the contract engage in, a boycott of Israel as defined by Tenn. Code Ann. § 12-4-119. This provision shall not apply to contracts with a total value of less than two hundred fifty thousand dollars ($250,000) or to contractors with less than ten (10) employees. ITB 26-013 City of Bristol, Tennessee June 15, 2026 10 EXHIBIT ‘A’ – COST BID SHEET 26-013 BULK ASPHALT PRODUCTS: BITUMINOUS PLANT MIX BASE (HOT MIX)/ASPHALTIC CONCRETE SURFACE (HOT MIX)/ BITUMINOUS PLANT MIX SURFACE COURSE (COLD MIX) ITEM QTY (Estimated) TDOT Specs Section No. DESCRIPTION UNIT PRICE (In Numbers) UNIT PRICE (In Words) Extended Total 1. 50 Tons 307 Bituminous Plant Mix Base TDOT Grade "B" Binder Course (Hot Mix) $ $ 2. 50 Tons 307 Bituminous Plant Mix Base TDOT Grade "C" Binder Course (Hot Mix) $ $ 3. 2,000 Tons 411 Asphaltic Concrete Surface TDOT Grade "E" Surface Course (Hot Mix) $ $ 4. 50 Tons 410 Bituminous Plant Mix Surface Course (Cold Mix) $ $ GRAND TOTAL $ Location of Point of Sale: ______________________________________________________________________ NOTE: - Prices quoted shall remain firm for delivery period of July 1, 2026, through June 30, 2027. - All materials to comply with Tennessee Department of Transportation specifications of latest date. Vendor must identify location of bins, plant, terminal, or other proposed point of delivery for materials to be picked up by City trucks. In considering all bids, the City shall take into consideration haul distance to and from point of sale at a rate of $.725 per mile times the estimated number of trips to obtain the above estimated quantities. This data will be used for evaluation purposes only. - Above stated quantities are estimates of usage for a twelve-month period. The City of Bristol, Tennessee reserves the right to purchase increased or decreased amounts of each item as may be deemed necessary at the prices quoted on this bid form . __________________________________________ Legal Name of Vendor __________________________________________ Business Address __________________________________________ Signature and Title of Person Authorized to Sign __________________________________________ Date __________________________________________ Email and Phone Number Bid Documents must be completed and signed to be considered valid ITB 26-013 City of Bristol, Tennessee June 15, 2026 11 EXHIBIT ‘B’ – INSURANCE REQUIREMENTS The vendor that has been awarded the bid agrees to provide to the City a Certificate of Insurance listing the City of Bristol Tennessee as an additional insured, within 15 days of receipt of purchase order or Notice to Proceed. The Vendor agrees to be insured for the minimum limits listed below: Required Coverage Minimum Limits Commercial General Liability (including Premises/Operation) $1,000,000 CSL BI/PD per occurrence $2 Million annual aggregate Automobile Liability & Owned/Hired/Non-Owned vehicles $1,000,000 CSL BI/PD per occurrence $2 Million annual aggregate Worker’s Compensation (proprietor/partners/executive officers exclusion not allowed) Statutory limits of Tennessee And Employer’s Liability $500,000 accident/disease policy limit **Solicitation Type**: ITB - Invitation to Bid (Formal) **Source ID**: PU.AG.USA.2907885.C21176951 **Piggyback Contract**: No **Question Acceptance Deadline**: 06/05/2026 03:00 PM EDT **Questions are submitted online**: No **Bid Submission Type**: Physical Bid Submission **Owner Organization**: City Of Bristol Tennessee **Solicitation Number**: 26-013 **Reference Number**: 0000426093

1. May 29, 2026Published
2. June 15, 2026Responses Due