Annual Paving for the City of Spring Hill

CITY OF SPRING HILL, TENNESSEE
CONTRACT DOCUMENTS
&
SPECIFICATIONS
FOR
ANNUAL ASPHALT PAVING
April 20, 2026
INVITATION TO BID
For Annual Asphalt Paving
City of Spring Hill, Tennessee
Sealed Bids will be received by the City of Spring Hill, Tennessee, for Annual Asphalt Paving at City Hall, 199
Town Center Parkway (for hand delivery or courier service), P.O. Box 789 (for regular mail service) Spring
Hill, Tennessee 37174, on or before May 5, 2026 at 2:00pm. The envelope containing the Bid must be sealed
and plainly marked "Bid for Annual Asphalt Paving for the City of Spring Hill".
Bids must be made on the Bid Form and in accordance with Instructions to Bidders furnished by the City of
Spring Hill.
The defined terms appearing in the General Specifications apply to all Contract Documents.
The City reserves the right to reject any or all Bids regarding the services, to waive irregularities and/or
informalities in any Bid, and to make an award in any manner, consistent with law, deemed in the best
interest of the City.

INSTRUCTIONS TO BIDDERS
ANNUAL ASPHALT PAVING FOR THE CITY OF SPRING HILL
1. RECEIPT AND OPENING OF BIDS
The City of Spring Hill invites and will receive Bids on the forms attached hereto, all information on which
must be appropriately completed. Bids will be received at City Hall until 2:00 p.m. on May 5, 2026, and
publicly opened and read aloud on the aforesaid date. The envelopes containing the Bids must be sealed and
addressed to Kyle Therriault, Purchasing Agent, 199 Town Center Parkway (for hand delivery or courier
service), P.O. Box 789 (for regular mail service), Spring Hill, TN 37174 and plainly marked "Annual Asphalt
Paving for the City of Spring Hill".
2. PREPARATION OF THE BID
All Bids shall be made on the Bid Form attached hereto and shall give the amount of bids and must be signed by
the Bidders.
If a unit price or a lump sum already entered by the Bidder on the Bid Form is to be altered, it shall be crossed
out with ink and the new unit price or lump sum bid entered above or below it, and initialed by the Bidder in
ink.
Each Bid must be submitted in a sealed envelope bearing on the outside the name of the Bidder, its address, and
plainly marked "Annual Asphalt Paving for the City of Spring Hill ". If forwarding by mail, the sealed envelope
containing the Bid must be enclosed in another envelope addressed as specified in the Invitation to Bid. The
City may consider as irregular any Bid not prepared and submitted in accordance with the provisions hereof and
may waive any informalities or reject any and all Bids.
Any Bid may be withdrawn prior to the above-scheduled time for the opening of Bids or authorized
postponement thereof.
Any Bid received after the time and date specified above shall not be considered.
3. AWARD OF THE BID
The Bid shall be deemed as having been awarded when formal notice of award shall have been mailed by the
City to the Bidder.
The Bidder to whom the Bid shall have been awarded will be required to execute 3 copies of the Contract on the
form attached. In case of the Bidder's refusal or failure to do so within ten (10) days after its receipt of formal
notice of award, Bidder will be considered to have abandoned all rights and interests in the award and the award
may then be made to the next best qualified Bidder or the work readvertised for Bids as the City may elect.
4. CONDITIONS
Each Bidder shall fully acquaint itself with conditions relating to the scope and restrictions attending the
execution of the Bid. Bidders shall thoroughly examine and be familiar with the Specifications.
The failure or omission of any Bidder to receive or examine any form, instrument, addendum or other document
shall in no way relieve it of any obligations with respect to his Bid or to the Contract. The City shall make all
such documents available to the Bidder.

5. ADDENDA AND EXPLANATIONS
Explanations desired by a prospective Bidder shall be requested of the City in writing, and if explanations are
necessary, a reply shall be made in the form of an Addendum, a copy of which will be posted on the City's
website. Every request for such explanation shall be in writing (email) addressed to Kyle Therriault, Purchasing
Agent at ktherriault@springhilltn.org). Any verbal statements regarding same by any person prior to the award
shall be unauthoritative and not binding.
Addenda issued to Bidders prior to date of receipt of Bids shall become a part of the Bid Documents.
No inquiry received within seven (7) days of the date fixed for the submission and opening of Bids will be
given consideration.
Any and all such interpretations and any supplemental instructions will be in the form of written Addenda,
which, if issued, shall be emailed to all prospective Bidders, not later than five (5) days prior to the date fixed
for the opening of Bids.
6. NAME, ADDRESS, AND LEGAL STATUS OF THE BIDDER
The Bid must be properly signed in ink and the address of the Bidder given. The legal status of the Bidder
whether corporation, partnership, or individual, shall also be stated in the Bid.
A corporation shall execute the Bid by its duly authorized officers in accordance with its corporate by-laws and
shall also list the state in which it is incorporated. A partnership Bidder shall give full names of all partners.
Partnership and individual Bidders will be required to state in the Bid the names of all persons interested
therein.
The place of residence of each Bidder, or the office address in the case of a firm or company, with county and
state and telephone number, must be given after his signature.
If the Bidder is a joint venture consisting of a combination of any or all of the above entities, each joint venturer
shall execute the Bid.
Anyone signing a Bid as an agent of another or others must submit with his Bid, legal evidence of his authority
to do so.
7. COMPETENCY OF BIDDER
The opening and reading of the Bid shall not be construed as an acceptance of the Bidder as a qualified,
responsible Bidder. The City reserves the right to determine the competence and responsibility of a Bidder
from its knowledge of the Bidder's qualifications or from other sources.
The City shall require submission with the Bid of the following supporting data regarding the qualifications of
the Bidder in order to determine whether it is a qualified, responsible Bidder. The Bidder will be required to
furnish the following information:
Evidence that the Bidder is in good standing under the laws of the State of Tennessee, and, in the case of
corporations organized under the laws of any other State, evidence that the Bidder is licensed to do
business (copy of city and county business license) and in good standing under the laws of the State of
Tennessee. A copy of a valid contractor license is required. A certificate of insurance with the City listed
as a certificate holder will be required once the contract is awarded.

In the event that the City shall require additional certified supporting data regarding the qualifications of the
Bidder in order to determine whether he is a qualified responsible bidder, the Bidder may be required to furnish
any or all of the following information sworn to under oath:
(a) Evidence that the Bidder is capable of commencing performance as required in the Bid Documents.
(b) Such additional information as will satisfy the City that the Bidder is adequately prepared to fulfill the
Contract.
(c) Drug-Free Workplace Affidavit
(d) Certificate of Non-Discrimination
(e) Title VI Compliance Survey
(f) Certificate of Non- Illegal Immigrant Use
(g) Certification of non-collusion
The Bidder may satisfy any or all of the experience and qualification requirements by submitting the experience
and qualifications of its parent organization and subsidiaries or affiliates of the parent. All forms shall be
completed and included as an integral part of each bidder's Bid.
8. DISQUALIFICATION OF BIDDERS
Although not intended to be an exhaustive list of causes for disqualification, any one or more of the following
causes, among others, may be considered sufficient for the disqualification of a Bidder and the rejection if it's
Bid:
(a) Evidence of collusion among Bidders.
(b) Lack of competency as revealed by either financial statements, experience or equipment statements as
submitted or other factors.
(c) Default on a previous municipal bid for failure to perform.
9. METHOD OF AWARD
Award shall be made to the lowest responsive and responsible bidder meeting the requirements of this Invitation
to Bid. In particular, any alteration, erasure or interlineations of the Contract Documents and of the Bid shall
render the accompanying Bid irregular and subject to (but not requiring) rejection by the City.
10. TITLE VI POLICY
The City of Spring Hill will not discriminate in the purchase of all goods and services on the basis of race,
color, religion, sex, national origin, age, disability or any other lawfully protected classification.
Verbal quotations or quotations received after the closing date will not be accepted. The City of Spring Hill
reserves the right to reject any and all Bids, to waive technicalities or informalities and to accept any Bid
deemed in the best interest of the City of Spring Hill.
"Please note that any and all documents submitted to the City of Spring Hill that are associated with this project
are subject to the Tennessee Public Records Act. Access to the record is governed by the Tennessee Public
Records Act and the policies of the City of Spring Hill and the Office of Open Records Counsel."
Compliance with Public Chapter 775-TCA, Title 12, Chapter 4, Part 1

In accordance with Tennessee Code Annotated, Title 12, Chapter 4, Part 1, the Contractor cannot be currently
engaged in, and will not for the duration of the contract, engage in a boycott of Israel.

ANNUAL ASPHALT PAVING
SPECIFICATIONS AND ADDITIONAL QUESTIONS
1.00 GENERAL
The minimum requirements and the specification for the Services, as well as certain requests for information to
be provided by Vendor as part of its Bid, are set forth below.
Questions should be directed to Tyler Scroggins, Public Works Director at (tscroggins@springhilltn.org) and
Kyle Therriault, Purchasing Agent (ktherriault@springhilltn.org).
City staff shall be notified two weeks before beginning a project.
All projects must be paved within 2 (two) weeks of milling, weather permitting.
Vendor must supply a 1 (one) year warranty for completed paving projects. The warranty shall begin upon
completion of the project.
Vendor must ensure proper roadway drainage once project is completed.
The city reserves the right to issue work orders of the roadway paving projects as they deem necessary to
comply with the priority list and budgetary restraints. The roadway listings are a list of roads which need
repaired but are not necessarily the road that will be paved under this bid. An increase, decrease, and/or
changing of the list may be implemented by the city at their discretion.
Vendor shall comply with the intent of the specifications and shall not take advantage of any errors or omissions
and not take advantage of any unintentional error or omission but shall fully address the full intent and meaning
of each aspect of the specifications.
Contractor shall abide by all State and Federal safety guidelines for work zone safety. All traffic control
(internal and external) and temporary traffic control devices must be in accordance with the Manual of Uniform
Traffic Control Devices (MUTCD). Work zone areas shall be posted with legible traffic signs at points of
hazard.
To ensure work safety, all workers present must wear high visibility safety apparel that meet the requirements
of ISEA "American National Standard for High-Visibility Safety Apparel" at all times. Contractors must
ensure workers have received proper training who are within the work zone, including flagger qualifications.
Contractor must have emergency planning and response procedures in place for work zone operations.
2.00 SCOPE
The work covered by this item shall consist of repaving and cold planing of existing streets. Surface preparation
work will be covered in each section. The city will authorize preparation work in advance by the Public Works
Director. The listed quantities and roadway list are estimates of work that may or may not be performed. The
actual amount of work to be performed will be based on the annual budgetary constraints of the city.
This is an indefinite quantity, unit price contract. The City does not guarantee any minimum or maximum
amount of work. Work will be issued on an as-needed basis through written work orders.
3.00 ASPHALT PAVING AND COLD PLANING REQUIREMENTS

1. The price quoted for asphalt concrete surface, asphalt binder, cold planning, and crack sealing
material shall include all materials, equipment, labor, and all other items incidental to the
placement and compaction of the said materials. Placement operations shall be directed by the
designated official of the City of Spring Hill and shall include patching and repairing of
designated areas. This price shall include all surface preparation by grading to achieve proper
drainage, all cleaning placement of shoulder stone where instructed by the City, furnishing and
placing tack coat and disposal of excess materials.
2. Freight shall be paid for by vendor and not included in unit price bid.
3. The contractor will be responsible for furnishing all crushed stone for shoulders disturbed by
paving, adjust all manholes, inlets and other castings as necessary for the work to be performed at no
additional cost to the project's unit cost.
4. INSPECTION - Final inspection and acceptance or rejection will be made at a delivery
destination, but all materials and all workmanship shall be subject to inspection and test at all times
and places, and when practicable, during construction. The right is reserved to reject articles which
contain defective material and workmanship. Rejected materials shall be removed by and at the
expense of the contractor promptly after notification or rejection. Final inspection and acceptance
or rejection of the materials shall be made as promptly as practicable but impose no liability on
the City of Spring Hill or any subdivision thereof for such materials as are not in accordance with
the specifications. Final inspection or acceptance does not relieve the contractor from liability for
use of materials or construction standards in accordance with these specifications, TDOT
specifications, or industry practices.
In the event necessity requires the use of materials or supplies not conforming to the
specifications, payment therefore may be made at a proper reduction price.
All mixes will require job mix formula per TDOT specifications. Trucks may be pulled and weighed
at random and mixes will be tested.
5. SPECIFICATIONS - it is understood that reference to available specifications shall be sufficient to
make the terms of such specifications binding on the contractor.
6. Quantities of pavement and other work may vary and will be determined by the city.
7. ERROR IN BID - in case of error in the extension of prices in the bid, the unit price will govern.
No bid shall be altered, amended, or withdrawn after specified time for opening bids. Negligence on
the part of the bidder in preparing the bid confers no right for the withdrawal of the bid after it has
been opened.
8. COMPENSATION INSURANCE - The contractor shall maintain during the life of this contract
workman's compensation insurance for all of his employees to be engaged in work on the project
under this contract, and in case any such work is sublet, the contractor shall require the
subcontractor similarly to provide worker's compensation insurance for all of the latter's employees
to be engaged in such work unless such employees are covered by the protection afforded by the
contractor's worker's compensations insurance.
9. PUBLIC LIABILITY AND PROPERTY DAMAGE INSURANCE - The contractor shall take
out and maintain during the life of this contract such liability and property damage insurance as
shall protect him and any subcontractor performing work covered by this contract from claims for
damage for personal injury, including accidental death, as well as from claims for property

damage which may arise from operations under this contract, whether such operations are by
himself or by any subcontractor or by anyone directly or indirectly employed by either of them.
The amount of such insurance will be as follows and will name the City as an additional insured.
a. Public Liability insurance in the amount of not less than $1,000,000.00 for injuries,
including accidental death to any one person, and subject to the same limit for each person, in
an amount not less than $1,000,000.00 on account of one accident.
Property damage insurance in an amount of not less than $1,000,000.00 for any one damage
claim, and in an aggregate amount up to $2,000,000.00 during a period of twelve months.
10. PROOF OF INSURANCE - The contractor shall furnish the City with satisfactory proof of the
insurance required.
11. PERFORMANCE AND OTHER BONDS - CONTRACTOR shall furnish performance and
payment Bonds, each in an amount at least equal to the Contract Price as security for the
faithful performance and payment of all CONTRACTOR'S obligations under the Contract
Documents. These Bonds shall remain in effect at least until one year after the date when final
payment becomes due, except as otherwise provided by Law or Regulation or by the Contract
Documents. All bonds signed by an agent must be accompanied by a certified copy of the
authority to act. If the surety on any Bond furnished by CONTRACTOR is declared bankrupt or
becomes insolvent or its right to do business is terminated in any state where any part of the Project
is located or it ceases to meet the requirements of the preceding paragraph. CONTRACTOR shall
within five days thereafter substitute another Bond and Surety, both of which must be acceptable to
the CITY.
12. TERM - The term shall be 24 months from the date of contract execution. The Parties may extend
this Agreement in writing, with or without modification, as agreed upon by the Parties for two (12)
month periods.
13. ADJUSTMENTS TO CONTRACT UNIT PRICES
This Special Provision Covers The Method Of Price Adjustment For Bituminous Materials.
The normal bid items in the contract covering the bituminous material shall remain the same, but the
contract unit bid prices for these items will be adjusted to compensate for increases and decreases in
the contractor's bituminous material cost in the following manner:
A "Basic Bituminous Material Index" will be established by the Tennessee Department of Transportation
prior to the time the bids are opened. This "Basic Bituminous Material Index" is the average of the current
quotations on P.G. 64-22 from suppliers furnishing asphalt cement to contractors in the State of
Tennessee. These quotations are the cost per ton f.o.b. supplier's terminal.
The "Basic Bituminous Material Index" for this project is $571.54 per ton for March, 2026.
The "Monthly Bituminous Material Index" is also established on the first day of each month by the
same method. The "Monthly Bituminous Adjustment Factor" is the difference (+/-) between the "Basic
Bituminous Material Index" and the "Monthly Bituminous Material Index".
The "Monthly Bituminous Adjustment Factor" shall be applied to the contract unit price bid provided
the increase or decrease differs 5% or more from the "Basic Bituminous Material Index". The Public Works

Director reserves the right to alter the quantities of material or modify the design mix if the change in
prices warrants material or design substitution.
The adjustment will be calculated in accordance with the following formula only when the percentage
change of price indexes is five or greater:
PA = [Ic - Ib] x T
Where,
PA = Price Adjustment for Adjustment
Month Ib = Basic Bituminous Material Index
IC = Monthly Bituminous Material Index
T = Tons Bituminous Material for Adjustment Month
Price adjustment will be applied to all asphalt cement, asphalt emulsion, or bituminous material used for
paving on this project.
The quantity of virgin asphalt cement in tons subject to price adjustment in recycled mixes shall be the product
of the total tons of each mix multiplied by the difference between (1) the percent of asphalt cement
specified for bidding purposes and (2) the percent of asphalt cement obtained from the recycled asphaltic
material used in each mix. No price adjustment under this special provision for increases and decreases in the
contractor's cost for virgin asphalt cement in recycled mixes will be allowed for asphalt cement content in
excess of the percent specified for bidding purposes, as all payment adjustments for asphalt cement in the
mix design of recycled mixes in excess of the percent of asphalt cement specified for bidding purposes
will be made in accordance with the specifications.
The price adjustment for increases and decreases in the contractor's cost for virgin asphalt cement in recycled
mixes will be calculated as follows when the percentage change in price indexes is five or more:
PA = [Ic - Ib] x [BA - RA] x Tm
100
Where,
PA = Price Adjustment for Adjustment
Month Ib = Basic Bituminous Material Index
IC = Monthly Bituminous Material Index
BA = Percent Ashphalt Specified for Bidding Purposes
RA = Percent Ashpalt Obtained from Recycled Asphaltic Material Used in Each Mix
Tm = Tons Asphalt Mix for Adjustment Month
The above procedure for calculating price adjustments for recycled mixes is also applicable to mixes
consisting of one hundred percent virgin material when the asphalt cement is not a separate bid item and the
asphalt content in each mix is established for bidding purposes. A totally virgin mix is a special case in
which the percentage of asphalt obtained from recycled asphaltic material is zero (i.e., RA = 0).
The asphalt paving on this project shall comply with TDOT Specifications 307-BITUMINOUS PLANT
MIX BASE (HOT MIX). The percent of Recycled Asphalt pavement (RAP) and Recycled Asphalt
Shingles may be used as specified in Section 307 and the associated approved Job Mix Formula shall be
submitted and approved.
14. SPRING HILL BUSINESS LICENSE - Subject to the exceptions enumerated hereinafter,
persons subject to the Spring Hill Business Tax operating from an established place of

business in one county who extend their operations into other counties and/or municipalities
without establishing an office, headquarters or other place of business therein shall not be subject
to the Spring Hill Business Tax in such other counties and/or municipalities. Tax on total receipts
from all taxable sales shall be due to the county and municipality, if any, in which the
established place of business is located. A new business license is $15.00. If applicable, at
license expiration, renewal is a percentage of the business total gross.
Excepted from the rules as stated in above paragraph are:
a. Persons with no established place of business in this state.
b. Contractors with taxable receipts of $50,000 and out-of-state contractors.
*All Asphalt final topping material to be 411-E Surface Mix with leveling course and binder
mix to be 307-BM.
4.00 ASPHALT PAVING PRICE QUOTATION
Bid shall be for furnishing and installing asphalt concrete surface and binder (hot mix) in accordance with the
attached conditions:
BID ITEM:
Asphalt concrete surface (hot mix) materials and placement shall be in accordance with Tennessee Department
of Transportation standard specifications for road and bridge construction, January 1, 2021, and as amended.
Description Estimated Unit Price Extended Price
Quantities
Base Stone in place 1,000 tons $________/ton $
Curb and Gutter 2,000 LF $_______/LF $
8" Extruded Curb 800 LF $________/LF $
Casting Adjustments 50 each $________/each $
Cold Planing 1.5" 1,000 sq. yards $________/sq yard $
depth (includes clean
up and haul off)
Cold Planing 2" 250 sq. yards $________/sq yard $
depth or more
(includes clean up
and haul off)
BIT MATL - 30 tons $________/ton $
Trackless Tack Coat
D.B.S.T. 6,000 sq. yards $_______/sq yard $
A-Mix 1,000 tons $________/ton $
BM-2 Mix 2,000 tons $________/ton $
E-Mix 4,000 tons $________/ton $
D-Mix 1,500 tons $________/ton $
Thin Lift D-Mix 250 tons $________/ton $
TOTAL $