Asphalt Concrete and Patching Material

CITY OF BRISTOL, VIRGINIA
Invitation to Bid (ITB)
Asphalt Concrete Patching Material
ITB # PW-27-001
Issue Date: May 20, 2026
Due Date: June 11, 2026
CITY OF BRISTOL, VIRGINIA
300 LEE STREET
BRISTOL, VA 24201
276-645-7328

City of Bristol, Virginia Asphalt Concrete Patching Material
Invitation to Bid (ITB) ITB # PW-27-001
TABLE OF CONTENTS
SECTION ONE
Purpose 1.1
Scope 1.2
Closing Date and Time 1.3
Inquiries & Addendum 1.4
Bid Evaluation 1.5
Rejection of Bids 1.6
SECTION TWO
General Instructions and Specifications 2.1
Bid Form 2.2
SCC Form 2.3
SECTION THREE
General Terms and Conditions 3.1
Special Terms and Conditions 3.2
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City of Bristol, Virginia Asphalt Concrete Patching Material
Invitation to Bid (ITB) ITB # PW-27-001
SECTION ONE
1.1 Purpose
The City of Bristol, Virginia (herein after referred to as "the City"), is requesting sealed bids on
asphalt concrete patching material.
1.2 Scope
This document contains general information relating to the evaluation process, selection criteria,
and mandatory requirements, which must be addressed for a bid to receive consideration.
1.3 Closing Date and Time
The bidder will submit the following:
* One original and three copies of the sealed bid must be mailed to or hand-delivered to:
ATTN: Nikki Asher, City of Bristol, VA, 300 Lee Street, Bristol, VA 24201
The outside envelope must be labeled with the ITB number and title, as follows:
ITB # PW-27-001 Asphalt Concrete Patching Material.
* The City requires one original and three paper copies of the sealed bid. No faxed or
electronically submitted bids will be accepted. Those wishing to submit electronically may
do so via the eVA procurement platform while also submitting the required paper copies
to the City by the due date. Bids will not be accepted after the closing date and time. All
bids shall become property of the City and will not be returned.
* Bids are due by 2:00 p.m. EST, June 11th, 2026.
Bids will be publicly opened on June 11th, 2026, 2:00 p.m. EST at City Hall Council Chambers,
300 Lee Street, Bristol, Virginia 24201.
It is the responsibility of the bidder to assure that the bid is delivered to the place designated for
receipt of bid prior to the closing time set for receipt of bid. No bid received after the time
designated shall be considered. The officer or agent, whose duty it is to accept the bids, will decide
when the specified time has arrived.
1.4 Inquiries & Addendum
If any prospective Bidder has questions or inquiries about the specifications or other solicitation
documents, the prospective Bidder should contact Nikki Asher, Purchasing Clerk via email at
nikki.asher@bristolva.gov by 10:00 a.m. (EST) on May 27, 2026. No changes resulting in
questions are official unless issued in writing in the form of an addendum issued by the City. If
applicable, the addendum will be released on June 1, 2026. The addendum will be posted to the
City's website.
1.5 Bid Evaluation
Evaluation of bids will be based on criteria set forth in this invitation. The award will be made to
the lowest responsive and responsible bidder. Evaluation will be based on per ton price,
including mileage factor if applicable. The City reserves the right to reject any and all bids in
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City of Bristol, Virginia Asphalt Concrete Patching Material
Invitation to Bid (ITB) ITB # PW-27-001
whole or in part, to waive any informality, and to delete items prior to making an award.
If the City is picking up material, bidders should consider that the City shall apply a mileage
factor of $0.725 per mile based upon round trip mileage from our Public Works Department,
2515 Valley Drive, Bristol Virginia, to the bidder's point of delivery, based on mileage
calculated using Google Maps, choosing the shortest mileage given for a practical route. The
mileage factor will be added to the material price bid to determine the apparent low bidder. The
bidder's point of delivery address must be provided in the bid form.
1.6 Rejection of Bids
The City reserves the right to reject any and all bids, to waive informalities and to negotiate with
the low bidder if the bid exceeds budgeted funds. Exceptions to the specifications may cause the
bid to be deemed non-responsive and to be rejected as such.
SECTION TWO
2.1 General Instructions and Specifications
The City of Bristol, Virginia is requesting sealed bids on the following estimated quantity of
material to be furnished between July 1, 2026 and June 30, 2027.
750 tons, more or less, VDOT Type SM-9.5A (Superpave Mix)
Asphalt Concrete Patching Material
The material must comply with Virginia Department of Transportation Road and Bridge
Specifications of latest date. Vendor must identify location of bins, plant, terminal, or other
proposed point of delivery for material to be picked up by City trucks. Vendor must also affirm
that trucks belonging to the City of Bristol, Virginia shall receive first priority in loading queues
at vendor's point of delivery.
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City of Bristol, Virginia Asphalt Concrete Patching Material
Invitation to Bid (ITB) ITB # PW-27-001
2.2 Bid Form
Instructions: All bids must be submitted on this form. Please complete the form in its entirety.
Bid form must be signed by an authorized representative of the bidder. In addition to the Bid
Form, the SCC Form is required to be completed by the Bidder, and submitted along with all bid
documents.
BIDDER (FIRM): ______________________________________________________________
PERSON PREPARING BID:______________________________________________________
BIDDER'S POINT OF DELIVERY ADDRESS:
___________________________________________________________________
____________________________________________________________________
____________________________________________________________________
TELEPHONE NUMBER:________________________________________________________
750 tons, more or less, VDOT Type SM-9.5A Asphalt Concrete Patching Material
DELIVERED
$ ___________________ per ton DELIVERED
____________________________________________ dollars per ton (in words)
CITY PICKUP
$ ___________________ per ton CITY PICKUP
____________________________________________ dollars per ton (in words)
Bidder's signature below affirms that trucks belonging to the City of Bristol, Virginia shall
receive first priority in loading queues at vendor's point of delivery.
Bid price must be valid through June 30, 2027.
SIGNATURE: __________________________________________________________
TYPED OR PRINTED NAME: _____________________________________________
DATE:__________________________________________________________________
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City of Bristol, Virginia Asphalt Concrete Patching Material
Invitation to Bid (ITB) ITB # PW-27-001
2.3 SCC Form
Virginia State Corporation Commission (SCC) Registration Information
The bidder: (Please check one of the following)
is a corporation or other business entity with the following SCC identification number:
-OR-
is not a corporation, limited liability company, limited partnership, registered limited
liability partnership, or business trust -OR-
is an out-of-state business entity that does not regularly and continuously maintain as part
of its ordinary and customary business any employees, agents, offices, facilities, or inventories
in Virginia (not counting any employees or agents in Virginia who merely solicit orders that
require acceptance outside Virginia before they become contracts, and not counting any
incidental presence of the bidder in Virginia that is needed in order to assemble, maintain, and
repair goods in accordance with the contracts by which such goods were sold and shipped into
Virginia from bidder's out-of-state location) -OR-
is an out-of-state business entity that is including with this bid an opinion of legal counsel
which accurately and completely discloses the undersigned bidder's current contacts with
Virginia and describes why those contacts do not constitute the transaction of business in
Virginia within the meaning of 13.1-757 or other similar provisions in Titles 13.1 or 50 of the
Code of Virginia.
**NOTE** Check the following box if you have not completed any of the foregoing options
but currently have pending before the SCC an application for authority to transact business in
the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit
the SCC identification number after the due date for bids (the Commonwealth reserves the
right to determine in its sole discretion whether to allow such waiver):
Authorized Signature Date
Printed Name Printed Company Name
Street Address City, State, Zip
Telephone Number Fax Number
Email
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City of Bristol, Virginia Asphalt Concrete Patching Material
Invitation to Bid (ITB) ITB # PW-27-001
3.1 GENERAL TERMS AND CONDITIONS
A. VENDORS MANUAL
This solicitation is subject to the provisions of the Commonwealth of Virginia Vendors
Manual and any changes or revisions thereto, which are hereby incorporated into this
contract in their entirety. The process for filing a complaint about this solicitation is in
section 7.13 of the Vendors Manual. (Note section 7.13 does not apply to protests of
awards or formal contractual claims.) The procedure for filing contractual claims is in
section 7.19 of the Vendors Manual. A copy of the manual is normally available for
review at the purchasing office and is accessible on the Internet at eva.virginia.gov under
"I Sell To Virginia".
B. APPLICABLE LAWS AND COURTS
This solicitation and any resulting contract shall be governed in all respects by the laws
of the Commonwealth of Virginia, without regard to its choice of law provisions, and any
litigation with respect thereto shall be brought in the circuit courts of the Commonwealth.
The agency and the contractor are encouraged to resolve any issues in controversy arising
from the award of the contract or any contractual dispute using Alternative Dispute
Resolution (ADR) procedures (Code of Virginia, 2.2-4366). ADR procedures are
described in Chapter 9 of the Vendors Manual. The contractor shall comply with all
applicable federal, state and local laws, rules and regulations.
C. ANTI-DISCRIMINATION
By submitting their bids, bidders certify to the Commonwealth that they will conform to
the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the
Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the
Virginians With Disabilities Act, the Americans With Disabilities Act and 2.2-4311 of
the Virginia Public Procurement Act (VPPA). If the award is made to a faith-based
organization, the organization shall not discriminate against any recipient of goods,
services, or disbursements made pursuant to the contract on the basis of the recipient's
religion, religious belief, refusal to participate in a religious practice, or on the basis of
race, age, color, gender sexual orientation, gender identity, or national origin and shall be
subject to the same rules as other organizations that contract with public bodies to
account for the use of the funds provided; however, if the faith-based organization
segregates public funds into separate accounts, only the accounts and programs funded
with public funds shall be subject to audit by the public body. (Code of Virginia, 2.2-
4343.1E).
In every contract over $10,000 the provisions in 1. and 2. below apply:
1. During the performance of this contract, the contractor agrees as follows:
a. The contractor will not discriminate against any employee or applicant for
employment because of race, religion, color, sex, sexual orientation, gender
identity, national origin, age, disability, veteran status, status as military
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City of Bristol, Virginia Asphalt Concrete Patching Material
Invitation to Bid (ITB) ITB # PW-27-001
family, or any other basis prohibited by state law relating to discrimination in
employment, except where there is a bona fide occupational qualification
reasonably necessary to the normal operation of the contractor. The contractor
agrees to post in conspicuous places, available to employees and applicants
for employment, notices setting forth the provisions of this nondiscrimination
clause.
b. The contractor, in all solicitations or advertisements for employees placed by
or on behalf of the contractor, will state that such contractor is an equal
opportunity employer.
c. Notices, advertisements and solicitations placed in accordance with federal
law, rule or regulation shall be deemed sufficient for the purpose of meeting
the requirements of this section.
d. If the contractor employs more than five employees, the contractor shall (i)
provide annual training on the contractor's sexual harassment policy to all
supervisors and employees providing services in the Commonwealth, except
such supervisors or employees that are required to complete sexual
harassment training provided by the Department of Human Resource
Management, and (ii) post the contractor's sexual harassment policy in (a) a
conspicuous public place in each building located in the Commonwealth that
the contractor owns or leases for business purposes and (b) the contractor's
employee handbook.
e. The requirements of these provisions 1. and 2. are a material part of the
contract. If the Contractor violates one of these provisions, the
Commonwealth may terminate the affected part of this contract for breach, or
at its option, the whole contract. Violation of one of these provisions may also
result in debarment from State contracting regardless of whether the specific
contract is terminated.
f. In accordance with Executive Order 61 (2017), a prohibition on
discrimination by the contractor, in its employment practices, subcontracting
practices, and delivery of goods or services, on the basis of race, sex, color,
national origin, religion, sexual orientation, gender identity, age, political
affiliation, disability, or veteran status, is hereby incorporated in this contract.
2. The contractor will include the provisions of 1. above in every subcontract or
purchase order over $10,000, so that the provisions will be binding upon each
subcontractor or vendor.
D. ETHICS IN PUBLIC CONTRACTING
By submitting their bids, bidders certify that their bids are made without collusion or
fraud and that they have not offered or received any kickbacks or inducements from any
other bidder, supplier, manufacturer or subcontractor in connection with their bid, and
that they have not conferred on any public employee having official responsibility for this
procurement transaction any payment, loan, subscription, advance, deposit of money,
services or anything of more than nominal value, present or promised, unless
consideration of substantially equal or greater value was exchanged.
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City of Bristol, Virginia Asphalt Concrete Patching Material
Invitation to Bid (ITB) ITB # PW-27-001
E. IMMIGRATION REFORM AND CONTROL ACT OF 1986:
Applicable for all contracts over $10,000:
By entering into a written contract with the Commonwealth of Virginia, the Contractor
certifies that the Contractor does not, and shall not during the performance of the contract
for goods and services in the Commonwealth, knowingly employ an unauthorized alien
as defined in the federal Immigration Reform and Control Act of 1986.
F. DEBARMENT STATUS
By participating in this procurement, the vendor certifies that they are not currently
debarred by the Commonwealth of Virginia from submitting a response for the type of
goods and/or services covered by this solicitation. Vendor further certifies that they are
not debarred from filling any order or accepting any resulting order, or that they are an
agent of any person or entity that is currently debarred by the Commonwealth of
Virginia.
If a vendor is created or used for the purpose of circumventing a debarment decision
against another vendor, the non-debarred vendor will be debarred for the same time
period as the debarred vendor.
G. ANTITRUST
By entering into a contract, the contractor conveys, sells, assigns, and transfers to the
Commonwealth of Virginia all rights, title and interest in and to all causes of action it
may now have or hereafter acquire under the antitrust laws of the United States and the
Commonwealth of Virginia, relating to the particular goods or services purchased or
acquired by the Commonwealth of Virginia under said contract.
H. MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS FOR
ITBs
Failure to submit a bid on the official state form provided for that purpose shall be a
cause for rejection of the bid. Modification of or additions to any portion of the Invitation
for Bids may be cause for rejection of the bid; however, the Commonwealth reserves the
right to decide, on a case by case basis, in its sole discretion, whether to reject such a bid
as nonresponsive. As a precondition to its acceptance, the Commonwealth may, in its sole
discretion, request that the bidder withdraw or modify nonresponsive portions of a bid
which do not affect quality, quantity, price, or delivery. No modification of or addition to
the provisions of the contract shall be effective unless reduced to writing and signed by
the parties.
I. CLARIFICATION OF TERMS:
If any prospective bidder has questions about the specifications or other solicitation
documents, the prospective bidder should contact the buyer whose name appears on the
face of the solicitation no later than five working days before the due date. Any revisions
to the solicitation will be made only by addendum issued by the buyer.
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City of Bristol, Virginia Asphalt Concrete Patching Material
Invitation to Bid (ITB) ITB # PW-27-001
J. PAYMENT
1. To Prime Contractor:
a. Invoices for items ordered, delivered and accepted shall be submitted by the
contractor directly to the payment address shown on the purchase
order/contract. All invoices shall show the state contract number and/or
purchase order number; social security number (for individual contractors) or
the federal employer identification number (for proprietorships, partnerships,
and corporations).
b. Any payment terms requiring payment in less than 30 days will be regarded as
requiring payment 30 days after invoice or delivery, whichever occurs last.
This shall not affect offers of discounts for payment in less than 30 days,
however.
c. All goods or services provided under this contract or purchase order, that are
to be paid for with public funds, shall be billed by the contractor at the
contract price, regardless of which public agency is being billed.
d. The following shall be deemed to be the date of payment: the date of postmark
in all cases where payment is made by mail, or when offset proceedings have
been instituted as authorized under the Virginia Debt Collection Act.
e. Unreasonable Charges. Under certain emergency procurements and for most
time and material purchases, final job costs cannot be accurately determined at
the time orders are placed. In such cases, contractors should be put on notice
that final payment in full is contingent on a determination of reasonableness
with respect to all invoiced charges. Charges which appear to be unreasonable
will be resolved in accordance with Code of Virginia, 2.2-4363 and -4364.
Upon determining that invoiced charges are not reasonable, the
Commonwealth shall notify the contractor of defects or improprieties in
invoices within fifteen (15) days as required in Code of Virginia, 2.2-4351.,.
The provisions of this section do not relieve an agency of its prompt payment
obligations with respect to those charges which are not in dispute (Code of
Virginia, 2.2-4363).
2. To Subcontractors:
a. Within seven (7) days of the contractor's receipt of payment from the
Commonwealth, a contractor awarded a contract under this solicitation is
hereby obligated:
i. To pay the subcontractor(s) for the proportionate share of the payment
received for work performed by the subcontractor(s) under the
contract; or
ii. To notify the agency and the subcontractor(s), in writing, of the
contractor's intention to withhold payment and the reason.
b. The contractor is obligated to pay the subcontractor(s) interest at the rate of
one percent per month (unless otherwise provided under the terms of the
contract) on all amounts owed by the contractor that remain unpaid seven (7)
days following receipt of payment from the Commonwealth, except for
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