Asphalt in Place

T C B , T
HE ITY OF RISTOL ENNESSEE
Invitation to Bid
Asphalt-In-Place
ITB # 26-014
Bid Due Date/Time
June 15, 2026, at 10:30 a.m. EST
Department of Finance
Purchasing Division
801 Anderson Street RM 203
Bristol, Tennessee 37621-1189
purchasing@bristoltn.gov

ITB 26-014 City of Bristol, Tennessee June 15, 2026
INVITATION TO BID
ITB 26-014
Asphalt-In-Place
Table of Contents
I. INTRODUCTION ............................................................................................................................................... 2
II. PROJECT SCHEDULE ........................................................................................................................................ 2
III. SCOPE OF WORK ......................................................................................................................................... 2
IV. BID BOND .................................................................................................................................................... 4
V. BID SUBMISSION INSTRUCTIONS .................................................................................................................... 4
Instruction to Bidders ............................................................................................................................................. 5
General Conditions of the Bid ................................................................................................................................. 7
CONTRACT TERMS AND CONDITIONS .................................................................................................................... 9
EXHIBIT 'B' - COST BID SHEET ............................................................................................................................... 11
EXHIBIT 'D' - INSURANCE REQUIREMENTS .......................................................................................................... 14
EXHIBIT E. WORKER'S COMPENSATION ............................................................................................................... 15
EXHIBIT F. DEBARMENT CERTIFICATION ............................................................................................................... 16
EXHIBIT G. BOND TEMPLATES ............................................................................................................................... 17
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ITB 26-014 City of Bristol, Tennessee June 15, 2026
I. INTRODUCTION
The City of Bristol, Tennessee, hereinafter referred to as "City" is soliciting bids from qualified
licensed and bonded Contractors ("Contractor") to provide Asphalt-In-Place surface paving 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 5p.m.
Sealed Bids Due June 15, 2026 at 10:30 a.m.
Anticipated Award July 7, 2026
Contract Duration July 2026 - June 2025
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. SCOPE OF WORK
1.0 GENERAL
1.1 The City of Bristol, Tennessee is requesting sealed bids on bituminous paving that will
meet the specifications as listed below. Bid price shall include placement of a "Tack Coat" prior
to installation of surface paving or a "Prime Coat" prior to installation of base paving. Bidders
should note that the tonnage listed on the Request for Quotation is approximate and is subject
to change. Bidders should also note that all prices quoted shall remain firm for the delivery period
of July 1, 2026 through June 30, 2027, subject to the liquid asphalt price escalation clause stated
below.
1.2 Each bid shall be accompanied by a certified letter from the asphalt manufacturer's liquid
asphalt supplier giving the grade and price per ton of liquid asphalt to be furnished in accordance
with these specifications. If the liquid asphalt tonnage price increases or decreases by more than
10% within the contract period, the successful bidder shall submit a certified letter from their
supplier to the City of Bristol, Tennessee, Purchasing Agent setting forth the price per ton
increase or decrease. The City shall reimburse the successful bidder for the incremental amount
of the price per ton increase, and likewise, shall apply a deduction for the incremental amount of
the price per ton decrease beginning from the date of the price change and continuing to the end
of the contract period. No other price increase for labor, material or other items in the contract
will be considered.
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ITB 26-014 City of Bristol, Tennessee June 15, 2026
1.3 This contract is for a one-year period from July 1, 2026, to June 30, 2027. Should both
parties be in agreement, the contract may be renewed on an annual basis in one (1) year
increments up to a total three (3) years if all terms, conditions, and prices (subject to
escalation/de-escalation) remain unchanged.
1.4 For the purpose of this bid, the bidder should assume the pavement thickness for surface
paving is a minimum of one and one-half (112) inches of compacted pavement at the density
required in the applicable specification. The pavement thickness for base paving is assumed a
minimum of three
(3) inches of compacted pavement at the density required in the applicable specification.
1.5 For the purpose of this bid, the bidder should assume an average cold planing depth of
two (2) inches.
1.6 The City will be performing field inspections on placement of the asphalt including but
not limited to temperature testing, verification of weight tickets by portable scales, plant
inspections, in place density testing and asphalt mix testing.
1.7 A certified mix design must be submitted to the City by the asphalt manufacturer for
approval. Placement of asphalt without an approved mix design will not be allowed. Weight
tickets must be provided to the City by the Contractor at the time of delivery of the asphalt to
the construction site.
2.0 MATERIAL SPECIFICATIONS
* Prime Coat installation and material shall meet all requirements of the latest version of
the Tennessee Department of Transportation, Standard Specifications for Road and Bridge
Construction, Section 402.
* Tack Coat installation and material shall meet all requirements of the latest version of the
Tennessee Department of Transportation, Standard Specifications for Road and Bridge
Construction, Section 403.
* TDOT Bituminous Plant Mix Base (Hot Mix) shall be Grade "B". The installation and
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 "D and E". The installation and
material shall meet all requirements of the latest version of the Tennessee Department of
Transportation, Standard Specifications for Road and Bridge Construction, Section 411.
* Cold Planning of Bituminous Plant Mix Pavements shall meet the requirements of the
latest version of the Tennessee Department of Transportation, Standard Specifications for Road
and Bridge Construction, Section 415.
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ITB 26-014 City of Bristol, Tennessee June 15, 2026
3.0 BID AWARD
* The City will list each vendor as an alternative provider if lowest bidder is unable to
provide material requested, in the order of lowest bid. Bidders agree to uphold bid prices
* The City reserves the right to issue multiple awards in accordance with the lowest bid
price.
IV. BID BOND
A bid security in the amount of five percent (5%) of the bid amount must accompany each
proposal by a Certified Check, Cashier's Check, or Bid Bond to the City of Bristol, TN. The
successful Vendor shall furnish approved Performance and Payment Bonds, each in the amount
of one hundred percent (100%) of the bid amount. Successful vendors are required to comply
with the City of Bristol, TN insurance requirements.
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 insuring 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.
* All contractor license numbers and expiration date must be listed on the outside of the bid
envelope.
* 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
3. Original Bid Bond
4. Certification of Bidder Regarding Debarment
5. Worker's Compensation Certificate of Coverage
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ITB 26-014 City of Bristol, Tennessee June 15, 2026
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.
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ITB 26-014 City of Bristol, Tennessee June 15, 2026
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 -
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ITB 26-014 City of Bristol, Tennessee June 15, 2026
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.
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ITB 26-014 City of Bristol, Tennessee June 15, 2026
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
________________________________________
Firm Name
- End of Section -
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ITB 26-014 City of Bristol, Tennessee June 15, 2026
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.
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