?2024 Hot Mix Asphalt Material and Emulsion

Agency:	City of Ann Arbor
State:	Michigan
Type of Government:	State & Local
NAICS Category:	237310 - Highway, Street, and Bridge Construction 324121 - Asphalt Paving Mixture and Block Manufacturing
Posted Date:	Apr 12, 2024
Due Date:	Apr 25, 2024
Solicitation No:	ITB 4744
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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CITY OF ANN ARBOR

INVITATION TO BID

2024 Hot Mix Asphalt Material and Emulsion

ITB No. 4744

Due Date: April 25, 2024 at 11:00 AM (Local Time)

Public Services, Public Works

Issued By:

City of Ann Arbor

Procurement Unit

301 E. Huron Street

Ann Arbor, MI 48104

TABLE OF CONTENTS

INSTRUCTIONS TO BIDDERS

INVITATION TO BID

SPECIFICATIONS

BID FORM

GENERAL CONDITIONS

ATTACHMENTS

City of Ann Arbor Standard Purchase Order Terms and Conditions

City of Ann Arbor Vendor Conflict of Interest Disclosure Form

City of Ann Arbor Non-Discrimination Ordinance Declaration Form and Notice

INSTRUCTIONS TO BIDDERS

General

The City of Ann Arbor's Procurement Office is soliciting bids for the purchase of approximately

2500 tons of Hot Mix Asphalt (HMA) and 1200 gallons of SS-1H Emulsion based on the

specifications provided herein. The pricing provided for this ITB shall be firm for one (1) year.

Any Bid which does not conform fully to these instructions may be rejected.

Preparation of Bids

Bids should be prepared providing a straight-forward, concise description of the Bidder’s ability to

meet the requirements of the ITB. Bids shall be written in ink or typewritten. No erasures are

permitted. Mistakes may be crossed out and corrected and must be initialed and dated in ink by

the person signing the Bid.

Bids must be submitted on the "Bid Forms" provided with each blank properly filled in. If forms

are not fully completed it may disqualify the bid. No alternative bid will be considered unless

alternative bids are specifically requested. If alternatives are requested, any deviation from the

specification must be fully described, in detail on a clearly marked "Alternate" section of Bid form.

Each person signing the Bid certifies that he/she is the person in the Bidder’s firm/organization

responsible for the decision as to the fees being offered in the Bid and has not and will not

participated in any action contrary to the terms of this provision.

Questions or Clarifications / Designated City Contacts

All questions regarding this ITB shall be submitted via email. Emailed questions and inquires will

be accepted from any and all prospective Bidders in accordance with the terms and conditions of

the ITB.

All questions shall be due on or before April 18, 2024 @ 2:00 p.m. and should be addressed as

follows:

Specification/Scope of Work questions emailed to Paul Matthews, pmatthews@a2gov.org

Bid Process and Compliance questions emailed to Colin Spencer, CSpencer@a2gov.org

Any error, omissions or discrepancies in the specification discovered by a prospective contractor

and/or service provider shall be brought to the attention of Colin Spencer at cspencer@a2gov.org

after discovery as possible. Further, the contractor and/or service provider shall not be allowed

to take advantage of errors, omissions or discrepancies in the specifications.

Addenda

If it becomes necessary to revise any part of the ITB, notice of the Addendum will be posted to

Michigan Inter-governmental Trade Network (MITN) www.mitn.info and/or City of Ann Arbor web

site www.A2gov.org for all parties to download.

Each Bidder must in its Bid, to avoid any miscommunications, acknowledge all addenda which it

has received, but the failure of a Bidder to receive, or acknowledge receipt of; any addenda shall

not relieve the Bidder of the responsibility for complying with the terms thereof.

The City will not be bound by oral responses to inquiries or written responses other than written

addenda.

Bid Submission

All Bids are due and must be delivered to the City of Ann Arbor Procurement Unit on or before

April 25, 2024 at 11:00 a.m. (Local time). Bids submitted late or via oral, telephonic, telegraphic,

electronic mail or facsimile will not be considered or accepted.

Each Bidder must submit one (1) original Bid and one (1) Bid copy in a sealed envelope

clearly marked: ITB No. 4744 – 2024 Hot Mix Asphalt Material and Emulsion

Bids must be addressed and delivered to:

City of Ann Arbor

Procurement Unit,

c/o Customer Services, 1st Floor

301 East Huron Street

Ann Arbor, MI 48104

All Bids received on or before the Due Date will be publicly opened and recorded immediately.

No immediate decisions are rendered.

The following forms provided within this ITB Document should be included in

submitted bids.

• Vendor Conflict of Interest Disclosure Form

• City of Ann Arbor Non-Discrimination Ordinance Declaration of Compliance

Bids that fail to provide these forms listed above upon bid opening may be rejected

as non-responsive and may not be considered for award.

Hand delivered bids may be dropped off in the Purchasing drop box located in the Ann Street

(north) vestibule/entrance of City Hall which is open to the public Monday through Friday from

8am to 5pm (except holidays). The City will not be liable to any Bidder for any unforeseen

circumstances, delivery or postal delays. Postmarking to the Due Date will not substitute for

receipt of the Bid. Each Bidder is responsible for submission of their Bid.

Additional time for submission of bids past the stated due date and time will not be granted to a

single Bidder; however, additional time may be granted to all Bidders when the City determines

in its sole discretion that circumstances warrant it.

Award

The City intends to award a Contract/Purchase Order to the lowest responsible Bidder(s)

providing the best value to the City. The City may, at its sole discretion, award line-by-line in the

best interest of value to the City.

Responsible bidder means a bid submitted, which conforms in all aspects of the requirements set

forth in the invitation to bid. All aspects could include references, past experience, past

performance, and qualifications.

Official Documents

The City of Ann Arbor officially distributes bid documents from the Procurement Unit or through

the Michigan Intergovernmental Trade Network (MITN). Copies of the bid documents obtained

from any other source are not Official copies. Addenda and other bid information will only be

posted to these official distribution sites. If you obtained City of Ann Arbor Bid documents from

other sources, it is recommended that you register on www.MITN.info and obtain an official Bid.

Taxes

Municipalities are exempt from Michigan State Sales and Federal Excise taxes. Do not include

such taxes in the bid figure(s). The City will furnish the successful bidder with tax exemption

certificates when requested.

Withdrawal of Bids

After the time of opening, no Bid may be withdrawn for the period of one-hundred and twenty

(120) days.

Non-Discrimination Requirements

All contractors proposing to do business with the City shall satisfy the non-discrimination

administrative policy adopted by the City Administrator in accordance with the Section 9:158 of

the Ann Arbor City Code. Breach of the obligation not to discriminate shall be a material breach

of the contract. Contractors are required to post a copy of Ann Arbor’s Non-Discrimination

Ordinance attached at all work locations where its employees provide services under a contract

with the City.

Conflict Of Interest Disclosure

The City of Ann Arbor Purchasing Policy requires that prospective Vendors complete a Conflict

of Interest Disclosure form. A contract may not be awarded to the selected Vendor unless and

until the Procurement Unit and the City Administrator have reviewed the Disclosure form and

determined that no conflict exists under applicable federal, state, or local law or administrative

regulation. Not every relationship or situation disclosed on the Disclosure Form may be a

disqualifying conflict. Depending on applicable law and regulations, some contracts may awarded

on the recommendation of the City Administrator after full disclosure, where such action is allowed

by law, if demonstrated competitive pricing exists and/or it is determined the award is in the best

interest of the City. A copy of the Vendor Conflict of Interest Disclosure Form is attached.

Debarment

Submission of a Bid in response to this ITB is certification that the Bidder is not currently debarred,

suspended, proposed for debarment, and declared ineligible or voluntarily excluded from

participation in this transaction by any State or Federal departments or agency. Submission is

also agreement that the City will be notified of any changes in this status.

Disclosures

After bids are opened, all information in a submitter’s bid is subjected to disclosure under the

provisions of Michigan Public Act No. 442 of 1976, as amended (MCL 15.231 et seq.) known as

the “Freedom of Information Act.” The Freedom of Information Act also provides for the complete

disclosure of contracts and attachments thereto except where specifically exempted.

Bid Protest

All Bid protests must be in writing and filed with the Purchasing Agent within five (5) business

days of the award action. The bidder must clearly state the reasons for the protest. If a bidder

contacts a City Service Area/Unit and indicates a desire to protest an award, the Service Area/Unit

shall refer the bidder to the Purchasing Agent. The Purchasing Agent will provide the bidder with

the appropriate instructions for filing the protest. The protest shall be reviewed by the City

Administrator or designee whose decision shall be final.

Any inquiries or requests regarding this procurement should be only submitted in writing to the

Designated City Contacts provided herein. Attempts by the Offeror to initiate contact with anyone

other than the Designated City Contacts provided herein that the prospective Offeror believes can

influence the procurement decision, e.g., Elected Officials, City Administrator, Selection

due date & time	bid description	bid #	primary contact	status
April 25, 2024 11:00AM	2024 Hot Mix Asphalt Material and Emulsion	ITB 4744	Paul Matthews	Open

?2024 Hot Mix Asphalt Material and Emulsion

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