RFP for Pavement Preservation

CITY OF BARTLETT
FINANCE DEPARTMENT
6400 STAGE ROAD
BARTLETT, TENNESSEE 38134
David Parsons, Mayor
Steve Sones, Chief Administrative Officer
Dick Phebus, Finance Director
John Horne, Engineering Director
REQUEST FOR PROPOSALS - RFP FY2026-05-023
MASTER SERVICES AGREEMENT (MSA) - PAVEMENT PRESERVATION OPERATIONS
Engineering
DUE: Thursday, July 23, 2026, no later than 2:00 p.m. (CDT)
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Contents
NOTICE TO RESPONDENTS ........................................................................................ 4
1. Solicitation Schedule .......................................................................................... 4
2. Submission Instructions ..................................................................................... 5
3. Addenda Registration ......................................................................................... 6
4. Plan-Holders List ................................................................................................ 6
GENERAL REQUIREMENTS ......................................................................................... 6
1. Purpose and Scope of the Request for Proposals .................................................. 6
2. Self-Performance of Work Items .......................................................................... 8
3. Statement of Intent - Equality and Fairness .......................................................... 8
4. Audit Rights and Most-Favored-Customer Pricing ................................................. 8
5. Insurance Requirements ..................................................................................... 9
6. Safety, Protection, and Emergencies ................................................................. 11
7. Drug Program ................................................................................................... 12
8. Cleanup ........................................................................................................... 13
9. Traffic Control .................................................................................................. 13
10. Water Usage................................................................................................... 14
SELECTION FOR MASTER SERVICE AGREEMENT ....................................................... 14
1. Pricing Structure and Maximum Allowable Rates ................................................ 14
2. Best and Final Offer (BAFO) ............................................................................... 15
3. Work Authorization ........................................................................................... 15
4. MSA Governance .............................................................................................. 16
APPENDICES .......................................................................................................... 20
APPENDIX 1: STANDARD SERVICE SPECIFICATIONS .............................................. 20
APPENDIX 2: SP109B - SPECIAL PROVISION REGARDING PAYMENT ADJUSTMENT FOR
BITUMINOUS MATERIAL ..................................................................................... 211
APPENDIX 3: RESPONDENT SELF-PERFORMANCE CERTIFICATION ...................... 255
APPENDIX 4: AFFIDAVIT OF EQUIVALENT DRUG TESTING PROGRAM .................... 266
APPENDIX 5: PUBLIC ACTS 109 ........................................................................... 277
APPENDIX 6: PUBLIC ACTS 775 ........................................................................... 288
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APPENDIX 7: CONTRACT MONITORING ................................................................. 29
APPENDIX 8: CONTRACT MONITORING - PART 2 ................................................. 300
APPENDIX 9: NON-COLLUSION AFFIDAVIT OF PRIME RESPONDENT ..................... 322
APPENDIX 10: PUBLIC NOTICE - TITLE VI OF THE 1964 CIVIL RIGHTS ACT .............. 333
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NOTICE TO RESPONDENTS
Solicitation Name Pavement Preservation Operations
Solicitation Number RFP FY2026-05-023
Award Effective Date Upon execution of MSA
Award Term 1 year, with up to 4 option years exercised
at City's discretion
Owner / Department City of Bartlett Engineering Dept.
Point of Contact (POC) Becky Bailey
POC Email bbailey@cityofbartlett.org
POC Phone 901-385-6499
Deadline to Submit Questions July 9, 2026, via email to
bbailey@cityofbartlett.org, by 5:00 PM
(CDT)
Q&A and Addenda Release Deadline July 16, 2026, 5:00 PM (CDT), via Bartlett's
procurement website
Submission Deadline Thursday, July 23, 2026, 2:00 P.M. (CDT),
via email to bbailey@cityofbartlett.org
Solicitation Attachments Technical Information Template (Excel
file), containing the following forms:
1. Respondent Information
2. Pricing Tabulation
3. Operational Information
4. Subcontractor Information
1. Solicitation Schedule
A. Question and Answer Period
All questions from prospective Respondents shall be submitted via email to Bartlett's
Traffic Engineer at bbailey@cityofbartlett.org with the subject line "RFP FY2026-05-023
Pavement Preservation Operations Q&A" by July 9, 2026, 5:00 PM (CDT).
A consolidated Question and Answer document, along with any Addenda, will be issued
no later than July 16, 2026, 5:00 PM (CDT) on Bartlett's procurement website. Only written

Addenda and published Q&A responses shall be considered binding.
B. Submission
Proposals are to be received no later than 2:00 P.M. (CDT) on Thursday, July 23, 2026.
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2. Submission Instructions
Proposals are to be emailed to Bartlett's Traffic Engineer at bbailey@cityofbartlett.org with
the subject line "RFP FY2026-05-023 Pavement Preservation Operations RFP Submission".
All Respondents must complete, sign, and submit the documents listed below:
1. Respondent Self-Performance Certification: Complete and sign the form in
Appendix 3 of this solicitation document; submit as PDF file attachment in
submission email.
2. Affidavit of Equivalent Drug Testing Program: Complete and sign the form in
Appendix 4 of this solicitation document; submit as a PDF file attachment in
submission email.
3. Public Acts 109: Complete and sign the form in Appendix 5 of this solicitation
document; submit as a PDF file attachment in submission email.
4. Public Acts 775: Complete and sign the form in Appendix 6 of this solicitation
document; submit as a PDF file attachment in submission email.
5. Contract Monitoring: Complete and sign the form in Appendix 7 of this solicitation
document; submit as a PDF file attachment in submission email.
6. Contract Monitoring (Part 2): Complete and sign the form in Appendix 8 of this
solicitation document; submit as a PDF file attachment in submission email.
7. Non-Collusion Affidavit: Complete and sign the form in Appendix 9 of this
solicitation document; submit as a PDF file attachment in submission email.
8. W-2 Form: Submit a current, signed W-9 form (IRS Rev. March 2024) as a PDF file
attachment in submission email.
All Respondents must complete and submit (as an Excel file attachment in
Respondent's email submission) the documents listed below in RFP FY2026-05-023
Technical Information Template:
1. Respondent Information: Complete Tab #1 "Respondent Information" tab.
2. Pricing Tabulation: Complete Tab #2 "Pricing Tabulation" tab.
3. Operational Information: Complete Tab #3 "Operational Information" tab.
4. Subcontractor Information: Complete Tab #4 "Subcontractor Information" tab.
It is the Respondent's responsibility to ensure that all submitted files are readable,
virus free, and successfully emailed before the deadline.
Failure to complete, sign, and/or submit any of the documents as instructed above will
render the submission non-responsive. The City reserves the right to reject any and all
proposals and to waive any informality in the proposal process.
Respondent must demonstrate the ability to comply with all applicable federal, state, and
local laws, regulations, and industry standards. Bartlett reserves the right to request
additional information, clarification, or documentation from Respondents to support the
evaluation of MSA qualifications.
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3. Addenda Registration
All prospective Respondents who wish to receive updates for this solicitation should
register for Addenda Notification by submitting a valid email address through the City's bid
/ procurement website. Registered Respondents will receive all addenda, clarifications,
responses to questions, and updates issued during the proposal period.
Failure to register for addenda notifications may result in incomplete or non responsive
proposals. The City is not responsible for a Respondent's failure to receive addenda if the

Respondent does not register.
4. Plan-Holders List
The City of Bartlett will maintain a public Plan Holders List for this solicitation. A plan
holders list serves as a record of all contractors, subcontractors, suppliers, and

consultants who have obtained the official project plans and documents from the City of
Bartlett.
All firms that download, request, or obtain documents pertaining to this solicitation will be
added to the Plan Holders List, if they return the RFP Document Received Form, located
on the City of Bartlett website, with other project documents. The Plan-holders list will be

posted and updated regularly on the City's procurement website. In addition, project
notifications will be emailed directly to respondents that return the RFP Document
Received Form.
The Plan Holders List is provided solely to facilitate subcontractor and supplier
coordination and does not relieve Respondents of responsibility to obtain and review all

documents, addenda, and updates issued by the City.
GENERAL REQUIREMENTS
1. Purpose and Scope of the Request for Proposals
This Master Services Agreement is established for use by the City of Bartlett and its
departments. The purpose of this Request for Proposals (RFP) is to establish a Master
Service Agreement (MSA) with qualified Respondents to perform asphalt-related services,
as required by Bartlett during the term of the agreement (defined below in Section A.2.).
The intent of this RFP is not to award a single project, but to identify, evaluate, and
qualify multiple Respondents for placement under the MSA. Respondents approved for
the MSA will be eligible to compete for future work in the below categories issued through
individual task orders in accordance with the procedures set forth herein.
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Work Items shall be defined as the specific services for which Respondents may be
selected to join the MSA. Work Items are defined in the "Pricing Tabulation" sheet in RFP
FY2026-05-023 Technical Information Template, but shall comprise the following tasks:
* Pavement preservation (chip seal, fog seal, crack sealing)
A. Term of the Master Service Agreement
The Master Service Agreement shall have an initial base term of one (1) year, commencing
upon the Effective Date of Execution.
Following the base term, the MSA shall include four (4) option years, exercised at Bartlett's
sole discretion, subject to continued Respondent eligibility, satisfactory performance, and
compliance with pricing requirements described herein.
Exercise of an option year is contingent upon the City's determination that renewal is in its
best interest, taking into account performance, compliance, pricing, and the City's
operational needs. The City may elect to renew the MSA with some Respondents and not
others.
If selected to participate in an option year, the Respondent shall be required to affirm and,
if requested, adjust its pricing to ensure that maximum unit prices or maximum allowable
charges do not exceed amounts deemed reasonable and acceptable by Bartlett.
B. Illustrative Historical Service Levels (Pavement Preservation Operations)
To assist Respondents in preparing informed and competitive proposals, the City provides
the following summary of typical annual quantities within each service item based on the
most recent year of asphalt service operations. These values are for reference only and do
not represent guaranteed quantities. By providing a quoted price, the Respondent
acknowledges that the quantities shown on the sheet below are derived from the City of
Bartlett's historical demand and are provided as a frame of reference for possible future
annual demand; such quantities may increase or decrease during the performance of this
contract.
Table 1. Historical Volume of Pavement Preservation Operations (Last Year)
Item Unit Average Annual Volume
Chip Seal (Bituminous Surface Treatment), double layer SY 78,070
Fog Seal (Tack Coat) SY 78,070
Roadway Crack Sealing LB 24,810
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These historical quantities are provided solely for estimation and comparison purposes.
Actual work issued under this MSA will vary based on budget, street conditions, and City
priorities.
2. Self-Performance of Work Items
The City seeks to establish a Master Service Agreement with firms that will be actively and
substantially engaged in the performance of Work Items. The Respondent must directly
perform the core services pertaining to Work Items for which they seek to join the MSA.
For purposes of this Agreement, "core services" means the primary construction activity
that defines the Work Item and directly affects quality, durability, and performance of the
finished work (e.g., a core service for Chip Sealing is the application of the sealing material
to the surface). Core services do not include ancillary support services such as traffic
control, hauling, or material supply unless otherwise specified by the City.
Proposals in which the Prime Respondent serves primarily as a pass through entity,
broker, or contract administrator for core Work Item services performed by subcontractors

will be deemed non responsive.
Subcontracting of ancillary or support services (e.g., traffic control, hauling, etc.) is
permitted. However, the Respondent may not subcontract core services of Work Items
without the City's prior written approval.
The City reserves the right to evaluate the Respondent's demonstrated capability to
self perform core Work Item services based on the information submitted in RFP FY2026-
05-023 Technical Information Template. The City may request clarification or additional

documentation to confirm the Respondent's role in the performance of the Work Items.
3. Statement of Intent - Equality and Fairness
The City of Bartlett will not discriminate against any individual for any reason and will
provide services to all citizens in a nondiscriminatory fashion. It is the city's intent to fully
comply with the provisions of Titles VI and VII of the Civil Rights Act of 1964. The City is
committed to a moral, ethical, and legal responsibility to ensure equitable employment
practices and the delivery of city services regardless of an individual's race, color, religion,
national origin, age, disability, gender, or political affiliation.
4. Audit Rights and Most-Favored-Customer Pricing
The City reserves the right to audit, inspect, and verify all records, invoices, cost data,
material tickets, subcontractor pricing, and supporting documentation related to the
performance of this Contract. The Respondent shall provide such records to the City within
five (5) business days of request, at no additional cost.
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The Respondent further certifies that the unit rates offered to the City of Bartlett are no less
favorable than the rates offered to any other municipality, county, or state customer for
comparable quantities and scope of asphalt paving work (Most Favored Customer
pricing). If the Respondent provides lower pricing to another governmental customer

during the contract term for substantially similar work, the Respondent shall immediately
extend the same rates to the City of Bartlett.
No price increases shall be permitted during the Contract term except as expressly
allowed under SP109B - Special Provision Regarding Payment Adjustment for Bituminous
Material (detailed in Appendix 2) or as authorized by a written change order executed by
the City, or for an upcoming option period, as proposed by a vendor with which the City
elects to execute an option period.
5. Insurance Requirements
A. General Requirements
The Respondent shall be responsible from the time of signing the contract or from the time
of the beginning of work, whichever shall be earlier, for all injury or damage of any kind
resulting from this work to persons or property. In addition to the liability imposed upon the
Respondent on account of bodily injury (including death) or property damage suffered
through the Respondent's negligence, which liability is not impaired or otherwise affected
hereby, the Respondent assumes the obligation to protect, defend, indemnify and hold the
City of Bartlett and the State of Tennessee, its officers, employees and agents free and
harmless from and against any and all losses, penalties, damages, settlements, cost,
charges, professional fees or other expenses or liabilities of every kind and character
arising out of or relating to any and all claims, liens, demands, obligations, actions,
proceedings or causes of action of any kind and character in connection with or arising
directly or indirectly out of this Contract and/or the performance hereof by act or omission
of the Respondent or subcontractor, or anyone either (a) directly or indirectly employed or
(b) under the supervision of any of them in the execution of the Work included in this
Contract.
In addition to the indemnification provided in above, the Respondent, upon award of the
Contract, shall provide, at their own cost and expense, the following insurance as defined
in Sections 5.B. through 5.E. to the City of Bartlett with insurance companies acceptable to
the City and licensed in the State of Tennessee, which insurance shall be evidenced by
certificates and/or policies as determined by the City. All policies will provide for thirty (30)
days written notice to the City of Bartlett of cancellation of coverage provided. Note: A ten
(10) day notice applies to non-payment of premium. If the insurer is not required by the
policy terms and conditions to provide written notice of cancellation to the City of Bartlett,
the Respondent is responsible and must provide immediate written notice to the City of
the of cancellation of the policies and evidence of replacement coverage with no lapse in
coverage. The notice thereof shall be "by registered mail, return receipt requested," for all
the following stated insurance policies. If any of the Property and Casualty Insurance
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requirements are not complied with at their renewal dates, payments to the Respondent
may be withheld until those requirements have been met, or at the option of the City, the
City may pay the renewal premiums and withhold such payments from any monies due to
the Respondent.
B. Worker's Compensation and Employers Liability
The Respondent shall maintain in force Worker's Compensation coverage in accordance
with the Statutory Requirements and Limits of the State of Tennessee and shall require all
subcontractors to do likewise. ALL STATE ENDORSEMENT IS REQUIRED, or a Certificate of
the State Worker's Compensation Board showing proof of ability to pay compensation
directly.
C. Business Automobile Liability Insurance
Single limit of no less than $1,000,000 each accident for bodily injury and property
damage. Coverage is to be provided on all Owned/Leased autos, non-owned autos, and
hired autos. The City of Bartlett, its elected officials, aldermen, appointees, employees,
and members of boards, agencies, and commissions shall be named as additional
insureds.
D. Commercial General Liability Insurance
Insurance is to be taken out in the name of the Respondent as the named insured. With
minimum limits of $1,000,000 per occurrence bodily injury (including death) and Property
Damage/$1,000,000 personal and advertising injury/$2,000,000 General
Aggregate/$2,000,000 Products-Completed Operations Aggregate. The City of Bartlett, its
elected officials, appointees, employees, and members of boards, agencies and
commissions shall be named as additional insureds.
Insurance coverage shall include:
a) Premises/Operations
b) Products/Completed Operations
c) Contractual
d) Independent Respondents
e) Broad Form Property Damage
f) Personal Injury and Advertising Liability
g) Comprehensive Form
h) XCU (Explosion, Collapse, and Underground), if applicable
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