2026-2027 Street Asphalt Milling Services

INVITATION TO BID
2026-2027 Street Asphalt Milling Services
Bid Number 2026-10300-005
City of Hopkinsville
Public Works Director
715 South Virginia Street, Hopkinsville, Kentucky 42240
P.O. Box 707 Hopkinsville, KY 42241-0707
(270) 890-0600
www.hopkinsvilleky.us

BID NUMBER 2026-10300-005
INVITATION TO BID
CITY OF HOPKINSVILLE
Mike Perry
Public Works Director
715 South Virginia Street
P. O. Box 707
Hopkinsville, KY 42241-0707
2026-2027 STREET ASPHALT MILLING SERVICES
BID NUMBER 2026 -10300-005
BID DOCUMENTS ENCLOSED
A. INVITATION TO BID Page 3
B. BIDDER INFORMATION AND REQUIREMENTS Page 4-7
C. SPECIFICATIONS Page 8
D. BID FORM Page 9-10
IMPORTANT: PLEASE ADVISE THE PROCUREMENT OFFICE IMMEDIATELY IN
THE EVENT ANY OF THE ABOVE DOCUMENTS ARE NOT ENCLOSED.
BID DOCUMENT A
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BID NUMBER 2026-10300-005
INVITATION TO BID
CITY OF HOPKINSVILLE
The City of Hopkinsville will be accepting Sealed Bids for furnishing and delivering the
following:
2026-2027 STREET ASPHALT MILLING SERVICES
BID NUMBER 2026-10300-005
Sealed Bids will be accepted by mail or in person Only. Sealed Bids should be
mailed/delivered to the Hopkinsville Municipal Center, ATTN: Public Works Department,
P.O. Box 707, Hopkinsville, Kentucky 42241-0707. Mailed and delivered bids must be
received no later than 10:30 a.m. (CST) 11:30 a.m. (EST) on June 18, 2026. Bids will be
opened at 10:30 a.m. (CST) 11:30 a.m. (EST) on June 18, 2026. Bidders will be notified
of Bid Results by mail and/or email after review. Each Sealed Bid should be enclosed in a
second envelope and both envelopes clearly marked:
"2026-2027 STREET ASPHALT MILLING SERVICES
BID NUMBER 2026-10300-005"
THE CITY OF HOPKINSVILLE RESERVES THE RIGHT TO ACCEPT OR REJECT
ANY AND ALL BIDS.
James R. Knight JR., MAYOR
CITY OF HOPKINSVILLE
The following pages contain the Bidder Information and Requirements, Specifications,
Sample Work Order, and Bid Form.
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BID NUMBER 2026-10300-005
BID DOCUMENT B
GENERAL CONDITIONS
1. INSTRUCTIONS, SPECIFICATIONS AND FORMS
Instructions, Specifications and Forms may be obtained by mail from the Public
Works Department, City of Hopkinsville, P.O. Box 707, Hopkinsville, Kentucky 42241-707,
by telephone (270-890-0600), or on the City's website www.hopkinsvilleky.us.
(a) All bids are to be submitted on and in accordance with the attached Bid Form.
The form must be signed and dated in the appropriate space.
(b) Each bid must be submitted in a sealed envelope and clearly and prominently
marked on the outside of the envelope with the following:
"2026-2027 STREET ASPHALT MILLING SERVICES
BID NUMBER 2026-10300-005"
(c) If forwarded by mail, the sealed envelope containing the proposal must be
enclosed in another envelope marked "2026-2027 STREET ASPHALT MILLING
SERVICES, BID NUMBER 2026-10300-005" and mailed to the City of Hopkinsville, ATTN:
Public Works Department, P. O. Box 707, Hopkinsville, KY 42241-0707, allowing sufficient
time for such mailing to reach this address prior to the scheduled closing time for receipt of
bids.
(d) Additional information or clarification of any of the instructions or information
contained herein may be obtained from the Public Works Office.
(e) Any bidder or bidders finding discrepancy in or omission from the
specifications, in doubt as to their meaning or believing that the specifications are
discriminatory, shall notify the Public Works Director in writing no later than five (5) working
days before the scheduled Bid Opening. Clarifications or changes in these specifications
will be issued, in writing, only by the Public Works Director. Inquiries should be directed to
the Public Works Office. Exceptions as taken by the bidder in no way obligates the City to
change the Specifications.
(f) The successful Bidder will be required to purchase a City of Hopkinsville
vendor's license prior to the official award of the contract and shall continue to purchase a
vendor's license for the duration of the contract period.
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BID NUMBER 2026-10300-005
BID DOCUMENT B
(g) Any Bidder may withdraw his or her Bid either in person or in writing at any
time prior to the scheduled time for closing the receipt of Bids. Withdrawals after the
scheduled time for receipt of Bids will not be permitted.
(h) The City will assume no responsibility for oral instructions of suggestions. Any
official correspondence in regard to the Specifications should be directed to and will be
issued by the Public Works Office.
2. AWARD OF CONTRACTS
(a) All Bids will be judged on the basis of best buy to the City and compliance
with the General Instructions and conformance with the Specifications.
(b) Contracts may be awarded to a primary contractor and alternate contractor.
(c) Any other consideration or basis for judgement will be stated in the
Specifications.
(d) When deemed necessary, a formal Contract Agreement will be prepared by
the City for signature by both successful Bidder and the City.
3. RESERVATIONS
(a) The Public Works Office reserves the right to reject any and all bids or parts
of bids when, in his judgement, the City's interest will be served thereby.
(b) The Public Works Office reserves the right to increase or decrease the
quantities to be purchased at the prices bid.
(c) When deemed necessary, the Public Works Office may require an open-
ended quantity amount for a specified contract period. Such a requirement will be stated in
the specifications.
(d) The Public Works Office reserves the right to award contracts or place orders
to a single source or divide awards and orders or enact such combination as shall, in his
judgement, be in the best interest of the City.
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BID NUMBER 2026-10300-005
BID DOCUMENT B
(e) The Public Works Office may waive minor differences in specifications
provided these differences do not violate the specifications intent nor materially affect the
operation for which the items are being purchased, nor increase estimated maintenance
and repair costs to the City.
4. DELIVERY
(a) Bidders must guarantee to be delivered or prepared for pickups in accordance
with schedules as requested by the Public Works Office or designated representative.
(b) All items requested for delivery are to be delivered F.O.B. destination. All
delivery costs, charges and taxes are to be included in the bid.
5. COMPETITION
In order to assure fair competition and to permit determination of the best bid the
below will be followed:
(a) The name of any manufacturer, trade name, or manufacturer or vendor
catalog number mentioned in the Specifications or Bid Form is to designate a standard of
quality and type and for no other reason.
(b) Bids which show any omission, irregularity, alteration of forms, additions not
called for, conditional or unconditional unresponsive bids, or bids obviously unbalanced
may be rejected.
(c) All bids must be accompanied by such descriptive literature and documents
as may be called for by the Specifications or Bid Form.
(d) Specifications provided are based on City needs and uses, estimated costs of
operation and maintenance, and other significant and/or limiting factors to meet City
requirements and shall be consistent with City policies. Minimum specifications and
maximum specifications, where included, are not established arbitrarily to limit competition
or to exclude otherwise competitive bidders.
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BID NUMBER 2026-10300-005
BID DOCUMENT B
6. DISPUTES
In cases of dispute as to whether or not an item or service quoted or delivered meets
specifications, the decision of the Public Works Office, or authorized representative, shall
be final and binding on all parties. The Public Works Office may request written
recommendation of the head of the City agency using the item or service.
7. EXCEPTIONS
The submission of a Bid shall be considered an agreement to all of the terms,
conditions, and specifications provided herein and in the various bid documents, unless
specifically noted otherwise in the space provided on the Bid Form.
8. BID BINDING
Unless otherwise specified, all formal bids submitted shall be irrevocable for sixty
(60) calendar days following the bid opening date, unless the bidder(s), upon the request of
the Public Works Office, agrees to an extension.
9. UNIT PRICING
Unless clearly shown on the Bid Form that it is the intent of the Bidder that a reduced
total price is being offered on the basis of receiving an award of all items covered by the
total, any totals should be the extension of unit price(s) actual sum. All extended price(s),
and/or total price(s) will be figured to the unit price of the bid item.
10. DETERMINATION OF AWARD
Price................................................... 95
Local Vendor......................................... 05
Total 100
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BID NUMBER 2026-10300-005
BID DOCUMENT C
SPECIFICATIONS
2026/2027 STREET ASPHALT MILLING SERVICES
The City of Hopkinsville is requesting sealed bids for Street Asphalt Milling Services on
various city streets.
The scope of work shall include, but is not limited to, the milling of asphalt pavement as directed
by the City. The City reserves the right to retain asphalt millings for stockpiling purposes. If the
City elects not to retain the millings, the Contractor shall be responsible for hauling and
recycling all materials at an authorized asphalt plant.
The Contractor shall provide and maintain proper traffic control at all times during milling
operations in accordance with applicable safety standards and regulations.
All work shall be completed in a safe, efficient, and workmanlike manner, and in compliance
with all local, state, and federal requirements.
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BID NUMBER 2026-10300-005
BID DOCUMENT D
CITY OF HOPKINSVILLE
BID FORM
2026/2027 STREET ASPHALT MILLING SERVICES
ITEM COST PER SQUARE YARD
Street Asphalt Milling at 1.5" Depth $__________________
Contractor Keep Millings: (Deduct/Add) $__________________
City Keep Millings: (Deduct/Add) $__________________
______________________________________________________________
Street Asphalt Milling at 1" Depth $__________________
Contractor Keep Millings: (Deduct/Add) $__________________
City Keep Millings: (Deduct/Add) $__________________
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BID NUMBER 2026-10300-005
BID DOCUMENT D
BID FORM (CONTINUED)
I, the undersigned do hereby certify that I am a duly authorized representative of
_______________________________________ located at _____________________
_____________________________________________________________________
and I have carefully examined the General Conditions, Specifications, and Bid Form and
agree to all terms and conditions set forth in them.
Signature: __________________________________
Print Name: ________________________________
Company: __________________________________
Title: ______________________________________
Acknowledged before me this ________ day of ____________________ , 2026.
_____________________________________
NOTARY PUBLIC ID#: ________________
My Commission Expires: ________________
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