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
Invitation to Bid (ITB)
Asphalt Concrete Patching Material
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
Invitation to Bid (ITB)
Asphalt Concrete Patching Material
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
Invitation to Bid (ITB)
Asphalt Concrete Patching Material
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
Invitation to Bid (ITB)
Asphalt Concrete Patching Material
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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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
