RE-BID: Term Contract for Asphalt

Location:	North Carolina
Posted:	Jan 20, 2026
Due:	Feb 4, 2026
Agency:	City of Durham
Type of Government:	State & Local
Category:	89 - Subsistence (Food)
Solicitation No:	26-1023
Publication URL:	To access bid details, please log in.

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Invitation to Bid

Term Contract for Asphalt

Bid No. 26-1023

January 20, 2026

City of Durham

Finance Department

Purchasing Division

BID PROPOSAL FORM

January 20, 2026

Bid No. 26-1023

The CITY OF DURHAM invites your sealed bid for Term Contract for Asphalt to be received by 1:00 p.m. ET, Wednesday,

February 4th, 2026 in the Finance Building, 101 City Hall Plaza-Annex, Durham, North Carolina 27701.

Use this form only, for submitting bids. In submitting your proposal, keep in mind any alternations, changes in bid format,

etc. will make it difficult to evaluate bids. All items should be bid in the units, quantities, units of measurements, etc.

specified. Do not submit alternates unless requested. The City reserves the right to reject any or all proposals.

..........................................................................................................................................................................

If the City of Durham issues to the bidder a Purchase Order that refers to the Bid Number shown on this bid, the bidder shall provide

the quantities of goods required by the City during the period shown on the Purchase Order (which period begins on the Order Date

shown on the Purchase Order) unless that period is changed as provided in the bid documents. The bidder will not be obligated to

fulfill a Purchase Order for a quantity that is not in accordance with the quantity limitations, if any, in the bid documents. The bid

documents include all conditions, specifications, and terms on file in the City's Purchasing Division under that Bid Number.

Return the following: Bid Proposal Form, Pricing Sheet, Signed Addendum (if applicable) Workforce Diversity Form,

Underutilized Business Compliance form and Product Specifications.

I certify that this bid is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting

a bid for the same materials, supplies, or equipment and is in all respects fair without collusion or fraud. I understand collusive

bidding is a violation of state and federal law and can result in fines, prison sentences, and civil damage awards. The bidder hereby

makes an offer to the City of Durham in accordance with the bid documents, including this Bid Proposal Form and all enclosures.

The undersigned individual certifies that he or she is authorized to sign this bid for the bidder.

Official Name of Bidder:

Street Address:

City:

Print Name & Title of Person Signing on Behalf of Bidder:

Bidder’s Authorized Signature:

Contact Name (if different from above):

State:

Zip Code:

Date:

Email Address:

Telephone Number:

Item

Pricing Sheet

Description

Quantity

Unit of Measure Unit Price

Extended Price

Cold Patch

1,500

F1 Sand or Sheet

Asphalt

H Binder

1,000

6,000

HB Base Asphalt 1,500

12 Asphalt

3,500

9A Asphalt

1,000

Tons

Distance from plant site to centroid ___________________ miles

The materials shall meet North Carolina Department of Transportation (NCDOT) specifications for type

specified and furnished NCDOT. The job mix formula shall be available upon request.

This contract may be awarded by section, or to the lowest overall bidder.

INSTRUCTIONS TO BIDDERS

1. Use of proper bid form. All information requested, including manufacturer, model/part numbers, etc. must be entered on

the appropriate spaces provided. Bidders are to fill in all blanks on the Bid Proposal Form unless it is clear that the City

will do so; if a blank is not applicable, bidders should write “N/A.”

2. Underutilized Business Compliance. If the bid documents include UBC Department material, Bidders must complete and

submit all applicable portions of that material in accordance with the instructions contained in that material.

3. Taxes. Do not include Federal, State, or local sales or excise taxes in bid prices. Seller will add State and local sales tax to

its invoice. The City is exempt from Federal tax and will furnish an exemption certificate if applicable to the particular

transaction.

4. Exceptions. If a bidder wishes to note exceptions (to specifications, conditions, or anything else), the exceptions must be

made prominent. However, exceptions considered material or substantial can make your bid non-responsive and therefore

subject to being rejected.

5. Brands. Unless the bid documents state that only the brand is acceptable, brands are used in specifications solely for

denoting the type and quality of goods, and “or equivalent” is automatically implied. If a bidder proposes an equivalent, the

bidder must provide information showing the item is equivalent. This information needs to be submitted on paper; citation

to Internet sites will generally be insufficient.

6. Alternate bids. Do not submit alternate bids unless called for on the Bid Proposal Form or other documents. When

alternate bids are requested the bidder must submit information to show that the proposed goods are comparable. This

information needs to be submitted on paper; citation to Internet sites will be insufficient.

7. Updates. Bidders should check https://durhamnc.gov/bids.aspx for any addendums or changes to this project before

submitting bids.

8. Questions; Changes; Interpretations; Answers. For questions concerning the bid, the forms, the specifications, etc.,

please contact Marissa Benitez by email at marissa.benitez.arzate@durhamnc.gov. Questions are due by 2:00pm ET,

January 26, 2026. All changes in specifications will be in writing in the form of an addendum and furnished to all bidders.

If the instructions require that bids be sealed, changes to specifications will normally be made seven or more days before

the bid opening. Oral interpretations, oral changes, and other oral information provided by any City personnel will not be

considered in awarding of bids or as being binding on the City.

9. Sealed bids. The bidder shall place the bid form and the other documents required to be submitted in a sealed opaque

envelope (“bid envelope”).

10. Delivery of bid. Send only one bid per bid envelope. Address the envelope and place the bid number on the outside of the

envelope as shown below. It is the bidder’s responsibility to have the bid envelope at the Purchasing Division itself by the

specified time. Delivery to another City of Durham office is not sufficient. A bid envelope delivered late to the Purchasing

Division for any reason, such as weather, traffic, failure to follow instructions, or failure of a delivery service or the Postal

Service, is still late. If U.S. Postal Service mail requires a signature, the mail carrier hands it to City Hall mailroom staff.

City Hall mailroom staff sign for it. City Hall mailroom staff then arrange for the item to be picked up by Purchasing staff.

The US Postal Service DOES NOT deliver any mail (US Postal Express Mail, Certified, Priority, Overnight, etc.) to our

physical address of 101 City Hall Plaza (Annex). Late bids cannot be accepted.

11. Bid opening. If this contract is designated as formally bid, the City will open all bids in public at the time and place

indicated. Bidders are welcome to such bid openings. On the other hand, if this contract is designated as informally bid, the

City may open bids at any time without a public bid opening. If so, it is expected that bids will be tabulated the first

working day after the date indicated as the last date on which to submit bids.

12. Bid tabulation. The City will provide a bid tabulation upon request.

13. Withdrawal of bid. The deadline described in this Withdrawal of bid section applies if the bid is subject to N.C.G. S. 143-

129. A request to withdraw pursuant to N.C.G. S. 143-129.1 must be made prior to the award of the contract but not later

than 72 hours after the opening of bid. City holidays observed pursuant to City Code section 42-16, Saturdays, and

Sundays are not included in the 72 hours.

14. Keeping bids open. Except to the extent otherwise provided by law, bids shall not be withdrawn and bids shall remain

subject to acceptance by the City for a period of 45 days after the deadline for submitting bids.

15. Award procedure and timing. Some awards can be made by the City Manager or other City staff and do not go before

the City Council. However, if the award of this contract is to be made by the City Council, the City Council usually

decides on awards about five weeks after the bid opening. The City Council decisions are usually taken at the meetings that

begin at 7:00 PM on the first and third Mondays of the month in Durham City Hall, except for a reduced meeting schedule

in July. Award of this bid shall be made to the lowest responsible, responsive Bidder, taking into consideration

quality, performance, and time. The City will deem what is in the best interest of the City. Prices are to be firm for

the duration of the contract. The City shall reserve the right to cancel the contract upon 60 days’ written notice.

16. How the City will interpret errors and omissions in the bid. When writing numbers, bidders shall use figures (1, 2, 3,

and so forth), unless instructions provide otherwise. Unless otherwise indicated, all of the open blanks in the bid form

(including alternates) are required to be filled in as part of a complete bid. The bid documents indicate whether bidders

have the option of not bidding on some items. An optional blank that is left blank is understood to mean that the bidder

does not propose to supply that item, and it will be deemed that the bidder does not propose to supply that item. If the

bidder chooses to write something in an optional blank when the bidder does not propose to supply that item, the bidder

should write “no bid.”

17. Protests. If (i) the City seeks bids from more than one person (which includes companies and other firms), (ii) the contract

goes to the City Council with a recommendation of award, and (iii) the responsible City staff person posts a notice of intent

to make a recommendation to City Council, the City’s formal protest procedure applies. When those three -- (i), (ii), and

(iii) -- conditions exist, a protesting bidder must file its protest promptly or lose the right to protest. The policy is FP 113-1

and is titled “Administrative Review of Recommendations for Contract Award.” Upon request, the Purchasing Division

will supply a copy of the policy.

18. Changes after award. Any changes made after the bid has been awarded, including those regarding specifications and

quantities, must be with the written consent of the Purchasing Manager or other designee of the City Manager and may

require a contract amendment.

19. Cost Adjustments. The cost for all items as quoted herein shall remain firm for no less than six (6) months following the

contract award date. Costs for subsequent periods and any extension term periods shall be subject to an adjustment only if

increases occur in the industry. However, unless very unusual and significant changes have occurred in the industry, such

increases shall not exceed 5% or, whichever is less, the latest percentage increase in the All Urban Consumers Price Index

(CPI-U) (National) as published by the Bureau of Labor Statistics, U.S. Dept. of Labor. Increases, or decreases in the CPI

shall be that latest index published and available at the time of requested increase or decrease compared to the index for the

month the contract was awarded.

Any requested cost increase shall be fully documented and submitted to the City at least sixty (60) days prior to the

requested effective start date. In the event the CPI or industry costs decline, the City shall receive, from the Contractor, a

reasonable reduction in costs that reflect such cost changes in the industry. The City may, after examination, refuse to

accept the adjusted costs if they are not properly documented, increases are considered to be excessive, or decreases are

considered to be insufficient. In the event the City does not wish to accept the adjusted costs and the matter cannot be

resolved to the satisfaction of the City, the contract will not be renewed and the City will rebid the contract.

Any contract extension is subject to the continuation of usage and the appropriation of funds

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Bid Number:	26-1023
Bid Title:	RE-BID: Term Contract for Asphalt
Category:	Requests for Proposals/Qualifications and Services
Status:	Open

RE-BID: Term Contract for Asphalt

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