ARDMORE RAW WATER TRANSMISSION LINE
AIR VALVE REPLACEMENT
BID NO. 25-1200
CONTRACT DOCUMENTS
Including
Bid Documents, Contract, Bonds, Affidavits
Site Drawings, and Specifications
Issued by:
The City of Ardmore
23 South Washington
Ardmore, Oklahoma 73401
December 20, 2025
ADVERTISEMENT FOR BIDS
NOTICE TO BIDDERS
Notice is hereby given that the City of Ardmore, Oklahoma, will receive and open sealed bids for
the construction of
ARDMORE RAW WATER TRANSMISSION LINE
AIR VALVE REPLACEMENT
BID NO. 25-1200
The purpose of this phased project is to replace valves, air vacuum valves, combination air
release/air vacuum valves, and all connected fittings in twenty-seven (27) existing concrete vaults
along a raw water transmission line. The project also includes installing a blow off on the raw
water transmission line.
Sealed bids for the project, which will be received in the offices of the Purchasing Office, City of
Ardmore, 23 South Washington, Ardmore, Oklahoma 73402, are due no later than
2:00 P.M., CST, on Wednesday, January 21, 2026
Sealed bids can also be mailed to the Purchasing Office at Post Office Box 249, Ardmore,
Oklahoma 73402, as long as they are received by the date and time referenced above. Bids shall
be opened in the 1st Floor Conference Room, at the above-mentioned time for receipt of bids or
as soon thereafter as practicable and publicly read aloud and tabulated.
Bids shall be made in accordance with the Instructions to Bidders contained in the Contract
Documents. Contract Documents may be examined at the following places:
• City of Ardmore – Purchasing Office, 23 South Washington, Ardmore, OK 73401, (580)
221-2582 or https://www.ardmorecity.org
• Digital copies of the Construction Documents may be obtained by
Dropbox, mail, or email request to sshaw@ardmorecity.org at no charge.
All bids timely received shall be considered by the City prior to a Contract being awarded. Bids
received more than ninety-six (96) hours, excluding Saturdays, Sundays, and Holidays, before the
time set for opening of bids, as well as bids received after the time set for opening of bids, will
not be considered and will be returned unopened. The Bidder shall honor the quoted prices for
a period of 60 days from the time the bids are opened.
The City reserves the right to reject any or all bids and reserves the right to waive immaterial
defects and irregularities or award the bid by item/schedule or all/none as it deems to be in the
best interest of the City.
Bid security in the form of a cashier's check, a certified check, or a Surety Bond in the amount of
five percent (5%) of the Base Bid shall accompany the sealed Bid of each Bidder. Bid security will
be returned to the unsuccessful Bidders.
The Bidder shall only use the City’s Bid Proposal and affidavits or photocopies thereof. All forms
must be signed and all affidavits sworn to and notarized. All bids shall be typewritten or in ink.
Bidder shall file the bid in a sealed envelope. Each envelope shall bear a legible notation thereon
that it is a bid upon the project proposed and the name of the Bidder.
The Successful Bidder shall deliver the executed Contract and Bonds together with the
certificates of insurance, all as required in the Contract Documents, to the City no later than
fifteen (15) calendar days following the City’s notification of its intent to award the Contract,
unless that time is extended by the City.
The City may issue addenda as may be necessary in the best interest of the public and the City.
Addenda may amend the date and/or time for receipt of bids or any specification, item,
document or requirement in the Contract Documents upon notice to all prospective Bidders who
have purchased Contract Documents for this project. The Contract will be awarded to the lowest
and best Bidder. This Contract may be subject to the Oklahoma Local Bidder Preference Law.
A mandatory pre-bid conference will be held at 10:00 AM, Thursday, January 8, 2026, at the
Public Works Facility, located at 317 E. Veterans Blvd., Ardmore, OK 73401
Sherrill Shaw
Purchasing Coordinator
Advertisement Date: Saturday, December 20, 2025 and Saturday, December 27, 2025
Published in The Ardmoreite
INSTRUCTIONS FOR BIDDERS
Preface
Bids will be received by the City of Ardmore (hereinafter called the “City”), at 23 South
Washington, Ardmore, OK 73401 until 2:00 P.M., CST, on Wednesday, January 21, 2026, and then
publicly opened and read aloud at the 1st floor Conference Room shortly after.
Obtaining Contract Documents
The Contract Documents may be examined at the offices of the City of Ardmore Purchasing Director, 23
South Washington, Ardmore, OK 73401. Copies of the Contract Documents may be obtained by
telephone, mail, or email request by contacting Sherrill Shaw at (580) 221-2582 or
sshaw@ardmorecity.org. Documents may also be obtained at https://www.ardmorecity.org.
Project Analysis and Bid Preparation
Each bidder is responsible for inspecting the site and for reading and being thoroughly familiar
with the contract documents. The failure or omission of any bidder to do any of the foregoing
shall in no way relieve any bidder from any obligation with respect to its bid.
Bidders must satisfy themselves on the accuracy of the estimated quantities in the Bid Proposal
by examination of the site and a review of the drawings and specifications, including addenda.
Bidder shall submit all questions for clarification by Monday, November 3, 2025, to
sshaw@ardmorecity.org. Responses to all questions for clarification will be sent to all known
bidders, in an addendum, by Wednesday, November 5, 2025. After bids have been submitted,
no bidder shall assert that there was a misunderstanding concerning the quantities of work or of
the nature of the work to be done.
The contract documents contain the provisions required for the construction of the project.
Information obtained from an officer, agent or employee of the City or any other person shall not
affect the risks or obligations assumed by the contractor or relieve the contractor from fulfilling
any of the conditions of this contract.
A mandatory pre-bid conference will be held at 10:00 AM, Thursday, January 8, 2026, at the
Public Works Facility, located at 317 E. Veterans Blvd., Ardmore, OK 73401
In the event that alternate bids are solicited, they will be listed in numerical order with the
highest priority being number one, second priority being number two, etc. If and when alternates
are used, the low bidders will be selected by the lowest and best bid, considering all bids, which
include the selected alternate bids. The alternates will be listed in consecutive priority order to
remain within the funds available for the project.
Bid Submittal
All bids must be made on the required bid proposal form. All blank spaces for bid prices must be
filled-in, in ink or typewriter, and the bid form must be fully completed and executed when
submitted. Only one copy of the bid form is required. A conditional or qualified bid will not be
accepted.
Each bid must be submitted in a sealed envelope addressed to the:
City of Ardmore
Attn: Purchasing Office
23 South Washington
Ardmore, OK 73401
Each sealed envelope containing a bid must be plainly marked on the outside as a
“ARDMORE RAW WATER TRANSMISSION LINE
AIR VALVE REPLACEMENT
BID NO. 25-1200”
along with the bidder’s name, address, phone number.
If the bid is forwarded by mail, the sealed envelope containing the bid must be enclosed in
another envelope addressed to the City of Ardmore, Attn: Purchasing Department, 23 South
Washington, Ardmore, OK 73401.
The City may waive any informalities or minor defects or reject any and all bids. Any bid may be
withdrawn prior to the above-scheduled time for the opening of bids or authorized
postponement thereof. Any bid received after the time and date specified shall not be
considered. No bidder may withdraw a bid within 60 days after the actual date of the opening
thereof.
Each bid must be accompanied by a bid bond payable to the City for five percent (5%) of the total
amount of the bid. As soon as the bid prices have been compared, the Owner will return the
bonds of all except the three lowest responsible bidders. When the agreement is executed, the
bonds of the two remaining unsuccessful bidders will be returned. The bid bond of the successful
bidder will be retained until the payment bond, performance bond and statutory bond have been
executed and approved, after which it will be returned. A certified check may be used in lieu of
the bid bond.
Bid Opening
Sealed bids will be opened shortly after 2:00 PM, CST, on Wednesday, January 21, 2026, in
random order and read aloud. Bids will be opened in Ardmore City Hall, 1st Floor Conference
Room, 23 South Washington, Ardmore, OK 73401. Upon opening, the Purchasing Coordinator
shall verify that the bid is presented on the designated Bid Proposal and that the bid is
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
