25-1100 - SUPPLIES & MATERIALS BID
| Location: | Oklahoma |
|---|---|
| Posted: | Nov 17, 2025 |
| Due: | Dec 8, 2025 |
| Agency: | City of Ardmore |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | 25-1100 |
| Publication URL: | To access bid details, please log in. |
| Bid Number: |
25-1100
|
| Bid Title: |
25-1100 - SUPPLIES & MATERIALS BID
|
| Category: | Purchasing Bid |
| Status: | Open |
| Additional Status Information: | Please see Referenced Material |
|
Attachment Preview
ADVERTISEMENT FOR BIDS
NOTICE TO BIDDERS
City of Ardmore, 23 South Washington, Ardmore, OK 73401; (580) 226-2100
Separate sealed Bids for Bid No.: 25-1100– STREET SUPPLIES AND MATERIALS, will be received
at the office of the Purchasing Department, at the above address until 2:00 P.M., C.S.T. on
Monday, December 8, 2025, and then publicly opened and read aloud in the First Floor
Conference Room.
The requested bids are for the acquisition and purchase of an assortment and variety of
materials, special equipment, devices or subsystems for the maintenance, repair, renovation,
rehabilitation, or upgrade of engineering, street, storm sewer, utilities and building systems. The
list of such items for which bids are sought are shown in the Bid Proposal. This solicitation is a
request for bids for materials; it is not a solicitation for construction services. The items for which
bids are solicited shall be procured, based on bids received, in accordance with City of Ardmore
published procurement policies.
The OWNER 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may be withdrawn prior to the above scheduled time for the opening of BIDS or authorized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 sixty (60) calendar days following the actual
date of the opening thereof. The selected Bidders shall honor the bid prices from the date of
January 1, 2026 through June 30, 2026, with the option to renew for one (1) additional six (6)
month extension.
The OWNER reserves the right to: change dates the bid will be considered; waive all informalities;
reject any and all bids; choose whether to accept alternates, if applicable; adjust quantities; and
add or omit items of work as deemed necessary to conform with budget or other constraints;
and to accept that bid deemed most advantageous for value received. Bids shall be price per unit
or quantity specified, FOB Ardmore. This Contract may be subject to the Oklahoma Local Bidder
Preference Law.
Bids shall be made in accordance with the Instructions for Bidders contained in the Contract
Documents. Contract Documents may be examined or obtained at the City of Ardmore’s
Purchasing Office, located on the 1st floor of City Hall at 23 South Washington, Ardmore,
Oklahoma. The Purchasing Department may be reached at (580) 221-2582 or
sshaw@ardmorecity.org.
City of Ardmore, Oklahoma
Published in The Ardmoreite on Saturday, November 15, 2025, and Saturday, November 22,
2025.
INSTRUCTIONS FOR BIDDERS
Preface
The City of Ardmore wishes to procure a variety of items of materials, equipment, and system
components for installation in, reconstruction or repair of City engineering, street, utility and
building systems. This solicitation is a request for bids for materials and supplies; it is not a
solicitation for construction services.
Bids will be received by the Purchasing Agent, City of Ardmore, Oklahoma (hereinafter called the
“City”), at 23 S. Washington, Ardmore, OK 73401, until 2:00 p.m. C.S.T., on Monday, December
8, 2025, and then publicly opened and read aloud in the Purchasing Department.
Obtaining Documents
Copies of the bid form are available in hard copy in the Purchasing Department Room 103, City
Hall, 23 S. Washington, Ardmore, OK 73401, at no cost. Copies of the pertinent instruction and
bid forms in digital file form may also be obtained by contacting the City of Ardmore Purchasing
Coordinator, Sherrill Shaw at (580) 221-2582 or sshaw@ardmorecity.org.
Analysis and Bid Preparation
Should any Bidder have questions or require clarification prior to the closing of the solicitation,
they may be submitted to Sherrill Shaw by emailing sshaw@ardmorecity.org or by calling (580)
221-2582.
The City may order none, some or all of the individual line items based on the bids; and may order
some items on multiple occasions during the period for which the Bids remain in effect. Bidders
should therefore prepare their bids for each individual line item independent of its real or
perceived relationship to any other related line item.
It shall be assumed and the Bidder grants that
• The unit prices or lump sums shall be full compensation for furnishing and delivering the
items of materials, equipment, components or devices to the ‘City’ or designated
representatives at the Public Works facility, City Hall or to a designated location, such as a
worksite, within the City limits of Ardmore;
• All surcharges, charges or fees shall be included in the unit price bid.
• The City of Ardmore shall not accept charges or fees in excess of the unit price bid.
• The City reserves the right to increase, reduce, or delete any item(s) in the bid as deemed to
be in the best interest of the City;
• The bid prices shall be effective January 1, 2026 through June 30, 2026 with one (1)
additional six (6) month extension; the City reserves the right to extend the expiration date
of the bids for up to 180 days when it is considered in the City's best interests and only with
the mutual agreement of the awardee;
• Payment shall be based on the unit price for the actual quantity of items ordered and
delivered, FOB Ardmore;
• He or she has examined the technical specifications and agrees to provide the specified items
or items of equal or better value, provided such alternative item has been approved by the
City Purchasing Agent prior to the submission of the bid;
• The Bidder agrees in lieu of a security bond to honor his or her bid for a period of 30 days
following the publication of all bids received; and, if designated the principal Bidder based
on the lowest and most responsible bid received, honor said bid price through June 30, 2026;
and if he or she fails to do so, shall not be qualified to bid or offer bids to the City or its
Authorities for a period of one year;
• If selected to provide the item or items offered, the Bidder agrees to provide said items
within the designated delivery times shown in the specifications, or 14 days, whichever is
greater, following the date of the Order upon which the bid price is made; and should the
Bidder be unable to meet requisite delivery times, the City reserves the right to select the
next lowest bidder or available vendor, consistent with City purchasing policies. Because
time is of the essence, the only exception to this will be concrete. If concrete cannot be
provided on the date it was ordered for, the City reserves the right to select the next lowest
Bidder or available vendor, consistent with City purchasing policies.
• The undersigned understands that the City reserves the right to reject any or all Bids, or
award bid by item for all or none, or to waive any formality or technicality in any Bid as it
deems to be in the best interest of the City.
Bid Submittal
Bids may be delivered in person or may be transmitted by US Mail or courier:
• Bids delivered in person or by courier must be received in the
City of Ardmore
Purchasing Department
23 S. Washington
Ardmore, OK 73401
as long as, they are received by 2:00 PM, C.S.T., Monday, December 8, 2025. Bids shall be received
until the closing date and time and thereafter opened and read at the above stated time for
receipt of bids or as soon thereafter as practicable.
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.
The intent of the solicitation is to enable the City to procure selected items on an as-needed and
a periodic basis through June 30, 2026 subject to the delivery stipulations noted in the Bid
Proposal below.
All Bids shall be entered upon and submitted using the Bid Form below. Each Bidder may present
Bids for as few or as many items as he or she may choose. Blank entries on the Bid Form shall be
considered to denote, “no bid”. When submitting the Bid, the Bidder shall enter their unit price
bid(s) on the form, sign the Bid Form at the bottom of the form and present the entire form to
the Purchasing Department with the signature page.
The Bid Form is divided into 3 sections, each section consisting of similar or related items. Bidders
should not deduce that the ordering of one or more items is necessarily related to the likely
procurement of any other item or items. All unit prices include delivery except where noted.
A tabulation shall be prepared following the receipt of Bids and made available to all Bidders
within 7 days following the publication of the Bids.
SAMPLE
BID ENVELOPE EXTERIOR LABEL
Street Supplies and Materials
Bid Solicitation No.: 25-1100
Name of Bidder ___________________________________________
Bid Form
Business Address of Bidder _______fo_r_________________________
City Engineering Supplies and Materials
__________________B_id__S_o_li_c_it_a_t_io_n__N__o_. ________________________________
Business Telephone _______________________________________
Business Email of Bidder ____________________________________
BID PROPOSAL
for
Street Supplies & Materials Bid
Solicitation No.: 25-1100
Section 1. Concrete, Asphalt and Related Materials.
Provide Portland Cement Concrete delivered to a project site (within the Ardmore City Limits) including
all charges and fees. Each order for concrete shall be placed in 1/2 cubic yard increments with 2 cubic
yard minimum per individual order. Each order for asphalt shall be placed in 1-ton increments with 10
tons minimum per order. Asphalt unit price shall be for pickup at Bidder’s plant within 60-mile radius of
Ardmore city center. The concrete and asphalt materials shall meet the specifications of the 2019
Oklahoma Department of Transportation Standard Specifications for Highway Construction. The City of
Ardmore shall not accept any surcharges, charges, or fees. Any surcharges, charges, or fees shall be
incorporated into the Unit Price bid.
Item No
Description
Unit
Unit Price
1.1 PCC Class A 3000 psi 6-sack ODOT 701 (No Fly Ash)
CY
1.2 PCC Class AA 4000 psi
CY
1.3 Flowable Fill, 5-sack
CY
1.4 PCC 3500 psi High Early Strength
CY
1.5 PCC 4000 psi High Early Strength
CY
1.6 Asphalt Superpave Type S3
TON
1.7 Asphalt Superpave Type S4
TON
1.8 Asphalt Superpave Type S5
TON
1.9 Reinforcing Bar #4 x 20 feet, Grade 60 Steel
EA
1.10 Reinforcing Bar #4 x 30 feet, Grade 60 Steel
EA
Note 1. Reference Item No. 1.1. Substitute fly ash for cement in a ratio between {[1.1 to 1.25 fly ash] to [1.0 cement]}.
Total cementitious material may include not less than 10% nor more than 25% fly ash by weight. The City uses fly ash
concrete during the summer months to improve workability in pavement construction without the need for additional
water. Engineer shall consider alternates or variations to these stipulations provided the concrete plant can achieve
the stipulated concrete compressive strength, closely match the "standard" water: cement ratio applied to normal
concrete, and submit mix design for approval. See PCA guidance: http://www.cement.org/docs/default-
source/fc_concrete_technology/is548-optimizing-the-use-of-fly-ash-concrete.pdf.
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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See also
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...Code: Z2NE - REPAIR OR ALTERATION OF WATER SUPPLY FACILITIES NAICS Code: 237110 ...
DEPT OF DEFENSE
Bid Due: 7/01/2026
...Code: Z2NE - REPAIR OR ALTERATION OF WATER SUPPLY FACILITIES NAICS Code: 237110 ...
DEPT OF DEFENSE
Bid Due: 7/01/2026
* Disclaimer: Information regarding bids, requests for proposals (RFPs), or requests for qualifications (RFQs) is provided on this website only for convenience and does not constitute official public notice. Persons wishing to respond to or inquire about bids, RFPs, or RFQs should contact the appropriate government department.