RFX 3160007986 Agency Contract for Hot and Cold Mix Asphalt
| Location: | Mississippi |
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| Posted: | Apr 3, 2026 |
| Due: | Apr 21, 2026 |
| Agency: | State Government of Mississippi |
| Type of Government: | State & Local |
| Category: |
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| Solicitation No: | 1941-26-R-IFBD-00032 |
| Publication URL: | To access bid details, please log in. |
Procurement Details
| Smart Number | 1941-26-R-IFBD-00032 | Advertised Date | 04/03/2026 8:00 AM |
| RFx # | 3160007986 | Submission Date | 04/21/2026 10:30 AM |
| RFx Status | Open | Major Procurement Category | COMMODITIES |
| RFx Opening Date | 04/21/2026 10:30 AM | Sub Procurement Category | SUPPLIES - NON-TECHNOLOGY |
| RFx Type | Invitation for Bid | ||
| Agency | MS DEPT OF TRANSPORTATION | ||
| RFx Description |
RFX 3160007986
Agency Contract for Hot and Cold Mix Asphalt Mississippi Department of Transportation Bids can be submitted electronically through the MAGIC portal or Sealed Paper: RFX 3160007986 PROCUREMENT DIVISION (5TH FLOOR) WILLIAM J. BILLY MCC |
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Contact Information
| Name | Marvin Grayer | MGRAYER@MDOT.MS.GOV | |
| Phone | Fax |
RFx Items
| PRODUCT CATEGORY | PRODUCT DESCRIPTION |
| 74507 | RoadMaterAspCutLatex |
Awarded
| VENDOR NAME | VENDOR NUMBER | AWARD DATE | AWARD AMOUNT | FUNDING SOURCE |
Bid Attachments
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Attachments
Attachment A RFX Response in MAGIC |
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Attachments
Attachment B Magic Supplier Self- Service (3) |
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Attachments
Attachment C Petroleum Prices |
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Attachments
Attachment D Material Price Adjustment Sheet and Example |
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Attachments
Attachment E EEV (1) |
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Attachments
Attachment F Pricing Pages Hot and Cold Mix |
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Attachments
Attachment G Example of Agency Contract Hot & Cold |
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Attachments
RFX3160007986 BID PACKET FOR HOT AND COLD MIX ASPHALT |
Attachment Preview
NOTICE AND INSTRUCTIONS
RFX No. 3160007986
1.0 GENERAL
The Mississippi Transportation Commission (MTC) intends to utilize the Sealed Bid Process to award an
agency contract for the purchase of HOT AND COLD MIX ASPHALT for the Mississippi Department
of Transportation (MDOT). The contract period shall be July 1, 2026 through December 31, 2026.
2.0 BID SUBMITTAL
2.1 SUBMITTAL DEADLINE
Sealed competitive bids will be received until 10:30 AM CST on Tuesday, April 21, 2026 at the William
J. “Billy” McCoy Building, (Department of Transportation Building), Procurement Division, 5th Floor, 401
N. West, Jackson, Mississippi, 39201 or electronically into the MAGIC Procurement Portal as described
herein and shortly thereafter publicly opened.
2.2 RESPONSE TO RFX (BID)
When submitting the bid, the bidder must ensure all questions have been answered within the RFX and all
proposed items in the RFX have a response.
2.3 ELECTRONIC BID SUBMITTAL
Sealed Competitive Bids may be submitted electronically through the State of Mississippi’s MAGIC
system at the following websites:
https://portal.magic.ms.gov
or https://www.ms.gov/dfa/contract bid search/Contract.
Please use the websites above to search for RFX No. 3160007986
2.4 ELECTRONIC COMPETITIVE SEALED BID SUBMITTAL ASSISTANCE
You must have the Bid number listed in the advertisement. Please refer to Attachment A for instructions
for RFX responses in MAGIC. If you need assistance, please call the Mississippi Management and
Reporting System (MMRS) help desk at 601-359-1343, select Option 2 for MAGIC functionality. Please
allow a day or two for assistance with your issue.
Bidders must be registered in MAGIC when submitting an electronic bid proposal.
If the bidder is not registered as a bidder for the State of Mississippi, please go to the following website:
http://www.dfa.ms.gov/dfa-offices/mmrs/mississippi-suppliers-vendors/ and click on Mississippi Suppliers
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(Vendors) on left side of the webpage. Arrow to bottom of page and select Supplier Self Service and click
the link “MAGIC Supplier Self-Service Reference Guide” (Attachment B). This website has information to
help you register as a vendor for the State of Mississippi. Should you need assistance, please contact the
MMRS help desk at 601-359-1343.
2.5 SEALED PAPER COMPETITIVE BID SUBMITTAL
If the bidder cannot submit an electronic bid proposal, a sealed paper competitive bid will be received by
the MTC at its offices in the William J. “Billy” McCoy Building, (Department of Transportation Building),
Procurement Division, 5th Floor, 401 N. West, Jackson, Mississippi, 39201 until 10:30 AM CST, Tuesday,
April 21, 2026
2.6 SEALED PAPER COMPETITIVE BID SUBMITTAL INSTRUCTIONS
Proposals must be made on forms furnished by the Mississippi Department of Transportation or they will
not be considered. Letters will NOT be considered a part of your proposal and any alteration of the bid
forms in any manner shall be considered non-conforming and bid shall be rejected.
If you are submitting an ALTERNATE BID, YOU MUST MAKE COPIES OF ORIGINAL FORMS
AND SUBMIT AS SEPARATE BID.
Facsimile transmissions or email submissions will not be accepted for Bid Submittals.
Conditional or qualified bids will not be considered.
3.0 RFX SPECIFICATIONS
All materials and equipment must conform to the Mississippi Standard Specifications for Road and Bridge
Construction of 2017 and any amendments thereto, where applicable.
All materials supplied on this contract must come from suppliers that are approved by the Mississippi
Department of Transportation.
All materials supplied under this contract shall be subject to testing by the Mississippi Department of
Transportation Materials Division. Any material which does not meet Mississippi Department of
Transportation specifications shall be returned at the Vendor's expense and invoices for said material will
not be processed. Failure to meet specifications on any purchase may result in an award to the next eligible
bidder on future purchases made during the life of the contract.
Delivery: As needed to job sites specified by the District Maintenance Engineer; delivery shall be required
the next day after notification.
4.0 MATERIAL ADJUSTMENT
A Material Adjustment will be applied to materials listed on the “PRICING PAGES FOR THE PERIOD
OF January 1, 2026 through June 30, 2026” quote sheets with the adjustment code (A2).
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The payment cycle for material subject to a material adjustment will be from the 16th of the month through
the 15th of the following month in order to allow for the distribution of the Petroleum Products Based
Prices for the current period. The Petroleum Products Based Prices which are issued on the 15th of each
month are to be used for calculating the materials adjustment through the 15th of the following month. An
invoice along with the CSD-881MND is required before payment will be made. The materials adjustment is
to be shown as a separate line item on the same invoice as the materials. The materials adjustment for the
product CRS-2TR can be made based on the figures for CRS-2P.
The material base prices for this contract are shown in the attached Notice to Bidders entitled “Petroleum
Products Base prices for Contracts Let in March 2026”. The monthly base prices can be obtained from
the District Maintenance Engineer after the 15th of each month.
See Attachment C: Petroleum Products Base Prices for Contracts Let in March 2026.
See Attachment D: CSD-MND-Work Sheet for Material Price Adjustment
5.0 PROTEST PROCEDURE
5.1 PROTEST INFORMATION
It is the intent of the Specifications to obtain a product that will adequately meet the needs of the user while
promoting the greatest extent of competition that is practicable. It is the responsibility of the prospective
bidder to review the entire Notice and Instructions and proposal packet and to notify MDOT Procurement
Division if the Specifications or Instructions are formulated in a manner which would unnecessarily restrict
competition. Any protest or question concerning the specifications or bidding procedures must be received
in writing by the Mississippi Department of Transportation Procurement Division by 10:00am CST,
Wednesday, April 16, 2026 The Mississippi Department of Transportation Procurement Division may be
reached at telephone number 601-359-7300, facsimile number 601-359-7302, or aharrell@mdot.ms.gov.
Protest of the award of this bid shall be done in accordance with Chapter VI of the Procurement Manual of
the Office of Purchasing, Travel and Fleet Management of the Mississippi Department of Finance and
Administration.
6.0 GENERAL INSTRUCTIONS
6.1 INSTRUCTIONS FOR BIDDERS
Detailed information may be obtained from the PROCUREMENT DIVISION by calling (601) 359-7300.
The MTC reserves the right to reject any or all bids and to accept all or only certain units of any bid. The
MTC reserves the right to award one or more of the items in the various proposals to one or more
companies.
It is understood that all proposals are submitted on the basis of complying with the provisions, terms and
specifications set out herein, and in the proposal forms PROVIDED THAT YOU CAN DO SO UNDER
THE VARIOUS GOVERNMENT RULINGS AND DIRECTIVES NOW IN EFFECT OR WHICH MAY
BE ISSUED DURING THE PERIOD OF CONTRACT. In the event you bid on furnishing any materials
which are prohibited from being manufactured by a Government ruling or directive and are awarded such
materials, you will not be required to make such shipment of said prohibited materials so long as
Government directive is in effect. However, any change in specifications or provisions of the quotation
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should be discussed with MDOT promptly upon your being advised of the Government ruling or directive
necessitating a change.
The MTC reserves the right to waive minor technicalities on bid proposals and specifications when it is in
the best interest of the Mississippi Department of Transportation. The MTC reserves the right to waive
minor technicalities when it is in the best interest of the State.
Unless otherwise specified, all formal bids shall be binding for a minimum of sixty (60) days after opening.
If a bid is withdrawn after opening, bidder will be removed from the list of eligible bidders for a period of
(6) six months.
Failure to respond on three contract advertisements will result in removal from the prospective bidders list.
bidder must be duly qualified to do business and in good standing in the State of Mississippi and remain
duly qualified and in good standing throughout the term of the contract and for as long thereafter as any
obligations may remain outstanding under the contract.
To register or check your status with the State of Mississippi, visit
https://corp.sos.ms.gov/corp/portal/c/page/login/portal.aspx
6.2 OFFICE CLOSURE
If the location of the bid opening to the public is closed for any reason, including but not limited to: acts of
God, strikes, lockouts, riots, acts of war, epidemics, governmental regulations superimposed after the fact,
fire, earthquakes, floods, or other natural disasters, (the “Force Majeure Events”), which closure prevents
the opening of bids at the advertised date and time, all bids received shall be publicly opened and read
aloud on the next business day that the location shall be open to the public and at the previously advertised
time. The new date and time of the bid opening, as determined in accordance with this paragraph, shall not
be advertised, and all bidders, upon submission of a bid proposal, shall be deemed to have knowledge of
and shall have agreed to the provisions of this paragraph. Bids shall be received by the agency until the new
date and time of the bid opening as set forth herein. The agency shall not be held responsible for the receipt
of any bids for which the delivery was attempted and failed due to closure as a result of a Force Majeure
Event. Each bidder shall be required to ensure the delivery and receipt of its bid by the agency prior to the
new date and time of the bid opening.
7.0
AWARD INSTRUCTIONS
7.1 AWARD CRITERIA
Award will be made to all bidders meeting specifications, If product is to be picked up, purchases will be
made from the bidder providing the lowest cost to the Mississippi Department of Transportation (taking
into account the line item pricing and the cost of transporting the product). If the materials are to be
delivered, purchases will be made from the lowest bidder (line item pricing, plus haul charge) able to
deliver in a timely manner. All purchases must meet Mississippi Department of Transportation
specifications and bid requirements. Failure to meet specifications on any purchase may result in an award
to the next eligible bidder on future purchases made during the life of the contract.
Delivery: As needed to job sites specified by the District Maintenance Engineer; delivers shall be required
the next day after notification.
Delivered at all MDOT locations in Mississippi. Final award approval will be made by the Mississippi
Transportation Commission.
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7.2 AWARDED BIDDER INSTRUCTIONS
If award is made by the MTC, a contract will be forwarded to the successful bidder(s). Purchase Orders will
be issued on as needed basis by MDOT. A Purchase Order will only be issued by MDOT when there is an
executed contract between the agency and bidder. Any action by a bidder prior to the receipt of a Purchase
Order will be at the bidder’s “OWN RISK” and the Mississippi Department of Transportation will not be
held liable for such action.
7.3 AGENCY CONTRACT TERM
The contract shall begin on July 1, 2026 through December 31, 2026. There will be no extensions for the
contract.
7.4 CANCELLATION OF AGENCY CONTRACT
Any contract or item award may be canceled with or without cause by the MTC upon 30 days written
notice of intent to cancel. Cause for the MTC to cancel may include but is not limited to: cost
exceeding current market prices for comparable purchases; request for increase in prices during the period
of the contract; or, failure to perform to contract conditions. The bidder will be required to honor all
purchase orders prepared and dated prior to the date of expiration or cancellation if received by the bidder
within a period of 30 days following the date of expiration or cancellation. Cancellation by the MTC does
not relieve the bidder of any liability arising out of a default or nonperformance. If a contract is canceled
by the MTC due to the request for an increase in prices or failure to perform, bidder may be removed from
the bidders list for a period of twelve (12) months. Protests of said removal from the bidders list shall be in
accordance with Chapter VI of the Procurement Manual of the Office of Purchasing and Travel of the
Mississippi Department of Finance and Administration.
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