2026 ANNUAL PAVING IMPROVEMENTS
Invitation to Bid: 25-1201
CONSTRUCTION DOCUMENTS
Including
Bid Documents, Contract Documents,
and Specifications
Prepared and issued by:
The City of Ardmore, Oklahoma
23 South Washington Street
Ardmore, Oklahoma 73401
December 12, 2025
NOTICE TO BIDDERS
Notice is hereby given that the City of Ardmore, Oklahoma, will receive and open sealed bids for
the construction services for
2026 ANNUAL PAVING IMPROVEMENTS
BID 25-1201
a contract which provides for the repair, construction and finishing of asphaltic concrete
pavements throughout the city limits of Ardmore, Oklahoma.
Sealed bids for the labor contract, which will be received in the offices of the Purchasing
Department, City of Ardmore, 23 South Washington Street, Ardmore, Oklahoma 73401, are due
no later than
2:00 PM CST on Thursday, January 29, 2026
Sealed bids can also be mailed to the Office of the City Clerk at Post Office Box 249, Ardmore,
Oklahoma 73402, provided they are received by the date and time referenced above. Bids shall
be opened in First Floor Conference Room, City Hall, 23 South Washington at the above stated
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 For Bidders contained in the Contract
Documents. Contract Documents may be examined at the following places:
• City of Ardmore – City Hall Annex, 15 1st Avenue SE, Ardmore, OK 73401.
• City of Ardmore – First Floor Conference Room, City Hall, 23 South Washington Street,
Ardmore, OK 73401.
Copies of Contract Documents, digital (PDF) may be obtained from the City of Ardmore –
Purchasing Department upon email request to sshaw@ardmorecity.org.
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 sixty (60) days from the time the bids are opened.
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.
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.
A mandatory pre-bid meeting will be held at 11:00 A.M., Tuesday, January 13, 2026, at the
Engineering Department, City Hall Annex, 15 1st Avenue SE, Ardmore, Oklahoma, 73401.
Sherrill Shaw
Purchasing Coordinator
Published in The Ardmoreite: Saturday, December 13, 2026 and Saturday, December 20, 2026.
INSTRUCTIONS FOR BIDDERS
Invitation to Bid: 25-1201
Preface
Bids will be received by City of Ardmore (hereinafter called the “City”), at 23 South Washington
Street, Ardmore, OK 73401 until 2:00 PM, CST, on the 29th day of January 2026, and then at said
office, publicly opened and read aloud.
Obtaining Contract Documents
The Contract Documents may be examined at the offices of the City of Ardmore Purchasing
Coordinator, 23 South Washington Street, 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, by mail to 23 South Washington Street, Ardmore, OK, 73401, or by email to
sshaw@ardmorecity.org. The Contract Documents are available in digital format at no charge
and will be sent via Dropbox.
Project Analysis and Bid Preparation
Each bidder is responsible 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.
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.
A mandatory pre-bid meeting will be held in the Engineering Department, City Hall Annex, 15 1st
Avenue SE, Ardmore, OK 73401, at 11:00 AM, CST Tuesday, January 13, 2026.
The Contract Documents contain the provisions required for the execution 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 included in the Contract Documents.
If alternate bids are solicited, they will be listed in numerical order with the highest priority being
number one, second priority being number two, etc. When alternates are used, the low bidders
will be selected by the lowest responsible 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 by typewriter, and the bid form must be fully completed and executed when
submitted. 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 Department
23 South Washington Street
Ardmore, OK 73401
Each sealed envelope containing a bid must be plainly marked on the outside as a
“2026 ANNUAL PAVING IMPROVEMENTS
Invitation to Bid: 25-1201”
along with the bidder’s name, address, and phone number.
(If the bid is forwarded by mail, the sealed envelope containing the bid must be enclosed in
another envelope addressed to the Purchasing Department as described above.)
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 will not be considered.
No bidder may withdraw a bid within sixty (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 City 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 maintenance bond have been
executed and approved, after which it will be returned. A certified check or letter of credit may
be used in lieu of the bid bond.
Bid Opening
Sealed bids will be opened shortly after 2:00 PM, CST on Thursday, January 29, 2026, in no
particular order and read aloud. Bids will be opened in the First Floor Conference Room, City
Hall, 23 South Washington Street, Ardmore, OK 73401. Upon opening, the City Clerk, or their
representative, shall verify that the bid is presented on the designated Bid Proposal and that the
bid is accompanied by the required Bid Bond or suitable substitute. Bids without bid surety will
not be read nor tabulated.
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
