Bituminus Materials - ITB #2026-PW-ASPHALT

The City of Bloomington Street Department through its Board of Public Works (hereinafter “City”) is seeking sealed bids for Bituminous Materials and Tack Oil as per the most CURRENT Indiana Department of Transportation (INDOT) specifications, Section 400 for this material.

1. Bidders shall examine and satisfy all conditions and qualifications outlined in the bid package. Bidders shall explain and fully describe all exceptions to the bid specifications. Please note that the taking of an exception may result in the bid being deemed non-responsive if it is determined by the Board of Public Works that the material or goods deviate from the current INDOT specifications. The city has the right to order any material not approved to be removed, and replaced by the specified material without challenge from the bidder, and without additional cost to the city.

1. It shall be the responsibility of the selected bidder to provide itemized monthly invoices and statements to the City of Bloomington Street Department in a timely manner.

1. Specify the location of the plant(s) for material to be picked up by city trucks.

1. A responsive and responsible bidder shall have the financial resources, technical experience, qualifications, personnel, facilities, and adequate inventory of the specified materials to render the services for the duration of the contract term. A bidder shall also have the resources to meet the completion schedule, if applicable, and to demonstrate a satisfactory performance record for completion of contracts.

1. All bids shall be valid for sixty (60) calendar days after bid opening.

1. The term covered by this bid shall be one year from the date of the award by the Board of Public Works. The contract to supply materials and supplies may be renewed beyond the expiration date to another term, not to exceed two additional one-year terms, by agreement of both the City and the Bidder.

1. The bidder certifies to the city that he/she possesses or can provide the necessary equipment, facilities, and personnel to fulfill the terms of the bid at the time of submission, contract award, and all times thereafter.

1. Should the bidder be unable to supply the necessary material required by the city, within an acceptable timeframe as determined by the city, the city shall have the option to obtain the necessary material from another source. A Liquidated Damages Contract Clause form is also included with this packet. This contract clause shall be completed and submitted with each bid.

1. No minimum or maximum number of tons or cubic yards of material to be purchased under the agreement is stated or implied herein. The amounts listed in the specifications are estimated maximum quantities.

1. The bidder must state as part of the bid, any fees for partial loads and/or minimum load fees, or any other additional fees that are not included in the unit price of the material.

1. The basis for bid evaluation shall include, but not be limited to, criteria such as reliability, life cycle costs, past performance, plant locations, bid prices, and the additional criteria listed in paragraph #4.

1. Bid prices received from the bidder shall be firm for the term of the contractual agreement and be available for purchases by all City of Bloomington departments and available for contractors performing work for the City of Bloomington on projects awarded by a city Board or Commission.

1. On dates that the city requires pavement milling, the bidder agrees to accept the Recycled Asphalt Product (R.A.P). The bidder further agrees to provide the city with a credit of a price per ton on the city’s future purchases of asphalt from the bidder. The amount of the credit shall be based upon the weight of the product most recently milled and removed from the site by the city and weighed by the bidder. The city shall be responsible for transporting the product to the bidder’s facility.

1. The city reserves the right to reject any and all bids and to waive to the extent permitted by law any of the terms, conditions, and provisions contained in the Invitation for Bid (ITB), any informality, irregularity or omission in any bid provided that such waiver shall be, in the discretion of the city, to the advantage of the city and its best interest.

The Board of Public Works shall award the agreement to the lowest responsive and responsible bidder who best satisfies the criteria listed.