Asphalt Concrete Plant Mix

NOTICE TO BIDDERS
REQUEST FOR BIDS (RFB) FOR
ASPHALT CONCRETE PLANT MIX
TOWN OF CHAPEL HILL, NORTH CAROLINA
BID: P27-08
TITLE: Asphalt Concrete Plant Mix
FROM: Lenore Bishop, Purchasing and Contracts Manager
NOTICE DATE: September 9, 2026
SUBMISSION DATE: September 25, 2026, at 11:00 AM EST
Pursuant to Section 143-129 of the General Statutes of North Carolina, sealed bids for the purchase of
ASPHALT CONCRETE PLANT MIX for the Town of Chapel Hill, North Carolina, will be received by the
Purchasing and Contracts Manager in Town Hall in Room # 102, 405 Martin Luther King Jr. Boulevard,
Chapel Hill, NC 27514, until Friday, September 25, 2026 at 11:00 AM EST, at which time they will be
publicly opened and read.
All requests for interpretations related to this RFB must be submitted in writing to Greg Ling, at
gling@chapelhillnc.gov by 4:00 PM EST on September 15, 2026. All responses to timely submitted
requests for interpretations will be published in the form of an addendum on the Town's website on
September 18, 2026.
Questions pertaining to the bidding procedures should be directed to the Purchasing Office at (919)
969-5022.
The Town of Chapel Hill reserves the right to reject any and all bids and to accept the bid most favorable
to the Town of Chapel Hill.

BID TERMS, CONDITIONS, AND REQUIREMENTS
ASPHALT CONCRETE PLANT MIX
BID: P27-08
1. Conditions And Requirements: (No Bid Bond Required).
Bidder should read and understand the circumstances and procedures under which this bid is let.
Bidder's response to the bid signifies acceptance of the obligations and rights specified herein.
Failure to respond to any requirements outlined in this request for bid, or failure to
enclose copies of the required documents, may disqualify the bid.
All bids are to be firm offers until June 30, 2027, and will be regarded by the Town of Chapel Hill
bidder's best and final offer.
Payment will be made within thirty (30) days after, in the judgment of the Town of Chapel Hill, the
bidder has completely delivered all materials and/or performed all the services in accordance with
the requirements of the Request for bids and/or specifications.
2. BID SCHEDULE.
Bid Request Issued: September 9, 2026
Requests for Interpretation Due: September 15, 2026, at 4:00 PM EST
Addendum Distributed: September 18, 2026
Bids Due: September 25, 2026, at 11:00 AM EST
Contract Execution: October 16, 2026
3. Questions And Addenda.
Bidders in doubt as to the meaning of any part of the terms, conditions or specifications, furnished
with or referenced by these Instructions, may submit questions in writing to Greg Ling at
gling@chapelhillnc.gov. All questions must be received by 4:00 PM EST on September 15, 2026,
to be answered in an addendum.
All emailed questions shall use the subject line shall read "RFB # P27-08 - Asphalt Concrete Mix."
All questions and responses will be compiled and issued as an addendum posted to the Town's
website at www.chapelhillnc.gov by Friday, September 18, 2026.
4. Bid Submission.
All bids must be typewritten or printed in ink. All items must be completed. Failure to do so
may disqualify the entire bid. In case of conflict, unit prices will take precedence over unit price
extensions.
Bids shall be submitted on the Formal Bid Proposal Form, furnished with the specifications, in a
sealed envelope addressed to the Town Purchasing and Contracts Manager, Lenore Bishop, 405
Martin Luther King Jr. Boulevard, Chapel Hill, N. C. 27514, and clearly marked "BID # P27-08
- ASPHALT CONCRETE PLANT MIX." All bids shall be signed by an authorized official of the firm.
Asphalt Concrete Plant Mix Bid
Bid: P27-08 Town of Chapel Hill, North Carolina
Page 2
September 9, 2026

5. Bid Opening.
All bids received will be opened promptly and read at 11:00 AM EST on September 25, 2026. Late
bids will not be considered.
The bid opening will be held in Room # 102, Town Hall, 405 Martin Luther King Jr. Blvd. Chapel Hill,
NC 27514.
Please allow extra time for parking as it may be necessary to park at the Rosemary Street Parking
Deck located at 150 E. Rosemary Street, approximately two (2) blocks from Town Hall.
6. Bid Award.
Factors to be considered in awarding the bid will be the price, quality, and time required to make
delivery. The award shall be made to the lowest responsive, responsible bidder. The contract will
be awarded after evaluation of all bids has been made.
7. Town's Rights and Options.
The Town of Chapel Hill reserves the right to reject any or all bids, waive minor technicalities, and
to be the sole judge of t h e suitability of the materials for the use by the Town for intended
purposes, and to accept the bid most favorable to the Town.
8. Preparation Costs.
The Town of Chapel Hill will not pay any cost associated with the preparation, submittal, or
evaluation of any bid.
9. Open Records.
Information submitted to the Town of Chapel Hill is public information and is available upon request
in accordance with the North Carolina Public Records Law, NCGS Chapter 132.
Asphalt Concrete Plant Mix Bid
Bid: P27-08 Town of Chapel Hill, North Carolina
Page 3
September 9, 2026

BID SPECIFICATIONS
ASPHALT CONCRETE PLANT MIX
BID: P27-08
1. Contract Term.
The contract for this project shall be from the completed signing of the contract until June 30, 2027.
This contract may be extended by one (1) year with an amendment if mutually agreeable to both
parties (Town of Chapel Hill and the Contractor) at the same unit prices.
2. Specifications For Asphalt Concrete Plant Mix.
The Town of Chapel Hill is soliciting bids for the following:
1. Approximately 100 Tons of Asphalt Concrete Plant Mix Type S9.5B
2. Approximately 2,000 Tons of Asphalt Concrete Plant Mix Type I19.0C
3. Approximately 10 Tons of Asphalt Concrete Plant Mix Type B25.0C
NOTE: All mix and mix designs for asphalt will comply with the (North Carolina
Department of Transportation) NCDOT 2024 Standard Specifications for Roads and
Structures (Section 610) and have a job mix formula approved by NCDOT. Complete DOT
specifications may be obtained from the link below:
NCDOT Standard Specifications for Roads and Structures (2024)
3. Special Terms And Conditions.
Because the Town picks up asphalt at the supplier's plant rather than the asphalt being delivered
to the job site, the Town incurs additional costs for transporting the asphalt. The Town will
factor in transportation costs from Town Operations Center to the asphalt plant to help
determine the lowest bid.
In the event an S9.5B mix is not available, the Town reserves the right to purchase an S9.5C
mix at the S9.5B contract price.
The quantities shown on the Formal Bid Proposal Form are estimates only. The Town of Chapel Hill
reserves the right to increase or decrease the estimated quantities of any or all items by (25%)
without a change in unit price.
North Carolina Sales Tax shall be shown as a separate item on the Formal Bid Proposal Form.
4. Price Adjustments.
Prices may be adjusted in accordance with the NCDOT process based on the NCDOT Monthly
Terminal F.O.B. Asphalt Binder Price. The base price will be the price listed for the month in which
the bid opening occurs. The Town's Streets Supervisor should be notified in a timely manner of any
price increases or decreases. Estimated quantities may be affected by pricing changes.
Asphalt Concrete Plant Mix Bid
Bid: P27-08 Town of Chapel Hill, North Carolina
Page 4
September 9, 2026

FORMAL BID PROPOSAL FORM
ASPHALT CONCRETE PLANT MIXES
TOWN OF CHAPEL HILL, NORTH CAROLINA
BID: P27-08
The undersigned bidder declares that the Terms and Requirements, Special Terms and Conditions,
and Specifications have been thoroughly examined and bidder is informed fully with regard to all
of the terms and conditions pertaining hereto and agrees that if bid is accepted within thirty
(30) days, bidder will supply product and services as required under these specifications at the
prices set forth below.
ITEM I:
Approximately 100 Tons of Asphalt Concrete Plant Mix Type S9.5B
UNIT PRICE PER TON $
TOTAL ESTIMATED FOR 100 TONS $
ITEM II:
Approximately 2,000 Tons of Asphalt Concrete Plant Mix Type I19.0C
UNIT PRICE PER TON $
TOTAL ESTIMATED FOR 1,200 TONS $
Asphalt Concrete Plant Mix Bid
Bid: P27-08 Town of Chapel Hill, North Carolina
Page 5
September 9, 2026

ITEM III:
Approximately 10 Tons of Asphalt Concrete Plant Mix Type B25.0C
UNIT PRICE PER TON $
TOTAL ESTIMATED FOR 10 TONS $
TOTAL COST:
TOTAL OF ITEMS I, II, and III $
N. C. SALES TAX $
ADDITIONAL PRICING:
Is bidder's plant open year-round? Yes No
IMPORTANT: If no, please provide a price to start up the asphalt plant in the months of January and
February when you would not normally be operating, in order to provide the Town with a small quantity
of hot plant asphalt.
$
Price will be paid to successful bidder who will be required to sign a contract similar to the attached
sample contract with the Town for the full dollar amount of the three (3) items above.
The contents of this bid are known to no one outside the undersigned company. It is certified that this
bid is made in good faith and without collusion with any other person bidding on this contract or with any
officer or employee of the Town of Chapel Hill.
FIRM:
ADDRESS:
(Street or PO Box) (City, State, Zip Code)
SIGNATURE: TITLE:
PRINT OR TYPE NAME:
TELEPHONE #: DATE:
EMAIL:
Asphalt Concrete Plant Mix Bid
Bid: P27-08 Town of Chapel Hill, North Carolina
Page 6
September 9, 2026

SAMPLE CONTACT
STATE OF NORTH CAROLINA CONTRACT FOR
COUNTY OF ORANGE {DESCRIPTION OF MATERIAL TO BE
PROVIDED UNDER THIS CONTRACT}
This Contract is made and entered into by and between the "Town of Chapel Hill," herein "Town,"
and "{Contractor's Full Legal Name}," herein "Contractor," for the materials as described in this
agreement.
WITNESSETH
That for and in consideration of the mutual promises and conditions set forth below, the Town and
Contractor agree:
1. Duties of the Contractor: The Contractor agrees to provide the materials described in Exhibit
A, attached hereto and incorporated herein by reference.
2. Duties of the Town: The Town will pay for the Contractor's materials as set forth in Exhibit
A.
3. Maximum Sum: Contract amount is not to exceed {insert a not to exceed amount} plus
applicable sales tax.
4. Billing and Payment: The Contractor shall submit an invoice to the Town for the materials
provided under the terms of this Contract. The Town will make payment within thirty (30)
days of receipt of an accurate invoice, approved by the department which contracted for these
services.
5. Indemnification and Hold Harmless: The Contractor agrees to indemnify and hold harmless
the Town of Chapel Hill and its officers, agents and employees from all loss, liability, claims
or expense (including reasonable attorneys' fees) arising from bodily injury, including death
or property damage to any person or persons proximately caused in whole or in part by the
negligence or willful misconduct of the Contractor, except to the extent same are caused by
the negligence or misconduct of the Town. Contrary to any provision that may be contained
in any exhibits, attachments, or subsequent purchase orders, the Town shall not consent to
limitations of Contractor liability for amounts less than the amount of insurance coverage
under this agreement. Any provision that may be contained in any exhibits, attachments, or
subsequent purchase orders that calls for the Town to indemnify the Contractor shall be only
to the extent allowed by law.
6. Insurance Provisions: The Contractor shall provide evidence of current valid insurance (if
applicable) for the duration of this agreement, with the Town named as an additional insured
under the Contractor's Commercial General Liability and Business Automobile policies. The
required coverage limits are: 1) Commercial General Liability and Business Automobile -
$1,000,000 per occurrence and 2) Workers' Compensation - $100,000 for both employer's
liability and bodily injury by disease for each employee and $500,000 for the disease policy
Asphalt Concrete Plant Mix Bid
Bid: P27-08 Town of Chapel Hill, North Carolina
Page 7
September 9, 2026

limit. Cyber Liability Coverage in the amount of $1,000,000 per occurrence and $2,000,000
aggregate is required for Contractors having access to personal identifying information and/or
computer networks. The Town may also require evidence of supplementary insurance
coverages depending on the services provided under this agreement.
7. Non-Discrimination: The Contractor contractually agrees to administer all functions pursuant
to this agreement without discrimination because of race, creed, sex, national origin, age,
economic status, sexual orientation, gender identity or gender expression.
8. Federal and State Legal Compliance: The Contractor must be in full compliance with all
applicable federal and state laws, including those on immigration.
9. E-Verify: The Contractor shall comply with the requirements of Article 2 of Chapter 64 of
the North Carolina General Statutes. If any subcontractors are used, they also must comply
with these requirements. Pursuant to North Carolina General Statute 143-133.3 (c)(2),
contracts solely for the purchase of apparatus, supplies, materials, and equipment are exempt
from this E-Verify provision.
10. Amendment: This Contract may be amended in writing by mutual agreement of the Town
and Contractor.
11. Termination: Either party may terminate this Contract at any time by giving the other party
thirty (30) days written notice of termination prior to the end of the term.
12. Interpretation/Venue: This Contract shall be construed and enforced under the laws of North
Carolina. The courts and the authorities of the State of North Carolina shall have exclusive
jurisdiction over all controversies between the parties which may arise under or in relation to
this Contract. In the event of any dispute between the parties, venue is properly laid in Orange
County, North Carolina for any state court action and in the Middle District of North Carolina
for any federal court action. Contrary to any provision that may be contained in any exhibits,
attachments, or subsequent purchase orders, the Town shall not consent to 1) resolving any
dispute by means of arbitration and/or 2) waiver of a trial by jury.
13. Preference: If the terms of any exhibits, attachments, or subsequent purchase orders are not
consistent with the terms of this Contract, this document shall have preference; provided that
where either any exhibit attached hereto or this document establishes higher standards for
performance by either party, the higher standard, wherever located, shall apply.
14. Severability: The parties intend and agree that if any provision of this Contract or any portion
thereof shall be held to be void or otherwise unenforceable, all other portions of this Contract
shall remain in full force and effect.
15. Assignment: This Contract shall not be assigned without the prior written consent of the
parties.
16. Entire Agreement: This Contract shall constitute the entire agreement of the parties and no
other warranties, inducements, considerations, promises, or interpretations shall be implied
Asphalt Concrete Plant Mix Bid
Bid: P27-08 Town of Chapel Hill, North Carolina
Page 8
September 9, 2026

or impressed upon this Contract that are not expressly addressed herein. All prior agreements,
understandings and discussions are hereby superseded by this Contract.
17. Construction Project Related Sales Tax: If applicable, the Contractor must provide certified
statements regarding the cost of materials purchased and the amount of North Carolina sales
and use taxes paid by Contractor and any subcontractors. Contractor further agrees to provide
the Town with any additional information and documentation the Town might request in the
event the Commissioner of Revenue of the State of North Carolina requires more information
to substantiate a refund claim by the Town for sales or use tax. The Town will not make
payment until these statements are submitted. Any tax refunds received by the Town will
remain with the Town.
18. Term: This Contract, unless amended as provided herein, shall be in effect until
_______________________ ______, 20____. Any renewal provisions that may be contained
in any exhibits, attachments, or subsequent purchase orders are void and without effect.
[SIGNATURES ON FOLLOWING PAGE.]
Asphalt Concrete Plant Mix Bid
Bid: P27-08 Town of Chapel Hill, North Carolina
Page 9
September 9, 2026

IN WITNESS WHEREOF, the parties hereto cause this Contract to be executed in their respective
names.
{CONTRACTOR'S FULL LEGAL NAME}
Vendor_Signature Vendor_Name Vendor_Title_p
SIGNATURE PRINTED NAME & TITLE
TOWN OF CHAPEL HILL
Dept_Director Dept_Dir_Title
DEPARTMENT HEAD/EXECUTIVE DIRECTOR OR DEPUTY/TOWN MANAGER
DDirector_Name D_Dept_Name
PRINTED NAME & DEPARTMENT
ATTEST BY TOWN CLERK:
Clerk_Signature SEAL_STAMP
TOWN CLERK/DEPUTY TOWN CLERK TOWN SEAL
TCD1 TCM1 TCYY1
Town Clerk attests this the day of 20 .
Approved as to Form and Authorization
Legal_Staff
ATTORNEY FOR TOWN
This instrument has been pre-audited in the manner required by the Local Government Budget and
Fiscal Control Act.
Finance_Signature Finance_Sign_Date
FINANCE OFFICER DATE
Asphalt Concrete Plant Mix Bid
Bid: P27-08 Town of Chapel Hill, North Carolina
Page 10
September 9, 2026