1-BID - Hwy Dept Hot Mix FY27.pdf

This proposal solicitation document is available in an Adobe Acrobat (pdf) format. Any alterations to this document made by the proposer may be grounds for rejection of proposal, cancellation of any subsequent award, or any other legal remedies available to the Montgomery County Government.

Bid #2026-0405

Invitation to Bid Date: May 21, 2026

For the Project Titled Bid – Hwy Dept Hot Mix FY27

OWNER:

Montgomery County Highway Department

1302 Crossland Ave.

Clarksville, TN 37040

Highway Department Supervisor: Jeff Bryant, P.E.

Bid Advertisement – Hot Mix

Bids for the Montgomery County Highway Department FY27 Hot Mix Bid will be received by Elizabeth Black, Purchasing Agent, Montgomery County Purchasing until 10:00 A.M. CST on Thursday, June 4, 2026, at which time the bids will be opened and read aloud. Sealed bids for the project will be received in person by Elizabeth L. Black Purchasing Agent, Montgomery County Purchasing Office at 350 Pageant Lane, Suite 101-E, Clarksville, TN 37040. Bids may also be received online, please refer to the bid documents for instructions.

Scope of work: The Montgomery County Highway Department is seeking a vendor to purchase Hot Mix from, on as needed basis, during the fiscal year period of July 1, 2026, through June 30, 2027. All proposals must be in a sealed envelope and provide the following information: the vendor’s name, address, and the words “Bid – Hwy Dept Hot Mix FY27”

No Proposer may withdraw their bid for sixty (60) days following the proposal deadline.

The right to reject any or all proposals and to wave technicalities is reserved by the owner.

BID INVITATION INSTRUCTIONS

(READ CAREFULLY)

(1) ALTERATIONS- Any alterations, additions or omissions of required information, changes of the specifications or BID schedule, are at the risk of the vendor and may result in the rejection of the bid, unless the approver authorizes such changes.

(2) BIDS - All bids must be typed or written legibly in ink. Vendors, verify bids before submission. No bid may be withdrawn or changed after the official opening. Any mention of a specific make, model or brand is strictly for the purpose of comparison of character and quality of product being sought. All alternates will be reviewed and considered in comparison to request. This bid may be awarded in whole or in part to one or more bidders.

(3) DELIVERIES- Montgomery County Government assumes no liability for merchandise or other materials delivered without written order of the purchasing director.

(4) RESPONSIBLE VENDORS- Failure of a vendor to execute a purchase order awarded to him or to comply with any of the terms and conditions therein may disqualify him from receiving future business.

(5) PROPOSING FIRM- The agent of the proposing firm hereby certifies to the best of his knowledge and belief that this bid/proposal submitted to Montgomery County has not been prepared in collusion with any other seller of similar products. The prices, terms and conditions of said bid/proposal have not been communicated by the undersigned nor by any employee or agent of the proposing firm to any other seller of similar products and will not be communicated to any such seller prior to the official opening of said proposal. The affiant further states that no official or employee of Montgomery County Government has promised any personal financial or other beneficial interest, either directly or indirectly in order to influence award of this bid.

(6) IMPORTANT- To be acceptable, all bid/proposals must be on the correct form, and each such bid/proposal must be addressed and delivered to the Purchasing Director, Montgomery County, Tennessee, prior to the Bid/Proposal opening. Bid/Proposal envelopes must be sealed and clearly indicate the words, “BID – Hwy Dept Hot Mix FY27”. Bids can be mailed or hand delivered to 350 Pageant Lane, Suite 101-E, Clarksville, TN 37040. Such bids/proposals delivered to other persons, locations, or on another form will not be acceptable. Electronic is an acceptable submission method via Bonfire portal at Bonfire Portal link.

All vendors awarded contracts agree to the terms and conditions herein set forth.

The Purchasing Director reserves the right to reject any or all bids.

Elizabeth L. Black Purchasing Director Telephone: (931) 648-5720 elblack@montgomerytn.gov https://mcgtn.bonfirehub.com/portal mailto:elblack@montgomerytn.gov

May 21, 2026

To Whom It May Concern:

Montgomery County is accepting bids for paving materials (Hot Mix) for the Montgomery County Highway Department. Montgomery County is proposing to resurface various roads throughout the County.

Montgomery County is also requesting bids of additional paving materials which the Highway Department may use at their discretion. Each bid shall include the location of the plant that will furnish mix required by the County.

Montgomery County is also requesting bids for asphalt millings furnished by the Highway Department. The millings will be delivered to the asphalt plant and the County will receive credit to be used toward asphalt purchased.

All paving materials, construction methods and acceptance testing shall be in accordance with the "Standards Specifications for Road and Bridge Construction" of the Tennessee Department of Transportation dated January 1st 2021 and amendments thereto.

The contractor shall, prior to material being provided to the County, submit a TDOT approved job mix formula and quality control plan.

The contractor shall submit no later than July 15, 2026 and February 15, 2027 TDOT approved mix designs for state aid paving for BM, D, and E mixes.

All unit prices bid shall be valid from July 1, 2026, through June 30, 2027. The Tennessee Department of Transportation special provision number 109B regarding price adjustment for bituminous material will be used if the "Monthly Bituminous Adjustment Factor:' published by TDOT on the first day of each month, increases or decreases by more than 5% from the May, 2026 publishing of $708.08.

Montgomery County reserves the right to reject any and/or all proposals, to waive technicalities or informalities and to accept any proposal deemed to be in the best interest of Montgomery County. No bid shall be valid unless signed. No bids shall be submitted by FAX machine. Any exceptions to the bid specifications shall be noted in each bid.

Sincerely, Elizabeth Black, Purchasing Agent

REQUEST FOR BID

Montgomery County Highway Department

Hot Mix

1. PURPOSE:

The Montgomery County Highway Department is seeking a vendor to purchase Hot Mix from, on as needed basis, during the fiscal year period of July 1, 2026, through June 30, 2027.

2. TIMELINE:

Release of Bid – Thursday, May 21, 2026.

Deadline for Questions – Thursday, May 28, 2026, at 10:00 a.m. CST. All questions must be submitted in writing to Elizabeth Black, Purchasing Director at mocobids@montgomerytn.gov.

Answers Provided – Monday, June 1, 2026 RFP Deadline/Bid Opening – Thursday, June 4, 2026, at 10:00 a.m. CST

Bids submitted after the deadline will not be opened. Bids must be sealed and may be mailed, or hand delivered to the Montgomery County Purchasing Department. Bids can be mailed or hand delivered to 350 Pageant Lane, Suite 101-E, Clarksville, TN 37040. Bids should include all necessary documents and have the name of the proposer and the words “Bid – Hwy Dept Hot Mix FY27” on the outside of the envelope. Bids may also be submitted electronically via Bonfire at Bonfire Portal link. If submitting bid electronically, allow plenty of time for delivery as bids must be received by the deadline.

Vendors must guarantee that all information included in the bid will remain valid for a period of at least sixty (60) days from the date of the bid/proposal opening to allow for evaluation of all bids. Bids/proposals may be withdrawn at any time up until the time of opening. A withdrawn bid/proposal may be resubmitted up to the time designated for the receipt of bid/proposals provided it fully conforms to the same general terms and requirements.

Montgomery County is not responsible for any costs incurred by any vendor pursuant to the bid/RFP process. The vendor shall be responsible for all costs incurred in connection with the preparation and submission of its bid/proposal. Montgomery County does reserve the right to reject any and all bids.

3. TERM:

This bid is for a 1-year term during the period of July 1, 2026, through June 30, 2027.

https://mcgtn.bonfirehub.com/portal

4. SPECIFICATIONS:

Highway Department Hot Mix Asphalt

Please quote the items as per listed below. If there is a section that no quote is to be given, please indicate by entering NO QUOTE in the space provided.

Vendor representative that is authorized to propose bid, please fill out the information below.

Please type or write legibly.

Item Unit Unit Price Laid in Place

Unit Price Picked up

Hot Mix CW

Hot Mix – Rap CW

Hot Mix - BM

Hot Mix - E

Hot Mix - D

Hot Mix - CS

Hot Mix – Rap BM

All materials

a) Must include virgin materials only, unless Rap is specified

b) No recycled mix

c) Must meet State of Tennessee specifications

d) Requesting pricing on both Laid in Place and Picked Up

Company Name:

Signed:

Printed Name:

Email:

Date:

Invitation to Bid