1-Emulsion IFB.pdf

Invitation for Bid

UC26-07

Bid for Gilsonite-based Emulsion Sealer & Rejuvenator

Issued By:

Uintah County Purchasing 152 E 100 N

Vernal, UT 84078

Issue Date: March 11, 2026 Closing Date: March 20, 2026 Open Date: March 25, 2026

Table of Contents

1. Intent

2. Submission Deadline and Opening Date

3. Project Scope

4. Attachments

5. Evaluation of Submission

6. Award

7. Insurance Requirements

8. Terms and Conditions of the IFB

9. Questions & Inquiries

1. Intent It is the intent of Uintah County, Utah (“County”) to obtain cost proposals from qualified vendors to supply & deliver emulation-based restorative, rejuvenator & a gilsonite-motified emulsion sealer & rejuvenator for county operations. This material must meet minimum quality standards and be made available for delivery to Uintah County.

2. Submission Deadline and Opening Date To receive consideration and responses to this IFB, the County must receive the proposal no later than 5:00 PM (Mountain Time) on March 20, 2026.

Submission Method:

Proposals must include one (1) copy and be mailed or hand-delivered in a sealed envelope clearly labeled:

“Sealed Proposal – Bid for Gilsonite-based emulsion sealer”

Please ensure that the proposal is delivered to the following address:

Uintah County-Clerk-Auditor 147 E Main Vernal, Ut 84078

Proposals will be publicly opened during the Uintah County Commission Work Session on Wednesday, March 25, 2026, in the Commission Conference Room, located at 152 E 100 N, Vernal, UT. This opening will confirm receipt only; no evaluation or cost/compensation review will occur at this stage.

3. Project Scope The following are Mandatory Minimum Requirements that MUST be met or exceeded, and be specifically addressed or referenced in the submitted bid to be eligible for consideration. If the following bullet points are not addressed, the offeror will be considered non-responsive.

Emulsion-based Restorative Sealer and Rejuvenator (up to 150,000 gallons)

● Material Specification and Quality Control:

o Product: Gilsonite-based emulsion o All materials must contain a minimum of 20% gilsonsite or unintaite. Material shall have a 3-year minimum proven performance record. Curing time shall not exceed four hours.

o Contractor shall furnish the manufacturer’s certified test reports showing that the material is the type, grade, and quality specified for each load of asphalt material delivered to the project.

o The asphalt material storage and handling temperature shall be between 70°F - 160°F (20°C o The county reserves the right to conduct random sampling of any and all materials

Gilsonite-modified Emulsion (up to 200,000 gallons)

● Material Specification and Quality Control:

o Product: Gilsonite-based emulsion sealer o All materials must contain a minimum of 10% Gilsonite or Uintaite and shall not contain any tall oil pitch or coal tar material.

o Contractor shall furnish the manufacturer’s certified test reports showing that the material is the type, grade, and quality specified for each load of asphalt material delivered to the project.

o The county reserves the right to conduct random sampling of any and all materials

Quantity and Stockpile Guarantee for both Products:

o Emulsion-based restorative sealer: Up to 150,000 gallons.

o Gilsonite-modified emulsion: Up to 200,000 gallons o Inventory Affirmation: Beginning upon award and continuing through December 2026, material must be available for delivery

Delivery Requirements for both products:

• The contractor must specify the timeframe in which materials can be delivered.

• The contractor must be able to deliver materials to Uintah County as requested throughout the project period.

• By March 26, 2026, the contractor and Uintah County will collaborate to develop a detailed, week-by-week delivery schedule to ensure timely deliveries. This schedule will assist the contractor in arranging the necessary trucking resources for efficient material transportation.

• Pricing Guarantee:

o Price shall be honored throughout 2026

4. Attachments

1. Pricing schedule and mandatory compliance form (completed form required with bid submission)

2. Vendor information Form (completed form required with bid submission)

Note: Both attachments must be fully completed and submitted with your bid for it to be considered responsive.

5. Evaluation of Submission All bids must be in reference to the terms and conditions stated in this IFB. The awarded bid will be selected based on the County’s determination of the top-scoring bid and most advantageous bid, presentation (if held), and completed reference checks.

The decision to request interviews/presentations is at the discretion of the County. The intent of the presentations, if held, will be to allow the County an opportunity to clarify and ask questions resulting from the initial evaluation. No new information may be brought forward. Presentations are not guaranteed; candidates are advised to fully respond to the IFB at the time of the submission.

6. Award The County will either award a bid or announce that no appointment will be made. There is no implicit or explicit guarantee that the project will proceed. Uintah County reserves the right to accept or reject any or all bids.

7. Insurance Requirements The successful proposer may be required to maintain, at their own expense, the following insurance coverage throughout the duration of the contract: Commercial General Liability, Workers’ Compensation, Automobile Liability, and, if applicable, Professional Liability (Errors & Omissions). Prior to the commencement of any work, the successful proposer must provide certificates of insurance evidencing the required coverage.

8. Terms and Conditions of the IFB Disclosure. Upon award of the contract, all proposals accepted by the County shall become a matter of public record and shall be regarded as public, except those elements of each proposal that are identified by the Contractor as business or trade secrets and plainly marked as “trade secret,” “confidential,” or “proprietary.” Each element of a proposal that the Contractor desires not to be considered a public record must be clearly marked. Any blanket statement (i.e. regarding entire pages, documents, or other non-specific designations) shall not be sufficient and shall not bind the County in any way whatsoever. If disclosure is required under the Utah Government Records Access Management Act (“GRAMA”) or otherwise by law (despite the Contractor’s request for confidentiality), the Contractor shall not in any way be liable or responsible for the disclosure of any such records or part thereof.

Failure to Agree. If the County and selected Contractor cannot agree on a satisfactory agreement, the County reserves the right to terminate negotiations. The County may then negotiate an agreement with another IFB applicant, or the County may submit another request for proposals.

Right to Reject. The County reserves the right to reject any and all proposals. In addition, the County will not reimburse costs associated with the preparation or presentation of the proposals.

9. Questions & Inquiries

CONTACT INFORMATION

Jana Fulks, Purchasing & Grants Uintah County 152 E 100 N Vernal, UT 84078 jfulks@uintah.utah.gov 435-781-5483

Attachment 1: PRICING SCHEDULE & MANDATORY COMPLIANCE

FORM

PRICING SCHEDULE & MANDATORY REQUIREMENTS COMPLIANCE FORM

IFB Title: _____________________________________________________ IFB Number: __________________________________________________ Bidder Name: _________________________________________________

1. PRICING

The Bidder must provide firm, fixed unit pricing per gallon for the materials listed below. Pricing must include all costs required to meet the IFB requirements.

Item Description Unit Quantity Firm Unit Price

1 Emulsion-based restorative/sealer Gallons

Up to 150,000 gallons

$________ per gallon

2 Gilsonite-motified emulsion Gallons Up to

200,000 gallons

$________ per gallon

Total Extended Price (Up to 350,000 gallons): $_________________

Pricing shall remain firm from April 1, 2026, through October 31, 2026.

2. DELIVERY REQUIREMENTS (MANDATORY)

The Contractor must comply with the following delivery requirements:

• The Contractor must specify the timeframe in which materials can be delivered after receipt of an order.

• The Contractor must be able to deliver materials to Uintah County as requested throughout the project period.

• No later than April 1, 2026, the Contractor and Uintah County will collaborate to develop a detailed, week-by-week delivery schedule to ensure timely deliveries.

• The agreed delivery schedule will allow the contractor to make sure there are enough trucks and resources to deliver the materials on time without interruptions.

Specified Delivery Timeframe (From Order to Delivery):

________ Calendar Days

☐ YES – Contractor Agrees to All Delivery Requirements ☐ NO – Contractor Does Not Agree

Failure to mark “YES” may result in the proposal being deemed non-responsive.

3. PRODUCT AVAILABILITY CERTIFICATION (MANDATORY REQUIREMENT)

The Bidder hereby certifies that:

• The full estimated quantities listed above will be produced, secured, or allocated no later than April 01st, 2026.

• Product supply will not be interrupted due to allocation, production limits, or supplier shortages.

• Materials will meet all specifications outlined in the RFP.

☐ YES – Bidder Complies ☐ NO – Bidder Does Not Comply

Failure to mark “YES” may result in the proposal being deemed non-responsive.

4. DELIVERY

Delivered to Uintah County

5. AUTHORIZED CERTIFICATION

I certify that:

• The pricing submitted is true, complete, and accurate.

• The materials offered comply fully with RFP specifications.

• I am authorized to bind the company to this proposal.

Attachment 2: Vendor Information Form

Vendor Information Form

Company Name: ___________________________________________

Authorized Representative (Print Name): _______________________

Emails: ___________________________________________________

Title: ____________________________________________________

Signature: ________________________________________________

Date: ____________________________________________________