Bid Notice-2026 Asphalt Materials.pdf

CITY OF BENTONVILLE, ARKANSAS

PURCHASING AND COMPLIANCE DEPARTMENT

ADMINISTRATIVE SERVICES BUILDING

1000 SW 14TH STREET BENTONVILLE, AR 72712

(479)-271-3115 – purchasing@bentonvillear.com

FOR PUBLICATION

PUBLICATION DATES: APRIL 12, 2026

NOTICE TO BIDDERS

2026 ASPHALT MATERIALS

Invitation For Bid (IFB)-26-31

The City of Bentonville, Arkansas is accepting formal, sealed bids from properly licensed professionals to supply high-quality asphalt materials on an as needed basis, for various road construction and maintenance projects throughout the City of Bentonville for 2026, for the City of Bentonville Street Department.

All Bids must be accompanied by a Bid Guarantee in the form of a surety bid bond, certified check, or cashier’s check in the amount of 5% (five percent) of the Total Bid Price, payable without condition to the City of Bentonville, as a guarantee that the Bidder will enter into a contract and execute performance and payment bonds after the Notice of Award has been issued. The Bid Guarantee shall provide that the Bidder or surety must pay the damage, loss, cost, and expense subject to the amount of the Bid Bond directly arising out of the Bidder’s default in failing to execute and deliver the Contract and bonds. Personal checks and company checks are NOT acceptable as a Bid Guarantee. Any bid submitted shall be void unless accompanied by a cashier’s check drawn upon a bank or trust company doing business in the State of Arkansas or by a corporate bid bond. Bidders shall adhere to the bonding requirements as specified in the IFB-26-31 Bidding Documents.

The City reserves the right to cancel this request at any time in accordance with the City’s best interest, to reject any Bid received, and to waive irregularities in accordance with the City’s best interest. Submitters agree that such rejection shall be without liability on the part of the City of Bentonville for any damage or claim brought by any Bidder because of such rejections, nor shall the Submitter seek any recourse of any kind against the City because of such rejections. The filing of any Bids in response to this Invitation shall constitute an agreement of the Bidder to these conditions.

The City encourages all qualified small, minority owned, and women owned business enterprises to submit Bids for capital improvements, projects, and purchases. Encouragement is also made to all general (prime) contractors that in the event they subcontract portions of their work, consideration is given to the identified groups.

Interested parties can obtain the required Bid Packet by emailing purchasing@bentonvillear.com, by calling 479-271-3115, or from visiting the address below. The Bid Packet may also be downloaded from the Purchasing and Compliance Page of the City’s website (http://www.bentonvillear.com/211/Purchasing) by clicking ‘Review Open Bids’. Bidders are encouraged to notify Purchasing and Compliance that they have downloaded the Bid Packet to ensure they are on the distribution list for Addenda and/or Q&A. There may be a 24-48 hour delay from the date of publication for the documents to be available on the City’s website.

There will be a Public Bid Opening for IFB-26-31 held at 1:00 PM CST on Tuesday, May 5, 2026; the Bid Opening will be held at the City of Bentonville Administrative Services Building in Room A239 on the 2nd floor, located at 1000 SW 14th Street Bentonville, AR 72712. All Bid Submissions must be received by Purchasing and Compliance prior to the Public Bid Opening time. Late Submissions, unsigned Submissions and Submissions which do not contain the required Bid Bond will be rejected, without exception. In accordance with Arkansas Procurement Law and Rules, it is the responsibility of vendors to submit responses at the designated location before the Bid Opening date and time. Bidders who wish to deliver a Bid Submission prior to the Bid Opening date/time may do so by delivering the Bid Submission to the Purchasing and Compliance Department located at the address above.

City of Bentonville Invitation for Bid (IFB)26-31 Page 1 of 44

ADMINISTRATIVE SERVICES BUILDING

1000 SW 14TH STREET BENTONVILLE, AR 72712

(479)-271-3115 – purchasing@bentonvillear.com

Questions must be submitted via written communication only to purchasing@bentonvillear.com. The deadline to submit questions related to this Invitation is April 23, 2026, at 4:30 PM CST, after this time the City will only provide clarifications or responses pertaining to items in the Bidding Documents that do not result in a change or Addendum (see Bidding Documents for additional information).

DEPARTMENT RESPONSIBLE FOR ADVERTISING COSTS: PURCHASING AND COMPLIANCE

City of Bentonville Invitation for Bid (IFB)26-31 Page 2 of 44

ADMINISTRATIVE SERVICES BUILDING

1000 SW 14TH STREET BENTONVILLE, AR 72712

(479)-271-3115 – purchasing@bentonvillear.com

INVITATION FOR BID (IFB) SOLICITATION

SOLICITATION INFORMATION

Bid Number: IFB-26-31 Date of Issuance:

APRIL 12, 2026

Description:

2026 ASPHALT MATERIALS

Requesting Department:

CITY OF BENTONVILLE STREET DEPARTMENT

Purchasing and Compliance Department (Buyer):

TANYA MOORE, PURCHASING AND COMPLIANCE AGENT

Pre-Bid Meeting Information:

NO PRE-BID MEETING SCHEDULED FOR THIS SOLICITATION

Bid Bond Requirement: 5% BID BOND REQUIRED

SEE BID BOND SECTION OF THIS IFB DOCUMENT FOR DETAILS

BID OPENING DATE & TIME

Bid Opening Date and Time:

May 5, 2026 AT 1:00 PM CST

Bid Opening Location: City of Bentonville Administrative Services Building Bid Opening Room – 2nd Floor – Room A239

1000 SW 14th Street Bentonville, AR 72712

DELIVERY OF BID SUBMISSION

Location (and mailing address) for Bid Submission Delivery:

City of Bentonville Administrative Services Building Purchasing and Compliance – 2nd Floor – IFB-26-31

1000 SW 14th Street. Bentonville, AR 72712

Bid Submission Requirements: All Bids must be received by the Purchasing and Compliance Office prior to the date and time listed herein for the Bid opening, in a sealed envelope with the following information clearly marked on the outer envelope:

- Solicitation ID (IFB Number)

- Bidder’s Name/Company Name & Phone Number

Bids which must be opened to be identified may be rejected.

Bids which are not sealed or are opened upon delivery will not be accepted.

Late Bids, unsigned Bids, or Bids which do not contain a Bid bond (when required) will be rejected, without exception.

In accordance with Arkansas Procurement Laws and Rules, it is the responsibility of the Bidder to submit their Bid submission correctly and to the designated location prior to the Bid opening time.

Deadline for Submission of Requests for Information, Questions or Clarifications: April 23, 2026– 4:30 PM CST

Questions should be submitted only to the Purchasing and Compliance Office via written communication only to purchasing@bentonvillear.com.

City of Bentonville Invitation for Bid (IFB)26-31 Page 3 of 44

ADMINISTRATIVE SERVICES BUILDING

1000 SW 14TH STREET BENTONVILLE, AR 72712

(479)-271-3115 – purchasing@bentonvillear.com

EXECUTION OF BID PAGE (REQUIRED)

Upon signing this Bid, the Bidder certifies that he/she has read and agrees to the requirements set forth in this Bid proposal including specifications, conditions and pertinent information regarding the articles being Bid on, and agrees to furnish these articles at the prices stated.

All information on this page must be completed.

Unsigned Bids will be rejected - no exceptions.

Name of Firm: _________________________________Phone Number:________________________________

Business Address (Full Street/City/State/Zip):____________________________________________________

Is this address able to accept mail deliveries (for the purpose of returning Bid bonds etc.): ___Yes __No

Name of Contact Person:_____________________________Email:___________________________________

Signature of Authorized Person:____________________________________Date:_______________________

Printed or Typed Name:_____________________________________Title:_____________________________

Arkansas Contractor’s License Number:__________________________(REQUIRED)

Sales or Use Tax ID Number:__________________________________

Bid Bond Included: ___Yes ___No (REQUIRED)

[This space has been intentionally left blank]

City of Bentonville Invitation for Bid (IFB)26-31 Page 4 of 44

ADMINISTRATIVE SERVICES BUILDING

1000 SW 14TH STREET BENTONVILLE, AR 72712

(479)-271-3115 – purchasing@bentonvillear.com

SECTION 1: OVERVIEW

1. INTENT

The intent of this Invitation for Bid (IFB) is enter into a Contract with a properly qualified, licensed, and experienced contractor to supply high quality asphalt materials on an as-needed basis, for various road construction and maintenance projects throughout the City of Bentonville for 2026. The selected vendor will be responsible for providing a reliable and consistent supply of asphalt materials that meet or exceed industry standards and specifications. Materials shall be provided to the City within five (5) days of initial request.

2. REQUIRED RESPONSE DOCUMENTS

The following documents must be complete to provide a complete Bid response package:

• Invitation for Bid (IFB) document, all response fields complete. This includes but is not limited to the

Non-Collusion Affidavit (requires notary), Vendor Disclosure, Subcontractor Disclosure (when applicable), and Bidder Qualifications.

• Proof that Bidder is a licensed contractor in the State of Arkansas. Proof may be in the form of providing the Contractor’s License Number, or including a copy of the Contractor’s License.

• Proof that Bidder maintains, or is able to acquire the required insurance as stated herein in the

‘INSURANCE’ section of this IFB document.

• 5% Bid Bond, as specified herein.

3. APPENDIXES

➢ APPENDIX A: SUBCONTRACTOR DISCLOSURE (REQUIRED RESPONSE DOCUMENT ONLY WHEN

APPLICABLE)

➢ APPENDIX B: NON-COLLUSION AFFIDAVIT (REQUIRED RESPONSE DOCUMENT)

➢ APPENDIX C: BIDDER QUALIFICATIONS (REQUIRED RESPONSE DOCUMENT)

➢ APPENDIX D: CONTRACTOR/VENDOR DISCLOSURE (REQUIRED RESPONSE DOCUMENT)

➢ APPENDIX E: SPECIFICATIONS (REQUIRED RESPONSE DOCUMENT)

[This Space Has Been Intentionally Left Blank]

City of Bentonville Invitation for Bid (IFB)26-31 Page 5 of 44

ADMINISTRATIVE SERVICES BUILDING

1000 SW 14TH STREET BENTONVILLE, AR 72712

(479)-271-3115 – purchasing@bentonvillear.com

SECTION 2: REQUIREMENTS, TERMS & CONDITIONS

BIDDERS: THIS SECTION CONTAINS REQUIRED RESPONSE FIELDS

1. INSURANCE

Bidders are required to include proof of their ability to obtain the insurance, as described herein, after the Notice of Award has been issued and upon execution of the contract in their Bid submission. Bid submittals that do not include proof of Bidder’s ability to obtain the required insurance may be rejected. The awarded Bidder shall purchase and maintain, at minimum, such insurance as defined herein and furnish Certificates of Insurance to the City naming the City of Bentonville as additionally insured. The insurance shall be appropriate for the performance of the work, as described herein, and shall provide protection from damage occurring to City owned property and from, and any other claims which may arise out of or result from the awarded Bidder’s performance of the work; whether it is to be performed by the awarded Bidder, any subcontractor or supplier, or by anyone directly or indirectly employed by any of them to perform any of the work, or by anyone for whose acts any of them may be liable:

The policies of insurance required are as follows:

1) Workers’ Compensation:

a. State: Statutory

b. Applicable Federal: Statutory

2) Comprehensive or Commercial General Liability: $1,000,000.00 – Each Occurrence

2. GUARANTEE OF BID

Bidders may not withdraw their Bids for a period of sixty (60) days after the Public Bid Opening. The City of

Bentonville has sixty (60) days from the Bid Opening date in which to evaluate Bids and recommend award to

City Council if it is determined to be in the City’s best interest. Bidders may only withdraw their Bids in accordance with the Terms and Conditions herein.

3. BONDS

A. BID BOND (BID GUARANTEE) (REQUIRED)

Bidders are required to include a Bid Bond as specified when the ‘Bid Bond Required’ field below has an “x” mark or when otherwise required in this document.

_X__Bid Bond Required __Bid Bond Not Required for this Solicitation

All Bids must be accompanied by a Bid Bond/Bid Guarantee in the form of a Bid bond, certified check, or cashier’s check in the amount of five percent (5%) of the Total Bid Price, payable without condition to the City of

Bentonville. The Bond shall not have an expiration date of less than the number of days specified in the

Guarantee of Bid section of this IFB document. Personal checks and company checks are NOT acceptable as a

Bid guarantee.

Bids received that do not include a Bid Bond when required and as specified in this Invitation for Bid will be rejected without exception.

City of Bentonville Invitation for Bid (IFB)26-31 Page 6 of 44

ADMINISTRATIVE SERVICES BUILDING

1000 SW 14TH STREET BENTONVILLE, AR 72712

(479)-271-3115 – purchasing@bentonvillear.com

B. PERFORMANCE & PAYMENT BOND (NOT REQUIRED)

The awarded Bidder is required to submit Performance and Payment Bonds at the time of Contract signing when the ‘Performance & Payment Bonds Required’ field below has an “x” mark or when otherwise required in this document.

___Performance and Payment Bond Required _X_Performance and Payment Bond Not Required for this Solicitation

The awarded Bidder shall furnish Performance and Payment Bonds after the Notice of Award is issued and upon the time of signing the binding Contract, each in an amount at least equal to the Total Bid Price as security for the faithful performance and payment of all of the awarded Bidder’s obligations under this

Invitation for Bid and the awarded binding Contract. These Bonds shall remain in effect for a period of one (1) year after a formal Completion of Work Notice is issued by the City. The awarded Bidder may elect to transfer the Performance Bond to a Maintenance Bond upon conclusion of the Project for the one-year guarantee period.

C. BONDS – GENERAL

All bonds shall be executed by such sureties as are named in the list of Companies Holding Certificates of

Authority as Acceptable Sureties on Federal Bonds and Management Service, Surety Bond Brand, U.S.

Department of the Treasury. All bonds signed by an agent or attorney-in-fact must be accompanied by a certified copy of that individual’s authority to bind the surety. The evidence of authority shall show that it is effective on the date the agent or attorney-in-fact signed each bond.

If the surety on any bond furnished by the awarded Bidder is declared bankrupt or becomes insolvent or its right to do business is terminated in any state where any part of the Project is located or it ceases to meet the requirements of set forth herein, the awarded Bidder shall promptly notify the City and shall, within twenty

(20) days after the event giving rise to such notification, provide another bond and surety, both of which shall comply with the requirements set forth herein.

All bonds and insurance required by this Invitation for Bid and by the binding contract documents executed after the Notice of Award, to be purchased and maintained by the awarded Bidder, shall be obtained from surety or insurance companies that are duly licensed or authorized in the jurisdiction in which the work defined herein is to be performed.

4. WARRANTIES

The awarded Bidder shall assume that the City prefers all work (workmanship and materials) and/or items furnished to the City to be warrantied and shall furnish any and all applicable workmanship/material/product warranties to the City.

Bidders shall respond when required in the Warranties portion of the Specifications Section in this IFB

Document.

City of Bentonville Invitation for Bid (IFB)26-31 Page 7 of 44

ADMINISTRATIVE SERVICES BUILDING

1000 SW 14TH STREET BENTONVILLE, AR 72712

(479)-271-3115 – purchasing@bentonvillear.com

5. LAWS AND REGULATIONS

The Bidder’s attention is directed to the fact that all applicable Federal and State Laws, and the rules and regulations of all authorities having jurisdiction over the construction of the project or the purchase or sale of the item(s) shall apply to the contract throughout, and they will be deemed to be included herein and in any awarded contract the same as though herein written out in full.

6. ENCOURAGEMENT FOR PARTICIPATION

Pursuant to Arkansas Code Annotated § 22-9-203, the City encourages all qualified small, minority owned, and women owned business enterprises to submit Bids for capital improvements. Encouragement is also made to all general (prime) contractors that in the event they subcontract portions of their work, consideration is given to the identified groups.

The City of Bentonville Purchasing and Compliance Department encourages qualified small, minority and women owned businesses to participate and submit Bids for City projects/purchases.

7. QUESTIONS/REQUESTS FOR INFORMATION (RFIs)/REQUESTS FOR CLARIFICATION (RFCs)/ADDENDA

All questions or requests related to this Invitation for Bid shall be directed solely to the Purchasing and

Compliance Department via written communication only, via one of the methods below. A copy of the question and the City’s response will be distributed to all known document holders via an ‘RFI (Request for Information)

Response’ or via Addenda (Addendum 1,2 etc.).

*All questions should reference the IFB number when submitted*

Submit Via Email: purchasing@bentonvillear.com

Submit Via Mail: City of Bentonville Administrative Service ATTN: Purchasing and Compliance Office (solicitation number) 1000 SW 14th Street Bentonville, AR 72712

For Phone Calls: (479) 271-3115

The Purchasing and Compliance Department will not respond to or otherwise acknowledge requests received after the deadline for submission of these requests stated herein, unless the response pertains to items in the

Bidding Documents that do not result in a change or Addendum, such as, but not limited to: Bid Bond requirements, Bid Opening location, Bid Opening Date and Time, location of documents, Plan Holders/Known

Document Holders Lists, issued addenda requests, etc. Questions requesting the Bid Opening date, Bid Bond requirement, and other details clearly outlined herein will not be included in RFI Responses or Addenda unless there are changes in the information after the Advertisement has published.

NOTE: No information communicated verbally or in any other form than a formal RFI Response or Addendum shall be considered firm or contractual; only information contained herein or otherwise in an RFI Response or

Addendum shall be contractual.

Bidders are required to acknowledge any Addenda issued in their Bid Submission, per the requirements in the

Addendum; Bidders are not required to acknowledge RFI Responses in their Bid Submissions.

City of Bentonville Invitation for Bid (IFB)26-31 Page 8 of 44

ADMINISTRATIVE SERVICES BUILDING

1000 SW 14TH STREET BENTONVILLE, AR 72712

(479)-271-3115 – purchasing@bentonvillear.com

8. EQUIVALENT ITEMS/REFERENCED SPECIFICATIONS

Whenever these specifications mention an item by name and use specific descriptions as reference thereto (such as model, part, brand names etc.), it is intended to convey to the Bidder an understanding of the standard of excellence required. Items that Bidders believe to be of equal type, quality, and size that will conform substantially to the standard of excellence established to provide equivalent merit, strength, durability, and to perform the required function in accordance with these specifications may be offered. Bids containing items proposed as equivalent (or alternate) shall clearly describe the equivalent (or alternate) article being offered and indicate how it differs from the City’s original specification and how it conforms to the specification. Descriptive literature or manufacturer’s specifications, in addition to any supplemental information necessary for comparison purposes should also be submitted with the Bid. It is the Bidder’s responsibility to demonstrate to the City that a equivalent (or alternate)/substitute offer is equivalent to and meets the standard of quality indicated by the City’s specifications. The City of Bentonville shall have the final approval of whether a substitute (or alternate) item is equal to the item specified. Submitting false claims that an item is ‘as specified’ when the item is an alternate or is otherwise not conforming to the specification shall be considered a lack of responsibility and the Bid from that Bidder may be rejected.

9. INDEMNIFICATION

Due to the City’s statutory tort Immunity, the City does not carry liability insurance for such claims. Accordingly, any contract entered into with the awarded Bidder may not include a clause in which the City agrees that it or its’ officials or employees will indemnify the other party.

The awarded Bidder agrees to indemnify the City and hold it harmless against all claims, liability, loss, damage or expense, including but not limited to counsel fees, arising from or by reason of any actual or claimed trademark, patent or copyright infringement or litigation based thereon, with respect to the service or any part thereof covered by this order, and such obligation shall survive acceptance of the services and payment thereof by the City.

10. DAMAGES

Any damage occurring to City (public) or private property within the worksite area(s) or otherwise out of the awarded Bidders performance of this Contract shall be corrected at the awarded Bidder’s expense.

The awarded Bidder shall be responsible for maintaining the job site and keeping it clean and orderly. Failure to maintain the cleanliness and orderliness of any job site in relation to this Invitation for Bid shall be considered a service failure, and may result in the City employing City forces for the purpose of job site cleanup and organization. Any costs the City incurs for the purpose of correcting the awarded Bidder’s service failure will be deducted from the monies due to the awarded Bidder.

Any damages which occur during the performance of the services described herein shall be immediately communicated to the City’s contact, or designated assignee and repaired at the awarded Bidder’s expense.

City of Bentonville Invitation for Bid (IFB)26-31 Page 9 of 44

ADMINISTRATIVE SERVICES BUILDING

1000 SW 14TH STREET BENTONVILLE, AR 72712

(479)-271-3115 – purchasing@bentonvillear.com

11. PAST PERFORMANCE/REFERENCES

The City reserves the right to request references and to contact those references as part of the evaluation of

Bids submitted to this Invitation for Bid. The City reserves the right to use the information gained from contacting references or from reviewing a Bidder’s prior performance with the City in the evaluation of Bids, including but not limited to evaluating a Bidder’s prior performance of the same or similar scope of work or delivery of items for the City or any other entity for whom the Bidder has performed work. The City reserves the right to request additional information from the apparent low Bidder if it is deemed to be in the City’s best interest, and use that information in the evaluation for award based on what is in the City’s best interest.

12. TOBACCO PRODUCTS AND LITTERING

The use of tobacco products is only permitted in designated areas marked with proper cigarette disposal containers on site. No disposal of tobacco products or littering of any kind shall be tolerated on the work premises or during performance of work for the City.

13. ARKANSAS FREEDOM OF INFORMATION ACT (FOIA)

By submitting a Bid in response to this IFB, Bidder acknowledges and understands that the City is subject to the

Arkansas Freedom of Information Act (FOIA) and City contracts and documents prepared while performing City work are subject to this Act. In the event that a FOIA request is presented to the City, the awarded Bidder agrees to do everything possible to provide any requested documents that they may be in possession of in a prompt and timely manner as prescribed in A.C.A. §25-19-101. Only legally authorized photocopying costs pursuant to the FOIA may be assessed for this compliance.

14. BIDDER’S DOCUMENTS

The only terms and conditions that will become part of the award/awarded Contract are those documents issued by the City as part of this IFB, including any contract, or documents furnished by the awarded Bidder

(such as a contract) that are in accordance with the terms and conditions contained in this IFB and approved for

Mayor’s signature by the City’s Legal Department.

Bidder’s inclusion of their terms and conditions or other types of documents containing terms and conditions regarding payment, invoicing, indemnification or any other type of term are not accepted based on inclusion in the Bid Submission and will not be acknowledged as conditions to the Bid.

Bidders are required to use ONLY the prescribed City forms in their Bid Submission unless Bidder has included additional information for the City’s consideration of an ‘equivalent’/‘alternate’ item (i.e. product data sheets etc. are acceptable) or additional description of their products or services.

City of Bentonville Invitation for Bid (IFB)26-31 Page 10 of 44

ADMINISTRATIVE SERVICES BUILDING

1000 SW 14TH STREET BENTONVILLE, AR 72712

(479)-271-3115 – purchasing@bentonvillear.com

15. INVOICING

The awarded Bidder shall provide an invoice to the City for review and approval prior to payment. The City will not pay from any document other than an invoice (i.e. payments will not be processed based on contracts etc.).

The awarded Bidder shall include IFB-26-31 on all invoices submitted pertaining to work performed for this contract.

The invoicing option(s) available to Bidders for this IFB are indicated below by an “x” mark in the option(s) available.

_X__Invoice upon 100% completion (As approved by the City)

_X__Progress invoicing (Payment will be made only for actual work completed and approved by the City and/or for materials stored on the City’s worksite)

Payment will not be made for incomplete work or for item(s) delivered out of spec (not as specified). Any return or correction shall be at the awarded Bidder’s expense. The City reserves the right to cancel an order due to receiving out of spec item(s) or request a replacement, whatever is in the City’s best interest.

All invoices should be submitted to the City of Bentonville Accounts Payable Office, address and email below:

City of Bentonville Administrative Services

ATTN: Accounts Payable

1000 SW 14th ST

Bentonville, AR 72712 accountspayable@bentonvillear.com

All invoices must reflect City of Bentonville, Arkansas Sales Tax, and any other applicable tax, as required or as applicable (this may include showing the tax calculation or including a statement that Bentonville, AR sales tax is included). Required correction in invoices may result in delayed payment. The awarded Bidder is encouraged to contact the City’s Accounts Payable Department (via the above email) with any advanced questions regarding invoicing and invoicing requirements prior to submitting their first invoice.

16. BIDDER REQUESTED PAYMENT TERMS

Bidders must use the space provided below to communicate their requested payment terms. Requests are not guaranteed for approval.

___NET 30 Days from Invoice Submission ___NET 60 Days from Invoice Submission __Other (Specify Below)

City of Bentonville Invitation for Bid (IFB)26-31 Page 11 of 44

ADMINISTRATIVE SERVICES BUILDING

1000 SW 14TH STREET BENTONVILLE, AR 72712

(479)-271-3115 – purchasing@bentonvillear.com

17. PRE-BID MEETING

There will be a pre-Bid meeting when indicated by an “x” mark in one of the fields below or when otherwise indicated in this IFB document. If there is an “x” in the “No Pre-Bid Meeting” option, there will not be a Pre-Bid

Meeting for this IFB.

__Mandatory Pre-Bid Meeting (Bidder must attend to be eligible to submit a Bid)

__In Person __Zoom or Other Virtual Method

__Optional Pre-Bid Meeting (Bidder attendance is highly encouraged but not required)

__In Person __Zoom or Other Virtual Method

_X_No Pre-Bid Meeting (There is no pre-Bid meeting scheduled for this IFB)

18. TERM

The Section with an “x” mark below shall apply to this Invitation for Bid.

_X_Contract Term (for services, construction projects etc.)

The awarded Bidder will be required to enter into a binding Contract with the City of Bentonville, for the services listed herein. The term of the awarded Contract shall be eight (8) months. Bidders shall note that the Contract

Term is separate from the required days to complete work.

19. SUBCONTRACTORS

If Bidder intends to subcontract portions of the work, the work being subcontracted and the subcontractor being proposed to perform the work must be disclosed in the Bidder’s Bid Submission. The City reserves the right to apply all Bid evaluation factors to any proposed subcontractors and to use that information to determine the qualifications of a subcontractor and their suitability to perform the work to the City’s specifications/standards.

Bidders must be knowledgeable of and comply with all state, local and federal laws concerning subcontractors performing work for municipal (governmental) projects.

In the event that Bidder intends to subcontract portions of the work, Bidder is required to complete the

‘Subcontractor Disclosure’ Section of this IFB document.

City of Bentonville Invitation for Bid (IFB)26-31 Page 12 of 44

ADMINISTRATIVE SERVICES BUILDING

1000 SW 14TH STREET BENTONVILLE, AR 72712

(479)-271-3115 – purchasing@bentonvillear.com

SUBCONTRACTOR LICENSING IN THE STATE OF ARKANSAS

Subcontractors who submit proposals in excess of $50,000.00 must have a current Arkansas State Contractor’s License.

a. As a condition to performing construction work for and in the State of Arkansas, all prime contractors shall use no other subcontractors when the subcontractors’ portion of the project is Fifty Thousand Dollars ($50,000.00) or more, except those licensed by the Contractors Licensing Board and qualified in:

1. Mechanical, indicative of heating, air-conditioning, ventilation, and refrigeration;

2. Plumbing;

3. Electrical, indicative of wiring and illuminating fixtures; and

b. In the event the prime contractor is qualified and licensed by the Contractors Licensing Board, he may use his own forces to perform those tasks listed in this section as subcontractors in one (1) or more of the trades listed.

c. The prime contractor shall place the names of each subcontractor in a blank space to be provided following the Pricing Sheet of this bid. It shall be mandatory that the a) mechanical, b) plumbing, and c) electrical subcontractors named on the Form of Proposal by the prime contractor awarded a contract under the provision of this Act be given contracts by the prime contractor in keeping with their proposals to perform the items for which they were named. If the prime contractor is performing the work for the trade listed, they must list their own company in the space provided.

City of Bentonville Invitation for Bid (IFB)26-31 Page 13 of 44

ADMINISTRATIVE SERVICES BUILDING

1000 SW 14TH STREET BENTONVILLE, AR 72712

(479)-271-3115 – purchasing@bentonvillear.com

SECTION 3: SCOPE OF WORK & DELIVERY

BIDDERS: THIS SECTION CONTAINS REQUIRED RESPONSE FIELDS

1. SCOPE OF WORK

The awarded Bidder shall furnish all labor, materials, equipment, tools, supervision, insurance, and all other necessary components indicative of the type of work or supply of item(s) or services specified herein and as required to perform the work to 100% completion and/or to deliver all item(s) and/or services to the City as specified.

The work shall include all specifications listed below. The awarded contractor shall complete the work to 100% completion. The Project is located within Bentonville City limits.

The City of Bentonville is accepting sealed bids from properly licensed professionals to supply high-quality asphalt materials for various road construction and maintenance projects throughout the City of Bentonville for 2026. The selected vendor will be responsible for providing a reliable and consistent supply of asphalt materials that meet or exceed industry standards and specifications. Materials shall be provided to the City within five (5) days of initial request.

All work shall be performed and material supplied in accordance with this IFB.

Product Specifications:

• The vendor shall supply hot mix asphalt (HMA) materials that conform to the following specifications:

o Superpave Mix

▪ Design and quality control shall comply with Section 404 of the AHTD Standard

Specifications for Highway Construction, 2014 Edition.

▪ Materials and equipment for asphalt mix courses shall meet the requirements of Section

409 of the AHTD Standard Specifications for Highway Construction, 2014 Edition.

▪ Materials:

• ACHM 9.5MM Superpave PG 64 - 22 (NO RAS): surface course shall be as set forth under Section 407 of the standard Specifications for Highway Construction, 2014 edition; published by the Arkansas State Highway Commission.

• The ACHM 12.5MM PG 70 - 22 surface course shall be as set forth under

Section 700.06 of the City of Bentonville Municipal Code for a collector street classification.

Estimated Quantities:

4200 Ton ACHM 9.5MM Superpave PG 64 - 22

1000 Ton ACHM 12.5MM PG 70 - 22

Pricing:

• Pricing shall remain firm through December 31, 2026.

City of Bentonville Invitation for Bid (IFB)26-31 Page 14 of 44

ADMINISTRATIVE SERVICES BUILDING

1000 SW 14TH STREET BENTONVILLE, AR 72712

(479)-271-3115 – purchasing@bentonvillear.com

Location and Pick Up

• The City of Bentonville will pick up asphalt orders

• The awarded Bidder shall have a local factory, and the location shall be discussed with City of

Bentonville Personnel prior to order placement, due to asphalt temperature requirements.

Quality Control and Testing:

• The vendor shall maintain a quality control program that includes regular testing of materials to ensure compliance with specifications.

• The vendor shall provide certified test results for each batch of asphalt material delivered, including:

o Gradation analysis o Asphalt content o Maximum theoretical specific gravity o Bulk specific gravity o Air voids o VMA and VFA

• The City of Bentonville reserves the right to conduct independent testing of materials at any time.

Equipment and Facilities:

• The vendor shall maintain asphalt production facilities that meet all applicable local, state, and federal environmental regulations.

• The vendor shall have a fleet of properly maintained delivery vehicles capable of transporting hot mix asphalt without significant temperature loss.

Sustainability and Environmental Considerations:

• The vendor is encouraged to incorporate recycled asphalt pavement (RAP) into mix designs where appropriate

• Percentages of recycled materials shall be specified for each type of material, with the additional requirement that the totaled recycled materials shall be such that a minimum virgin binder content of

65% for surface mixes and 60% for binder mixes shall be provided.

• Recycled Asphalt Pavement.

o When recycled asphalt pavement is included in City of Bentonville asphalt mixes, all requirements of Section 416 of the AHTD Standard Specifications or Highway Construction, 2014 Edition, shall be met.

Customer Service and Support:

• The vendor shall designate a primary point of contact for The City of Bentonville to handle orders, inquiries, and issues.

• The vendor shall provide 24/7 emergency contact information for after-hours and weekend support.

City of Bentonville Invitation for Bid (IFB)26-31 Page 15 of 44

ADMINISTRATIVE SERVICES BUILDING

Reporting Requirements:

• The vendor shall provide monthly reports summarizing:

o Total quantity of each type of asphalt material supplied o Delivery performance metrics (on-time delivery percentage) o Quality control test results summary o Any issues or concerns identified during the reporting period o The vendor shall maintain records of all deliveries, quality control tests, and invoices for a minimum of three years and make them available to The City of Bentonville upon request.

Special Conditions:

All bidders shall list any fees associated with start-up of their asphalt plant at the City’s request. Listing this price does not require the vendor to start up at the request of the City; however, it establishes a competitive upfront price that will be charged if a plant is started up at the approved request of the City.

• In the event the primary supplier cannot provide asphalt as requested, the City shall evaluate the start-up fee combined with the line-item quantity price against the line-item quantity price (and associated start-up fee if applicable) from the secondary supplier. The alternative cheapest to the City will be procured.

• If no prices are listed under the Miscellaneous Section of the bid form, the City shall not pay any fees associated with plant start-up.

Hourly Costs:

The following average hourly costs shall be considered with the unit material prices.

The City reserves the right to award bid based on the overall lowest cost to the City inclusive of rates listed below including other applicable costs for transporting materials (when applicable):

a. Heavy Equipment Operator I: $21.50 per hour

b. Heavy Equipment Operator II: $22.91 per hour

c. Heavy Equipment Operator III: $24.31 per hour

F.O.B. – Street Department, 3200 SW Municipal Drive, Bentonville, AR 72712. Materials to be released for pick-up or delivery as required by City Staff on an “AS-NEEDED BASIS”.

Increases or decreases to the work or materials specified shall be handled as Change Orders throughout the

Project. No Change Order shall be considered approved unless approved in writing by the City and in accordance with all applicable procurement laws, rules and policies. Work included in the Change Order shall not be completed prior to the City’s written approval. The City is not responsible for work completed outside of an approved Change Order. The City reserves the right to reject requested Change Orders.

City of Bentonville Invitation for Bid (IFB)26-31 Page 16 of 44

ADMINISTRATIVE SERVICES BUILDING

2. DELIVERY

The City of Bentonville requests (specifies) the below completion and or delivery date(s) as indicated by an “x” mark in the applicable field. If the requested (specified) schedule cannot be met, Bidder must specify the date(s)/schedule that

Bidder is able to commit to in the fields provided. Failure to state a date/schedule obligates the Bidder to perform the work or delivery the item(s) or services and complete services within the City’s requested timeline. Alternate or extended delivery dates may be considered when in the best interest of the City.

Estimated Award Date (not guaranteed, subject to change): __________May 26, 2026___________

Delivery/Work-Site Location: ______3200 SW Municipal Drive Bentonville, AR 72712________

*Bidders note that a change in the estimated award date will not release Bidder from the specified delivery date(s).

_X__ Project Specified Date(s): Work Beginning

City’s Specification:

Materials Provided: The City requests that materials shall be provided within five (5) days from initial request.

Bidder Response (CHOOSE ONE): __AS SPECIFIED __ALTERNATE DATES REQUESTED (REQUIRES

COMPLETION OF FIELDS BELOW)

Alternate Dates Requested: (REQUIRED RESPONSE IF ‘ALTERNATE DATES REQUESTED’ IS MARKED ABOVE)

Materials Provided: Materials shall be provided within _____day(s) from initial request.

City of Bentonville Invitation for Bid (IFB)26-31 Page 17 of 44

ADMINISTRATIVE SERVICES BUILDING

SECTION 4: BIDDER ACKNOWLEDGEMENTS

Bidders are required to verify that the following required documents and bonds have been included with their

Bid submission or will be furnished when due.

Description Bidder’s Initials

Invitation for Bid document, executed with all fields complete and thoroughly reviewed.

Proof of insurance, or the ability to acquire, as defined herein. ______

5% Bid Guarantee, as specified herein. ______

APPENDIX A: SUBCONTRACTOR DISCLOSURE (Completed, if applicable) ______

APPENDIX B: NON-COLLUSION AFFIDAVIT (Completed and Notarized) ______

APPENDIX C: BIDDER QUALIFICATIONS (Completed) ______

APPENDIX D: CONTRACTOR/VENDOR DISCLOSURE (Completed) ______

APPENDIX E: SPECIFICATIONS (Completed) ______

Addenda: Bidders are required to acknowledge all addenda issued for this IFB.

Bidders may acknowledge issued addenda either by inclusion in their Bid Submission or by noting the Addendum Number and Date of Issuance below in the fields provided.

ADDENDUM NUMBER DATE OF ISSUANCE

City of Bentonville Invitation for Bid (IFB)26-31 Page 18 of 44

ADMINISTRATIVE SERVICES BUILDING

1000 SW 14TH STREET BENTONVILLE, AR 72712

(479)-271-3115 – purchasing@bentonvillear.com

SECTION 5: BID PRICING

Bidder, having examined this Invitation for Bid document in its entirety and having performed a thorough examination of the work site(s) and/or product specifications hereby agrees to furnish all labor, products, materials, equipment, staging, transportation, and supervision of such, and all other components to produce 100% completion of the project in accordance with the specifications contained herein and as are industry standard and best practice when performing the type of work described herein.

Bid unit prices shall include all costs, including but not limited to: tax, all labor, products material, equipment, disposal fees, transportation, staging, mobilization, overhead, profit, insurance, shipping and handling and all other costs to the

City of Bentonville, Arkansas to cover the finished work and/or delivered products.

THE CITY OF BENTONVILLE IS NOT EXEMPT FROM SALES TAX; HOWEVER, THE CITY OF BENTONVILLE SALES

TAX IS 9.5%.

AWARD OF THIS INVITATION FOR BID WILL BE BASED ON (applicable award method marked with an “x”):

_X__Total Bid Price: The award will be based on the lowest and most responsible Total Bid Price with all factors considered. The Total Bid Price shall be written in words and in figures. In case of discrepancy between the written amount and the figures, the written amount shall govern. In case of discrepancy between the Unit Price and the

Extended Price, the Unit Price shall govern. The Total Bid Price is used for comparison purposes only; final payments will be based on actual work performed and materials supplied. If the required quantities of the items listed are increased or decreased by Change Order, the unit prices set forth shall apply to such quantities. Bid prices shall be rounded to the nearest cent.

Deductive Alternates apply when indicated by an “x” in the fields below

___Deductive Alternates Included _X__Deductive Alternates not included in this IFB

Pricing shall remain firm through December 31st, 2026.

The City reserves the right to award the project in any manner that is deemed in its best interest, or to reject any or all

Bids and to waive any irregularities.

No Bid shall be withdrawn for a period of sixty (60) days after the opening of Bids without the consent of the City; sixty

(60) days shall be allowed to the City in which to determine the manner in which to award or not award the Contract.

Definitions:

EA – Each Estimated Quantity – The estimated, not guaranteed, quantity or number of item(s) for described item Extended Price – The Unit Price multiplied by the Estimated Quantity Total Bid Price – The sum of the Extended Price column

THE BID FORM IS LOCATED ON THE FOLLOWING PAGE

City of Bentonville Invitation for Bid (IFB)26-31 Page 19 of 44

ADMINISTRATIVE SERVICES BUILDING

1000 SW 14TH STREET BENTONVILLE, AR 72712

BID FORM

Line Item

Quantity

Unit of Measure

Description Unit Price Extended Price

Superpave Mix

1 4200 Ton ACHM 9.5MM Superpave PG 64

- 22 (NO RAS): per AHTD 2014 Specifications Section 407

2 1000 Ton

ACHM 12.5MM PG 70 - 22

surface course shall be as set forth under Section 700.06 of the City of Bentonville Municipal Code for a collector street classification

Miscellaneous Items

3 1 Lump Sum

Start Up Price for Plant – Estimated One (1) Event each year

4 1 Hour

Provider Delivery – Cost per Hour (Estimated for 12 hours per day)

TOTAL BID PRICE

(Stated in words)

___________________________________________________________ dollars and

__________________________________________ cents

TOTAL BID PRICE

(Stated in figures)

What is the plant location address?

City of Bentonville Invitation for Bid (IFB)26-31 Page 20 of 44

ADMINISTRATIVE SERVICES BUILDING

BIDDER DECLARATION

The Undersigned hereby declares that they have carefully examined the Invitation, Scope of Work, Specifications and all other information related to the performance of the work or delivery of materials or items as described herein, have visited the actual location of the work (when applicable), have consulted their sources of supply, has satisfied themselves as to all quantities and conditions, and understands that in signing this proposal, they waive all right to pleas of any misunderstanding regarding the same.

Company Name:________________________By (Authorized Person’s Signature):_________________________

Printed Name and Title:________________________________________________________________________

Date:_______________________________________________________________________________________

State of incorporation (required if Company is a corporation): _________________________________________

Full names of all partners (required if Company is a partnership): ______________________________________

Arkansas State Contractor’s License Number (REQUIRED):____________________________________________

City of Bentonville Invitation for Bid (IFB)26-31 Page 21 of 44

ADMINISTRATIVE SERVICES BUILDING

SECTION 6: INVITATION FOR BID ADDITIONAL TERMS &

CONDITIONS/INSTRUCTIONS TO BIDDERS

1. SCOPE: These instructions and conditions shall be in force unless otherwise modified by the City in this Bid Document.

Bidders shall be advised that the City of Bentonville is not responsible for the content of any Bid package received through any 3rd party Bid service. It is the sole responsibility of the vendor to ensure the completeness of the documents received from any 3rd party source.

2. DEFINITIONS (AS USED HEREIN):

a. The term "Invitation For Bid" means a solicitation for formal, competitive sealed Bids. The acronym "IFB" means Invitation for Bid. “Solicitation” may also be used throughout to refer to the Invitation for Bid.

b. The term "Bid" means the offer by the Bidder.

c. The term "Bidder" means the person or organization responding to the Invitation for Bid.

d. The term “Contractor” means a person or organization who is the successful Bidder and who enters into a contract with the City.

*At times in this document the terms Bidder and Contractor are interchangeable.

e. The term "Change Order" means a written order from or approved by the Purchasing and Compliance

Department directing the Contractor to make changes to a Contract.

f. The term "City" means the City of Bentonville, Arkansas.

g. The term "City Council" means the governing body of the City of Bentonville, Arkansas.

3. PREPARATION OF BIDS: Bidders shall review the specifications, drawings, and all special and general conditions and any other documents included as part of this Invitation for Bid. Bidders are responsible for field verifying work or other means of familiarizing themselves with the Scope of Work of this Invitation for Bid. Failure to do so will be at the Bidder's risk.

Each Bidder shall furnish the information required in the solicitation. The Bidder shall provide their name, address, e-mail address, and telephone number where indicated in the solicitation documents. All signatures must be by an officer or employee having the authority to bind the company or organization by his/her signature and included with the Bid response.

Unit price for each unit offered must be provided. The unit price will be presumed correct.

The Bidder must state a definite time for delivery of supplies or performance of services; in cases where the Bidder does not state a definite time, the City’s specified timeline shall apply.

Multiple Bids: Bidders are prohibited from submitting multiple Bids for the same product in response to a competitive sealed Bid solicitation. In the event that a Bidder submits multiple Bids for the same product, all Bids from that Bidder will be rejected.

Exception for Different Models: In the event that the Bidder believes they have multiple different models or products (such as equivalent items) that meet the City’s specifications, the Bidder may submit multiple Bids in response to a competitive sealed Bid solicitation as long as the following requirements are met:

(1) The Bids are submitted in separate sealed envelopes;

(2) The products being proposed in each submission are different makes, models or otherwise types of products.

City of Bentonville Invitation for Bid (IFB)26-31 Page 22 of 44

ADMINISTRATIVE SERVICES BUILDING

4. SUBMITTING A BID: Bids must be received by the City of Bentonville Purchasing and Compliance Department BEFORE the time of opening indicated in the solicitation. All references to time shall be Bentonville, Arkansas time (Central Time Zone). Late Bids will be rejected without exception. Any exceptions or additional information required on a solicitation will be noted in the Bid documents or issued via clarification or Addendum. Failure to provide any requested information or to follow these procedures may result in the rejection of your Bid.

5. BID DOCUMENT MISTAKES: The Bidder shall not be allowed to modify or correct mistakes in the Bid document after the opening of the Bid, unless the mistake is determined to be non-judgmental by the Purchasing and Compliance Manager. Failure to complete the entire Bid accurately may result in declaring the Bid as non-responsive and the Bid may be rejected.

Bids may be withdrawn by the Bidder after submission for revisions or modifications at any time prior to the deadline for receipt of Bids (or Bid opening). Any such request for withdraw must be in writing either by email or other acceptable electronic manner as outlined in the Bidding documents, hand delivered or mailed communication.