P-481 On-call Resurfacing RFB.pdf

City of Mt. Juliet Finance Department 2425 N. Mt. Juliet Rd. | Mt. Juliet, TN 37122 Phone: 615-754-2554 | Fax: 615-754-7225

REQUEST FOR BIDS

FOR THE CITY OF MT. JULIET, TN

Request for Bid

ON-CALL ROAD RESURFACING

Issued By:

City of Mt. Juliet, TN 2425 N. Mt. Juliet Rd.

(615) 754-2554

Date of Issue: June 17, 2026

Bid Due Date: 7/15/2026 2:00 PM CST

Bids must be in sealed envelope Clearly Marked

“ON-CALL ROAD RESURFACING”

Dated 7/15/2026 2:00 PM

Delivered to:

Attn: Finance Director

City of Mt. Juliet 2425 N. Mt. Juliet Rd.

Mt. Juliet, TN 37122

NLT 7/15/2026 2:00 PM CST

Phone: 615-754-2554 | Fax: 615-754-7225

Background of the City of Mt. Juliet, TN The City of Mt. Juliet, TN is located in the Nashville, TN metropolitan area. The city had a population of 39,000+ according to the 2022 National Census and is one of the fastest growing cities in the State of Tennessee. The city has 4 elected commissioners and an elected mayor, which comprise the governing body.

The governing body hires a professional City Manager as the chief administrative official. The City Manager is responsible for all city personnel. The city currently provides public safety, building inspection and codes enforcement, public works, parks and recreation, and administrative functions.

General Bid Information Sealed bids for “ON-CALL ROAD RESURFACING” will be received at the office of the City of Mt. Juliet Finance Department at 2425 N. Mt. Juliet Rd, Mt. Juliet, Tennessee 37122, Attention: Dana Hire, on or before 7/15/2026 2:00 PM, CST, and immediately thereafter all bids will be publicly opened and read aloud. Please contact Matthew White at mwhite@mtjuliet-tn.gov or 615-773-7957 should you have any questions.

BID FORMS

One paper copy of the bid is required. All paper bids must have the name of the project, and the bid due date on the outside of the envelope. Paper bid must be signed by authorized representative of company/business placing bid at time bid is received by the City of Mt. Juliet. Bidder will show evidence of license, expiration date and classification if required and when applicable. Bidder is familiar with all laws and regulations that may affect cost, progress, and performance of the work, including BABAA requirements.

Special Notice on Iran By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each bidder is not on the list created pursuant to §12-12-106.

Special Notice on Israel By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief for submissions in excess of $250k, unless the contractor has fewer than 10 employees, each bidder is not currently engaged in, and will not for the duration of the contract engage in, a boycott of Israel.

SUBMISSION

It shall be the responsibility of the bidder to submit a bid response which complies with: the conditions and specifications of the Request for Bids; policies and procedures of the City of Mt. Juliet and applicable laws of the State of Tennessee: and any other applicable laws, regulations and requirements. The bidder must provide ONLY a unit price for each item listed on the Bid Tabulation sheet. The City of Mt. Juliet will determine the lowest bid by inputting historically used and/or projected quantities for each item on the Bid Tabulation to determine unit bid subtotals and the bid grand total. Evaluation and award of bids will be made to one bidder meeting the requirements of the City of Mt. Juliet.

BID REJECTION

Phone: 615-754-2554 | Fax: 615-754-7225

The City reserves the right to reject any or all bids, combinations of items, or lot(s), and to waive defects or minor informalities. The City is a member of certain coalitions and has access to the pricing provided by state contracts. The published prices by the state or any of the coalitions for RFB items shall be considered a sealed bid which the City may accept. Any other bid that is not sealed will “NOT” be accepted. Any bid received after time and date indicated will be discarded.

Bidders may not restrict the rights of the City or otherwise qualify their bids. If a Bidder does so, the City may determine the bid to be a nonresponsive counteroffer, and the bid may be rejected.

The City reserves the right, at its sole discretion, to waive variances in bids provided such action is in the best interest of the City. Where the City waives minor variances in bids, such waiver does not modify the RFB requirements or excuse the Bidder from full compliance with the RFB. Notwithstanding any minor variance, the City may hold any Bidder to strict compliance with the RFB. In the event of multiple line items or interchangeable items, the city reserves the right to select items from multiple bidders.

Bidders must comply with all of the terms of this RFB and all applicable state laws and regulations. The City may reject any bid that does not comply with all of the terms, conditions, and performance requirements of this RFB.

PAYMENT FOR CITY PURCHASES

Purchase orders will be issued after the RFB is reviewed and payment will be made by the City of Mt. Juliet 30 days after commodities and/or services have been received, accepted, and properly invoiced as indicated in the contract and/or purchase order. Invoices must bear the purchase order number where applicable.

IDEMNIFICATION

The Contractor/Vendor shall indemnify, hold harmless, and defend the contracting agency from and against any claim of, or liability for error, omission or negligent act of the Contractor/Vendor under this agreement. The Contractor/Vendor shall not be required to indemnify the contracting agency for a claim of, or liability for, the independent negligence of the contracting agency. If there is a claim of, or liability for, the joint negligent error or omission of the Contractor and the independent negligence of the Contracting agency, the indemnification and hold harmless obligation shall be apportioned on a comparative fault basis. “Contractor” and “Contracting agency”, as used within this and the following article, include the employees, agents and other contractors who are directly responsible, respectively, to each. The term “independent negligence” is negligence other than in the Contracting agency’s selection, administration, monitoring, or controlling of the Contractor and in approving or accepting the Contractor’s work. On-site vendors are required to provide proof of insurance (general liability, workers comp, auto and excess). On-site vendor will add the City of Mt. Juliet as an additional insurer if requested.

COMPLIANCE

In the performance of a contract that results from this RFB, the contractor must comply with all applicable federal, state, and city regulations, codes, and laws; and be liable for all required insurance, licenses, permits and bonds;

and pay all applicable federal, state, and city taxes.

SUITABLE MATERIALS, ETC.

Phone: 615-754-2554 | Fax: 615-754-7225

Unless otherwise specified, all materials, supplies or equipment offered by a bidder shall be new, unused, and of the latest edition, version, model or crop and of recent manufacture. Unless otherwise specified in the RFB, product brand names or model numbers are examples of the type and of product quality required, and are not statements of preference. If the specifications describing an item conflict with a brand name or model number with a description of the item, the specifications govern. Reference to brand name or number does not preclude an offer of a comparable or better product, if full specifications and descriptive literature are provided for the product. For example, if the specifications call for 98 decibel alarm and the product offered has only 95, the city reserves the right to consider the 95 decibel alarm offering as adequate. Failure to provide such specifications and descriptive literature may be cause for rejection of the offer.

FIRM OFFER

For the purpose of award, offers made in accordance with this RFB must be good and firm for a period of ninety

(90) days from the date of quote opening or the date of complete delivery of the order placed whichever is later.

The city anticipates selection within 10 business days.

BID PREPARATION COSTS

The City is not liable for any costs incurred by the bidder in quote preparation.

CONFLICT OF INTEREST

An elected or appointed official, or employee of the City of Mt Juliet may not seek to acquire, be a party to, or possess a financial interest in, this contract if (1) the elected or appointed official, or employee is an employee of the administrative unit that supervises the award of this contract; or (2) the elected or appointed official, or employee has the power to take or withhold official action so as to affect the award or execution of the contract.

Non-controlling ownership in stock of publicly held companies or ownership of mutual funds shall not be considered as a financial interest.

DEFAULT

In case of default by the contractor/vendor, for any reason whatsoever, the City of Mt Juliet may procure the goods or services from another source and hold the contractor/vendor responsible for any resulting excess cost and may seek other remedies under law or equity.

CONTINUING OBLIGATION OF CONTRACTOR

Notwithstanding the expiration date of a contract resulting from this RFB the contractor/vendor is obligated to fulfill its responsibilities until warranty, guarantee, maintenance and parts availability requirements have completely expired.

BILLING INSTRUCTIONS

Invoices must be billed to the Public Works department at the address shown on the individual Purchase Order, Contract Award or Delivery Order. Questions concerning payment should be addressed to the Finance Department of the City of Mt. Juliet.

DISCRIMINATION CLAUSE

Phone: 615-754-2554 | Fax: 615-754-7225

The City of Mt. Juliet is an equal opportunity entity and does not discriminate on the basis of age, race, sex, national origin, religion or disability in admission to, access to, or operations of its programs, services, activities, or in its awarding of such bids.

BID SPECIFICATIONS

1.0 GENERAL

BIDS WILL BE FOR A ONE-YEAR PERIOD: AUGUST 1, 2026 – JULY 31, 2027

The City of Mt. Juliet may elect to extend the time period of the contract on a yearly basis by supplemental agreement, if agreed upon by both parties. All terms and conditions of the original RFB shall remain in full force and effect, except insofar as specifically modified by the supplemental agreement.

All projects must be paved within 2 (two) weeks of milling, weather permitting.

Vendor must supply a 1 (one) year warranty for completed paving projects. The warranty shall begin upon completion of the project.

Vendor must ensure proper roadway drainage once project is completed.

The city reserves the right to issue work orders of the roadway paving projects as they deem necessary to comply with the priority list and budgetary restraints.

Vendor shall comply with the intent of the specifications and shall not take advantage of any errors or omissions and not take advantage of any unintentional error or omission but shall fully address the full intent and meaning of each aspect of the specifications.

Contractor shall abide by all State and Federal safety guidelines for work zone safety. All traffic control (internal and external) and temporary traffic control devices must be in accordance with the Manual of Uniform Traffic Control Devices (MUTCD). Work zone areas shall be posted with legible traffic signs at points of hazard.

To ensure work safety, all workers present must wear high visibility safety apparel that meet the requirements of ISEA “American National Standard for High-Visibility Safety Apparel” at all times.

Contractors must ensure workers have received proper training who are within the work zone, including flagger qualifications. Contractor must have emergency planning and response procedures in place for work zone operations.

Contractor will furnish all materials and perform all work in compliance with applicable sections of the T.D.O.T. specifications dated January 1, 2021.

Contractor must be pre-qualified with TDOT and must be licensed in accordance with the contractors licensing act of 1976 (ITCA title 62, chapter 6) and qualified in the proper category for this work.

Phone: 615-754-2554 | Fax: 615-754-7225

The Contractor will be required to furnish payment and performance bonds and certificate of insurance in adequate amounts for each work order.

2.00 SCOPE

The work covered by this item shall consist of resurfacing and cold planing of existing streets. Surface preparation work will be covered in each section. The actual amount of work to be performed will be based on the annual budgetary constraints of the city. This is a unit price contract. The City does not guarantee any minimum or maximum amount of work. Work will be issued on an as-needed basis through written work orders.

3.00 ASPHALT PAVING AND COLD PLANING REQUIREMENTS

1. The unit price quoted shall include all materials, equipment, labor, and all other items incidental to the placement and compaction of the said materials. Placement operations shall be directed by the designated official of the City of Mt. Juliet and shall include patching and repairing of designated areas. This price shall include all surface preparation by grading to achieve proper drainage and furnishing and placing tack coat and disposal of excess materials.

2. The contractor will be responsible for furnishing all crushed stone for shoulders disturbed by paving, at no additional cost to the project’s unit cost.

3. INSPECTION - Final inspection and acceptance or rejection will be made at a delivery destination, but all materials and all workmanship shall be subject to inspection and test at all times and places, and when practicable, during construction. The right is reserved to reject articles which contain defective material and workmanship. Rejected materials shall be removed by and at the expense of the contractor promptly after notification or rejection. Final inspection and acceptance or rejection of the materials shall be made as promptly as practicable but impose no liability on the City of Mt. Juliet or any subdivision thereof for such materials as are not in accordance with the specifications. Final inspection or acceptance does not relieve the

Phone: 615-754-2554 | Fax: 615-754-7225 contractor from liability for use of materials or construction standards in accordance with these specifications, TDOT specifications, or industry practices.

In the event necessity requires the use of materials or supplies not conforming to the specifications, payment therefore may be made at a proper reduction of price.

All mixes will require job mix formula per TDOT specifications. Trucks may be pulled and weighed at random and mixes will be tested.

4. SPECIFICATIONS - it is understood that reference to available specifications shall be sufficient to make the terms of such specifications binding on the contractor.

5. Quantities of pavement and other work may vary and will be determined by the city.

6. ERROR IN BID - Negligence on the part of the bidder in preparing the bid confers no right for the withdrawal of the bid after it has been opened.

7. COMPENSATION INSURANCE - The contractor shall maintain during the life of this contract workman's compensation insurance for all of his employees to be engaged in work on the project under this contract, and in case any such work is sublet, the contractor shall require the subcontractor similarly to provide worker's compensation insurance for all of the latter's employees to be engaged in such work unless such employees are covered by the protection afforded by the contractor's worker's compensations insurance.

8. PUBLIC LIABILITY AND PROPERTY DAMAGE INSURANCE - The contractor shall take out and maintain during the life of this contract such liability and property damage insurance as shall protect him and any subcontractor performing work covered by this contract from claims for damage for personal injury, including accidental death, as well as from claims for property damage which may arise from operations under this contract, whether such operations are by himself or by any subcontractor or by anyone

Phone: 615-754-2554 | Fax: 615-754-7225 directly or indirectly employed by either of them. The amount of such insurance will be as follows and will name the City as an additional insured.

a. Public Liability insurance in the amount of not less than $1,000,000.00 for injuries, including accidental death to any one person, and subject to the same limit for each person, in an amount not less than $1,000,000.00 on account of one accident.

Property damage insurance in an amount of not less than $1,000,000.00 for any one damage claim, and in an aggregate amount up to $2,000,000.00 during a period of twelve months.

9. PROOF OF INSURANCE - The contractor shall furnish the City with satisfactory proof of the insurance required.

10. PERFORMANCE AND OTHER BONDS - CONTRACTOR shall furnish performance and payment

Bonds, each in an amount at least equal to the Contract Price of each work order as security for the faithful performance and payment of all CONTRACTOR'S obligations under the Contract Documents. These

Bonds shall remain in effect at least until one year after the date when final payment becomes due, except as otherwise provided by Law or Regulation or by the Contract Documents. All bonds signed by an agent must be accompanied by a certified copy of the authority to act. If the surety on any Bond furnished by

CONTRACTOR 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 the preceding paragraph. CONTRACTOR shall within five days thereafter substitute another Bond and Surety, both of which must be acceptable to the CITY.

11. ADJUSTMENTS TO CONTRACT UNIT PRICES

This Special Provision Covers The Method Of Price Adjustment For Bituminous Materials.

The normal bid items in the contract covering the bituminous material shall remain the same, but the contract unit bid prices for these items will be adjusted to compensate for increases and decreases in the contractor's bituminous material cost in the following manner:

Phone: 615-754-2554 | Fax: 615-754-7225

A "Basic Bituminous Material Index" will be established by the Tennessee Department of Transportation prior to the time the bids are opened. This "Basic Bituminous Material Index" is the average of the current quotations on P.G. 64-22 from suppliers furnishing asphalt cement to contractors in the State of Tennessee.

These quotations are the cost per ton f.o.b. supplier's terminal.

The "Basic Bituminous Material Index" for this project is $746.92 per ton for June 2026.

The "Monthly Bituminous Material Index" is also established on the first day of each month by the same method. The "Monthly Bituminous Adjustment Factor" is the difference (+/-) between the "Basic

Bituminous Material Index" and the "Monthly Bituminous Material Index".

The "Monthly Bituminous Adjustment Factor" shall be applied to the contract unit price bid provided the increase or decrease differs 5% or more from the "Basic Bituminous Material Index". The Public Works

Director reserves the right to alter the quantities of material or modify the design mix if the change in prices warrants material or design substitution.

The adjustment will be calculated in accordance with the following formula only when the percentage change of price indexes is five or greater:

PA = [Ic - Ib] x T

Where, PA = Price Adjustment for Adjustment

Month Ib = Basic Bituminous Material Index

IC = Monthly Bituminous Material Index

T = Tons Bituminous Material for Adjustment Month

Phone: 615-754-2554 | Fax: 615-754-7225

Price adjustment will be applied to all asphalt cement, asphalt emulsion, or bituminous material used for paving on this project.

The quantity of virgin asphalt cement in tons subject to price adjustment in recycled mixes shall be the product of the total tons of each mix multiplied by the difference between (1) the percent of asphalt cement specified for bidding purposes and (2) the percent of asphalt cement obtained from the recycled asphaltic material used in each mix. No price adjustment under this special provision for increases and decreases in the contractor's cost for virgin asphalt cement in recycled mixes will be allowed for asphalt cement content in excess of the percent specified for bidding purposes, as all payment adjustments for asphalt cement in the mix design of recycled mixes in excess of the percent of asphalt cement specified for bidding purposes will be made in accordance with the specifications.

The price adjustment for increases and decreases in the contractor's cost for virgin asphalt cement in recycled mixes will be calculated as follows when the percentage change in price indexes is five or more:

PA = [Ic - Ib] x [BA - RA] x Tm 100

Where, PA = Price Adjustment for Adjustment Month

Ib = Basic Bituminous Material Index

IC = Monthly Bituminous Material Index

BA = Percent Ashphalt Specified for Bidding Purposes

RA = Percent Ashpalt Obtained from Recycled Asphaltic Material Used in Each Mix

Tm = Tons Asphalt Mix for Adjustment Month

The above procedure for calculating price adjustments for recycled mixes is also applicable to mixes consisting of one hundred percent virgin material when the asphalt cement is not a separate bid item and the asphalt content in each mix is established for bidding purposes. A totally virgin mix is a special case in which the percentage of asphalt obtained from recycled asphaltic material is zero (i.e., RA = 0).

Phone: 615-754-2554 | Fax: 615-754-7225

The asphalt paving on this project shall comply with TDOT Specifications 307-BITUMINOUS

PLANT MIX BASE (HOT MIX) and SECTION 411 – ASPHALTIC CONCRETE SURFACE (HOT

MIX). The percent of Recycled Asphalt pavement (RAP) and Recycled Asphalt Shingles may be used as specified in Section 307 and Section 411. The associated approved Job Mix Formula shall be submitted and approved.

11. MILLINGS

Contractor takes ownership of the Reclaimed Asphalt Pavement (RAP) after milling. Based on the value of the millings, the contractor shall adjust the proposed unit prices in this bid to account for the credit.

See the attached unit price bid tabulation sheet.

No Bids will be received or accepted after the above-specified time for the opening of Bids. Bids submitted after the designated hour will be deemed invalid and returned unopened to the Bidder.

Bid security shall be furnished in accordance with the Instructions to Bidders.

Company Name: ________________________________________________________________ Authorized Signature: ________________________________________________________________ Print Name: ________________________________________________________________ Title: ________________________________________________________________ Date: ________________________________________________________________ Address: ________________________________________________________________ City/State/Zip: ________________________________________________________________

Item No. Description Unit

Quantity

Range Unit Price Bid

1 to 500

500+

1 to 500

500-999

1000+

1 to 500

500-999

1000+

1 to 500

500-999

1000+

1 to 500

500-999

1000+

1 to 500

500-999

1000+

1 Cost for Upgrade to (PG 70/22) Ton N/A

1 to 100

100+

611-09.01 Adjustment Of Existing Catchbasin EA N/A

611-01.20 Adjustment Of Existing Manhole EA N/A

3 Traffic Control Measures Day N/A

1 to 500

500-999

1000+

4 Key Joints L.F. N/A

403-02.01

307-01.08

307-01.01

307-01.20

N/A

Ton

Asphalt Concrete Mix (Pg64-22) (Bpmb-Hm)

Grading A

415-01.01

411-01.07

411-01.10

C.Y.

N/A

ACS Mix (Pg64-22) Grading E Ton

Asphalt Concrete Mix (Pg64-22) (Bpmb-Hm)

Grading B-M2 Ton

307-01.01

402-01

402-02

Ton

Mineral Aggregate, Type A Base, Grading D

Acs Mix(Pg64-22) Grading D

N/A

Ton

GAL.

Ton

Aggregate For Cover Material (Pc)

Cold Planing Bituminous Pavement

GAL.Trackless Tack Coat

FY 26/27 Roadway Resurfacing Unit Prices

Bituminous Material For Prime Coat (Pc)

Ton

Excavation and Removal

For Failure Undercutting

Asp. Conc. Mix(Pg64-22) (Bpmb-Hm) Gr. A-S Ton