RFB# 2026-019 Hot Mix Asphalt for Public Works

THE PROJECT: The Cherokee County Board of Commissioners Purchasing Department (County) is requesting competitive sealed bids for the furnishing and supply of Hot Mix Asphalt (HMA) for use in Cherokee County roadway paving and maintenance projects, meeting the specifications described herein.

All times in the solicitation are local times to Cherokee County, Georgia in the Eastern Time Zone.

This Request for Opportunity Description is one of two documents comprising this solicitation. The second document is the Cherokee County Standard Solicitation Terms and Conditions, which contains the standard forms and requirements that may be required to accompany a submission.

Together, these documents constitute the entire solicitation at the time of issuance.

The County reserves the right to reject any or all bids or proposals, to waive minor technicalities or irregularities, and to make a selection and final award as deemed to be in the best interest of the County.

SCHEDULE:

Issued March 17, 2026

Questions Due March 24, 2026 By 4:00 PM

Answers Due March 27, 2026

Bids/Proposals Due April 3, 2026 By 4:00 PM

Anticipated Award Date April 7, 2026

Cherokee County Board of Commissioners Purchasing Department

1130 Bluffs Parkway, Canton, GA 30114 Phone: (678) 493-6000

Fax: (678) 493-6035

REQUEST FOR BIDS

Solicitation Requirements & Instructions, THE EXPECTED PERIOD OF PERFORMANCE:

This solicitation establishes pricing for the supply of Hot Mix Asphalt (HMA) as described in the Statement of Work (SOW) and specifications. Hot Mix Asphalt will be purchased by Cherokee County on an as-needed basis, and the County will typically pick up materials directly from the vendor’s asphalt plant location. This solicitation will remain in effect until Cherokee County issues a subsequent solicitation requesting updated pricing.

1. NO PHYSICAL ITEMS/GOODS PHYSICAL DELIVERY OF ITEMS/GOODS REQUIRED:

This solicitation involves the supply of Hot Mix Asphalt materials. Materials shall be provided FOB Plant unless otherwise agreed.

Warranty Term Requested: ____

2. No SERVICES REQUIRED PERFORMANCE OF SERVICES:

This solicitation does not include the performance of services.

Services Term:

One Year Two Years Three Years Other: Not Applicable. Purchases will be made on an as-needed basis.

3. OPTION GRANT:

This solicitation does not include option periods. Cherokee County reserves the right to request updated pricing through a future solicitation.

SUBMITTAL INSTRUCTIONS:

Interested Bidders/Proposers should carefully review the requirements defined herein and provide complete and accurate submissions that should include the following items (only items indicated with an “X” in the corresponding boxes are required for this solicitation):

Information and Addenda Acknowledgement Form (Appendix A) Non-Influence and Non-Collusion Affidavit (Appendix B) E-Verify Affidavit (Appendix C) References* (Appendix D) Acceptance of County’ Standard Agreement**, as below: (Appendix E)

Professional Services Agreement (Sample provided) Construction Services Agreement (Sample Provided)

Architectural & Engineering Services Agreement (Sample Provided) Other:

Certification Regarding Debarment, Suspension, and Other Responsibility Matters Primary Covered Transactions (Appendix F)

Contractor’s License Certification (Appendix G) Bonds Requirements if the price bid > $100K

Ability to Provide Performance, Labor & Matl. Payment Bond (Appendix H) Bid Bond (See Appendix I)

Evidence of/ability to provide Insurance at the limits identified herein,*** Certifications, Licenses or Registrations as required by law and/or as requested Pricing on Proposer’s Company Letterhead Pricing on included pricing sheet / bid form Contractor’s Qualifications Statement (Appendix J) Added Terms to Construction Service Agreement (Attachment) ARPA Terms, Conditions, Certifications & Representations (Attachment) Substitutions Proposed: See Instructions Standard Solicitation Terms****, Item 9 Any other requirements as requested under the scope of work

Bidders are advised that Appendix A, Appendix B, Appendix C, and Appendix F referenced above are located in the Cherokee County Standard Solicitation Terms and Conditions document. These forms, along with the completed pricing sheet and any other required documents, must be completed and submitted as part of the bidder’s response.

EVALUATION CRITERIA:

Bids will be reviewed to determine whether the bidder has submitted a complete and responsive bid and is capable of supplying the materials requested. Pricing submitted on the Bid Form will be reviewed for completeness and compliance with the requirements of this solicitation.

The County may accept pricing from multiple responsive and responsible bidders. Cherokee County reserves the right to purchase Hot Mix Asphalt from any responsive and responsible bidder whose plant location, availability, and pricing best meet the operational needs of the County.

Bids determined to be Responsive and Responsible will be accepted based on the pricing submitted on the Bid Form.

OR

Proposals determined to be Responsive and Responsible will be evaluated on the following criteria:

The County reserves the right to reject the bid of any bidder who has previously failed to properly perform or complete on time contracts of a similar nature, or who, upon investigation, is determined not to be in a position to perform the work.

HOW AND WHERE TO SUBMIT BIDS AND PROPOSALS:

The County has two methods for receiving bids and proposals that are mutually exclusive; either electronically or by physical receipt. The box with the “X” below indicates how and where bids or proposals are to be submitted. The County will NOT accept proposals by fax, or e-mail unless authorized, in writing, by the Procurement Director. The solicitation submission deadline will be strictly enforced; no late bids/proposals will be accepted for any reason, please plan accordingly.

A. Electronic Submissions Only:

Bids are to be submitted electronically ONLY to BidNet Direct. Physical copies are not to be submitted unless approved in advance by the Purchasing Director.

Proposals and all requested documentation to be provided electronically should in the Adobe Portable Document Format (PDF) as ONE file unless otherwise indicated in these solicitation instructions. Documents provided in response to this solicitation are to be named according to the following naming convention:

a. [Solicitation Number]_[Vendor Name]_[Document Type] Example: “2017-111_ABC Company_Proposal”

QUESTIONS/ADDENDA:

Only written inquiries will be permitted during the solicitation period. Questions are to be submitted via BidNet Direct for this solicitation no later than the date and time indicated in the Schedule, as may be amended. Answers will be posted via formal Addendum and only released as part of the solicitation documents on BidNet Direct. All interested parties are instructed to monitor BidNet Direct on a regular basis throughout the solicitation period. The final date for posting of Addenda is per the Schedule, as may be amended.

STATEMENT OF WORK AND / OR SPECIFICATION LOCATED ON THE NEXT PAGE

STATEMENT OF WORK AND / OR SPECIFICATION:

Purpose The Cherokee County Public Works Department is seeking official pricing from qualified suppliers for the supply of Hot Mix Asphalt (HMA) for use on Cherokee County roadway paving and maintenance projects.

The purpose of this Request for Bids (RFB) is to publicly solicit and establish current pricing from asphalt suppliers serving the Cherokee County, Georgia area. The pricing received through this solicitation will be used by the County to determine the most economical plant for purchasing asphalt materials on a project-by-project basis.

This solicitation is intended to obtain official vendor pricing for Hot Mix Asphalt. The County does not intend to enter into a formal contract as a result of this solicitation.

Purchase Method Cherokee County Public Works will purchase Hot Mix Asphalt directly from the vendor’s asphalt plant as needed.

Purchases may be made based on:

• plant proximity to the project location

• mix availability

• applicable price based on the GDOT Asphalt Cement Price Index

The County will typically pick up materials at the plant location.

Payment will be made based on vendor invoices and certified weight tickets for materials purchased.

The County makes no guarantee of quantities or minimum purchases.

Asphalt Plant Location Bidders shall identify the asphalt plant location(s) from which Hot Mix Asphalt will be supplied.

Due to the temperature and workability requirements associated with Hot Mix Asphalt placement, asphalt must be produced at a plant located within a reasonable hauling distance to ensure the material can be transported and placed in accordance with GDOT temperature requirements.

For purposes of this solicitation, eligible asphalt plants must be located within a forty (40) mile radius of Cherokee County, Georgia.

Bidders shall provide the plant name, address, and location for each plant proposed to supply material under this solicitation.

Bidders may submit pricing for multiple plant locations, provided each plant meets the requirements of this solicitation.

Material Requirements All Hot Mix Asphalt supplied under this solicitation shall meet the requirements of the Georgia Department of Transportation (GDOT) Standard Specifications for the Construction of Transportation Systems, latest edition.

All asphalt plants supplying material must be approved by GDOT.

All mix designs required for GDOT funded projects shall be prepared and approved by GDOT as part of the mix price.

Mix designs and testing shall be included in the price per ton.

Pricing Bidders shall provide pricing based on the Hot Mix Asphalt Price Sheet included in this solicitation.

Prices shall be quoted per ton and shall correspond to the GDOT Asphalt Cement Price Index ranges listed on the price sheet.

Prices shall be FOB Plant, and Cherokee County will pick up materials at the plant location unless otherwise agreed.

Pricing submitted shall apply only to the plant location identified on the bid form.

Price Adjustments Unit prices will vary based on the Georgia Department of Transportation (GDOT) Asphalt Cement Price Index.

The applicable price shall correspond to the GDOT Asphalt Cement Price Index published for the month in which the material is purchased.

No additional price adjustments shall be permitted outside of the GDOT Asphalt Cement Price Index ranges provided in the price sheet, except as provided below.

Adjustments in price for other costs associated with the production of asphalt mix (including aggregates, lime, fuel, labor, power consumption, or other production inputs) must be submitted in writing to the Cherokee County Public Works Director at least thirty (30) days prior to the proposed change.

Any proposed adjustment shall include documentation supporting the requested change and may result in a price increase or decrease.

Cherokee County reserves the right to purchase asphalt from other suppliers if revised pricing is determined to be unfavorable.

Vendors shall provide an updated price sheet reflecting any approved pricing adjustments prior to implementation of the revised pricing.

Reclaimed Asphalt Pavement (RAP) Cherokee County may also sell removed or milled asphalt (Reclaimed Asphalt Pavement – RAP) to the vendor.

Cherokee County Public Works will be responsible for loading and transporting RAP to the vendor’s plant location.

The vendor shall provide certified weight tickets for all RAP delivered.

Bidders shall provide pricing for the purchase of RAP on the bid form, if applicable.

Material Availability Vendors submitting pricing under this solicitation shall make commercially reasonable efforts to supply Hot Mix Asphalt to Cherokee County Public Works when requested.

While the County understands that plant production may be affected by weather, plant maintenance, or existing contractual obligations, vendors shall not unreasonably refuse to sell Hot Mix Asphalt to Cherokee County when material is available for sale to other customers.

The County reserves the right to purchase asphalt from any available plant whose pricing was submitted under this solicitation if a supplier is unable to provide material when needed.

Pricing Commitment Vendors shall honor the pricing submitted in response to this solicitation for purchases made by Cherokee County during the applicable calendar year unless adjusted in accordance with the GDOT Asphalt Cement Price Index as described in this solicitation.

The applicable unit price for each purchase shall correspond to the GDOT Asphalt Cement Price Index range in effect at the time the material is purchased.

Pricing adjustments shall only occur as a result of changes to the GDOT Asphalt Cement Price Index or as otherwise provided in this solicitation.

Cherokee County reserves the right to request updated pricing through a future solicitation.

No Guarantee of Purchase This solicitation is issued for the purpose of obtaining official pricing from asphalt suppliers.

The County does not guarantee any minimum purchase quantities and reserves the right to purchase asphalt from any supplier whose plant location, availability, and pricing best meet the needs of the County for each project.

PRICE SHEET INSTRUCTIONS

Bidders shall complete the Hot Mix Asphalt Price Sheet provided with this solicitation.

Pricing shall be submitted per ton and shall correspond to the GDOT Asphalt Cement Price Index ranges listed in the price sheet.

The price submitted shall represent the FOB plant price for the mix listed.

The applicable price for each purchase will correspond to the GDOT Asphalt Cement Price Index range in effect at the time the material is purchased.

If multiple plant locations are available, bidders shall submit a separate price sheet for each plant location.

CERTIFICATION OF PRICING

The bidder certifies that the pricing submitted reflects the vendor’s current pricing structure for Hot Mix Asphalt and agrees to honor the pricing submitted for purchases made by Cherokee County during the applicable pricing period.

END OF STATEMENT OF WORK/SPECIFICATION

RFP#

PRICING FORM

THE HOT MIX ASPHALT PRICE SHEET (2026-019 HOT MIX ASPHALT PRICING SHEET.XLSX) IS PROVIDED AS A SEPARATE

FILE AVAILABLE FOR DOWNLOAD THROUGH BIDNET DIRECT. BIDDERS SHALL COMPLETE THE PRICE SHEET AND UPLOAD THE

COMPLETED FILE WITH THEIR BID SUBMISSION.