RFX3160006504 HOT & COLD MIX ASPHALT.pdf

Table of Contents

Descriptions page Number

1.0 Generat............ I

2.0 Bid Submittal 1

2.1 Submittal Deadline

Z.2Blectronic Bid Submittal I

2.3 Electronic competitive sealed Bid submittar Assistance......... I

2.4 Sealed Paper Competitive Bid Submittal. .............. I

2.5 Sealed Paper Competitive Bid Submittal Instructions

3.0 Products and Specifications......... .....,,......,.. z

3.L Products

4.0 Material Adjustment.......... ........... z

5.0 Protest Procedure 3

5.1 Protest Information

6.0 General Vendor Instructions

6.1 Instructions for Vendors

6.2 Office Closure

7.0 Vendor Award Instructions

7.l Award Criteria... 4

7,2 Awarded Vendor Instructions............ s

7.3 Agency Contract Term...... s

7.4 Cancellation of Agency Contract.. s

8.0 Submittal Instructions for Sealed Paper Competitive Bid

9.0 competitive sealed Bid Electronic submittal Instructions

10.0 Proposal ......... g

11.0 Cooperative Purchases ............... l0

Table of Contents

Descriptions page Number

12.0 Acknowledgement of Mississippi Department of Transportation Contract Terms and Conditions l3.Olnvoicing and Payment.. 12

14.0 Checklist Information

Attachments:

Attachment A: RFX Response in MAGIC

Attachment B: MAGIC Supplier Self-Service Reference Guide

Attachment C: Petroleum Products Base Prices for Contracts Let in March 2024

Attachment D: CSD-MND- Work Sheet for Material Price Adjustment

Attachment E: E-Veriff

Attachment F: Pricing Pages

Attachment G: Mississippi Department of Transportation Terms and Conditions

The Mississippi agency contract

Transportation for the

NOTICE AND INSTRUCTIONS

RFX No. 3160006504

1.0 GENERAL

Commission (MTC) intends to the for

Sealed Bid Process to award an the Mississippi Department of utilize

Transportation contract period Decem

2.0 BID SUBMITTAL

2.I SUBMITTAL DEADLINE

Sealed competitive bids will be received until 10:30 AM CST on Monday, April 15,2024 at the William

I,'Eilly" McCoy Building, (Department of Transportation Building), Procurement Division, 5th Floor,40l N. West, Jackson, Mississippi,3920l or electronically into the MAGIC Procurement Portal as described herein and shortly thereafter publicly opened.

2.2 RESPONSE TO RFX (BrD)

When submitting the bid" the bidder must ensure all questions have been answered within the RFX and all proposed items in the RFX have a response.

2.3 ELECTRONIC BID SUBMITTAL

Sealed Competitive Bids may be submitted electronically throush the State of Mississiupi's MAGIC svstem at the followins websites:

https ://portal. magic.ms. gov or https : //www. ms. gov/dfa/contract bid search/C ontract.

Please use the websites above to search for RFX No. 3160006504

2,4 ELECTRONIC COMPETITIVE SEALED BID SUBMITTAL ASSISTANCE

You must have the Bid number listed in the advertisement. Please refer to Attachment A for instructions f^or RFX responses_ il !4-4919. If you need assistance, please call the Mississippi Management and Reporting System (MMR.S) help desk at 601-359-1343, select Option 2 for MAGIi -functionality.

Please allow a day or two for assistance with your issue.

Bidders must be resistered in MAGIC when submittins an electronic bid nroposal.

If the bidder is not registered as a bidder for the State of Mississippi, please go to the following website:

http:/hwvw.dfa.ms.gov/dfa-offrces/mmrs/mississippi-suppliers-vendors/ and click on Mississippi Suppliers

(Vendors) on left side of the webpage. Arrow to bottom of page and select Supplier Self Service and click the link "MAGIC Supplier Self-Service Reference Guide" (Attachment B). This website has information to help you register as a vendor for the State of Mississippi. Should you need assistance, please contact the MMRS help desk at 601-359-1343.

2.5 SEALED PAPER COMPETITIVE BID SUBMITTAL

If the bidder cannot submit an electronlq_Ui4 prgpoqal, a sealed paper competitive bid will be received by the MTC at its offrces in the William J. "Billy-' McCoy Building, (Departmbnt of Transportation Building), Procurement Division, 5th Floor,40l N. West, Jackson, Mississippi,3g2}l until 10:30 AM CST on Mondav. Anril 15.2024.

2.6 SEALED PAPER COMPETITIVE BID SUBMITTAL INSTRUCTIONS

Proposals must be made on forms furnished by the Mississippi Departrnent of Transportation or they will not be considered. Letters will NOT be considered a part of your proposal and g14t alteration of the bid forms in any manner shall be considered non-conformins and bid shall be reiected.

If you are submitting an ALTERNATE BID, YOU MUST MAKE COPIES OF ORIGINAL FORMS

AND SUBMIT AS SEPARATE BID.

F'acsimile transmissions or email submissions will not be accepted for Bid Submittals.

Conditional or qualified bids will not be considered.

3.0 RFX SPECIFICATIONS

All materials and equipment must conform to the Mississippi Standard Specifications for Road and Bridge Constructionof 2017 and any amendments thereto, where ifptcable.

All materials ^supplied on this contract must come from suppliers that are approved by the Mississippi

Department of Transportation.

All materials supplied under this contract shall be subject to testing by the Mississippi Department of Transportation Materials Division. Any material which does noi meet Mississippi Department of Transportation specifications shall be returned at the Vendor's expense and invoices foi said material will ryt pe processed. Failure to meet specificatiols on any purchase may result in an award to the next eligible bidder on future purchases made during the life of the contract.

Delivery:. As needed t9 jo! sites specified by the District Maintenance Engineer; delivery shall be required the next day after notification.

4.0 MATERIAL ADJUSTMENT

A Material Adjustment will be applied to materials listed on the "PRICING PAGES FOR THE PERIOD OF July I,2024 through December 31,2024" quote sheets with the adjustment code (A2).

The-payment.cyc.|e.jor material subject to a material adjustment will be from the 16th of the month through the 15th of the following month in order to allow foi the distribution of the Petroleum Products BasEd

Prices for the current period. The Petroleum Products Based Prices which are issued on the l5th of each month are to be used fo19al9yt4irg th. materials adjustment through the 15th of the following month. An invoice along with the CSD-SSIMND is required before payment wi-it be made. The materials idjustment is to be shown as a separate line item on the same invoice-as the materials. The materials adjustment for the product CRS-2TR can be made based on the figures for CRS-2p.

The material base prices for this contract are shown in the attached Notice to Bidders entitled "Petroleum Products B-age. prices for Contracts Let in March 2023'. The monthly base prices can be obtained from the District Maintenance Engineer after the l5th of each month.

See Attachment C: Petroleum Products Base Prices for Contracts Let in March 2024.

See Attachment D: CSD-MND-Work Sheet for Material Price Adjustment.

5.0 PROTEST PROCEDURE

5.1 PROTESTINFORMATION

It is the intent of the Specificatio_ns to obtain a product that will adequately meet the needs of the user while promoting the greatest extent of competition that is practicable. It ls the responsibility of the prospective bidder to review the entire Notice and Instructions and proposal packet and fo notifu tUOOf Piocurement Division.if the Specifications or Instructions are formulated-in a manner which wouli unnecessarily restrict competition-. Any protest or question concerning the specifications or bidding procedures must be received in_ writing by th9 lt{rlsissrppi Department of

-Transportation ProcuremeniDivision by 10:00am CST, Monday, April 8.-2024. The Mississippi Department of Transportation Procurement-Division may be reached at telephone number 601-359-7300, facsimile number 601-359-7302, or hvanbuskirk@mdot. ms. gov.

Protest of the award of this bid shall be done in accordance with Chapter VI of the Procurement Manual of the Office of Purchasing, Travel and Fleet Management of the Mississippi Department of Finance and Administration.

6.1

6.0 GENERAL INSTRUCTIONS

INSTRUCTIONS FOR BIDDERS

Detailed information may be obtained from the PROCUREMENT DIVISION by calling (601) 359-7300.

The MTC reserves the right to reject any or all bids and to accept all or only certain units of any bid. The MTC reserves the right to award one or more of the items in the various proposals to one or more companies.

It is understood that all proposals are submitted on the basis of complying with the provisions, terms and specifications set out herein, and in the proposal forms PROVIDEDTHAT YOU CAN DO Sb tXOEn

THE VARIOUS GOVERNMENT RULTNCS AND DIRECTIVES NOW IN EFFECT OR WHICH MAY

BE ISSUED DURING THE PEzuOD OF CONTRACT. In the event you bid on turnishing any materials which are prohibilg_d from being manufactured by a Government ruling or directive and are'awarded such materials, yotL wil.l not be leguire_{ to make such shipment of said prohibited materials so long as Govemment directive is in effect. However, any change in specificatioris or provisions of the quotition should be discussed with MDOT promptly upon your bEing ad:vised of the Government ruling or birective necessitating a change.

The MTC reserves the right to waive minor technicalities on bid proposals and specifications when it is in the best interest of the Mississippi Department of Transportation. The MTC reserves the right to waive minor technicalities when it is in the best interest of the State.

Unless otherwise specified, all formal bids shall be binding for a minimum of sixty (60) days after opening.

If a bid is withdrawn after opening, bidder will be removed from the list of eligible bidders for a period of

(6) six months.

Failure to respond on three contract advertisements will result in removal from the prospective bidders list.

bidder must be duly qualified to do business and in good standing in the State of Mississippi and remain duly qualified and in good standing throughout the term of the contract and for as long thereafter as any obligations may remain outstanding under the contract.

To register or check your status with the State https ://corp. sos.ms. eov/corp/pofi allc/page/lo gir/portal. aspx of Mississippi, visit

6.2 OFFICE CLOSURE

If the location of the bid opening to the public is closed for any reason, including but not limited to: acts of God, strikes, lockouts, riots, acts of war, epidemics, govemmental regulations superimposed after the fact, !re, earthquakgs, floods, or other natural disasters, (the "Force Majeure Events'), which closure prevents the opening of bids at the advertised date and time, all bids received shall be publicly opened and read aloud on the next busineqs day that the location shall be open to the public and af the previously advertised time. The new date and time of the bid opening, as determined in accordance with this paragraph, shall not be advertised, and all bidders, upon submission of a bid proposal, shall be deemed to have knowledge of and shall have a-gree{ 19 the provisions of this paragraph. Bidi shall be received by the agency until thdnew date and time of the lid opgning as set forth herein. The agency shall not be heldiesponiible-for the receipt 9f any lidq f_o1 ryhich thg delivery was attempted and failed due to closure as a result of a Force Majeuie Event. Each bidder shall be required to ensure the delivery and receipt of its bid by the agency prior tb the new date and time of the bid opening.

7.0 AWARD INSTRUCTIONS

7.I AWARD CRITERIA

Award will be made to all bidders meeting specifications, If product is to be picked up, purchases will be made from the bidder providing the lowest cost to the Mississippi Department of Transportation (taking into account the line item pricing and the cost of transporting the product). If the materials are to be delivered, purchases will be made from the lowest bidder (line item pricing, plus haul charge) able to deliver in.a timelymanner. All purchases must meet Mississippi Departmen:t of Transportation specificatiory q1rq bid_requirements. Failure to meet specificatlons on any purchase may result in an award to the next eligible bidder on future purchases made during the life of ttr6 iontract.

pelivery: As qeeded.to job sites specified by the District Maintenance Engineer; delivers shall be required the nexf day after notifibation. '

Delivered at all MDOT locations in Mississippi. Final award approval will be made by the Mississippi Transportation Commission.

7.2 AWARDED BIDDER INSTRUCTIONS

If award is made by the MTC, a contract will be forwarded to the successful bidder(s). Purchase Orders will be issued on as needed basis by MDOT. A Purchase Order will only be issued by MDOT when there is an executed contract between the agency and bidder. Any action by a bidder prior to the receipt of a Purchase Order will be at the bidder's "OWN RISK" and the Mississippi Department of Transportation will not be held liable for such action.

7.3 AGENCY CONTRACT TERM

The contract shall begin on July 1,2024 through December 31,2024. There will be no extensions for the contract.

7.4 CANCELLATION OF AGENCY CONTRACT

Any contract or item award may be canceled with or without cause by the MTC upon 30 days written notice of intent to cancel. Cause for the MTC to cancel may include, but is not limited to: cost exceeding current market prices for comparable purchases; request for increase in prices during the period of the contract; or, failure to perform to contract conditions. The bidder will be required to honor all purchase orders prepared and dated prior to the date ofexpiration or cancellation ifreceived by the bidder within a period of 30 days following the date of expiration or cancellation. Cancellation by the MTC does not relieve the bidder of any liability arising out of a default or nonperforrnance. If a contract is canceled by the MTC due to the request for increase in prices or failure to perform, bidder may be removed from the bidders list for aperiod of twelve (12) months. Protests of said removal from the bidders list shall be in accordance with Chapter VI of the Procurement Manual of the Office of Purchasing and Travel of the Mississippi Department of Finance and Administration.

8.0 SUBMITTAL INSTRUCTIONS FOR A SEALED PAPER COMPETITIVE BID

The bidder has chosen not to submit the Sealed Comnetitive Bid electronically into the MAGIC Svstem.

Bids must be submitted in sealed envelone(s).

,,* RFX IDENTIFICATION INFORMATION ON THE OATSIDE OF THE ENVELOPE

MUST BE AS SHOWN BELOIY.*''

STREET DELIVERY:

RFQF NO. 3160006504 Trr

PROCUREMENT DIVISION (5'" FLOOR)

WILLIAM J. "BILLY" MCCOY BUILDING

MS DEPT. OF TRANSPORTATION

401 NORTH WEST STREET

JACKSON MS 39201

1. VWe certify that we have read and understand the "NOTICE AND INSTRUCTIONS'i which is a part of this RFX (bid).

COMPANY:

ADDRESS:

NAME:

SIGNATURE:

TITLE:

(Print or type)

PHONE:

FAX:

DATE:

EMAIL:

Sign your bid and return it, as shown above.

The "NOTICE AND INSTRUCTIONS, are a part of your bid, sign and return with your bid.

BRAD WHITE

EXECUTIVE DIRECTOR

MISSISSIPPI DEPARTMENT OF TRANSPORTATION

9.0 COMPETITIVE SEALED BID ELECTRONIC SUBMITTAL INSTRUCTIONS

The instructions in Section 8.0 are for the electronic suhmittal of the hids by the bidder in the MAGIC System.

Please refer to sections ?.3 and 2.4 on oaqe I of the bid packet for further information on the electronic submittal of the bid in the MAGIC System.

The "NOTICE AND INSTRUCTIONSTT is a part of your bid, and by submitting an electronic bid, the bidder acknowledges and certifies that it has read and understands the "NOTICE AND INSTRUCTIONS" which is apart of this bid.

BRAD WHITE

EXECUTIVE DIRECTOR

MISSISSIPPI DEPARTMENT OF TRANSPORTATION

1O.O PROPOSAL FOR FURNISHING HOT AND COLD MIX ASPHALT

RFX NO. 3160006504

Mississippi Transportation Commission

Mississippi Department of rransportation Building Jackson, MS. 3920r

Pursuant to your advertisement to be received until 10:30 A.M. CST. Mondav. Anril 15.2024

UWe -residing at do submit our bid furnishing the following in accordance with the "Standard Specifications for Road and Bridge Construction" adopted 2017, and any amendmentmade thereto where applicable, your Specifications and the "NOTICE AND INSTRUCTIONS". This proposal is made without collusion on the part of any person, firm or corporation.

Our prices quoted in IIS. DOLLARS ONLY for fumishing Hot and Cold Mix Asphalt, FOB, Mississippi Department of Transportation in full truck load quantities priced per units of measurement listed on Attachment [' Pricing Page.

Award will be made to all bidders meeting specifications. If product is to be picked up, purchases will be made from the bidder providing the lowest cost to the Mississippi Department of Transportation (taking into account the line item pricing and the cost of transporting the product). If the materials are to be delivered, purchases will be made from the lowest bidder (line item pricing, plus haul charge) able to deliver in a timely manner. All purchases must meet Mississippi Department of Transportation specifications and bid requirements. Failure to meet specifications on any purchase may result in an award to the next eligible bidder on future purchases made during the life of the contract.

DELIVERY: AS NEEDED TO JOB SITES SPECIFIED BY THE DISTRICT MAINTENANCE ENGINEER;

DELTVERIES SHALL BE REQUIRED THE NEXT DAY AFTER NOTIFICATION.

DELIVERED AT ALL MDOT LOCATIONS IN MISSISSPPI

PRICING TO BE INDICATED ON ATTACHED SHEETS: ATTACHMENT F

RFX 3160006s04

COMPANY:

ADDRESS:

NAME:

SIGNATURE:

TITLE:

DATE:

(Print or type)

PHONE:

FAX:

EMAIL:

1 1.0 COOPERATIVE PURCHASE

FINAL ACCEPTABLE DELIVERY, AS PER CONTRACT.

TO: Hot and Cold Mix Asphalt Vendors

FROM: ProcurementDivision

DATE: March2024

We agree to extend the prices quoted for the Mississippi Department of Transportation Procurement Division in RFX No.31600005788 for the period of July 1,2024 through December 3112024, to the governmental entities indicated below.

Please indicate by checking the appropriate blank for the following:

Governing Authorities

Other State Agencies

COMPANY:

ADDRESS:

NAME:

SIGNATURE:

TITLE:

DATE:

(Print or type)

PHONE:

FAX:

12.0 MISSISSPPI TRANSPORTATION COMMISION

CONTRACT TERMS AND CONDITIONS

VWe certify that we have read and understand the "MISSISSPPI

TRANSPORTATION COMMMISION CONTRACT TERMS AND CONDITIONS''

(ATTACHMENT D) and if awarded the proposed bid the "TERMS and CONDITIONS" wiII be followed accordingly. Vwe understand that the "NOTICE AND INSTRUCTIONS" and any attachments, as well as mylour responses to this solicitation will be fully incorporated by reference in the "TERMS and CONDITIIONS" of any contract that may be executed as a result of this solicitation.

ATTACHMENT G does not need to be completed. The bidder shall acknowledge by initialing the blank in the paragraph above that the terms and conditions have read and understood. A contract will be sent to the bidder after the contract is awarded.

Please complete the following:

COMPANY:

ADDRESS:

NAME:

SIGNATURE:

TITLE:

DATE:

(Print or type)

PHONE:

FAX:

L1

13.0 INOVICING AND PAYMENT

Please complete the section below.

This section pertains to invoicing and payment The hidder name and address below is what will appear on the invoice submitted by the bidder to MDOT for the purchase of Hot and Cold Mix Asphalt if a contract is awarded to the bidder.

BIDDER

NAME:

ADDRESS:

t2

14.0 CHECKLISTINFORMATION

(X) 'NOTICE AND INSTRUCTIONS'- signed and enclosed (Section 8.0, Sealed Bid Submittal)

(A Correct RFX number is used in address - (final portion of Section 8.0)

(X) '?ROPOSAL" - completed and enclosed (Section 10.0)

(X) Cooperative Purchase (if applicable)- (Section 11.0)

(X) Acknowledgement of MTC "CONTRACT TERMS AND CONDITIONS'- (Section 12.0)

(X) lnvoicing and Payment- (Section 13.0)

(X) "EEV CERTIFICATION AND AGREEMENT" - Employment Eligibility Verification, signed and enclosed (Attachment E)

(X) Attachment F-Pricing Page