Emulsified Asphalt for Pug Mill Operations

The State of Maine Department of Transportation (MDOT), through the Department of Administrative and Financial Services, Office of State Procurement Services, is seeking quotations for the supply and delivery of MS-4 emulsified asphalt for pug mill operations during the 2026 production season. The procurement is a Request for Quotations (RFQ) for a Master Agreement with an initial performance period from April 1, 2026, through March 31, 2027, with four optional one-year extension periods extending through March 28, 2031. The estimated total annual purchase quantity is 354,011 gallons of MS-4 emulsion to be delivered to five Maine Department of Transportation locations: Sidney (37,724 gallons, May 18-27), Macwahoc (62,874 gallons, June 4-17), Enfield (75,449 gallons, June 25-July 13), Gray (80,881 gallons, July 21-August 11), and Jay (98,083 gallons, August 19-September 4). Bidders must submit quotations through the State of Maine's Vendor Self Service (VSS) system by March 5, 2026, at 4:00 p.m. EST, with pricing quoted on a per-gallon basis plus a flat delivery charge per location under FOB Destination shipping terms. Required submittals include a completed Excel spreadsheet bid price sheet, product data sheets, equivalency documentation where applicable, Appendix A (Bid Cover Page and Responsible Bidder Form), Appendix D (Municipality and Political Subdivision Participation Certification), and Appendix E (Master Agreement Vendor Contact Information). The emulsified asphalt must be delivered in minimum 7,000-gallon tanker loads with temperatures maintained between 135-175°F at delivery, with all deliveries required within 12 hours of order notification by the Pugmill Manager, and the supplier bears all costs for replacement or reheating of loads outside the specified temperature range. All quoted prices must remain firm for a minimum of twelve months following contract award.

The RFQ document does not identify any set-aside designations, disadvantaged enterprise requirements, or restrictions on the types of organizations eligible to respond to this procurement. No incumbent vendors or current contractors are listed in the available documentation. The State intends to make one award to the lowest-priced qualified bidder meeting all specifications and reserves the right to make multiple awards if determined to be in the State's best interest; however, no minimum purchase quantities are guaranteed. Payment terms are net 30 upon receipt of acceptable invoices, with the State exempt from federal, state, and local taxes. Specific award values or budget ranges are not provided in the RFQ documentation, though the total estimated volume of 354,011 gallons provides a basis for bidders to calculate potential contract value. No site visits or bidders' conferences are specified for this procurement.