Purchase of Asphalt - Hot Mix & Cold Patch

The Sachem Central School District in Suffolk County, New York, is soliciting bids for the Purchase of Asphalt - Hot Mix & Cold Patch (Bid #B 25-564), seeking approximately 70 tons of hot mix asphalt and 25 tons of cold patch to be ordered as needed throughout the school year. The procurement is specifically for district maintenance staff, with a requirement that the successful contractor be located within a twenty (20) mile radius of the Sachem Facilities Department and capable of supplying asphalt products for district pickup in truck load quantities. Bid submissions must include a completed W-9, vendor references, non-collusive bidding certification, sexual harassment prevention certification, and Iran Divestment Act compliance documentation. The bid opening is scheduled for May 14, 2025, at 10:00 a.m., with a contract period from July 1, 2025, through June 30, 2026. Pricing must comprehensively include all shipping, handling, freight, and inside delivery costs, with no additional charges permitted, and bidders must submit both a hard copy and an electronic copy (flash drive) of their bid proposal.

The procurement does not appear to have specific set-aside designations for disadvantaged enterprises, and subcontractors are explicitly prohibited under this contract. No price increases will be allowed during the contract period, and the district reserves the right to purchase any portion of the estimated quantities, with no guarantee of purchasing the entire estimated amount. Vendors must provide Material Safety Data Sheets and guarantee products and services for two years against defective workmanship and materials. While a specific budget range is not explicitly stated, the estimated procurement is for approximately 95 total tons of asphalt materials. The School District maintains multiple rights in the procurement process, including rejecting any proposals, making awards by item or category, and terminating contracts with 30 days' notice. All inquiries must be directed to the Purchasing Office at (631)471-1330, and vendors must comply with the district's comprehensive terms and conditions, which emphasize non-discrimination, prevailing wage requirements, and adherence to New York State labor laws.