SWC 503 Summer Road Maintenance Materials - UPDATED

The State of Tennessee's Department of General Services Central Procurement Office has issued a Statewide Contract (SWC 503) for Summer Road Maintenance Materials, specifically targeting Anderson County and four TDOT regions (Knoxville, Chattanooga, Nashville, and Jackson). The procurement seeks multiple vendors to provide comprehensive road maintenance materials and services, including hot mix asphalt, crushed stone, emulsion/trackless tack coat, and parking lot sealing materials available for both plant pickup and on-site delivery. Contractors must meet detailed specifications for material quality, including specific job mix formulas, lab testing procedures, and operational requirements, with work permitted between 6:00 a.m. and 8:00 p.m. Monday through Friday. The solicitation requires vendors to provide not-to-exceed rates for various materials across different regions, with no mandatory requirement to bid on all items. A virtual pre-response conference is scheduled for January 16, 2025, at 2:00 p.m. CST, with all questions and comments due by January 21, 2025, at 2:00 p.m. CST. Proposals will be evaluated based on a comprehensive pricing model that considers regional variations, material specifications, and service capabilities.

The contract includes significant provisions for diversity business participation, requiring contractors to submit monthly reports on utilization of minority-owned, woman-owned, service-disabled veteran-owned, and small businesses. Eligible respondents must provide proof of Department of Revenue registration, maintain specified insurance coverage, and be prepared to accept state purchasing card payments. Performance and payment bonds are mandatory for larger projects, with 100% performance bonds required for projects over $50,000 and 25% payment bonds for projects over $100,000. The contract term is 36 months, beginning April 1, 2025, with potential for two optional renewal periods, not to exceed a total of 60 months. The estimated contract value is $118 million, with prices remaining firm for the first 365 days and subsequent adjustments permitted with supporting documentation. Minimum order requirements are established to ensure contract efficiency, exempting small orders such as asphalt pickups under $2,000, in-place asphalt orders under 200 tons, and parking lot sealing projects under $10,000.