This is a Request for Quotation for an asphalt resurfacing project in the City of Charleston, WV. The project involves milling existing asphalt pavement and placing hot mix asphalt (HMA) at various locations throughout the city. The estimated total square yards of milling is 250,000, and the estimated total tons of HMA asphalt is 21,000. The work must comply with West Virginia Department of Transportation specifications. A mandatory prebid meeting is scheduled for May 5, 2026. The deadline for written questions is May 6, 2026. Bids are due by May 12, 2026, at 1:00 PM. The contract will be awarded to the lowest responsible bidder. The project must be substantially completed within 7 months of the notice to proceed.
The project shall be substantially complete within 7 months after the notice to proceed is issued.
Payments for goods/services will be made in arrears only upon receipt of a proper invoice, detailing the goods/services provided or receipt of the goods/services, whichever is later. The city will pay proper requests for payments within thirty 30 days following city's receipt of a proper request for payment. For contracts involving construction services, the city may withhold ten percent 10 of each interim payment.
The vendor expressly warrants that the goods and/or services covered by this contract will conform to the specifications, be merchantable and fit for the purpose intended, and be free from defect in material and workmanship. Vendor further warrants that, if any of its completed services fail to conform to this agreement, vendor shall, at its own expense, and provided vendor is notified of such defect or nonconformity within one year of the completion of the services, either perform corrective services at no cost to city or refund to city the amount paid to vendor for services that are defective or nonconforming.
The contract shall be awarded to the responsible bidder that provides the contract items meeting the required specifications for the lowest overall total cost as shown on the pricing pages.
Bidders must be qualified contractors. The city reserves the right to reject the bid of any vendor as nonresponsible if the vendor does not have the capability to fully perform or lacks the integrity and reliability to assure good faith performance.
If milling operations on any segment exceed 72 hours prior to paving, without written approval, liquidated damages in the amount of five hundred dollars **** per calendar day will be assessed for that segment. If the contractor is unable to maintain minimum production, liquidated damages will be assessed as detailed in **** Interim Completion Date of the WVdot Specifications, with a minimum of $500 per calendar day charge.
A mandatory prebid meeting will be held at the City Engineering Office, 114 Dickinson Street, Charleston, WV **** on Tuesday, May 5th, 2026 at 1:00 PM. All vendors submitting a bid must attend.
Vendors may submit questions relating to this solicitation to the City of Charleston's Purchasing Director. Questions must be submitted in writing on or before Wednesday, May 6th, 2026, by 1:00 PM.
