The City of Germantown, Tennessee is seeking bids for hot asphalt mix. Bids are due by June 5, 2026. The contract period is for twelve months, with options for two additional twelve-month extensions. Bidders must submit bids on the provided bid schedule and include all required documents. The City reserves the right to accept or reject any bid, or to accept a bid containing variations from specifications. Successful bidders will be required to comply with non-discrimination policies and provide required insurance certifications. Bidders are instructed not to contact employees of the using departments during the bidding process. Additional required documents include vendor qualifications and reference forms, drug and alcohol testing acknowledgment, and a title VI and title IX information form (voluntary). The contract will be awarded to the lowest responsive, responsible bidder, or multiple contracts may be awarded if in the city's best interest. Pricing adjustments for bituminous material will be made according to TDOT special provision 109b. The City will be responsible for picking up and transporting the hot mix asphalt product from the contractor's plant.
The bid must be received by the City prior to the time indicated for bid opening, which is June 5, 2026, at 2:00 p. m. local time. Late bids will not be considered.
The contractor will be paid in accordance with the bid form. Invoices are payable within thirty (30) days from receipt, provided they have been approved by the City department and the contract items have been accepted. Discounts will be allowed for prompt payments: 10 calendar days, 15 calendar days, 20 calendar days, or 30 calendar days.
The contractor warrants that all goods/work shall be free from defects in design and faulty or improper materials and/or workmanship, shall be in strict compliance with the terms of this agreement and shall be fit and sufficient for the purpose intended. This warranty shall be effective for a period of not less than one year from the date of acceptance by the City of such goods and/or services as satisfactorily complete, and shall be in addition to all other warranties, express, implied or statutory. The warranty shall survive the termination or expiration of this agreement.
The City reserves the right to award to the lowest responsive, responsible bidder, to award multiple contracts, and to award the bid/contract that is deemed to be in the best value (most advantageous to the City) as determined by some or all of the following: prices offered, quality of product/service offered, general reputation and performance capabilities of the bidder, conformity with specifications herein, delivery and/or installation schedule, location and availability of service and/or repair facilities, personnel and parts, suitability for intended use, responses to provided references, payment terms/discounts offered, demonstrations provided (if required), and ability to meet contract requirements such as warranty provisions, insurance requirements, bonding requirements, etc.
All contractors must be in business for a minimum of at least three continuous years. The City will confirm the below qualifications and references prior to awarding the contract.
Failure to execute the contract, file acceptable bonds and submit acceptable evidence, if required by contract, of good faith efforts to obtain participation by disadvantaged businesses within 15 calendar days after the contract has been received by the bidder shall be just cause for the cancellation of the award of contract and the forfeiture of the cash or bid bond which shall become the property of the City, not as a penalty, but in liquidation of damages sustained.
Samples of items, when required, shall be furnished free of cost to the City. Samples of items selected may be retained for future comparison. Samples that are not destroyed by testing, or that are not retained for future comparison will be returned upon request at the bidder's expense.
Any protest concerning the award of this bid shall be addressed to the Procurement Department Director. Protest shall be made in writing to the Procurement Department Director and shall be filed within seven days after the intended award is announced.
Any of the following reasons may be considered as being sufficient for the disqualification of a bidder and the rejection of their bid or bids: 1. More than one bid, for the same work from an individual, partnership or corporation under the same name or a different name. 2. Evidence of collusion among bidders. 3. Bidder, or its principals or affiliates, is disbarred, suspended, or ineligible from federal contracting.
