The City of Chesapeake is soliciting bids from qualified bidders to establish an Indefinite Delivery/Indefinite Quantity contract for the purchase of Hot Mix and Cold Mix Asphalt, on an as-needed basis from a local mix plant. The City of Chesapeake utilizes asphalt materials to repair potholes and for installing medium size asphalt patches. The usage for this contract is estimated to be 1200 tons per year based on previous years. Period of Contract: One (1) year from the effective date with four (4) one (1) year renewal periods, upon the mutual written
agreement of the parties. The Contractor shall furnish the following goods and services: a. All asphalt material shall conform with the requirements of the Virginia Department of Transportation (VDOT) as specified in the VDOT Road and Bridge Specifications 2020, Section 210 - Asphalt Materials at Electronically. b. Plant should be open for pick up from 7:00 am to 4:00 pm, Monday through Friday, except for legal holidays. c. Contractor(s) shall give a minimum of two (2) weeks' notice to the City of any plant closings for vacations, holidays, plant maintenance, etc. d. Contractor's plant location to be no more than thirty (30) miles from the Greenbrier Operation Yard located at 925 Executive Blvd, Chesapeake, Virginia. Question Deadline - All Inquiries for Information Should Be Directed to Kari Claycomb, Procurement Specialist I. All Questions Must Be Submitted via Email to Kclaycomb@cityofchesapeake.net Before 2:00 P.m., 7/17/2023 It shall be the responsibility of the prospective bidder to monitor the City's website or above-referenced e-procurement websites for published addenda and to have all addenda signed by an authorized representative of the company. All fully executed addenda must be returned to the City along with the signed bid. The City will NOT accept faxed addenda. IF BIDS ARE MAILED, SEND DIRECTLY TO THE PURCHASING DIVISION AT THE ADDRESS SHOWN ABOVE. IF HAND DELIVERED, DELIVER TO: City Hall, Purchasing Division, 306 Cedar Road, 5th Floor, Chesapeake, VA. Mail is presorted in the City's mail room prior to being routed to the Purchasing Division. Please note that access to the 5th floor of City Hall is restricted. Please see the Information Desk on the 1st Floor for access. Plan accordingly so that your bid arrives prior to the due date and time. PLEASE NOTE THAT ACCESS TO THE 5TH FLOOR OF CITY HALL IS RESTRICTED, PLEASE SEE THE INFORMATION DESK ON THE 1ST FLOOR FOR ACCESS. BIDDERS SHOULD PLAN ACCORDINGLY TO ENSURE THEIR BID ARRIVES PRIOR TO THE DUE DATE AND TIME To be considered for selection, sealed bids must be received in the City's Purchasing Division by the designated date and hour. Sealed bids received in the Purchasing Division after the date and hour designated will be disqualified and will not be considered. The City is not responsible for delays in the delivery of mail by the U.S. Postal Service or private couriers. It is the sole responsibility of the bidder to ensure that its bid reaches the Purchasing Division by the designated date and hour. Receipt of bids scheduled during a period of suspended City business operations will be rescheduled for processing at the same time on the next business day. Any bids received after the specified time and date will not be considered. Bidders shall return one (1) original and one (1) digital version (thumb drive) of the entire signed completed bid. Bid Opening - Please note that access to the 5th Floor of City Hall is restricted, please see the Information Desk on the 1st Floor for access. The City reserves the right to make multiple awards as a result of this solicitation. The award(s) will be made to the lowest responsive and responsible bidder(s), based on the Total Bid, and meeting the requirements of the solicitation.
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