Project Information

Bid Title

Thermoplastic Pavement Marking Materials Non Preheated

Issuing Agency

City of Suffolk

Location

Virginia

Published Date

Mar 13, 2026

Closing Date

Apr 15, 2026

Government Level

State & Local

Status

Closed

Ref. #

26106-AG

Original Source

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Bid Documents

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Project Description

Bid Number:	26106-AG
Bid Title:	Thermoplastic Pavement Marking Materials Non Preheated
Category:	Purchasing Bid Board Posting
Status:	Open

Description: The intent of this Invitation for Bid (IFB) is to provide annual requirements of non-heated preformed thermoplastic materials for use in retro-reflective pavement markings on an as needed basis for the Department of Public Works Traffic Engineering Division. Materials shall be in accordance with all specifications, terms, and conditions herein. Delivery shall be F.O.B. Destination. Publication Date/Time: 3/13/2026 12:00 AM Closing Date/Time: 4/15/2026 3:00 PM Pre-bid Meeting: none Contact Person: Amy Gardner, NIGP-CPP, CPPB Senior Buyer (757)514-4015 agardner@suffolkva.us Miscellaneous: The contract shall cover the period from May 1, 2026 through April 30, 2027. The City reserves the option to renew this agreement for four (4) additional one-year periods ending April 30, 2031. Unless notified in writing thirty (30) days prior to the expiration date, the contract will automatically renew during these periods. Related Documents: Thermo 2026

Attachment Preview

INVITATION FOR BID

City of Suffolk

IFB#26106-AG

March 13, 2026

Purchasing Division

442 W. Washington Street, Room 1086

Suffolk, VA 23434

Phone: (757) 514-7520 Fax: (757) 514-7524

Thermoplastic Pavement Marking Materials

Non-Preheated

Scope of Work: The intent of this Invitation for Bid (IFB) is to provide annual requirements of

non-heated preformed thermoplastic materials for use in retro-reflective pavement markings on

an as needed basis for the Department of Public Works Traffic Engineering Division. Materials

shall be in accordance with all specifications, terms, and conditions herein. Delivery shall be

F.O.B. Destination.

Bid Due: 3:00 p.m., April 15, 2026

Contract Officer: ________Amy Gardner________________

Amy Gardner, NIGP-CPP, CPPB, Senior Buyer, agardner@suffolkva.us

The Senior Buyer, Amy Gardner, is the Contract Officer for the City of Suffolk with respect to this IFB. All

questions and/or comments should be directed to her at this email address: agardner@suffolkva.us. The

respondents to this IFB shall not contact, either directly or indirectly, any other employee or agent of the City

regarding this IFB. This prohibition shall also extend to the Suffolk City Council and other elected City officials.

Any such unauthorized contact may disqualify the bidder from the procurement. All questions concerning

bid must be in writing and received five (5) business days prior to the bid opening.

Sealed bids subject to the conditions and instructions contained herein, will be received at the

office of the Purchasing Agent listed above, until the time and date shown above (local prevailing

time), for furnishing the items or services described in the bid.

Company Name:

Address:

City / State / Zip:

Telephone:

FAX No.:

E-mail:

Print Name:

Title:

Signature:

Date:

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In compliance with this Invitation for Bid (IFB), and subject to all the conditions thereof, the

signatory offers, if this bid is accepted within ninety (90) calendar days from the date of the

opening, to furnish any or all of the items and/or services upon which prices are quoted, at the

price set opposite each item, to be delivered at the time and place specified herein. The above

signature certifies the bidder has read, understands, and agrees to all terms, conditions, and

requirements of this bid, and is authorized to contract on behalf of firm named above.

IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY IN

ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS DIVISION AS

SOON AS POSSIBLE.

BID OPENING

Bids shall be publicly opened and read aloud on the date that the bids are accepted. Public

opening will be held April 15, 2026 at 3:00 PM (local prevailing time), in Suffolk City Hall,

Purchasing Conference Room (#1086), located at 442 W. Washington Street, Suffolk, VA 23434-

5237.

SUBMITTALS

Bidder shall submit the entire IFB as their bid package.

Bids may be submitted through EVA.

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INVITATION FOR BID

Thermoplastic Pavement Marking Materials

Non-Preheated

SECTION/TITLE

PURPOSE .......................................................................................................................... - 4 -

COMPETITION INTENDED................................................................................................ - 4 -

CONTRACT PERIOD ......................................................................................................... - 4 -

PRODUCT SPECIFICATIONS............................................................................................ - 4 -

ADDITIONAL INSTRUCTIONS........................................................................................... - 7 -

CONTRACT TERMS AND CONDITIONS ......................................................................... - 13 -

BID FORM ........................................................................................................................ - 20 -

REFERENCES ................................................................................................................. - 22 -

ANTICOLLUSION/NONDISCRIMINATION/DRUG FREE WORKPLACE CLAUSES ........ - 24 -

PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA................................ - 25 -

EXCEPTION PAGE .......................................................................................................... - 26 -

INSURANCE REQUIREMENTS ....................................................................................... - 27 -

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PURPOSE

The intent of this Invitation for Bid (IFB) is to provide annual requirements of non-heated

preformed thermoplastic materials for use in retro-reflective pavement markings on an as needed

basis for the Department of Public Works Traffic Engineering Division. Materials shall be in

accordance with all specifications, terms, and conditions herein. Delivery shall be F.O.B.

Destination.

COMPETITION INTENDED

It is the City’s intent that this Invitation for Bid (IFB) permits competition. It shall be the bidder’s

responsibility to advise the Purchasing Agent in writing if any language requirement, specification,

etc., or any combination thereof, inadvertently restricts or limits the requirements stated in this

IFB to a single source. Such notification must be received by the Purchasing Agent not later than

five (5) business days prior to the date set for bids to close.

CONTRACT PERIOD

The contract shall cover the period from May 1, 2026 through April 30, 2027.

The City reserves the option to renew this agreement for four (4) additional one-year periods

ending April 30, 2031. Unless notified in writing thirty (30) days prior to the expiration date, the

contract will automatically renew during these periods.

Initial rates and subsequent renewal rates must be guaranteed for a minimum of twelve (12)

months. Any increase in rates shall be limited to the lesser of the Consumer Price Index for all

Urban Consumers (CPI-U) – Other Goods and Services (unadjusted for the current 12 month

period) or 3%. The City does not guarantee approval of any rate increase. The City must be

notified of any rate increases during the contract period.

PRODUCT SPECIFICATIONS

These specifications cover preformed thermoplastic material for use in retro-reflective pavement

marking applications.

A. Detail Requirements:

1. Material shall be a preformed, beaded reflectorized thermoplastic pavement

marking material that is applied to the road surface using a heat source such as a

propane torch. Upon cooling to normal pavement temperature, it shall produce a

reflectorized stripe of specified thickness and width capable of resisting

deformation by traffic.

2. Material shall be suitable for use on asphalt concrete surfaces and shall be capable

of being applied to previously applied marking material of the same composition

under normal conditions of use. The markings shall have resealing characteristics,

such that it is capable of fusing with itself and previously applied thermoplastic

when heated with the heat source. Material installation shall not require preheating

of the roadway surface except for the removal of moisture when necessary.

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3. Material shall not exude fumes that are toxic or injurious to persons or property

when heated to the application temperature.

4. Material shall withstand air and roadway temperature variations from 0ºF to 140ºF

without deforming, bleeding, staining, or discoloring and shall maintain their

original dimensions and placement without chipping, spalling, or cracking. Material

shall not deteriorate because of contact with sodium chloride, calcium chloride,

mild alkalis and acids, or other ice control materials; oil in the pavement material,

or oil and gasoline drippings from vehicles.

5. Material, except for reversible arrows and the rumble bar base, shall have factory

applied coated surface and intermixed beads such that the initial retro-reflectivity

of newly applied markings shall meet the requirements of ASTM D 6359.

Reversible arrows and rumble bar base shall have intermixed beads only. Surface

beads for reversible arrows will be provided and installed by the end user.

6. Initial skid resistance value shall be at least 45 BPN when tested in accordance

with ASTM E 303.

7. Maintained retro-reflectivity and durability shall conform to the following

requirements after being installed on the test deck for one (1) year:

a. Maintained Retro-reflectivity: Photometric quantity to be measured is

coefficient of retro-reflected luminance (RL) in accordance with the

requirements of ASTM E 1710. RL shall be expressed in millicandelas per

square foot per foot-candle and shall be at least 100 when measured in the

skip line or centerline areas.

b. Durability: Material shall have a durability rating of at least 4 when

determined in the wheel path area.

8. Retained daytime color of markings shall conform to the requirements of ASTM D

6628 when measured on a beaded marking after a period of one year.

9. Initial night time color of preformed thermoplastic pavement marking material shall

conform to the following CIE chromaticity coordinate requirements when tested in

accordance with VTM 111.

CIE CHROMATICITY COORDINATE LIMITS (INITIAL WITH DROP-ON BEADS)

1

2

3

4

Color

X

Y

X

Y

X

Y

X

Y

Yellow 0.486 0.439 0.520 0.480 0.560 0.440 0.498 0.426

10. Material shall not be formulated with any compounds of the heavy materials listed

in 40 CFR 261.24 Table 1 except that barium sulfate is allowed. Total heavy metal

levels, with the exception of barium sulfate, shall not exceed 20 times the specified

regulatory limits.

11. Amount and type of yellow pigment and inert filler for yellow material shall be at

the option of the manufacturer provided the material complies with all other

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Commodity Codes

• NAICS 237310Highway, Street, and Bridge Construction

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