Project Information

Bid Title

25-1200 - Air Valve Replacement

Issuing Agency

City of Ardmore

Location

Oklahoma

Published Date

Jan 20, 2026

Closing Date

Jan 27, 2026

Government Level

State & Local

Status

Closed

Ref. #

25-1200

Original Source

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Bid Documents

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Project Description

Bid Number:	25-1200
Bid Title:	25-1200 - Air Valve Replacement
Category:	Purchasing Bid
Status:	Open
Additional Status Information:	Please see Referenced Material

Description: ADVERTISEMENT FOR BIDS NOTICE TO BIDDERS Notice is hereby given that the City of Ardmore, Oklahoma, will receive and open sealed bids for the construction of ARDMORE RAW WATER TRANSMISSION LINE AIR VALVE REPLACEMENT BID NO. 25-1200 The purpose of this phased project is to replace valves, air vacuum valves, combination air release/air vacuum valves, and all connected fittings in twenty-seven (27) existing concrete vaults along a raw water transmission line. The project also includes installing a blow off on the raw water transmission line. Sealed bids for the project, which will be received in the offices of the Purchasing Office, City of Ardmore, 23 South Washington, Ardmore, Oklahoma 73402, are due no later than 2:00 P.M., CST, on Wednesday, January 21, 2026 Sealed bids can also be mailed to the Purchasing Office at Post Office Box 249, Ardmore, Oklahoma 73402, as long as they are received by the date and time referenced above. Bids shall be opened in the 1st Floor Conference Room, at the above-mentioned time for receipt of bids or as soon thereafter as practicable and publicly read aloud and tabulated. Bids shall be made in accordance with the Instructions to Bidders contained in the Contract Documents. Contract Documents may be examined at the following places: • City of Ardmore – Purchasing Office, 23 South Washington, Ardmore, OK 73401, (580) 221-2582 or https://www.ardmorecity.org • Digital copies of the Construction Documents may be obtained by Dropbox, mail, or email request to For security reasons, you must enable JavaScript to view this E-mail address. at no charge. All bids timely received shall be considered by the City prior to a Contract being awarded. Bids received more than ninety-six (96) hours, excluding Saturdays, Sundays, and Holidays, before the time set for opening of bids, as well as bids received after the time set for opening of bids, will not be considered and will be returned unopened. The Bidder shall honor the quoted prices for a period of 60 days from the time the bids are opened. The City reserves the right to reject any or all bids and reserves the right to waive immaterial defects and irregularities or award the bid by item/schedule or all/none as it deems to be in the best interest of the City. Bid security in the form of a cashier's check, a certified check, or a Surety Bond in the amount of five percent (5%) of the Base Bid shall accompany the sealed Bid of each Bidder. Bid security will be returned to the unsuccessful Bidders. The Bidder shall only use the City’s Bid Proposal and affidavits or photocopies thereof. All forms must be signed and all affidavits sworn to and notarized. All bids shall be typewritten or in ink. Bidder shall file the bid in a sealed envelope. Each envelope shall bear a legible notation thereon that it is a bid upon the project proposed and the name of the Bidder. The Successful Bidder shall deliver the executed Contract and Bonds together with the certificates of insurance, all as required in the Contract Documents, to the City no later than fifteen (15) calendar days following the City’s notification of its intent to award the Contract, unless that time is extended by the City. The City may issue addenda as may be necessary in the best interest of the public and the City. Addenda may amend the date and/or time for receipt of bids or any specification, item, document or requirement in the Contract Documents upon notice to all prospective Bidders who have purchased Contract Documents for this project. The Contract will be awarded to the lowest and best Bidder. This Contract may be subject to the Oklahoma Local Bidder Preference Law. A mandatory pre-bid conference will be held at 10:00 AM, Thursday, January 8, 2026, at the Public Works Facility, located at 317 E. Veterans Blvd., Ardmore, OK 73401 Publication Date/Time: 12/23/2025 12:00 AM Publication Information: Advertisement Date: Saturday, December 20, 2025 and Saturday, December 27, 2025 Closing Date/Time: 1/27/2026 3:00 PM Submittal Information: Please see Referenced Material Bid Opening Information: 01/27/26 @ 3pm @ CH Pre-bid Meeting: 01/08/26 @ 2pm @ PW Contact Person: City of Ardmore – Purchasing Office, 23 South Washington, Ardmore, OK 73401, (580) 221-2582 or https://www.ardmorecity.org Digital copies of the Construction Documents may be obtained by Dropbox, mail, or email request to sshaw@ardmorecity.org at no charge. Download Available: Please see Referenced Material Fee: Please see Referenced Material Plan & Spec Available: Please see Referenced Material Business Hours: Please see Referenced Material Fax Number: Please see Referenced Material Plan Holders List: Please see Referenced Material Qualifications: Please see Referenced Material Special Requirements: Please see Referenced Material Miscellaneous: Please see Referenced Material Related Documents: 25-1200 Air Valve Replacement_Bid Documents 25-1200 Air Valve Replacement_Plans 25-1200 Air Valve Replacement_Specs 25-1200 Air Valve Replacement_Addendum 3 25-1200 Air Valve Replacement_Addendum 2 Addendum 1 Ardmore ARV Replacement, Bid No. 25-1200_0 - SignedStamped

Attachment Preview

ARDMORE RAW WATER TRANSMISSION LINE

AIR VALVE REPLACEMENT

BID NO. 25-1200

CONTRACT DOCUMENTS

Including

Bid Documents, Contract, Bonds, Affidavits

Site Drawings, and Specifications

Issued by:

The City of Ardmore

23 South Washington

Ardmore, Oklahoma 73401

December 20, 2025

ADVERTISEMENT FOR BIDS

NOTICE TO BIDDERS

Notice is hereby given that the City of Ardmore, Oklahoma, will receive and open sealed bids for

the construction of

ARDMORE RAW WATER TRANSMISSION LINE

AIR VALVE REPLACEMENT

BID NO. 25-1200

The purpose of this phased project is to replace valves, air vacuum valves, combination air

release/air vacuum valves, and all connected fittings in twenty-seven (27) existing concrete vaults

along a raw water transmission line. The project also includes installing a blow off on the raw

water transmission line.

Sealed bids for the project, which will be received in the offices of the Purchasing Office, City of

Ardmore, 23 South Washington, Ardmore, Oklahoma 73402, are due no later than

2:00 P.M., CST, on Wednesday, January 21, 2026

Sealed bids can also be mailed to the Purchasing Office at Post Office Box 249, Ardmore,

Oklahoma 73402, as long as they are received by the date and time referenced above. Bids shall

be opened in the 1st Floor Conference Room, at the above-mentioned time for receipt of bids or

as soon thereafter as practicable and publicly read aloud and tabulated.

Bids shall be made in accordance with the Instructions to Bidders contained in the Contract

Documents. Contract Documents may be examined at the following places:

• City of Ardmore – Purchasing Office, 23 South Washington, Ardmore, OK 73401, (580)

221-2582 or https://www.ardmorecity.org

• Digital copies of the Construction Documents may be obtained by

Dropbox, mail, or email request to sshaw@ardmorecity.org at no charge.

All bids timely received shall be considered by the City prior to a Contract being awarded. Bids

received more than ninety-six (96) hours, excluding Saturdays, Sundays, and Holidays, before the

time set for opening of bids, as well as bids received after the time set for opening of bids, will

not be considered and will be returned unopened. The Bidder shall honor the quoted prices for

a period of 60 days from the time the bids are opened.

The City reserves the right to reject any or all bids and reserves the right to waive immaterial

defects and irregularities or award the bid by item/schedule or all/none as it deems to be in the

best interest of the City.

Bid security in the form of a cashier's check, a certified check, or a Surety Bond in the amount of

five percent (5%) of the Base Bid shall accompany the sealed Bid of each Bidder. Bid security will

be returned to the unsuccessful Bidders.

The Bidder shall only use the City’s Bid Proposal and affidavits or photocopies thereof. All forms

must be signed and all affidavits sworn to and notarized. All bids shall be typewritten or in ink.

Bidder shall file the bid in a sealed envelope. Each envelope shall bear a legible notation thereon

that it is a bid upon the project proposed and the name of the Bidder.

The Successful Bidder shall deliver the executed Contract and Bonds together with the

certificates of insurance, all as required in the Contract Documents, to the City no later than

fifteen (15) calendar days following the City’s notification of its intent to award the Contract,

unless that time is extended by the City.

The City may issue addenda as may be necessary in the best interest of the public and the City.

Addenda may amend the date and/or time for receipt of bids or any specification, item,

document or requirement in the Contract Documents upon notice to all prospective Bidders who

have purchased Contract Documents for this project. The Contract will be awarded to the lowest

and best Bidder. This Contract may be subject to the Oklahoma Local Bidder Preference Law.

A mandatory pre-bid conference will be held at 10:00 AM, Thursday, January 8, 2026, at the

Public Works Facility, located at 317 E. Veterans Blvd., Ardmore, OK 73401

Sherrill Shaw

Purchasing Coordinator

Advertisement Date: Saturday, December 20, 2025 and Saturday, December 27, 2025

Published in The Ardmoreite

INSTRUCTIONS FOR BIDDERS

Preface

Bids will be received by the City of Ardmore (hereinafter called the “City”), at 23 South

Washington, Ardmore, OK 73401 until 2:00 P.M., CST, on Wednesday, January 21, 2026, and then

publicly opened and read aloud at the 1st floor Conference Room shortly after.

Obtaining Contract Documents

The Contract Documents may be examined at the offices of the City of Ardmore Purchasing Director, 23

South Washington, Ardmore, OK 73401. Copies of the Contract Documents may be obtained by

telephone, mail, or email request by contacting Sherrill Shaw at (580) 221-2582 or

sshaw@ardmorecity.org. Documents may also be obtained at https://www.ardmorecity.org.

Project Analysis and Bid Preparation

Each bidder is responsible for inspecting the site and for reading and being thoroughly familiar

with the contract documents. The failure or omission of any bidder to do any of the foregoing

shall in no way relieve any bidder from any obligation with respect to its bid.

Bidders must satisfy themselves on the accuracy of the estimated quantities in the Bid Proposal

by examination of the site and a review of the drawings and specifications, including addenda.

Bidder shall submit all questions for clarification by Monday, November 3, 2025, to

sshaw@ardmorecity.org. Responses to all questions for clarification will be sent to all known

bidders, in an addendum, by Wednesday, November 5, 2025. After bids have been submitted,

no bidder shall assert that there was a misunderstanding concerning the quantities of work or of

the nature of the work to be done.

The contract documents contain the provisions required for the construction of the project.

Information obtained from an officer, agent or employee of the City or any other person shall not

affect the risks or obligations assumed by the contractor or relieve the contractor from fulfilling

any of the conditions of this contract.

A mandatory pre-bid conference will be held at 10:00 AM, Thursday, January 8, 2026, at the

Public Works Facility, located at 317 E. Veterans Blvd., Ardmore, OK 73401

In the event that alternate bids are solicited, they will be listed in numerical order with the

highest priority being number one, second priority being number two, etc. If and when alternates

are used, the low bidders will be selected by the lowest and best bid, considering all bids, which

include the selected alternate bids. The alternates will be listed in consecutive priority order to

remain within the funds available for the project.

Bid Submittal

All bids must be made on the required bid proposal form. All blank spaces for bid prices must be

filled-in, in ink or typewriter, and the bid form must be fully completed and executed when

submitted. Only one copy of the bid form is required. A conditional or qualified bid will not be

accepted.

Each bid must be submitted in a sealed envelope addressed to the:

City of Ardmore

Attn: Purchasing Office

23 South Washington

Ardmore, OK 73401

Each sealed envelope containing a bid must be plainly marked on the outside as a

“ARDMORE RAW WATER TRANSMISSION LINE

AIR VALVE REPLACEMENT

BID NO. 25-1200”

along with the bidder’s name, address, phone number.

If the bid is forwarded by mail, the sealed envelope containing the bid must be enclosed in

another envelope addressed to the City of Ardmore, Attn: Purchasing Department, 23 South

Washington, Ardmore, OK 73401.

The City may waive any informalities or minor defects or reject any and all bids. Any bid may be

withdrawn prior to the above-scheduled time for the opening of bids or authorized

postponement thereof. Any bid received after the time and date specified shall not be

considered. No bidder may withdraw a bid within 60 days after the actual date of the opening

thereof.

Each bid must be accompanied by a bid bond payable to the City for five percent (5%) of the total

amount of the bid. As soon as the bid prices have been compared, the Owner will return the

bonds of all except the three lowest responsible bidders. When the agreement is executed, the

bonds of the two remaining unsuccessful bidders will be returned. The bid bond of the successful

bidder will be retained until the payment bond, performance bond and statutory bond have been

executed and approved, after which it will be returned. A certified check may be used in lieu of

the bid bond.

Bid Opening

Sealed bids will be opened shortly after 2:00 PM, CST, on Wednesday, January 21, 2026, in

random order and read aloud. Bids will be opened in Ardmore City Hall, 1st Floor Conference

Room, 23 South Washington, Ardmore, OK 73401. Upon opening, the Purchasing Coordinator

shall verify that the bid is presented on the designated Bid Proposal and that the bid is

Commodity Codes

• NAICS 238220Plumbing, Heating, and Air-Conditioning Contractors

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