Project Information

Bid Title

2026 Cold Mix Asphalt

Issuing Agency

Ellis County

Location

Kansas

Published Date

Dec 17, 2025

Closing Date

Jan 6, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	2026 Cold Mix Asphalt
Category:	Ellis County Bid Postings
Status:	Open

Description: Ellis County Public Works is requesting proposals to produce cold mix asphalt materials for the 2026 asphalt program. A minimum of 8,000 tons and a maximum of 12,000 tons, with the tonnage amount to be determined later is required for bidding purposes. Base bid shall be for contractor to supply aggregates (½” chips, ¼” screenings and sand) and mixing for the cold mix with Ellis County separately contracting asphalt oil (emulsion). All bid proposals must be received no later than Tuesday, January 6, 2026, at 10:00 a.m. at the Ellis County Public Works Road & Bridge Division office in Hays, Kansas, at which time and place, all properly received proposals will be publicly opened and read aloud. All bidders are encouraged to be present for the proposal opening. Proposals shall be submitted in a sealed envelope clearly marked on the outside stating “2026 Asphalt Mix Proposal”. Proposals received after the deadline will be returned to the sender unopened. Ellis County reserves the right to reject any or all proposals and to waive all informalities and irregularities in the bidding process. Please see related documents for Request For Proposal Publication Date/Time: 12/17/2025 12:00 AM Closing Date/Time: 1/6/2026 10:00 AM Related Documents: 2026 Cold Mix Asphalt RFP

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PUBLIC WORKS

Highway/Road & Bridge

Noxious Weed

REQUEST FOR PROPOSAL

COLD MIX ASPHALT

(December 15, 2025)

Ellis County Public Works is requesting proposals to produce cold mix asphalt materials for the 2026 asphalt program.

A minimum of 8,000 tons and a maximum of 12,000 tons, with the tonnage amount to be determined later is required

for bidding purposes. Base bid shall be for contractor to supply aggregates (½” chips, ¼” screenings and sand) and

mixing for the cold mix with Ellis County separately contracting asphalt oil (emulsion). Contractor will be required to

mix asphalt utilizing Ellis County’s and KDOT’s Standards and Specifications as stated in paragraph two (2) of this

Request for Proposal. The contractor will furnish all labor, equipment, and fuel necessary to mix and deliver products

to the Ellis Yard located at 500 East 9th Street, Ellis, Kansas. An alternative option may be considered to permit Ellis

County Public Works to transport the finished product. Contractor may propose alternate sites for consideration by

Ellis County during the selection process. Also, contractor shall produce and stockpile products for Ellis County to

haul from location as needed during the 2026 Asphalt Season. Stockpiles of produced asphalt must be kept and

maintained in cone shape piles to promote water run-off and reduce water absorption. If this is not possible, or

stockpile area is restricted, asphalt must be produced on an as needed basis determined by Ellis County. If asphalt

is produced on an as needed basis, liquidated damages amounts will be adjusted by Ellis County as needed. The

work shall consist of providing aggregate materials, running, and drying materials through your drum mixer asphalt

plant and adding County furnished asphalt oil. Ellis County will provide asphalt from our asphalt supplier at the

percentage we desire.

All asphalt mixing shall conform to the Requirements of Division 600 of the Standards and Specifications for State

Road and Bridge Construction and Kansas Department of Transportation, with special attention given to

temperatures. The maximum temperature of the finished product from the discharge chute shall be no more than

185 to 200 degrees Fahrenheit for the use of CMS-1 emulsion asphalt. The workability of the finished product must

be maintained, and stockpile workability and longevity must be maintained. All produced asphalt will ultimately be

bladed on Ellis County roads by county forces. Weight of the total mix shall be based on the mixing plant aggregate

totalizer, or a calculated weight obtained from scales provided by the contractor. Fiscal Year 2026 mix components

are 15% ½” chips, 65% ½” sand, and 20% ¼” screenings, with an estimated 5.8-6.25% emulsion. A second mix

component may be considered with 60% sand, and 40% screenings with an estimated 6.8% to 7.0% emulsion. Final

gradations and mixed quantities will be provided prior to notice to proceed. (Only CMS-1 emulsion asphalt shall be

considered for the asphalt mix design). Mix design is subject to change due to aggregate availability.

Ellis County requires that all products be available and transported or stockpiled at pre-approved site no later than

May 28, 2026. Liquidated damages in the amount of $500.00 for each calendar day, exclusive of Sundays and legal

holidays, shall be charged for each day that the work remains uncompleted. When requested, the respective

contractor shall perform extraction tests on site to ensure the finished product will meet the specific mix design as

furnished by the County Public Works Director. All test results shall be documented and provided to the Ellis County

Public Works Director, 1681 250th Avenue, Hays, KS 67601. A preproduction dry sample shall be required prior to

commencement of mixing asphalt and submitted to our office 24 hours prior to production.

All materials shall be guaranteed as specified in scope of work and shall be completed as date specified in Request

for Bid Proposal. Upon unforeseen circumstances, a written notification shall be required and submitted to the Ellis

County Public Works Director for approval of extension. If approval is granted, the extension shall not exceed 10 days.

1681 250th Ave

Hays KS 67601

P (785) 628-9455

F (785) 628-9457

W ellisco.net

PUBLIC WORKS

Highway/Road & Bridge

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NO exceptions, alterations or deviations from the County requested specifications shall occur without written orders

indicating change or modifications from Ellis County.

The contractor shall furnish all Worker’s Compensation and Liability Insurance pertaining to the accepted contract.

Please include any references you may have regarding your previous customers and experience in cold mix asphalt

mixing.

If you are interested in submitting a bid proposal related to our 2026 asphalt mix requirements, please do so in the

following manner.

Proposal shall be submitted by mail or by hand to:

Ellis County Public Works

1681 250th Avenue

Hays, KS 67601

(Bids submitted by email will not be accepted)

All bid proposals must be received no later than Tuesday, January 6, 2026, at 10:00 a.m. at the Ellis County Public

Works Road & Bridge Division office in Hays, Kansas, at which time and place, all properly received proposals will be

publicly opened and read aloud. All bidders are encouraged to be present for the proposal opening. Proposals shall

be submitted in a sealed envelope clearly marked on the outside stating “2026 Asphalt Mix Proposal”. Proposals

received after the deadline will be returned to the sender unopened. Ellis County reserves the right to reject any or

all proposals and to waive all informalities and irregularities in the bidding process.

BY SUBMITTING THIS PROPOSAL, THE VENDOR AGREES TO ALL TERMS SET FORTH HEREIN AND

WILL PROVIDE THE SPECIFIED MATERIALS AT THE PRICE STATED HEREIN. VENDOR FURTHER CERTIFIES

THAT THEY ARE THE ONLY AUTHORIZED DEALER OR REPRESENTATIVE FOR THE PROPOSED MATERIALS.

ALL PROPOSALS SHALL BE BINDING UPON THE VENDOR FOR 30 DAYS FROM DATE OF OPENING, AND

UPON EXECUTION OF PURCHASE ORDER BY ELLIS COUNTY.

ELLIS COUNTY RESERVES THE RIGHT TO ACCEPT OR REJECT ANY OR ALL PROPOSALS AND/OR SELECT THE

PROPOSAL CONSIDERED IN THE BEST INTEREST OF ELLIS COUNTY.

If you have questions regarding this Request for Proposal, please contact Road & Bridge Supervisor, Curt Hoffman

and/or Public Works Director, Brendan Mackay at 785-628-9455.

Sincerely,

Brendan Mackay

Public Works Director

Ellis County, KS

1681 250th Ave

Hays KS 67601

P (785) 628-9455

F (785) 628-9457

W ellisco.net

PUBLIC WORKS

Highway/Road & Bridge

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Request for Proposal Form

Company Name _______________________________________________________________

Date Submitted _______________________________________________________________

Bid Price/Mixing:

Base Bid Price Per Ton of Mixing

Emulsion Provided by Ellis County

F.O.B. Contractor Yard Site

Bid #1

15%/65%/20%

Bid #2

60%/40%

F.O.B. 500 East 9th Street, Ellis, KS

Options for bids #1 & #2 - Deduction for Ellis County Supplied Per Aggregate/Per Ton of Mixed Asphalt:

Sand Per Ton

$_______________

Screenings Per Ton $_______________

Chips Per Ton

$_______________

Estimated Job Start Date Per County Specifications _____________________________________________

Estimated Completion Date Per County Specifications ___________________________________________

Signature of Owner/Representative __________________________________________________________

(Signature)

(Print Name)

Exceptions _______________________________________________________________________________

_______________________________________________________________________________

1681 250th Ave

Hays KS 67601

P (785) 628-9455

F (785) 628-9457

W ellisco.net

PUBLIC WORKS

Highway/Road & Bridge

Noxious Weed

Each vendor assumes all responsibility in obtaining all information required for submission of

proposals and acquainting themselves with submission procedures. In presenting said proposal,

vendor acknowledges acceptance of said responsibility. All proposals shall be binding upon the

vendor for 30 days following opening. All proposals must be clearly identified and descriptive. Prices

must not be noted on supporting literature. Proposals determined to not comply with submission

criteria may be rejected.

All proposals shall be submitted F.O.B. as indicated on the Request for Proposal Form.

All practices, materials, supplies, and equipment shall comply with the Federal Occupational Safety

and Health Act, as well as any pertinent and applicable federal, state, and/or local safety or

environmental regulations.

All contractual agreements shall be subject to and governed by and construed according to the laws

of the State of Kansas.

In submitting this proposal, the vendor declares that he/she is the only person interested in the said

proposal; that it is made without any connection with any person or persons making another proposal

for the same contract; that the proposal is in all respects fair and without collusion, fraud, or

misrepresentation, and that he/she is qualified and authorized to make said proposal.

HOLD HARMLESS: The vendor agrees to protect, defend, indemnify and hold the Board of County

Commissioners, it's officers, employees, and agents, free and harmless from and against any and all

losses, penalties, damages, settlements, costs, charges, professional fees or other expenses or

liabilities of every kind and character arising out of or relating to any and all claims, liens, demands,

obligation, actions, proceedings or causes of action of every kind and character in connection with or

arising directly or indirectly out of this agreement and/or performance thereof.

Without limiting the generality of the foregoing, all such claims, etc., relating to personal injury,

infringement of any patent, trademark, copyright, or application for any thereof, or of any other

tangible or intangible personal or property right, or actual or alleged violation of any applicable

statute, ordinance, administrative order, rule or regulation, or decree of any court, shall be included in

the indemnity hereunder. The vendor further agrees to investigate, handle, respond to, provide

defense for, and defend any such claims, etc., at his/her sole expense and agrees to bear all other

costs and expenses related thereto, even if such claim is groundless

1681 250th Ave

Hays KS 67601

P (785) 628-9455

F (785) 628-9457

W ellisco.net

Commodity Codes

• NAICS 324121Asphalt Paving Mixture and Block Manufacturing

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