Project Information

Bid Title

Asphalt Concrete and Patching Material

Issuing Agency

City of Bristal

Location

Virginia

Published Date

May 20, 2026

Closing Date

Jun 11, 2026

Government Level

State & Local

Status

Closed

Ref. #

PW-27-001

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Bid Number:	PW-27-001
Bid Title:	Asphalt Concrete and Patching Material
Category:	Invitation to Bid
Status:	Open

Description: The City of Bristol, Virginia, and all agencies thereof, are requesting sealed bids on asphalt concrete patching material. The bidder will submit the following: - One original and three copies of the sealed bid must be mailed to or hand-delivered to: ATTN: Nikki Asher, City of Bristol, VA, 300 Lee Street, Bristol, VA 24201 The outside envelope must be labeled with the ITB title and number, as follows: ITB # PW-27-001 Asphalt Concrete Patching Material. - The City requires one original and three paper copies of the sealed bid. Those wishing to submit electronically may do so via the eVA procurement platform while also submitting the required paper copies to the City by the due date. - Bids are due by 2:00 p.m. EST, June 11th, 2026. It is the responsibility of the bidder to assure that the bid is delivered to the place designated for receipt of bid prior to the closing time set for receipt of bid. No bid received after the time designated shall be considered. The officer or agent, whose duty it is to accept the bids, will decide when the specified time has arrived. It is the responsibility of the bidder to inquire and clarify any requirement that is not understood. All verbal questions are discouraged. The City will not be bound by verbal responses to questions. All inquiries concerning this request for sealed bid should be submitted in writing to Nikki Asher, Purchasing Clerk, 300 Lee Street, Bristol, Virginia 24201. Inquiries by email should be made to For security reasons, you must enable JavaScript to view this E-mail address. . Any revisions to the solicitation will be made only by addendum issued by the City. The deadline for inquires is 10:00 a.m. EST, May 27th, 2026. PW-27-001 Asphalt Concrete Patching Material (PDF) Publication Date/Time: 5/20/2026 3:00 PM Closing Date/Time: 6/11/2026 2:00 PM Contact Person: nikki.asher@bristolva.gov Related Documents: PW-27-001 Asphalt Concrete and Patching Material

Attachment Preview

CITY OF BRISTOL, VIRGINIA

Invitation to Bid (ITB)

Asphalt Concrete Patching Material

ITB # PW-27-001

Issue Date: May 20, 2026

Due Date: June 11, 2026

CITY OF BRISTOL, VIRGINIA

300 LEE STREET

BRISTOL, VA 24201

276-645-7328

City of Bristol, Virginia

Invitation to Bid (ITB)

Asphalt Concrete Patching Material

ITB # PW-27-001

TABLE OF CONTENTS

SECTION ONE

Purpose

1.1

Scope

1.2

Closing Date and Time

1.3

Inquiries & Addendum

1.4

Bid Evaluation

1.5

Rejection of Bids

1.6

SECTION TWO

General Instructions and Specifications

2.1

Bid Form

2.2

SCC Form

2.3

SECTION THREE

General Terms and Conditions

3.1

Special Terms and Conditions

3.2

2

City of Bristol, Virginia

Invitation to Bid (ITB)

Asphalt Concrete Patching Material

ITB # PW-27-001

SECTION ONE

1.1 Purpose

The City of Bristol, Virginia (herein after referred to as “the City”), is requesting sealed bids on

asphalt concrete patching material.

1.2 Scope

This document contains general information relating to the evaluation process, selection criteria,

and mandatory requirements, which must be addressed for a bid to receive consideration.

1.3 Closing Date and Time

The bidder will submit the following:

• One original and three copies of the sealed bid must be mailed to or hand-delivered to:

ATTN: Nikki Asher, City of Bristol, VA, 300 Lee Street, Bristol, VA 24201

The outside envelope must be labeled with the ITB number and title, as follows:

ITB # PW-27-001 Asphalt Concrete Patching Material.

• The City requires one original and three paper copies of the sealed bid. No faxed or

electronically submitted bids will be accepted. Those wishing to submit electronically may

do so via the eVA procurement platform while also submitting the required paper copies

to the City by the due date. Bids will not be accepted after the closing date and time. All

bids shall become property of the City and will not be returned.

• Bids are due by 2:00 p.m. EST, June 11th, 2026.

Bids will be publicly opened on June 11th, 2026, 2:00 p.m. EST at City Hall Council Chambers,

300 Lee Street, Bristol, Virginia 24201.

It is the responsibility of the bidder to assure that the bid is delivered to the place designated for

receipt of bid prior to the closing time set for receipt of bid. No bid received after the time

designated shall be considered. The officer or agent, whose duty it is to accept the bids, will decide

when the specified time has arrived.

1.4 Inquiries & Addendum

If any prospective Bidder has questions or inquiries about the specifications or other solicitation

documents, the prospective Bidder should contact Nikki Asher, Purchasing Clerk via email at

nikki.asher@bristolva.gov by 10:00 a.m. (EST) on May 27, 2026. No changes resulting in

questions are official unless issued in writing in the form of an addendum issued by the City. If

applicable, the addendum will be released on June 1, 2026. The addendum will be posted to the

City’s website.

1.5 Bid Evaluation

Evaluation of bids will be based on criteria set forth in this invitation. The award will be made to

the lowest responsive and responsible bidder. Evaluation will be based on per ton price,

including mileage factor if applicable. The City reserves the right to reject any and all bids in

3

City of Bristol, Virginia

Invitation to Bid (ITB)

Asphalt Concrete Patching Material

ITB # PW-27-001

whole or in part, to waive any informality, and to delete items prior to making an award.

If the City is picking up material, bidders should consider that the City shall apply a mileage

factor of $0.725 per mile based upon round trip mileage from our Public Works Department,

2515 Valley Drive, Bristol Virginia, to the bidder's point of delivery, based on mileage

calculated using Google Maps, choosing the shortest mileage given for a practical route. The

mileage factor will be added to the material price bid to determine the apparent low bidder. The

bidder’s point of delivery address must be provided in the bid form.

1.6 Rejection of Bids

The City reserves the right to reject any and all bids, to waive informalities and to negotiate with

the low bidder if the bid exceeds budgeted funds. Exceptions to the specifications may cause the

bid to be deemed non-responsive and to be rejected as such.

SECTION TWO

2.1 General Instructions and Specifications

The City of Bristol, Virginia is requesting sealed bids on the following estimated quantity of

material to be furnished between July 1, 2026 and June 30, 2027.

750 tons, more or less, VDOT Type SM-9.5A (Superpave Mix)

Asphalt Concrete Patching Material

The material must comply with Virginia Department of Transportation Road and Bridge

Specifications of latest date. Vendor must identify location of bins, plant, terminal, or other

proposed point of delivery for material to be picked up by City trucks. Vendor must also affirm

that trucks belonging to the City of Bristol, Virginia shall receive first priority in loading queues

at vendor’s point of delivery.

4

City of Bristol, Virginia

Invitation to Bid (ITB)

Asphalt Concrete Patching Material

ITB # PW-27-001

2.2 Bid Form

Instructions: All bids must be submitted on this form. Please complete the form in its entirety.

Bid form must be signed by an authorized representative of the bidder. In addition to the Bid

Form, the SCC Form is required to be completed by the Bidder, and submitted along with all bid

documents.

BIDDER (FIRM): ______________________________________________________________

PERSON PREPARING BID:______________________________________________________

BIDDER’S POINT OF DELIVERY ADDRESS:

___________________________________________________________________

____________________________________________________________________

____________________________________________________________________

TELEPHONE NUMBER:________________________________________________________

750 tons, more or less, VDOT Type SM-9.5A Asphalt Concrete Patching Material

DELIVERED

$ ___________________ per ton DELIVERED

____________________________________________ dollars per ton (in words)

CITY PICKUP

$ ___________________ per ton CITY PICKUP

____________________________________________ dollars per ton (in words)

Bidder's signature below affirms that trucks belonging to the City of Bristol, Virginia shall

receive first priority in loading queues at vendor's point of delivery.

Bid price must be valid through June 30, 2027.

SIGNATURE: __________________________________________________________

TYPED OR PRINTED NAME: _____________________________________________

DATE:__________________________________________________________________

5

Commodity Codes

• NAICS 237310Highway, Street, and Bridge Construction

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