Project Information

Bid Title

25-1100 - SUPPLIES & MATERIALS BID

Issuing Agency

City of Ardmore

Location

Oklahoma

Published Date

Nov 17, 2025

Closing Date

Dec 8, 2025

Government Level

State & Local

Status

Closed

Ref. #

25-1100

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Bid Number:	25-1100
Bid Title:	25-1100 - SUPPLIES & MATERIALS BID
Category:	Purchasing Bid
Status:	Open
Additional Status Information:	Please see Referenced Material

Description: City of Ardmore, 23 South Washington, Ardmore, OK 73401; (580) 226-2100 Separate sealed Bids for Bid No.: 25-1100– STREET SUPPLIES AND MATERIALS, will be received at the office of the Purchasing Department, at the above address until 2:00 P.M., C.S.T. on Monday, December 8, 2025, and then publicly opened and read aloud in the First Floor Conference Room. The requested bids are for the acquisition and purchase of an assortment and variety of materials, special equipment, devices or subsystems for the maintenance, repair, renovation, rehabilitation, or upgrade of engineering, street, storm sewer, utilities and building systems. The list of such items for which bids are sought are shown in the Bid Proposal. This solicitation is a request for bids for materials; it is not a solicitation for construction services. The items for which bids are solicited shall be procured, based on bids received, in accordance with City of Ardmore published procurement policies. The OWNER 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 Any BID may be withdrawn prior to the above scheduled time for the opening of BIDS or authorized postponement thereof.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 sixty (60) calendar days following the actual date of the opening thereof. The selected Bidders shall honor the bid prices from the date of January 1, 2026 through June 30, 2026, with the option to renew for one (1) additional six (6) month extension. The OWNER reserves the right to: change dates the bid will be considered; waive all informalities; reject any and all bids; choose whether to accept alternates, if applicable; adjust quantities; and add or omit items of work as deemed necessary to conform with budget or other constraints; and to accept that bid deemed most advantageous for value received. Bids shall be price per unit or quantity specified, FOB Ardmore. Bids shall be made in accordance with the Instructions for Bidders contained in the Contract Documents. Contract Documents may be examined or obtained at the City of Ardmore’s Purchasing Office, located on the 1st floor of City Hall at 23 South Washington, Ardmore, Oklahoma. The Purchasing Department may be reached at (580) 221-2582 or For security reasons, you must enable JavaScript to view this E-mail address. . Publication Date/Time: 11/17/2025 12:00 AM Publication Information: Published in The Ardmoreite on Saturday, November 15, 2025, and Saturday, November 22, 2025. Closing Date/Time: 12/8/2025 2:00 PM Submittal Information: Please see Referenced Material Bid Opening Information: 12/8/25 @ 2ph @ CH Addendum Date/Time: Please see Referenced Material Contact Person: Contract Documents may be examined or obtained at the City of Ardmore’s Purchasing Office, located on the 1st floor of City Hall at 23 South Washington, Ardmore, Oklahoma. The Purchasing Department may be reached at (580) 221-2582 or sshaw@ardmorecity.org. 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: 25-1100 Supplies and Materials_Bid Documents 25-1100 Supplies and Materials_Bid Advertisement

Attachment Preview

ADVERTISEMENT FOR BIDS

NOTICE TO BIDDERS

City of Ardmore, 23 South Washington, Ardmore, OK 73401; (580) 226-2100

Separate sealed Bids for Bid No.: 25-1100– STREET SUPPLIES AND MATERIALS, will be received

at the office of the Purchasing Department, at the above address until 2:00 P.M., C.S.T. on

Monday, December 8, 2025, and then publicly opened and read aloud in the First Floor

Conference Room.

The requested bids are for the acquisition and purchase of an assortment and variety of

materials, special equipment, devices or subsystems for the maintenance, repair, renovation,

rehabilitation, or upgrade of engineering, street, storm sewer, utilities and building systems. The

list of such items for which bids are sought are shown in the Bid Proposal. This solicitation is a

request for bids for materials; it is not a solicitation for construction services. The items for which

bids are solicited shall be procured, based on bids received, in accordance with City of Ardmore

published procurement policies.

The OWNER 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 sixty (60) calendar days following the actual

date of the opening thereof. The selected Bidders shall honor the bid prices from the date of

January 1, 2026 through June 30, 2026, with the option to renew for one (1) additional six (6)

month extension.

The OWNER reserves the right to: change dates the bid will be considered; waive all informalities;

reject any and all bids; choose whether to accept alternates, if applicable; adjust quantities; and

add or omit items of work as deemed necessary to conform with budget or other constraints;

and to accept that bid deemed most advantageous for value received. Bids shall be price per unit

or quantity specified, FOB Ardmore. This Contract may be subject to the Oklahoma Local Bidder

Preference Law.

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

Documents. Contract Documents may be examined or obtained at the City of Ardmore’s

Purchasing Office, located on the 1st floor of City Hall at 23 South Washington, Ardmore,

Oklahoma. The Purchasing Department may be reached at (580) 221-2582 or

sshaw@ardmorecity.org.

City of Ardmore, Oklahoma

Published in The Ardmoreite on Saturday, November 15, 2025, and Saturday, November 22,

2025.

INSTRUCTIONS FOR BIDDERS

Preface

The City of Ardmore wishes to procure a variety of items of materials, equipment, and system

components for installation in, reconstruction or repair of City engineering, street, utility and

building systems. This solicitation is a request for bids for materials and supplies; it is not a

solicitation for construction services.

Bids will be received by the Purchasing Agent, City of Ardmore, Oklahoma (hereinafter called the

“City”), at 23 S. Washington, Ardmore, OK 73401, until 2:00 p.m. C.S.T., on Monday, December

8, 2025, and then publicly opened and read aloud in the Purchasing Department.

Obtaining Documents

Copies of the bid form are available in hard copy in the Purchasing Department Room 103, City

Hall, 23 S. Washington, Ardmore, OK 73401, at no cost. Copies of the pertinent instruction and

bid forms in digital file form may also be obtained by contacting the City of Ardmore Purchasing

Coordinator, Sherrill Shaw at (580) 221-2582 or sshaw@ardmorecity.org.

Analysis and Bid Preparation

Should any Bidder have questions or require clarification prior to the closing of the solicitation,

they may be submitted to Sherrill Shaw by emailing sshaw@ardmorecity.org or by calling (580)

221-2582.

The City may order none, some or all of the individual line items based on the bids; and may order

some items on multiple occasions during the period for which the Bids remain in effect. Bidders

should therefore prepare their bids for each individual line item independent of its real or

perceived relationship to any other related line item.

It shall be assumed and the Bidder grants that

• The unit prices or lump sums shall be full compensation for furnishing and delivering the

items of materials, equipment, components or devices to the ‘City’ or designated

representatives at the Public Works facility, City Hall or to a designated location, such as a

worksite, within the City limits of Ardmore;

• All surcharges, charges or fees shall be included in the unit price bid.

• The City of Ardmore shall not accept charges or fees in excess of the unit price bid.

• The City reserves the right to increase, reduce, or delete any item(s) in the bid as deemed to

be in the best interest of the City;

• The bid prices shall be effective January 1, 2026 through June 30, 2026 with one (1)

additional six (6) month extension; the City reserves the right to extend the expiration date

of the bids for up to 180 days when it is considered in the City's best interests and only with

the mutual agreement of the awardee;

• Payment shall be based on the unit price for the actual quantity of items ordered and

delivered, FOB Ardmore;

• He or she has examined the technical specifications and agrees to provide the specified items

or items of equal or better value, provided such alternative item has been approved by the

City Purchasing Agent prior to the submission of the bid;

• The Bidder agrees in lieu of a security bond to honor his or her bid for a period of 30 days

following the publication of all bids received; and, if designated the principal Bidder based

on the lowest and most responsible bid received, honor said bid price through June 30, 2026;

and if he or she fails to do so, shall not be qualified to bid or offer bids to the City or its

Authorities for a period of one year;

• If selected to provide the item or items offered, the Bidder agrees to provide said items

within the designated delivery times shown in the specifications, or 14 days, whichever is

greater, following the date of the Order upon which the bid price is made; and should the

Bidder be unable to meet requisite delivery times, the City reserves the right to select the

next lowest bidder or available vendor, consistent with City purchasing policies. Because

time is of the essence, the only exception to this will be concrete. If concrete cannot be

provided on the date it was ordered for, the City reserves the right to select the next lowest

Bidder or available vendor, consistent with City purchasing policies.

• The undersigned understands that the City reserves the right to reject any or all Bids, or

award bid by item for all or none, or to waive any formality or technicality in any Bid as it

deems to be in the best interest of the City.

Bid Submittal

Bids may be delivered in person or may be transmitted by US Mail or courier:

• Bids delivered in person or by courier must be received in the

City of Ardmore

Purchasing Department

23 S. Washington

Ardmore, OK 73401

as long as, they are received by 2:00 PM, C.S.T., Monday, December 8, 2025. Bids shall be received

until the closing date and time and thereafter opened and read at the above stated time for

receipt of bids or as soon thereafter as practicable.

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.

The intent of the solicitation is to enable the City to procure selected items on an as-needed and

a periodic basis through June 30, 2026 subject to the delivery stipulations noted in the Bid

Proposal below.

All Bids shall be entered upon and submitted using the Bid Form below. Each Bidder may present

Bids for as few or as many items as he or she may choose. Blank entries on the Bid Form shall be

considered to denote, “no bid”. When submitting the Bid, the Bidder shall enter their unit price

bid(s) on the form, sign the Bid Form at the bottom of the form and present the entire form to

the Purchasing Department with the signature page.

The Bid Form is divided into 3 sections, each section consisting of similar or related items. Bidders

should not deduce that the ordering of one or more items is necessarily related to the likely

procurement of any other item or items. All unit prices include delivery except where noted.

A tabulation shall be prepared following the receipt of Bids and made available to all Bidders

within 7 days following the publication of the Bids.

SAMPLE

BID ENVELOPE EXTERIOR LABEL

Street Supplies and Materials

Bid Solicitation No.: 25-1100

Name of Bidder ___________________________________________

Bid Form

Business Address of Bidder _______fo_r_________________________

City Engineering Supplies and Materials

__________________B_id__S_o_li_c_it_a_t_io_n__N__o_. ________________________________

Business Telephone _______________________________________

Business Email of Bidder ____________________________________

BID PROPOSAL

for

Street Supplies & Materials Bid

Solicitation No.: 25-1100

Section 1. Concrete, Asphalt and Related Materials.

Provide Portland Cement Concrete delivered to a project site (within the Ardmore City Limits) including

all charges and fees. Each order for concrete shall be placed in 1/2 cubic yard increments with 2 cubic

yard minimum per individual order. Each order for asphalt shall be placed in 1-ton increments with 10

tons minimum per order. Asphalt unit price shall be for pickup at Bidder’s plant within 60-mile radius of

Ardmore city center. The concrete and asphalt materials shall meet the specifications of the 2019

Oklahoma Department of Transportation Standard Specifications for Highway Construction. The City of

Ardmore shall not accept any surcharges, charges, or fees. Any surcharges, charges, or fees shall be

incorporated into the Unit Price bid.

Item No

Description

Unit

Unit Price

1.1 PCC Class A 3000 psi 6-sack ODOT 701 (No Fly Ash)

CY

1.2 PCC Class AA 4000 psi

CY

1.3 Flowable Fill, 5-sack

CY

1.4 PCC 3500 psi High Early Strength

CY

1.5 PCC 4000 psi High Early Strength

CY

1.6 Asphalt Superpave Type S3

TON

1.7 Asphalt Superpave Type S4

TON

1.8 Asphalt Superpave Type S5

TON

1.9 Reinforcing Bar #4 x 20 feet, Grade 60 Steel

EA

1.10 Reinforcing Bar #4 x 30 feet, Grade 60 Steel

EA

Note 1. Reference Item No. 1.1. Substitute fly ash for cement in a ratio between {[1.1 to 1.25 fly ash] to [1.0 cement]}.

Total cementitious material may include not less than 10% nor more than 25% fly ash by weight. The City uses fly ash

concrete during the summer months to improve workability in pavement construction without the need for additional

water. Engineer shall consider alternates or variations to these stipulations provided the concrete plant can achieve

the stipulated concrete compressive strength, closely match the "standard" water: cement ratio applied to normal

concrete, and submit mix design for approval. See PCA guidance: http://www.cement.org/docs/default-

source/fc_concrete_technology/is548-optimizing-the-use-of-fly-ash-concrete.pdf.

Commodity Codes

• NAICS 423840Industrial Supplies Merchant Wholesalers
• NAICS 444190Other Building Material Dealers

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