1-1. Invitation for Bid CIPS26-001.pdf

City of Leander Capital Improvements Program Solicitation Number: CIPS26-001

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Invitation for Bid

Solicitation Number: CIPS26-001

Project Name: Traffic Signal – Intersection of Ronald W Reagan Blvd and Palmera Ridge Blvd/ Vista Heights Dr

Project Number: T.85

NIGP Class/Items: 968-82

Schedule of Events Solicitation Posted Date: February 19, 2026

Virtual Pre-Submittal Meeting: March 5, 2026, at 11:00 am Vendor Questions Due: March 13, 2026, at 5:00 pm

Answers Posted to Bonfire: March 20, 2026, on or before 5:00 pm Response Due Date: March 26, 2026, at 2:00 pm

Oral Presentation (if necessary) TBD Expected Contract Award Date: On or before June 2026

Capital Improvements Program 201 N. Brushy Street Leander, TX 78641

ATTENTION: It is the responsibility of interested parties to periodically check the City’s Bonfire website [ https://leandertx.bonfirehub.com/] for updates to the solicitation prior to submitting a response. The respondent’s failure to periodically check the City’s Bonfire website will in no way release the selected Vendor from addenda or additional information resulting in additional costs to meet the requirements of the solicitation. The City will not be held responsible for any further communication beyond updating the website.

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Table of Contents Part I – General

1. Purpose

2. Background

3. Project Firm and Plans

4. Definitions, Terms and Conditions

5. Attachments

6. City Contact and Prohibited Communication

7. Respondent Requirements

8. Agreement Term

9. Bid Security

10. Award

11. Prompt Payment Policy

12. Non-Appropriation

13. Confidentiality of Content

14. Post Award Meeting

15. Costs Incurred

16. Ethics Ordinance and Disclosure Statements

Part II – Schedule of Events and Response Instructions

1. Schedule of Events

2. Pre-Submittal Meeting

3. Response Submission

4. Response Requirements

Part III – Specifications

1. Scope

2. Project Management

3. Performance and Payments Bonds

4. Insurance

5. Builder Warranty

6. Delivery and Post Construction

7. Liquidated Damages

8. Change Orders

9. Project Timeline

10. Permitting Fees

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Part I – General

1. Purpose

The City of Leander, herein after “City”, seeks to enter into an agreement with a qualified Individual, Firm or Corporation, herein after “Respondent”, to provide construction services for the delivery of the Traffic Signals at the Intersection of Ronald W Reagan Blvd and Palmera Ridge Blvd / Vista Heights Dr.

2. Background The Work consists of capital improvements at the intersection of Ronald W Reagan Blvd and Palmera Ridge Blvd/ Vista Heights Dr including installation of temporary erosion control measures, new traffic signal and signal timings, advance flashing beacon assembly, new curb ramps and new pavement striping and signage installation. The Contractor shall furnish all labor, materials, equipment, and incidentals required for the entirety of the work as shown on the Drawings and Project Manual.

3. Project Firm and Plans The design and construction management services for the Project are being provided by Tetra Tech (formerly RPS), 4801 Southwest Parkway, Pkwy 2, Suite 150, Austin, Texas 78735.

4. Definitions, Terms and Conditions By submitting a response to this solicitation, the Respondent agrees that the City’s standard Definitions, Terms and Conditions, in effect at the time of release of the solicitation, shall govern but shall be superseded by those terms and conditions specifically provided for otherwise within this solicitation, in a separate agreement or on the face of a purchase order. The City’s Definitions, Terms and Conditions are herein made a part of this solicitation and can be found on the City’s website by visiting https://www.leandertx.gov/264/Purchasing.

4.1 Any exception to or additional terms and conditions attached to the response will not be considered unless respondent specifically references them on the front of the Solicitation Document. WARNING: Exception to or additional terms and conditions may result in disqualification of the response.

5. Attachments Attachments are herein made a part of this agreement:

5.1. Attachment A – Reference Form

5.2. Attachment B – Bid Bond

5.3. Attachment C – Payment Bond

5.4. Attachment D – Performance Bond

5.5. Attachment E - Standard General Conditions

5.6. Attachment F - Supplementary Conditions

5.7. Attachment G – Sample Contract

5.8. Attachment H - Construction Plans

5.9. Attachment I – Technical Specifications

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6. City Contact and Prohibited Communication Contact: All requests, questions, and other communications about this solicitation shall be made in writing to the City’s authorized contact, addressed to the following assigned Team Member:

Primary Contact: Victor Castillo, Purchasing Manager City of Leander Email: vcastillo@leandertx.gov Phone: 512/528-2730

Prohibited Communications: Upon posting of this solicitation, City of Leander, its representative(s), or partners will not answer questions or otherwise discuss the contents of this solicitation with any potential respondents or their representative(s). Attempts to ask questions by phone or in person will not be allowed or recognized as valid. Failure to observe this restriction may result in disqualification of any subsequent response to this solicitation. Respondent may rely only on written statements issued through or by City of Leander authorized contact. This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this solicitation.

7. Respondent Requirements The opening of a solicitation shall not be construed as the City’s acceptance of such as qualified and responsive.

7.1. Respondents shall be firms, corporations, individuals or partnerships normally engaged in services outlined in this solicitation in the State of Texas;

7.2. Respondents must be licensed and or certified to do business in the State of Texas in their applicable field relating to the scope of work and all requirements needed while doing business with the City.

7.3. Respondents shall maintain staffing levels to provide prompt, efficient service to the City.

8. Agreement Term The terms of the awarded agreement shall include but not be limited to the following:

8.1. The term “agreement” shall mean the executed contract awarded as a result of this solicitation and all exhibits thereto. At a minimum, the following documents will be incorporated into the agreement:

8.1.1. Solicitation document, attachments and exhibits;

8.1.2. Solicitation addendums, if applicable;

8.1.3. City’s Definitions, Terms and Conditions;

8.1.4. Successful Respondent’s submission.

8.2. The initial term of the resulting agreement shall be determined by the proposed and agreed upon Project timeline.

8.3. If the Respondent fails to perform its duties in a reasonable and competent manner, the City shall give written notice to the Respondent of the deficiencies and the successful Respondent shall have thirty (30) days to correct such deficiencies. If the Respondent fails to correct the deficiencies within the thirty (30) days, the City may terminate the agreement by giving the Respondent written notice of termination and the reason for the termination.

8.4. The City shall also have the right to terminate the Agreement, in whole in part, without cause anytime upon thirty (30) calendar days’ prior written notice. Upon receipt of a notice of termination, the Respondent shall promptly cease all further work pursuant to the Agreement, with such exceptions, if any, specified in the notice of termination. The City shall pay the Respondent to extent of funds appropriated or otherwise legally

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8.5. If the agreement is terminated, for any reason, respondent shall turn over all material, records and deliverables created to date within fifteen (15) working days after completion of duties through the termination date.

9. Bid Security Bids must be accompanied by a bid bond with Power of Attorney attached or cashiers check of five percent (5%) of the total amount bid (sum of all bid items) made payable to the City of Leander.

9.1. A Bid must be accompanied by Bid security made payable to Owner in an amount of five percent (5%) of Bidder’s maximum Bid price and in the form of a certified check or bank money order or a Bid bond (on the form attached) issued by a surety meeting the requirements of Paragraph 6.01 of the Standard General Conditions.

9.2. The Bid security of the Successful Bidder will be retained until such Bidder has executed the Contract Documents, furnished the required contract security and met the other conditions of the Notice of Award, whereupon the Bid security will be returned. If the Successful Bidder fails to execute and deliver the Contract Documents and furnish the required contract security within 15 days after the Notice of Award, Owner may annul the Notice of Award and the Bid security of that Bidder will be forfeited. The Bid security of other Bidders whom Owner believes to have a reasonable chance of receiving the award may be retained by Owner until the earlier of seven days after the Effective Date of the Agreement or 61 days after the Bid opening, whereupon Bid security furnished by such Bidders will be returned.

9.3. Bid security of other Bidders whom Owner believes do not have a reasonable chance of receiving the award will be returned within seven days after the Bid opening.

10. Award The City reserves the right to enter into an Agreement or a Purchase Order with a single award, split awards, non-award, or use any combination that best serves the interest and at the sole discretion of the City. Award announcement will be made upon City Council approval of staff recommendation and executed agreement. Award announcement will appear on the City’s website at https://leandertx.bonfirehub.com/.

10.1. The City reserves the right to reject any or all responses, or delete any portion of the response, or to accept any response deemed most advantageous, or to waive any irregularities or informalities in the response received that best serves the interest and at the sole discretion of the City.

10.2. Chapter 176, Texas Local Government Code requires that disclosures of certain relationships be made in relation to certain contracts with the City. Local government officers are the members of the City Council, the City Administrator, and other City employees or agents who exercise discretion in planning, recommending, selecting and contracting of a vendor. Please contact the City Secretary for a list of City employees and agents who may qualify as local government officers. Click here Chapter 176, Texas Local Government Code, to review this requirement.

10.3. A completed CIQ Form is required with each response. If no conflict is present, respondent must fill out section one, write “N/A” in section three, write in “N/A” in section five, and sign section seven https://www.ethics.state.tx.us/forms/conflict/

10.4. Once a selection is made and the City has the intent to award, the successful respondent will be required to submit Form 1295 to the State of Texas electronically

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https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

11. Prompt Payment Policy Payments will be made in accordance with the Texas Prompt Payment Law, Texas Government Code, Subtitle F, Chapter 2251. The City will pay Vendor within thirty days after the acceptance of the supplies, materials, equipment, or the day on which the performance of services was completed or the day, on which the City receives a correct invoice for the supplies, materials, equipment or services, whichever is later. The Vendor may charge a late fee (fee shall not be greater than that which is permitted by Texas law) for payments not made in accordance with this prompt payment policy; however, this policy does not apply to payments made by the City in the event:

11.1. There is a bona fide dispute between the City and Vendor concerning the supplies, materials, services or equipment delivered or the services performed that causes the payment to be late; or

11.2. The terms of a federal agreement, grant, regulation, or statute prevent the City from making a timely payment with Federal Funds; or

11.3. There is a bona fide dispute between the Vendor and a subcontractor or between a subcontractor and its suppliers concerning supplies, material, or equipment delivered or the services performed which caused the payment to be late; or

11.4. The invoice is not mailed to the City in strict accordance with instructions, if any, on the purchase order or agreement or other such contractual agreement.

12. Non-Appropriation The resulting Agreement is a commitment of the City’s current revenues only. It is understood and agreed the City shall have the right to terminate the Agreement at the end of any City fiscal year if the governing body of the City does not appropriate funds sufficient to purchase the estimated yearly quantities, as determined by the City’s budget for the fiscal year in question. The City may affect such termination by giving Vendor a written notice of termination at the end of its then current fiscal year.

13. Confidentiality of Content All documents submitted in response to a solicitation shall be subject to the Texas Public Information Act.

Following an award, responses are subject to release as public information unless the response or specific parts of the response can be shown to be exempt from the Texas Public Information Act. Pricing is not considered to be confidential under any circumstances.

13.1. Information in a submittal that is legally protected as a trade secret or otherwise confidential must be clearly indicated with stamped, bold red letters stating "CONFIDENTIAL" on that section of the document. The City will not be responsible for any public disclosure of confidential information if it is not clearly marked as such.

13.2. If a request is made under the Texas Public Information Act to inspect information designated as confidential, the Respondent shall, upon request from the City, furnish sufficient written reasons and information as to why the information should be protected from disclosure. The matter will then be presented to the Attorney General of Texas for final determination.

14. Post Award Meeting The City and Respondent shall have a post award meeting to discuss, but not be limited to the following:

Identify specific milestones, goals and strategies to meet objectives.

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15. Costs Incurred Respondent shall acknowledge that the issuance of a solicitation shall in no way obligate the City to award a contract or to pay any costs associated with the preparation of a response to said solicitation. The costs in developing and submitting proposals, preparing for and participating in oral presentations or any other similar expenses incurred by a Respondent are the sole responsibility of the Respondent and shall not be reimbursed by the City.

16. Ethics Ordinance and Disclosure Statements The City’s Ethics Ordinance requires persons seeking to enter discretionary contracts with the City or appearing before the City Council or another City board or body to disclose certain conflicts of interest.

The relevant sections of the Ethics Ordinance are set forth below. The Ethics Ordinance can be found in Article 9.05, Chapter 9 of the City’s Code of Ordinances at the following link:

http://z2codes.franklinlegal.net/franklin/Z2Browser2.html?showset=leanderset

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Part II – Schedule of Events and Response Instructions

1. Schedule of Events

City of Leander intends to proceed according to the following schedule. These dates represent a tentative schedule of events. City of Leander reserves the right to change the dates in the Schedule of Events upon written notification to prospective Respondents through posting an Addendum on the City of Leander e-procurement system.

Event Date/Time Solicitation Posted Date: February 19, 2026 Pre-Submittal Meeting: March 5, 2026, at 11:00 am

Vendor Questions Due: March 13, 2026, at 5:00 pm Answers Posted to Bonfire: March 20, 2026, on or before 5:00 pm

Response Due Date: March 26, 2026, at 2:00 pm Oral Presentation (if necessary) TBD Expected Contract Award Date: On or before June 2026

All questions regarding the solicitation shall be submitted through the e-procurement system by 5:00 PM on the due date noted above. A copy of all the questions submitted and the City’s response to the questions shall be posted through the e-procurement system.

Respondents may be required to make an oral presentation to the selection team to further present their qualifications. These presentations will provide the Respondent the opportunity to ensure a mutual understanding of the services to be provided and the approach to be used.

2. Pre-Submittal Meeting A NON-MANDATORY VIRTUAL pre-submittal meeting will be held to fully acquaint Respondents with the unique needs of the City. The pre-solicitation meeting will be conducted on:

March 5, 2026, at 11:00 am Microsoft Teams meeting Join: https://teams.microsoft.com/meet/26178883149347?p=d36L3ayTyKj3C6djc8 Meeting ID: 261 788 831 493 47 Passcode: UK7Dn9j4

Dial in by phone: +1 323-538-5490 Phone conference ID: 491 107 889#

The City considers this pre-submittal meeting non-mandatory and it is the responsibility of the Respondent to be familiar with the specifications herein and to ask any relevant questions they may have concerning this solicitation. This meeting will be virtual. Respondent shall be responsible for obtaining any and all project measurements for material requirements and costing. The City is not responsible for conveying any information given during this meeting to any Respondents that do not attend. Vendor attendance will be documented at the pre-submittal meeting.

3. Response Submission The City of Leander has a new e-Procurement Portal that will accept submission of the electronic response to this solicitation.

3.1. Submission Instructions:

3.1.1. Respondent shall upload response content using the City of Leander e-Procurement

Portal. The link is found at: https://leandertx.bonfirehub.com/

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3.1.2. VENDOR REGISTRATION REQUIRED: Prior to submitting your response, Respondents are required to register in the e-Procurement Portal. Registration is free and easy. Using this link (https://leandertx.bonfirehub.com/login) under the New Vendor Registration section, click on the “Create your free Bonfire account.”

Registration will allow you to submit your response to this solicitation.

3.1.3. When registering, have your Texas Vendor ID number, DUNS, and W-9 form ready.

3.1.4. If Texas ID number is unknown, enter the Federal Employer Identification Number.

3.1.5. Respondents will have the ability to modify their submissions up to the Response

Due Date in the e-Procurement Portal.

3.1.6. Responses received after this time and date shall not be considered.

3.1.7. No response can be withdrawn after opening without written approval from the

City for an acceptable reason.

3.1.8. Telephone or faxed Responses will not be considered.

3.1.9. Interested Respondents are encouraged to register in advance and submit their intent to bid notification, if requested on the e-Procurement Portal.

3.2. Submission Support:

3.2.1. The City of Leander e-Procurement Portal is compatible with the following browsers: Internet Explorer 11, Microsoft Edge, Google Chrome, or Mozilla Firefox. Browser cookies and Javascript must be enabled on the browser.

Submission by other methods will not be accepted unless non-electronic samples are required for this solicitation.

3.2.2. Respondents should contact Bonfire at support@gobonfire.com for technical questions related to submissions or visit Bonfire’s help forum at https://vendorsupport.gobonfire.com/hc/en-us.

3.2.3. Support through Bonfire or the City of Leander is not guaranteed one hour prior the submission due date. Interested Respondents are encouraged to begin the submission process one week prior to the bid due date. This allows time to troubleshoot any submission issues.

4. Response Requirements For your bid to be responsive, all required attachments identified in the e-procurement system shall be submitted with your proposal. The Samples and/or copies shall become the property of the City.

Responses shall be submitted on an itemized, Bid Form provided in the e-procurement system. Submission of responses on forms other than the City’s Bid Form Document may result in disqualification of the response. ALL FEES shall be included in price. No additional fees shall be permitted.

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Part III – Specifications

1. Scope

Project Base Bid consists of the capital improvements at the intersection of Ronald W Reagan Blvd and Palmera Ridge Blvd/ Vista Heights Dr including installation of temporary erosion control measures, new traffic signal and signal timings, advance flashing beacon assembly, new curb ramps and new pavement striping and signage installation. The Contractor shall furnish all labor, materials, equipment, and incidentals required for the entirety of the work as shown on the Drawings and Project Manual.

2. Project Management Successful respondent shall provide construction services for the successful and on-time delivery of the new traffic signal, new curb ramps and new pavement striping.

Successful respondent shall provide designated Project Manager and Project Site Superintendent for duration of project. Said designees shall not be substituted or rotated off of the Project without express written approval of the change from City.

3. Performance and Payments Bonds Successful respondent shall deliver to City both a Payment Bond and a Performance Bond no later than the 10th day after the agreement has been executed both for the Project price. Penal sums for both bonds shall each be equal to the agreed upon Project price.

All bonds and insurance required by the agreement shall be obtained from solvent surety or insurance companies that are duly licensed by the State of Texas and authorized to issue bonds or insurance policies for the limits and coverages required by the agreement. The bonds shall be in a form acceptable to the City and shall be issued by a surety which complies with the requirements of Art. 7.19-1, Texas Insurance Code (1997), Chapter 2253 of the Texas Government Code and which is otherwise acceptable to the City.

4. Insurance Successful respondent shall provide all required insurance coverage, including Workman’s Comp, Builder’s Risk, Commercial General Liability, and Commercial Automobile Liability, per the City’s limits and requirements. Proof of insurance coverage shall be provided no later than 10 days after the agreement has been executed for the Project price and prior to Notice To Proceed.

5. Builder Warranty Successful respondent shall provide a one-year warranty for all labor and materials. Warranty documentation for all elements of the installation shall be provided upon project completion.

6. Delivery and Post Construction Successful respondent responsibilities include but are not limited to close-out document processes and a one-year completion walk-through to address warranty issues. Respondent shall include a sample Project Close-Out Checklist and warranty program information with bid response.

7. Liquidated Damages Liquidated damages shall apply in the amount of One thousand dollars zero cents ($1,000.00) per calendar day for each day past the agreed upon delivery date that the Project completion may be late.

Delivery date and applicable liquidated damages fees shall be defined in the resulting construction contract.

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8. Change Orders The City shall only be responsible for Change Orders above and beyond the Project price that have been signed by the City’s Project Manager. Unsigned Change Orders shall not be paid.

9. Project Timeline Respondent shall adhere to the provided estimated project timeline for delivery of Project.

10. Permitting Fees City’s permitting fees shall be waived.