1-PC26-26 Hot Cold Mix.pdf

PC26-26 Parker County 1

Kim Rivas Purchasing Agent

1112 Santa Fe Drive

Weatherford · Texas 76086 Bid Due February 4, 2026

9:00 AM

PC26-26

Hot & Cold Mix Road Materials

PC26-26 Parker County 2

SPECIFICATIONS, INVITATION TO BID

HOT & COLD MIX ROAD MATERIALS

FORMAL BID #PC26-26

1. SCOPE/ SPECIAL TERMS, CONDITIONS:

No public official shall have interest in this contract, in accordance with Vernon’s Texas Codes Annotated, Local Government Code Title 5, Subtitle C, Chapter 171. The offerer shall not accept or offer gifts or anything of value nor enter into any business arrangement with any employee, official or agent of Parker County. All vendors must disclose any relationships personal or business to the Parker County Commissioners Court.

Failure to do so will result in immediate cancellation of the contract

All questions or concerns regarding the specifications or requirements of this solicitation must be directed to the office of the Parker County Purchasing Agent, Kim Rivas, at 1112 Santa Fe Drive, Weatherford, TX 76086 if in writing, or by phone to 817-598-6080. Should written clarifications be deemed warranted by the Purchasing Agent, they will be affected by an addendum to this solicitation and provided to all known respondents by mail.

All contact with Parker County during the time period of this solicitation must be through the office of the Purchasing Department. There should be no other contact with employees or officials of Parker County regarding this solicitation or issues related to this solicitation prior to the award of a contract.

1.1 Parker County, Texas is now accepting formal sealed bids on a fixed price contract for the purchase of hot & cold mix road materials for road and bridge construction applications.

Contract period will begin upon award and end January 31, 2027.

1.2 Parker County hereby expressly reserves the right to accept or reject in part or in whole any or all bids or proposals submitted and/or to make a formal contract award on the basis of total bid price or unit bid pricing, whichever is deemed most practical by Parker County. Parker County also hereby expressly reserves the right to take up to 90 days after the formal bid opening to render a decision and to waive any technicalities or formalities considered to be in the best interest of the County.

1.3 This invitation and accompanying bid form, when completed by vendor, constitutes a legally binding offer and becomes the governing contract document between Parker County and the successful bidder upon formal award of the bid. Parker County expressly reserves the right to reject any incomplete bid.

1.4 Bid proposals will be accepted on or until February 4, 2026, 9:00 AM CENTRAL TIME in the office of the County Purchasing Department. The official time clock for receiving and stamping in bids is the electronic date and time stamp in the purchasing office. Bids will be opened and reviewed in the conference room of the Purchasing Department, Parker County Annex, 1112 Santa Fe Drive, Weatherford, Texas immediately after the above closing time. However if Parker County offices are closed due to bad weather or an emergency, bids will be held and opened the following business day.

It is anticipated that award of this contract will be executed by the Honorable Commissioners Court, in an open meeting presently scheduled for 9:00 A.M. CENTRAL TIME, February 9, 2026.

In compliance with Texas Local Government Code 262.026, opened bids shall be kept on file and available for inspection by anyone desiring to see them until the first anniversary of the date of opening.

Opened bids are subject to disclosure under Chapter 552, Government Code. By signing and submitting a response to this Invitation for Bids, the bidder acknowledges that all submitted material will be subject to disclosure under Chapter 552, Government Code and the bidder waives all rights to

PC26-26 Parker County 3 protest the release of any submitted materials. Copyrighted or otherwise restricted material shall not be accepted as a response to this invitation for bids.

Please note: The official time clock for receiving and stamping in bids is the electronic date and time stamp in the Purchasing Department. No protest will be recognized, as this is the official time.

1.5 This contract may be cancelled with 30 days written notification by Parker County.

1.6 Geographical location of various plants where materials may be obtained will bear heavily in Parker County's consideration of bids. Thus, it is essential that bids fully and accurately detail the locations of company facilities from which bid materials are to come.

1.7 Parker County hereby expressly reserves the right to award purchase contracts on an individual basis, by respective Parker County Commissioner precincts and any given precinct may elect to award a contract to more than one company, depending on that company's prices and its’ proximity to County job sites.

1.8 Delivery Terms and Pricing

All materials furnished under this contract shall be delivered FOB Destination, within a thirty (30) mile radius of the Parker County Courthouse, Weatherford, Texas, unless otherwise specified by Parker County. All bid prices shall be inclusive of all costs, including but not limited to delivery, freight, fuel surcharges, handling, and any other associated charges. No additional delivery or transportation fees will be allowed.

Delivery Requirements All delivery vehicles used in performance of this contract must be properly insulated and suitable for maintaining product integrity during transport.

Product Grade The grade and type of material required shall be specified by Parker County at the time each order is placed, in accordance with operational needs.

1.9 The bid award shall be based on, but not limited to the following factors:

1) Delivery time.

2) Evaluation of vendor to supply and perform.

3) Vendor reputation.

4) Vendor's past performance record with Parker County or other Counties.

5) Best bid price (not necessarily low bid).

1.9 Any bid which Parker County PICKS UP at the U.S. Post Office with postage due will be refused and sent back to the vendor unopened. Should this occur and vendor misses bid opening, Parker County will not honor or recognize any protest.

1.10 Bids may be withdrawn at any time prior to the official bid opening. Alterations made before opening time must be initialed by bidder guaranteeing authenticity.

1.11 Please note that Parker County is exempt from Federal Excise and State Sales Tax, therefore tax for goods or services rendered must not be included in your bid. Vendor will be responsible for taxes on vendor's purchases.

PC26-26 Parker County 4

1.12 Bids may be withdrawn at any time prior to the official opening. Alterations made before opening time must be initialed by bidder guaranteeing authenticity.

1.13 Cooperative Purchasing: Other governmental entities may wish to also participate under this contract (piggyback). Each entity wishing to piggyback must have prior authorization from Parker County and successful bidder. If such participation is authorized, all purchase orders will be issued directly from and shipped directly to the entity requiring materials. Parker County shall not be held responsible for any orders placed, deliveries made or payment for materials ordered by these entities. Bidder is requested to state whether they will be willing to allow other governmental entities to piggyback off this contract, if awarded, under the same terms and conditions in the space provided.

1.14 Parker County will allow price adjustments on hot & cold mix road materials as specified in this bid. The vendor must notify the Parker County Purchasing Department thirty days prior to the time of each effective price change, by furnishing a price list from the manufacturer stating all increases and the percentage above cost that will be charged to Parker County by the vendor on each product; as well as guarantee the price for a minimum of 60 days or until the end of the contract term whichever is less. All price adjustment requests are subject to the approval of commissioner’s court.

1.15 Demurrage Charges: Demurrage charges will not be allowed if delivery is not received within 30 minutes before or after scheduled delivery. Demurrage charges for deliveries made by a sub-contractor, must be invoiced by the awarded vendor.

1.16 Termination of Contract: This contract shall remain in effect until contract expires or delivery and or performance of services ordered terminated by either party with a thirty (30) day written notice.

The successful bidder must state therein the reasons for such cancellation. Parker County reserves the right to award cancelled contract to next lowest and best bidder as it deems to be in the best interest of the county.

2. SPECIFICATIONS / REQUIREMENTS:

2.1 Types and grades of road materials hereafter mentioned must meet specifications given by TxDOT.

2.2 Bidders unfamiliar with state specifications herein referenced may obtain copies from the state agency (TxDOT).

2.3 Types and grades of materials sought include:

Cold Mix - D SAC B 1.5V Hot Mix - DG-D SAC B 64-22

3. ESTIMATED QUANTITIES:

3.1 Because Parker County's road and bridge construction projects are seasonal in nature, and because of the differing needs of the respective Precincts, it is not feasible to offer prospective bidders estimated quantities of patching materials.

3.2 Please note that Parker County will not be bound by contract to purchase any predetermined amounts of any hot & cold mix road materials. All purchases will be made on the basis of actual need.

PC26-26 Parker County 5

4. INSURANCE: See Exhibit A for Worker's Compensation Statement.

A certificate of insurance shall be filed with Parker County prior to commencement of any work under this contract, naming Parker County as an additional insured with regard to this contract and evidencing insurance coverage of limits not less than the following:

A) Worker's Compensation - Providing for payment for benefits as specified by the Worker's Compensation Law of the State of Texas.

B) General Liability - $100,000 each person

- $300,000 each accident Personal Damage - $100,000 each person

- $100,000 each accident By his signature on this bid form, the successful contractor shall indemnify and save harmless Parker County, its agents and employees from and against all claims, damages, losses and expenses, including attorney's fees, arising out of or resulting from the performance of the work;

provided that any such claim, damage loss or expense (a) is attributable to bodily injury to or destruction of tangible property including the loss of use resulting there from, and (b) is caused in whole or in part by any negligent act or omission of the contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, regardless whether or not it is caused in part by a party indemnified hereunder.

Any and all such claims against any party indemnified hereunder by any employee of the contractor, any subcontractor, or anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, the indemnification obligation herein provided shall not be limited in any way by any limitation on the amount or type of damages, compensation or benefits payable by or for the contractor or any subcontractor under worker's compensation acts, disability benefit acts of other employee benefit acts.

5. PRECINCT HEADQUARTER LOCATIONS AND HOURS OF OPERATION:

Pct.#1, 3000 Veal Station Road, Springtown, Texas George Conley 8:00 am – 4:00 pm Monday - Friday

Pct.#2, 3033 FM 1885, Weatherford, Texas Jacob Holt 6:00 am – 4:30 pm Monday - Thursday

Pct.#3, 1111 FM RD. 1185, Brock, Texas Larry Walden 6:30 am – 5:00 pm Monday - Thursday

Pct.#4, 1320 Airport Rd. Aledo, Texas Mike Hale 6:30 am – 5:00 pm Monday - Thursday

Bidders should be aware that delivery addresses will be specified by each ordering precinct at the time of order placement and may or may not be to the precinct address indicated.

6. INFORMATION:

6.1 If you have questions regarding these specifications or require additional information to prepare a bid, contact Kim Rivas, Purchasing Agent, Parker County Courthouse Annex, 1112 Santa Fe Drive, Weatherford Texas., 76086, at 817-598-6080, weekdays 8 a.m. to 5 p.m.

PC26-26 Parker County 6

7. SPECIAL CONSIDERATIONS, TERMS AND CONDITIONS:

7.1 All programs and services of Parker County are offered on a nondiscriminatory basis without regard for race, color, national origin, age, sex, religion, marital status, handicap, or disability.

7.2 Please see Exhibit A and B for additional terms.

8. FUNDING

8.1 Funds for payment have been provided through the Parker County budget approved by

Commissioners Court for this fiscal year only. The State of Texas statutes prohibit the obligation and expenditure of public funds beyond the fiscal year for which a budget has been approved. Therefore, anticipated orders or other obligations that may arise past the end of the current Parker County fiscal year shall be subject to budget approval.

By his signature on this bid form, the successful contractor shall indemnify and save harmless Parker County, its agents and employees from and against all claims, damages, losses and expenses, including attorney's fees, arising out of or resulting from the performance of the work; provided that any such claim, damage loss of expense (a) is attributable to bodily injury to or destruction of tangible property including the loss of use resulting from, and (b) is caused in whole or in part by any negligent act or omission of the contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, regardless whether or not it is caused in part by a party indemnified hereunder.

Any and all such claims against any party indemnified hereunder by any employee of the contractor, any subcontractor, or anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, the indemnification obligation herein provided shall not be limited in any way by any limitation on the amount or type of damages, compensation or benefits payable by or for the contractor or any subcontractor under worker's compensation acts, disability benefit acts of other employee benefit acts.

PC26-26 Parker County 7

FORMAL BID ON: PC26-26 HOT & COLD MIX ROAD MATERIALS FOR PARKER COUNTY

Scheduled Opening Date & Time: FEBRUARY 4, 2026; 9:00 AM CENTRAL TIME

Anticipated Award Date & Time: FEBRUARY 9, 2026; 9:00 AM CENTRAL TIME

Opening Location: Purchasing Dept., Courthouse Annex, 1112 Santa Fe Drive, Weatherford, TX

Please Note:

If Parker County offices are closed due to bad weather or an emergency, bids will be held and opened the following business day.

Bids are solicited for furnishing merchandise, supplies, services and/or equipment set forth above. Completed bid proposals MUST be in the hands of the Parker County Purchasing Department, located at the end of the north corridor of the Parker Courthouse Annex, 1112 Santa Fe Drive, Weatherford, Texas, no later than 10:00 A.M. on the above prescribed "Scheduled Opening Date", unless another time is specifically prescribed. Late bids will be returned to the bidder unopened.

In order to assure your bid is fairly considered, it must be submitted in a properly sealed envelope, clearly marked on its outside surface with the words: “PC26-26 HOT & COLD MIX ROAD.” Bids marked otherwise may be opened by mistake.

It is extremely important that you return the Bid Page of this form, with the appropriate information inserted in the spaces provided, so that your bid may be considered valid.

Bids may be withdrawn at any time prior to the official opening by the Parker County Commissioners Court. Parker County is exempt from Federal Excise and State Sales Tax.

Therefore, tax must not be included in the bid.

The undersigned agrees, if this bid is accepted, to furnish any and all items upon which prices are offered, at the price(s) and upon the terms and conditions contained in the specifications and these instructions. The period for acceptance of this bid will be 30 calendar days unless a different period is specified by Parker County.

The undersigned affirms that they are duly authorized to execute this contract, that this company, corporation, firm, partnership or individual has not prepared this bid in collusion with any other bidder, and that the content of this bid as to prices, terms or conditions of said bid have not been communicated by the undersigned nor by any employee or agent to any other bidder or to any other persons engaged in this type of business prior to the official opening of this bid. And further, that the manager, secretary or other agent or officer signing this bid is not and has not been for the past six months directly nor indirectly concerned in any pool or agreement or combination to control the price of supplies, services or equipment bid on, or to influence any person to bid or not to bid thereon.

PC26-26 Parker County 8

In signing this bid page for formal bid #PC26-26, the undersigned is obligated to all the instructions, terms, conditions and specifications set forth in the pages of this document. The undersigned further agrees to provide the County any and all invoices it may require for pricing verification under this contract.

WOULD BIDDER BE WILLING TO ALLOW OTHER GOVERNMENTAL ENTITIES TO PIGGYBACK OFF

THIS CONTRACT, IF AWARDED, UNDER THE SAME TERMS AND CONDITIONS?:

_______YES _______NO

Bidder's Name and Address:

Name: ______________________________

Signature: ____________________________ Date: ___________________________________

Telephone: _________________________ Email: _____________________________________