2026-0520-AC Topsoil and Sand_FINAL.pdf

2026-0520-AC

Screened Topsoil and Mason Sand for Compost Facility

Specifications

1. BACKGROUND/INTRODUCTION

The City of Plano (the “City”) is soliciting competitive sealed bids the supply of topsoil and sand, which will be blended with different types of compost at the City’s compost manufacturing site in Melissa, Texas and will be awarded to two (2) contractors.

2. DEFINITIONS

2.1 Estimated Quantity

Quantities listed on the Item Response Form represent estimated annual usage. They are given for the information of bidders and for the purpose of bid evaluation. They do not establish an obligation on the part of the City to order any quantity, nor do they limit the supply to be made available. Actual order quantities will depend upon requirements of the department as well as funds appropriated.

2.2 Price

Price specified by the bidder shall include all direct and indirect costs including, but not limited to, freight, delivery, fuel surcharges, etc. No additional charges will be allowed.

3. OMITTED

4. SCOPE OF EFFORT

4.1 Description of Scope

The contractor will be responsible for the direct sale and delivery of the topsoil and sand to the City, per Section 18. Place and Hours of Performance.

4.2 Out of Scope

The City will not pick up the topsoil and sand from the pit location.

5. CONTRAINTS

5.1 River Sand will not be accepted; Must be mason sand.

6. TASKS/DELIVERABLES

6.1 Topsoil and sand shall be screened. All materials shall be free of toxins and contaminants and shall be reasonably free of stone lumps, hard earth, plants, sticks and other extraneous matter.

6.2 If at any time there is a deviation from specification in the delivered material, the vendor will be required to supply acceptable replacement material, at their own expense.

6.3 SCREENED TOPSOIL

Estimated annual requirement: 2,000 cubic yards

Topsoil must pass ½-inch screen.

The soil texture should be approximately 72% sand, 5% silt and 23% clay.

6.4 MASON SAND

Estimated annual requirement: 7,000 cubic yards

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The sand shall be mason sand (30/100).

The sand composition should be as follows: 80% should pass through a 50 sieve, 15% should pass through a 100 sieve, and 5% should pass through a 30 sieve.

6.5 PIT LOCATION

In the event the successful bidder changes pit location during the term of the contract, it will notify the City of Plano and submit new samples for approval by the City prior to making any deliveries.

6.6 Minimum order size shall be 30 cubic yards. Typical order size for topsoil and sand is 200 cubic yards.

6.7 If requested, bidder shall provide representative samples of each product in gallon size bags, along with soil analysis report, within seven (7) days of request.

6.8 DELIVERIES

Deliveries are to be FOB Destination, freight prepaid and allowed. The delivery location will be specified at the time of order and will be per Section 18.

Delivery is required within five (5) business days after receipt of order.

7. OMITTED

8. QUALIFICATIONS OF BIDDERS

8.1 Must provide a sample of each product of 6.3 Screened Topsoil and 6.4 Mason Sand in gallon size bags that meet specifications.

9. WORK HISTORY/PAST PERFORMANCE

Bidder shall have contracted with approximately three (3) clients whose requirements are of approximately the same scope and size of this bid request within the past five (5) years. For each reference, provide current contact information (name, phone number and email) and a brief description of the work performed. The City reserves the right to contact any or all references.

10. CONTRACTOR EMPLOYEE REQUIREMENTS

10.1 The contractor will assign only qualified, trained, competent, and reliable personnel to perform the services.

10.2 All employees must be able to meet the requirements stipulated with the United States Department of Justice Employee Eligibility Verification Form (Form I-9).

10.3 The contractor shall ensure that their employees shall observe all City codes and ordinance governing City employees when on City premises.

10.4 Speed limit signs, shall observe all North Texas Municipal Water District (NTMWD) rules and regulations for driving on NTMWD property.

10.5 In the event that the City shall deem an employee unacceptable or unsatisfactory, contractor shall remove such employee from the contracted deliveries and shall supply a suitable replacement.

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11. INSURANCE

The successful offeror must submit proof of meeting necessary insurance requirements within ten (10) business days of request by the City. Failure to respond within ten business days may be grounds for declaring offerors non-responsive to the specifications.

12. OMITTED

13. ASSIGNMENT

The offeror understands that, should their proposal be accepted, they agree as the contractor to retain control and to give full attention to the fulfillment of this contract, that this contract shall not be assigned without the prior written consent of City, and that no part or feature of the work will be assigned to anyone objectionable to City. Contractor further agrees that subcontracting any portion or feature of the work, or materials required in the performance of this contract, shall not relieve contractor from its full obligations to City as provided by this contract. Failure to obtain City’s written consent prior to assignment of this contract as set forth herein, may result in termination of this contract at the City’s discretion, without penalty or prejudice to any other remedy it may be entitled to at law, or in equity or otherwise under this contract. If the City elects to terminate this contract, the contractor shall provide the City refund of any prepaid, unused portion of the fees, calculated from the date of termination to the end of the then-current term.

14. WARRANTY

Loads/deliveries contaminated with other materials will be replaced at no cost to the city.

15. OMITTED

16. OMITTED

17. PERIOD OF PERFORMANCE

This contract will be awarded for one (1) year with three (3) automatic one-year renewals.

18. PLACE AND HOURS OF PERFORMANCE

18.1 Place

City of Plano’s Regional Compost Facility

3820 Sam Rayburn Highway

Melissa, Texas 75454

Attention: Compost Operations Supervisor

972-816-3040

18.2 Hours of Performance

Deliveries will be accepted Monday through Friday between 8:00AM and 4:00PM.

19. SUBMITTALS

The preferred method of bid submittal is online through IonWave. In order to facilitate the award process, bidders are requested to submit all documents below with their bids. Otherwise, submittals must be received within three business days of request by the City of Plano. Failure to comply within three business days may be grounds for declaring bid non-responsive to specifications. All submittals may be researched, evaluated, and verified by City of Plano staff.

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19.1 Five (5) year work history

19.2 Samples per Section 8.1. - must be clearly labeled with bidder’s company name.

20. METHOD OF AWARD

Bid will be awarded to the two (2) lowest responsive, responsible bidders meeting specifications.

City reserves the right to compare pricing to state and inter-local contracts in determining award of this bid.