26067 - Bid Packet Pavement Resurfacing Services.pdf

CITY OF GRAND PRAIRIE, TEXAS

REQUEST FOR BIDS

RFB # 26067 – Pavement Resurfacing Services

DUE DATE: PRIOR TO 2:30 PM, AUGUST 11, 2026

DUE TO:

Attn:

Kimberley Ruiz, Senior Buyer Purchasing Division 300 W. Main Street

Grand Prairie, Texas 75050 https://vendors.planetbids.com/portal/53284/portal-home

CLEARLY MARK BID AS “RFB # 26067”

Late responses will be unopened and not accepted for consideration. The City of Grand Prairie is not responsible for lateness or failure of timely delivery via mail (whether delays are internal/external), carrier, etc. Please ensure you allow time to provide your response timely so that you may be properly considered. EMAIL BIDS WILL NOT BE ACCEPTED.

CITY OF GRAND PRAIRIE

ADVERTISEMENT FOR BIDS

Sealed bids will be received at 300 W. Main Street, Grand Prairie, Texas, and via https://vendors.planetbids.com/portal/53284/portal-home until Tuesday,August 11, 2026, at 2:30 PM (Central Time). Bids will be opened publicly and acknowledged at that time for the purchase of the following:

26067– Pavement Resurfacing Services

Further information and specifications may be obtained at https://vendors.planetbids.com/portal/53284/portal-homeor from the Purchasing Division at (972) 237-8269.

The city reserves the right to reject any or all bids and to waive formalities. The city also reserves the right to purchase these items through state-awarded contracts or other intergovernmental agreements when it is in the city’s best interest.

Published: Ft. Worth Star-Telegram – Friday, July 24, 2026 and Friday, July 31, 2026.

City of Grand Prairie Bid/Solicitation Information Form

Department of Management Services — Purchasing Division

PROJECT IDENTIFICATION

Sourcing Project (Bid) No. 26067

Bid / Solicitation Type Invitation to Bid (ITB)

Title Pavement Resurfacing Services

Description It is the intent of this specification to obtain an annual price agreement for the purchase of pavement resurfacing services for the City of Grand Prairie Street Maintenance Division. These services shall include but are not limited to cleaning, preparing surface, placing tack coat and overlaying with hot mix asphalt concrete paving of city streets. All construction shall be in accordance with this specification and standards published by North Central Texas Council of Governments (NCTCOG).

BUYER CONTACT

Buyer's Name Kimberley Ruiz

Buyer's Position Senior Buyer

Buyer's Phone # (972) 237-8089

Buyer's Email kgruiz@gptx.org

KEY DATES & DEADLINES

Questions Due August 4, 2026 at 4:00 PM

Responses Due August 6, 2026 at 4:00 PM

BID / PROPOSAL DUE DATE & TIME

August 11, 2026 | 2:30 PM

PRE-BID CONFERENCE

Pre-Bid Conference No

City of Grand Prairie — Dept. of Management Services — Purchasing Division

Bid/Solicitation Information Form 26067

Evaluation Criteria

Department of Management Services — Purchasing Division

BID NUMBER 26067

SOLICITATION TYPE Invitation to Bid (ITB)

TITLE Pavement Resurfacing Services

BID EVALUATION

The City will award contract(s) based on either of the two methods described below –

(a) The lowest responsive and responsible Vendor, i.e., the Vendor who fully complied with all the bid requirements and whose past performance, reputation, and financial capability is deemed acceptable, and who has offered the most advantageous pricing;

OR

(b) Award will be based on responsive bids best value as outlined in the Evaluation Criteria schedule and in the Scope of Work contained in Attachment A (and additional attachments, if applicable).

The City of Grand Prairie reserves the right to accept or reject any bids in whole or in part and waive any informality in the competitive bid process. Further, the City reserves the right to enter any contract deemed to be in the City's best interest.

EVALUATION CRITERIA & SCORING

Buyer: Kimberley Ruiz Bid Due: August 11, 2026 2:30 PM

# Criterion Evaluation Factors / Description Max Points

1 Cost Purchase Price 40

2 Ability The extent to which the goods or services meet the municipality's needs 20

3 Experience With the City of Grand Prairie or another municipality 20

4 Qualifications Qualifications 20

SUBTOTAL 100

Evaluation Criteria 26067

Procurement Schedule

Department of Management Services — Purchasing Division

BID NUMBER 26067

SOLICITATION TYPE Invitation to Bid (ITB)

TITLE Pavement Resurfacing Services

Activity Date

1st Advertisement Friday, July 24, 2026

Release Bid (online & via email) Friday, July 24, 2026

Deadline for Questions Tuesday, August 4, 2026

Responses to Questions Thursday, August 6, 2026

Date for Bids to Open Tuesday, August 11, 2026

Procurement Schedule 26067

GENERAL CONDITIONS OF THIS SOLICITATION

1. OVERVIEW

It is the intent of the City of Grand Prairie, Texas to award to one or more suppliers through a competitive proposal process for the Goods and/or Services contained in the Bid/Solicitation Form. Please refer to the document Bid/Solicitation Information Form in the City’s E-procurement Sourcing portal for more information.

See Attachment A located in the back of this solicitation for more complete information on the goods/services being requested within the Requested Scope of Work. If present, additional attachments will contain supplemental information relating to the plans, specifications, and/or desired outcome from this request. It is incumbent on the proposers to be familiar with the requests and requirements contained in each attachment.

1. PAYMENT AND INVOICING

a. Payment - The supplies furnished in accordance with this specification will be paid for at the unit price or percentage discount bid within 30 days of receipt of good or invoice, whichever is later unless the on-line ordering option and/or procurement card payment option is utilized.

b. Invoicing - The following requirement applies to all invoices. Invoices must reference a purchase order number. Separate invoices are required for each order and shall be sent to the ordering department. The invoice should include the following: As a Municipal Government, the City of Grand Prairie is exempt from all sales and excise taxes. DO NOT INCLUDE TAXES in price bid. Tax Exemption Certificates will be issued to successful vendor(s) upon request. Invoices shall include but not limited to:

i. Purchase Order number

ii. Invoice number

iii. Contract rates

iv. Quantity ordered.

v. Total amount due

2. PROCUREMENT SCHEDULE

The projected schedule for this procurement is shown in a separate document in the attachment section of this procurement. Please refer to the attached document titled Procurement Schedule Form for the official procurement schedule.

Late responses will be unopened and not accepted for consideration. The City of Grand

Prairie is not responsible for lateness or failure of timely delivery via mail (whether delays are internal/external), carrier, etc. Please ensure you allow time to provide your response timely so that you may be properly considered. EMAIL BIDS WILL NOT BE ACCEPTED.

3. CONTACT, FOLLOW-UP QUESTIONS OR INFORMATION REQUESTS

Information, questions, or clarification concerning the intent of this bid offering or solicitation should be in writing and addressed to the Buyer (contact) for this procurement as shown on the Bid/Solicitation Information Form. Please be aware of the Deadline for Questions outlined in the Procurement Schedule Form as well as the

Procurement Information document. City of Grand Prairie’s response to questions and requests for clarification will be posted to the City’s E-procurement Sourcing portal by the date shown on the Procurement Schedule Form and the Bid/Solicitation Information

Form.

4. BID EVALUATION

The City will award contract(s) based the evaluation process listed in the Evaluation

Criteria Form in this solicitation document.

The City of Grand Prairie reserves the right to accept or reject any bids in whole or in part and waive any informality in the competitive bid process. Further, the City reserves the right to enter any contract deemed to be in the City's best interest.

5. SUBMITTAL RESPONSE GUIDELINES

Vendor’s response to this Request for Bid must include:

a. Submittal Checklist and Affirmation form reviewed and signed.

b. Bid Pricing Form filled in with unit prices, extended prices, and total.

c. Questionnaire and References. References provided should be for similar work/projects with up-to-date contact information (phone and email).

d. Historically Underutilized Business Questionnaire and Additional Verifications

Form.

e. Right to Do Business in Texas (Franchise Tax Acknowledgement)

f. Conflict of Interest Questionnaire

g. Contract Changes Grid.

h. Optional – Local Preference Consideration Application.

6. AGREEMENT TERMS AND AWARD

The term of the agreement will be for an initial one-year agreement with the option to renew for up to two (2) additional one-year periods. Further, there exists the possibility of up to two (2) additional one-year periods should there not be a price increase during the first three (3) year contract period. Any variation in the length of contract terms different from the above must be approved by the City Attorney’s Office prior to contract placement on City Council agenda for approval consideration.

The price agreement shall be awarded to the vendor(s) submitting the bid(s) deemed to be in the best interest of the City. The city may award one Primary and one Secondary vendor by portions or for the entire bid. The City of Grand Prairie may award to a single vendor, multiple vendors, or use any combination that serves the best interest of the city. Successful Vendor will enter into a contract with the City for an annual agreement in accordance with the terms and conditions found within. The annual estimated dollar value of this contract determined by the contracting department’s annual budget for such line item(s). Annual estimated quantities are not known and vary from year to year.

7. FRANCHISE TAX VERIFICATION

Upon receipt of all responses, the Purchasing Division staff will search the vendor’s franchise tax account status using the online Certificates of Account Status Directory located on the Texas Comptroller of Public Accounts (CPA) website. Not all vendors are required to pay franchise tax. The Texas franchise tax is a privilege tax imposed on each taxable entity formed or organized in Texas or doing business in Texas. The Comptroller of Public Accounts (CPA) is required by law to forfeit a company’s right to transact business in Texas if the company has not filed a franchise tax report or paid a franchise tax required under Chapter 171 of the Tax Code. If the corporate privileges are forfeited, the entity will be denied the right to sue or defend itself in a Texas court and each director or officer will be liable for the debt of the entity.

Respondents are requested to submit documentation showing good standing with the

Texas Comptroller’s Office.

You can search for your franchise tax account status report at https://mycpa.cpa.state.tx.us/coa/search.do.

https://mycpa.cpa.state.tx.us/coa/search.do

10. EXCLUSION OF BROKERS ON BIDDING OPPORTUNITIES INVOLVING COMMODITIES

A proposer/bidder must perform a commercially useful function on that contract. To determine whether a proposer/bidder is performing a commercially useful function, the Purchasing Manager, or his/her designee, will look at any relevant factors, including those listed in this section. A reseller or manufacturer’s representative will not be considered a broker for the City’s bidding opportunities. The following factors must be considered in making this determination:

a. A bidder/proposer performs a commercially useful function when it is responsible for the execution of the work of the contract and is carrying out its responsibilities by actually performing, managing, and supervising the work involved. To perform a commercially useful function, a proposer/bidder must also be responsible with respect to materials and supplies used on the contract, negotiating price, determining quality and quantity, ordering the material, and installing (where applicable) and paying for the material itself. To determine whether a proposer/bidder is performing a commercially useful function, the following factors may be considered:

i. The amount of work subcontracted;

ii. That the work conforms to industry standards and practices;

iii. That the amount a proposer/bidder is to be paid under the contract is commensurate with the work it is actually performing

b. A proposer/bidder does not perform a commercially useful function if its role is limited to that of an extra participant in a transaction, contract, or project through which funds are passed in order to obtain the appearance of participation. In determining whether a proposer/bidder is such an extra participant, the Purchasing Manager, or his/her designee, will examine similar transactions, including those where the bidder/proposer does not participate. This exclusion applies to bid opportunities for commodities or for services and commodities to be procured.

TERMS AND CONDITIONS FOR SOLICITATIONS

1) INSTRUCTIONS: These standard terms apply to all solicitations.

2) BEST INTEREST: The CITY reserves the right to reject any or all responses and to waive formalities. The CITY also reserves the right to purchase through State awarded contracts or other intergovernmental agreements when it is in the best interest of the CITY to do so.

3) PRICING: Unless otherwise noted in this document, price(s) quoted must be held firm for ninety (90) days to allow for evaluation.

4) SILENCE OF SPECIFICATION: The apparent silence of these specifications as to any detail or to the apparent omission of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of these specifications shall be made on that basis.

5) F.O.B.: All shipping shall be F.O.B. Destination.

6) COOPERATIVE/INTERLOCAL PURCHASING: If the vendor checked “yes” on the submittal affirmation form to allow for interlocal purchasing, the following will apply: Governmental entities utilizing inter-governmental contracts with the City of Grand Prairie will be eligible, but not obligated, to purchase goods and services under the contract(s) awarded from this solicitation. All purchases by governmental entities other than the City of Grand Prairie will be billed directly to that governmental entity and paid by that governmental entity.

The City of Grand Prairie will not be responsible for another governmental entity’s debts.

Each governmental entity will order their goods and services as needed.

7) SPLIT AWARD: The City of Grand Prairie reserves the right to award a separate contract to separate vendors for each item/group or to award one contract for the entire bid.

8) WITHDRAWAL OF RESPONSE TO SOLICITATION: For a period of ninety (90) days following the date designated for the receipt of response, a response may not be withdrawn or cancelled by the vendor without approval by the CITY.

9) ERROR-QUANTITY: Submittals must be made on the units of quantity specified and on extended costs, and they must show total costs. In the event of discrepancies in extension, the unit price shall govern.

10) LATE SUBMITTALS: Submittals received after the submission deadline shall be returned unopened and will be considered void and unacceptable. The City of Grand Prairie is not responsible for lateness from any carrier for any reason.

11) TAXES: The City of Grand Prairie is exempt from federal manufacture's excise taxes and state sales taxes. TAX MUST NOT BE INCLUDED IN PRICING. Tax exemption certificates will be executed by the CITY and furnished upon request.

12) ADDENDA: Any interpretations, corrections or changes to these specifications will be made by addenda. Sole issuing authority of the addenda shall be vested in the City of Grand Prairie Purchasing Department. Addenda will be mailed to all who are known to have received a copy of this solicitation. It is the responsibility of proposers to ensure they have received and understand any issued addenda.

13) PROTEST: Protests shall be submitted in writing and filed with the Purchasing Division no less than twenty (20) business days prior to the CITY Council meeting at which the award is scheduled to appear on the agenda. A written response will be prepared by the Purchasing Manager in consultation with the end user department and CITY Attorney in accordance with the CITY Purchasing Manual. If the protesting vendor does not agree with the staff recommendation, they may appeal to the CITY Council. Protesting vendors must contact the CITY Secretary to be acknowledged and heard by CITY Council at the first available Council meeting.

14) PAYMENT TERMS: Unless otherwise specified by the CITY in this document, payment terms are Net 30.

15) PATENT RIGHTS: The vendor agrees to indemnify and hold the CITY harmless from any claim involving patent right infringement or copyrights on goods supplied.

16) FUNDING: The City of Grand Prairie is a home-rule municipal corporation operated and funded on an annual basis for October 1 to September 30. The CITY reserves the right to terminate, without liability to the CITY, any contract for which funding is not available.

17) ASSIGNMENT: Vendor shall not sell, assign, transfer, or convey this contract in whole or in part, without the prior written consent of the CITY.

18) VENUE: This agreement will be governed and construed according to the laws of the State of Texas.

19) RIGHT OF REVIEW: Vendor covenants and agrees that the CITY, upon reasonable notice to vendor, may review any of the work performed by vendor under this Contract.

20) DELIVERY TIMES: Deliveries will be acceptable only during normal working hours at the designated CITY municipal facility.

21) STANDARD WARRANTY: Standard manufacturers’ warranties shall be provided and submitted to the City of Grand Prairie upon request.

22) PACKAGING: Unless otherwise indicated, items will be new, unused, and in first class condition in containers suitable for damage-free shipment and storage.

23) ORDERS AND INVOICING: A purchase order number is required for all purchases. All invoices must identify the purchase order number, include the bid unit pricing by item, identify the ordering department/user, and include contact phone and email.

24) CONFLICT OF INTEREST: The successful vendor agrees that during the contract period vendor and any of vendor’s associates and employees will have no interest, and will acquire no interest, either direct or indirect, which will conflict in any manner with the performance of the services called for under this contract. All activities, investigations and other efforts made by vendor pursuant to this contract will be conducted by employees or associates of vendor. Vendor further agrees that it understands that the Code of Ordinances of the City of Grand Prairie prohibits any officer or employee of the CITY from having any financial interest, either direct or indirect, in any business transaction with the CITY. Any violation of this paragraph which occurred with the actual or constructive knowledge of VENDOR will render this contract voidable by the CITY.

a. FORM CIQ – is required when a conflict exists in accordance with Chapter 176, Local Government Code, by a vendor who has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the vendor meets requirements under Section 176.006(a). By law, this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the vendor becomes aware of facts that require the statement to be filed. See Section 176.006(a-1), Local Government Code. A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code. An offense under this section is a misdemeanor. This form is included in this solicitation document.

25) CONFIDENTIAL WORK: Any reports, designs, plan, information, project evaluations, data or any other documentation given to or prepared or assembled by VENDOR under this contract shall be kept confidential and may not be made available to any individual or organization by VENDOR without the prior written approval of the CITY except as may be required by law.

26) WARRANTY, HOLD HARMLESS, AND INDEMNITY: VENDOR warrants that the commodities it delivers to the CITY shall be delivered in a good and workmanlike manner, and that any item delivered to the CITY under this contract will be fit for the particular purpose for which it was furnished. VENDOR shall defend, indemnify, and hold the CITY whole and harmless against any and all claims for damages, costs, and expenses to persons or property that may arise out of, or be occasioned by, the execution or performance of this Contract or any of VENDOR's activities or any act of commission or omission related to this Contract of any representative, agent, customer, employee, sub-vendor or invitee of VENDOR or any representative, agent, employee, or servant of the CITY. If an item is covered by a manufacturer's warranty, it is the responsibility of the VENDOR to obtain the information for CITY and to get the manufacturer to honor the warranty.

27) PROPRIETARY INFORMATION: Any material or information that is considered proprietary in nature must be clearly marked as such and will be treated as confidential by the City of Grand Prairie to the extent permitted by law.

28) WAIVER OF ATTORNEYS FEES: VENDOR and CITY expressly agree that in the event of any litigation arising between the parties to this contract, each party shall be solely responsible for payment of its attorneys. In no event shall either party be responsible for the other party's attorney's fees, regardless of the outcome of the litigation.

29) CHANGE ORDERS: No oral statement of any person shall modify or otherwise change or affect the terms, conditions, or specifications stated in the resulting contract. All change orders to the contract will be made in writing by the City of Grand Prairie.

30) TERMINATION: The CITY may, at its option and without prejudice to any other remedy to which it may be entitled at law or in equity, terminate further work under the resulting contract, in whole or in part, by giving at least thirty (30) days prior written notice of termination to VENDOR. VENDOR understands that no further orders may be accepted after the date specified in such notice. In the event of termination and following its inspection and acceptance of goods and services properly ordered prior to the date specified in the notice of termination, the CITY shall equitably compensate VENDOR in accordance with the terms of this contract. If the CITY terminates this agreement, VENDOR shall not be entitled to lost or anticipated profits.

31) TERMINATION FOR DEFAULT: If VENDOR defaults on this agreement, the CITY reserves the right to enforce the performance of the resulting contract in any manner either prescribed by law or deemed to be in the best interest of the CITY. The CITY reserves the right to terminate the resulting contract immediately if the VENDOR fails to: (a) meet delivery schedules, or (b) otherwise perform in accordance with this contract and incorporated documents. A breach of contract or default by VENDOR authorizes the CITY to award the contract to another VENDOR, purchase elsewhere, and charge the full increase in cost and handling to the defaulting VENDOR.

32) PERFORMANCE OF WORK: VENDOR or VENDOR’s associates and employees shall perform all the work called for in this contract. VENDOR agrees that all of VENDOR’s associates and employees who work on this project shall be competent and fully qualified to undertake the work described in this contract. VENDOR agrees that the services performed shall be performed in a good and workmanlike manner, and that the finished product shall be fit for the particular use(s) contemplated by this agreement.

33) OWNERSHIP OF DOCUMENTS: VENDOR acknowledges that the CITY owns all notes, reports, or other documents, intellectual property or documentation produced by the VENDOR pursuant to the resulting contract or in connection with its work which are not otherwise public records. VENDOR acknowledges that the CITY shall have copyright privileges to those notes, reports, documents, processes, and information. VENDOR shall, upon written request, provide CITY a copy of all such notes, reports, documents, and information, except to the extent that they contain confidential information about third parties.

34) PRICE REDETERMINATION: Price redetermination shall only be considered by the CITY forty-five (45) days prior to the anniversary date of the initial contract award and subsequent renewals. Price redetermination requests must be substantiated in writing.

The City of Grand Prairie reserves the right to reject the request when it is deemed to be in the best interest of the CITY.

35) DRUG FREE WORKPLACE: VENDOR agrees that during the contract period VENDOR and any of VENDOR’s associates and employees shall comply with the CITY’S drug free workplace policy.

36) INSPECTION: All goods and services will be subject to inspection and testing by the CITY prior to acceptance. Goods rejected and goods supplied in quantities greater than ordered may be returned to the VENDOR at its expense. If, at any time, goods or services, including applicable drawings and specifications, are found by the CITY to either be defective in material or workmanship or not in conformity with the requirements of this specification, then the CITY may pursue one or more of the following remedies: (a) Reject and return such goods at VENDOR’s expense; (b) Require VENDOR to inspect the goods and remove any nonconforming goods; (c) Replace any nonconforming goods or services with conforming goods or services; or (d) Pursue any rights and remedies available to the CITY by contract or by law or equity.

37) PACKAGING: All goods must be packaged as specified by the CITY, and they shall be shipped by the route and carrier designated by the CITY. If the CITY does not specify how the goods must be packaged, VENDOR shall package the goods in a way to avoid any damage in transit. If the CITY does not specify the manner of shipment, route, or carrier, VENDOR shall ship the goods at the lowest possible transportation rates, consistent with VENDOR's obligation to meet the delivery schedule set forth in this specification.

38) AUDIT: The CITY reserves the right to audit the records and performance of contractor during the contract and for four years thereafter.

39) INSURANCE: Prior to the commencement of work under this Contract, VENDOR shall obtain and shall continue to maintain at no cost to the CITY, in full force and effect during the term of this Contract, comprehensive liability insurance policies with companies licensed to do business in the State of Texas and rated not less than “A X” in the current AM Best Financial Rating Guide. If this Contract includes Professional Services, VENDOR shall also obtain and shall continue to maintain at no cost to the CITY, in full force and effect during the term of this Contract a professional liability (errors and omissions) insurance policy. If this Contract involves the purchase, installation or maintenance of software, VENDOR shall also obtain and shall continue to maintain at no cost to CITY, in full force and effect during the term of this Contract, crime insurance and cyber liability policies. If this Contract involves above-ground construction or substantial renovation, VENDOR shall also obtain and shall continue to maintain a builder’s risk policy in full force and effect until final acceptance of the work by CITY. Unless modified in accordance with any CITY ordinance or directive, VENDOR shall, at minimum, maintain the following coverages:

Insurance Type Limit

General Liability and Property Damage $1,000,000 Each

Occurrence $2,000,000 Aggregate

Automobile Liability $1,000,000 Combined

Single Limit

Workers’ Compensation/ Employers Liability

WC - Statutory

EL - $1,000,000

Professional Liability (if applicable) $1,000,000 Each

Occurrence $2,000,000 Aggregate

Crime Coverage (if applicable) $1,000,000 Each

Occurrence

Cyber Liability (if applicable) $1,000,000 Each

Occurrence

Builder’s Risk (if applicable) 100% value of the Project

a. The general liability and automobile liability policies obtained by VENDOR shall be primary and noncontributory and include CITY as an additional insured. A provision shall be incorporated into the policies whereby CITY shall be given at least thirty

(30) days prior notice of any material change in coverage, non-renewal, or of cancellation of such policies, and VENDOR shall provide CITY with a copy of any such notice of material change in coverage, non-renewal, or cancellation within three (3) business days of its receipt of such a notice. For purposes of this section, a material change in coverage includes, but is not limited to, a reduction in coverage below the amounts required under this Contract.. VENDOR shall provide a waiver of subrogation in favor of the City on all coverages except professional liability. VENDOR shall furnish the CITY with original copies of the policies or certificates evidencing such coverage prior to commencement of any work under this Contract

40) HB 1295 FORM: At time of contract execution VENDOR must provide a signed Form 1295 received directly from the Texas Ethics Commission.

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

41) CONTRACT EXECUTION AND START DATE: The awarded VENDOR will have ten (10) calendar days after receiving the notice of award to return the executed contract, certificate of insurance, Form 1295, and VENDOR setup packet (when applicable). If VENDOR fails to return the required documents by the indicated deadline, the CITY reserves the right to immediately terminate the contract, place the VENDOR on the CITY’s debarred vendor list, and award the contract to another VENDOR. After documentation is received by the CITY, either a notice to proceed or a purchase order will be issued.

VENDOR will have up to five (5) calendar days to begin performance under this contract, unless otherwise agreed in writing between the CITY and VENDOR.

42) STORMWATER REQUIREMENTS: Where applicable, VENDOR shall implement Best Management Practices (BMPs) and good housekeeping measures to prevent stormwater pollution as required by the current City of Grand Prairie Stormwater Discharges Ordinance (Article XXIII, Section 13).

43) LOCAL PREFERENCE: Section 271.9051 of the Texas Local Government Code authorizes a municipality, when considering competitive sealed bids when the bid evaluation is setup to award to the lowest responsible bidder, to enter into a contract for certain purchases with a bidder whose principal place of business is in the municipality and whose bid is within five percent of the lowest bid if the lowest bid is from a business outside the municipality and contracting with the local bidder would provide the best combination price and other economic benefits to the municipality. Application for Local Bidder Preference must be submitted with bid to be considered by the City of Grand Prairie. If your principal place of business is within the Grand Prairie CITY limits and you want to apply for local preference consideration, then you must provide a tax certificate for the most current year marked PAID, included with your Application for Local Bidder Preference.

SUBMITTAL FORMS

REQUIRED

SUBMITTAL CHECKLIST – Company Name ________________________________

Bid Number: __________________________

The documents listed below and in the order stated are required for a submission to be accepted as responsive.

Item

Check

List

1 Bid Submittal Check List

2 Bid Pricing (submit completed Excel file – Bidder Price/Quote sheet.xlsm)

3 Questionnaire and References

4 Submittal Affirmation Form

5 Historically Underutilized Business Questionnaire & Additional Verifications

Form

6 Contract Changes Grid

7 Right To Do Business In Texas (Franchise Tax Acknowledgement)

8 Conflict of Interest Questionnaire

9 Optional – New Vendor Information forms & IRS Form W-9

10 Optional – Local Presence Consideration Application

By my signature I affirm all items as listed above have been completed and submitted as part of my firm’s proposal.

Authorized Signature Title

Print/Type Name Date

Interested parties MUST submit the following items for consideration by either of the following delivery methods:

• Online through the City’s electronic procurment portal;

OR

• One (1) hard copy, or one (1) electronic copy (USB flash drive) delivered to:

City Hall, Purchasing Division 300 W. Main Street

Grand Prairie, TX 75050

(Include the bid name and number outside of the package.)

Late responses will be unopened and not accepted for consideration. The City of Grand Prairie is not responsible for lateness or failure of timely delivery via mail (whether delays are internal/external), carrier, etc. Please ensure you allow time to provide your response timely so that you may be properly considered. EMAIL BIDS WILL NOT BE ACCEPTED.

SUBMITTAL AFFIRMATION FORM

Bid Number: __________________ Company Name:___________________________

FORM AND ADDENDA ACKNOWLEDGEMENT

Signed:

Title:

This will acknowledge your submittal contains all items and receipt of the following addenda which are part of the Solicitation Documents:

________ All items identified in Submittal Checklist have been submitted.

________ Addendum No.___, ____, ____, ____, _____

INTERLOCAL PURCHASING

Signed:

Title:

Should other Government Entities decide to participate in this contract, would you, the Vendor, agree that all terms, conditions, specifications, and pricing would apply

Yes ___________ No ____________

OTHER CONDITIONS

The undersigned agrees to the following:

A. Agrees that the submittal is complete, and all required information/forms were submitted.

B. Agrees that the bid package was fully reviewed and fully understands the requirements.

C. Agrees to the Terms & Conditions as included in this bid packet and have noted any exceptions.

D. Agrees that their submittal shall be good and may not be withdrawn for a period of 90 calendar days after the scheduled closing time.

E. Will supply all required insurance and execute contract within the time stated on the notice of award.

F. Affirms that the submittal was not prepared in collusion with any other firm and the contents of this submittal have not been communicated by the undersigned or any agent with any other person engaged in this type of business.

SUBMITTAL CERTIFICATION

By my signature I affirm that I am duly authorized to execute this proposal as an offer to contract and in compliance with this solicitation, the undersigned firm having examined the specifications, and being familiar with the conditions to be met, hereby submits a proposal for consideration of being selected as the City’s provider for said services; and agrees to enter negotiations if selected as a finalist for said services.

HISTORICALLY UNDERUTILIZED BUSINESS (HUB)

QUESTIONAIRE

REQUIRED

Bid Number: _____________ Company Name: ___________________________

A Historically Underutilized Business (HUB) is a for-profit entity that has not exceeded the size standards prescribed by 34 TAC §20.23, and has its principal place of business in Texas, and is at least 51% owned by an Asian Pacific American, Black American, Hispanic American, Native

American, American woman and/or Service-Disabled Veteran, who reside in Texas and actively participate in the control, operations, and management of the entity's affairs.

____ American Indian ___ Asian ____Black ____Hispanic ____Woman-Owned

Certification Status: certified as a VetHUB, Minority, Woman or Disadvantaged Business

Enterprise by a government or business development agency? ____ Yes ____ No

(If yes, please select specific agency)

_____ State of Texas Veteran Heroes United in Business (VetHUB)

_____ North Central Texas Regional Certification Agency (NCTRCA)

_____ Women’s Business Council – Southwest (WBCS)

_____ Dallas / Fort Worth Business Council (DFW BC)

_____ Other ________________________________________

If you answered in the affirmative, please include a copy of your certification as an attachment to your proposal.

ADDITIONAL VERIFICATIONS

Bid Number: ______________ Company Name: ___________________________

Where applicable, VENDOR makes the following verifications: (a) VENDOR does not boycott Israel as that term is defined in Section 808.001 of the Texas Government Code; (b) In accordance with the terms defined in Section 2274.001 of the Texas Government Code, VENDOR does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association, and it will not during the term of the contract discriminate against a firearm entity or firearm trade association; and (c) In accordance with the terms defined in Sections 809.001 and 2274.001 of the Texas Government Code, VENDOR does not boycott energy companies, and it will not boycott energy companies during the term of the contract.

By my signature I affirm the information provided in this submittal is accurate to the best of my knowledge.

RIGHT TO DO BUSINESS IN TEXAS

(Franchise Tax Acknowledgement)

REQUIRED

Bid Number: _______________ Company Name: ___________________________

As required by 2252.903, Texas Government Code, respondent's official certifies and acknowledges that its Texas franchise tax payments are current, or that it is exempt from, or not subject to, such tax. If claiming an exemption or not subject to franchise tax, an explanation must be provided.

Acknowledged Explanation attached

(Required: Check only one)

INCLUDE IN YOUR EXPLANATION (if applicable) THE CONTACT INFORMATION OF CERTIFYING

OFFICIAL'S NAME, TITLE, PHONE NUMBER AND E-MAIL ADDRESS.

QUESTIONNAIRE

All questions should be answered clearly and completely. Marketing materials WILL NOT be accepted in lieu of this questionnaire. This questionnaire will assist the city in understanding your submittal and will be used in the evaluation process and therefore it is critical that the questionnaire be completed and submitted with your submittal.

General Contact Information

Respondent Name: Title:

Company Name:

Company Address:

City: State: ZIP Code:

Telephone Number Fax Number:

Email Address: Federal Tax ID:

Provide at Least 3 References, including contact name, agency name, title, phone number and/or email of those you have provided similar services in the past three years. This information will be used in the evaluation of your submittal. Do not include any current employee of the City of Grand Prairie as a reference. Former Employees of the City of Grand Prairie must be at least 12 months removed from employment with the City.

Project Reference #1

Reference Name: Title:

Reference Organization:

Project Title:

Email Address: Telephone Number:

Project Reference #2

Reference Name: Title:

Reference Organization:

Project Title:

Email Address: Telephone Number:

Project Reference #3

Reference Name: Title:

Reference Organization:

Project Title:

Email Address: Telephone Number:

Experience:

1. How many years has your firm been involved in providing these services?

_____________ Years ____________ Months

2. Please list all government entities your firm has worked with in the past 3 years:

1.) 6.)

2.) 7.)

3.) 8.)

4.) 9.)

5.) 10.)

Reputation:

3. Has your firm failed to complete a contract?

YES NO

If so, please identify the project and date:

4. Do you have any litigation issues pending in the last three years? YES NO If yes, please explain:

5. Are there any judgments, claims, arbitration proceedings, or suits pending or outstanding against your organization or officers?

YES NO

If yes, please explain:

Criteria Questionnaire:

You may attach another sheet if necessary

1. Company Experience Please describe your company's experience providing pavement resurfacing services for municipalities or other governmental entities.

2. Similar Projects Please provide three (3) similar pavement resurfacing projects completed within the last five (5) years. Include the customer’s name, project description, and completion date.

3. Project Personnel Please identify the Project Manager and Superintendent assigned to this contract and summarize their experience with similar projects.

4. Staffing Please state the number of paving crews available to perform work under this contract.

5. Equipment Please provide a list of the major paving, milling, and compaction equipment that will be used to perform this contract.

6. Scheduling & Mobilization Please describe your company's ability to mobilize and begin work within the timeframe required by this solicitation and manage multiple projects simultaneously.

7. Quality Control Please describe your quality control procedures used to ensure compliance with contract specifications.

8. Safety Program Please describe your company's safety program.

9. Warranty Please describe your process for responding to and correcting warranty issues.

BID PRICING / QUOTATION

Please use the Excel file “Bidder Quote Sheet” for pricing and/or quotation on this bidding solicitation. Be sure you attach/submit the completed file with your response.

Scenarios - There may be multiple worksheet tabs (for price scenarios) required to be completed and submitted. Please be certain you have completed all worksheets.

Failure to complete and submit both worksheet tabs will be considered a non-responsive submittal.

Form provided by Texas Ethics Commission www.ethics.state.tx.us

FORM CIQ

OFFICE USE ONLYThis questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session.

This questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor who has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the vendor meets requirements under Section 176.006(a).

By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the vendor becomes aware of facts that require the statement to be filed. See Section 176.006(a-1), Local Government Code.

A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code. An offense under this section is a misdemeanor.

CONFLICT OF INTEREST QUESTIONNAIRE

For vendor doing business with local governmental entity

Date Received

A. Is the local government officer or a family member of the officer receiving or likely to receive taxable income, other than investment income, from the vendor?

Yes No

B. Is the vendor receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer or a family member of the officer AND the taxable income is not received from the local governmental entity?

Yes No

Check this box if the vendor has given the local government officer or a family member of the officer one or more gifts as described in Section 176.003(a)(2)(B), excluding gifts described in Section 176.003(a-1).

Signature of vendor doing business with the governmental entity Date

Name of vendor who has a business relationship with local governmental entity.1

Check this box if you are filing an update to a previously filed questionnaire. (The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which you became aware that the originally filed questionnaire was incomplete or inaccurate.)

3 Name of local government officer about whom the information is being disclosed.

Name of Officer

Describe each employment or other business relationship with the local government officer, or a family member of the officer, as described by Section 176.003(a)(2)(A). Also describe any family relationship with the local government officer.

Complete subparts A and B for each employment or business relationship described. Attach additional pages to this Form CIQ as necessary.

Describe each employment or business relationship with a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an ownership interest of one percent or more.

LOCAL PRESENCE CONSIDERATION APPLICATION

Optional for vendors whose business is located within Grand Prairie city limits.

The City Council requires the following information for consideration of location of a Vendor’s principal place of business in award of bid:

1. Location Eligibility:

Principal place of business is defined herein as any business which owns or leases a commercial building within the City limits and uses the building for actual business operations. Is company’s principal place of business within the City Limits of Grand Prairie, Texas?

a. If yes, identify name of business/DBA, address, and business structure (sole proprietorship, partnership, corporation, or other).

i. Business Name:

ii. Address:

iii. Business Structure:

b. Name and city of residence of owner(s)/partners/corporate officers; as applicable.

i. Name/Title:

ii. City of Residence:

If more than 1 owner/partner/corporate officer exists, attach a separate sheet of paper with remaining person(s) information.

2. General Business Information:

a. Year business established (Grand Prairie location).

b. Most recent year property valuation; real and personal property. $

c. Annual taxable sales originating/payable to Grand Prairie facility? $

d. Is business current on all property and sales taxes at the time of this bid?

e. Total number of current employees assigned to Grand Prairie facility?

b. Total number of above employees who are residents of Grand Prairie?

3. Economic Development benefits that would result from award of this contract:

a. Number of jobs that will be created or retained at GP facility if awarded bid?

b. Amount of City of Grand Prairie sales tax collected and paid for prior tax year? $

c. Amount of City of Grand Prairie ad valorem taxes paid for prior tax year? $

d. Will local subcontractor(s) be utilized if awarded this bid? If yes, attach a list of Company and value for each.

e. Other economic development benefit deemed pertinent by applicant. Attach separate sheet if necessary.

City Bid/Quote Number for which local presence is requested:

Certification of information:

The undersigned does hereby affirm that the information supplied is true and correct as of the date hereof, under penalty of perjury.

Company Name Date

Signature Print Name Tax certificate for the most current year marked PAID is attached

Vendor Packet Cover Sheet

Department of Management Services – Purchasing Division

All required forms must be completed, signed, and submiƩed by an individual authorized to act on behalf of the business before iniƟal payment to new vendors or updates to exisƟng vendors’ profiles can be made.

All completed forms should be signed and emailed to vendors@gptx.org. If any of the required forms are missing or incomplete, the packet will be returned.

Please complete the checklist below to indicate that all necessary forms have been submiƩed with this packet.

Required Forms

☐ Vendor InformaƟon Form

☐ AddiƟonal VerificaƟons Form

☐ Form W-9 (Revised March 2024)

QuesƟons? Contact us using the informaƟon below.

City of Grand Prairie Department of Management Services – Purchasing Division

300 W. Main St.

Grand Prairie, Texas 75050

Email: vendors@gptx.org Phone: 972-237-8269

Page 1 of 14 Revised 1/3/2025

Xiomara Abad Highlight

Xiomara Abad Highlight

Vendor Information Form

Department of Management Services - Purchasing Division

☐ New Vendor ☐ Vendor Number: (Existing vendor)

State / ZIP Code: /

State / ZIP Code: /

Vendor's Name (As it will appear on the check):

Vendor's Legal Name (Must match W9 & EIN):

Legal Address:

City:

Remittance Address:

City:

Business Phone # Website:

Step 1: Vendor Profile

A current W9 must be provided. Please ensure that it is signed, dated, and has a valid Social Security Number or Federal Tax ID Number.

Existing Vendors: A change in the business name, Federal Tax ID number (EIN), or tax status requires an updated Vendor Information Form and completed IRS Form W-9. These forms must be completed and provided to the City to ensure proper payment receipt. Inactivity for more than three years will require a new form to reactivate the vendor's profile.

New Vendors: This form must be completed accurately, signed by an individual authorized to act on behalf of the business, and submitted before initial payment can be made.

Steps 1, 2, and 3, must be completed. Step 4 is optional.

Email all completed forms to:

City of Grand Prairie's Purchasing Division vendors@gptx.org

Department of Management Services - Purchasing Division

Contact Name (Person completing the form):

Position/Title:

Phone: Email:

Signature: Date:

Contact Name (Accounts Payable Inquiries):

Phone: Email:

02 - Building Construction, including General Contractors and Operative Builders

03 - Special Trade Construction

Step 3: Vendor Contact Information

Step 2: Type of Goods or Services

09 - Medical Services

04 - Financial and Accounting Services

05 - Architectural/Engineering and Surveying Services

06 - Other Professional or Personal Services including Legal Services

07 - Commodities Wholesaler/Reseller (Goods)

08 - Commodities Manufacturer (Goods)

Select one category that best describes the goods/services the business provides. The vendor business categories below mirror the National Institute of Governmental Procurement (NIGP) general business categories used by the Texas Comptroller. Additional information about the NIGP business categories can be found at https://comptroller.texas.gov/purchasing/vendor/registration/search-tips.php.

01 - Heavy Construction other than Building Construction

Revised 1/3/2025

Department of Management Services - Purchasing Division

☐ Black / African American

☐ Asian / Pacific Islander

☐ Woman

☐ Hispanic / Latino

☐ Native American / Alaskan Native

☐ Historically Underutilized Business (HUB)

☐ Minority Owned Business Enterprise (MBE)

☐ Women Owned Business Enterprise (WBE)

☐ Texas Comptroller Historically Underutilized Business (HUB) Program

☐ TxDOT (Texas Department of Transportation) or Unified Certification Program

For…