3-1. ITB 312-25 JLO FLEXIBLE BASE AGGREGATE ANNUAL CONTRACT - BIDDERS NOTICE.docx.pdf

CITY OF AMARILLO

PROJECT SPECIFICATIONS

Contract and Bidding Documents for

INVITATION TO BID

FLEXIBLE AGGREGATE BASE

FOR

THE CITY OF AMARILLO, TEXAS

Bid Number: ITB 312-25 JLO

Bid Closing:

October 23, 2025, at 3:00PM

ITB 312-25 JLO FLEXIBLE AGGREGATE BASE

INVITATION TO BID

1. NOTICE TO PROPOSERS

1.1. Proposers may submit proposals electronically by uploading required documents at the City of Amarillo’s partner’s website, Bonfire (Euna Procurement). This Invitation to Bd is for your convenience in submitting an offer for the specified services.

1.2. Proposals will be opened via teleconference as shown below at 3:00pm October 23, 2025, or as changed by the issuance of formal addenda to all plan holders, to furnish all labor and materials and perform all work for the construction of the above referenced.

1.3. After the expiration of the time and date above first written, said sealed proposals will be opened at the scheduled location per the bid documents and publicly read aloud.

Bids will be opened via teleconference if date/time stamped on or before the deadline stated at the office listed above. The Teams meeting information is as follows

Join the meeting now

Meeting ID: 234 121 330 744 4 Passcode: Ap77DN2e

1.4. Proposals may be withdrawn prior to the above scheduled time set for closing.

Alteration made before ITB closing must be initialed by offeror guaranteeing authenticity.

1.5. The City of Amarillo Council members will consider the proposals on November 11, 2025, at the 623 S. Johnson St, Amarillo, Texas, or as soon thereafter as may be reasonably convenient, subject to the right to reject any or all proposals and waive any formalities.

1.6. Please allow time to upload required documentation. 24 hours in advance is recommended.

2. CONTRACT TERM

2.1. The contract shall be for a term of one (1) year, with the option of four (4), one (1) year extensions, said date of term beginning upon formal approval. This Contract will renew automatically for the additional terms, unless either Party gives 30-day written notice to terminate the Contract. All stated annual quantities are approximations of usage during the time to be covered by pricing established by this bid. Actual usage may be more or less. Order quantities will be determined by actual need. The City of Amarillo does not guarantee any specific amount of compensation, volume, minimum, or maximum number of services under this bid and resulting contract. The Contractor must maintain the insurance coverage required during the term of this contract including any extensions. It is the responsibility of the Contractor to ensure that valid insurance is on file with the Purchasing and Contract Management Department as required by contract or contract may be terminated for non-compliance.

3. The City of Amarillo hereby notifies all Proposers that in regard to any contract entered into pursuant to this advertisement, minority and women business enterprises will be afforded equal opportunities to submit proposals in response to this invitation and will not https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZDYzNDFlNjEtOTI3NC00MWNiLTk5OTktYTNkMTMwMmRlYjFi%40thread.v2/0?context=%7b%22Tid%22%3a%223e001d7e-c816-4807-8ad2-4ce5a96c292d%22%2c%22Oid%22%3a%2200a20055-148e-4e50-8a5e-a9ea34b8b5b5%22%7d be discriminated against on the grounds of race, color, sex, disability, or national origin in consideration for an award.

4. The City of Amarillo does not discriminate against persons with disabilities. City of Amarillo pre-proposal meetings and proposal openings are available to all persons regardless of disability. If you require special assistance, please contact the Purchasing Department at

(806) 378-3028.

5. Cooperative Purchasing

5.1. The contract resulting from this solicitation will be available for use by all governmental entities, providing there is no conflict with any applicable statutes, rules, policies, or procedures. The governmental entities will have the option to use the pricing as agreed to within the resulting contract.

5.2. Governmental entities will issue their internal purchase orders directly to the contractor(s), however, shall reference and cite the City of Amarillo contract number (Solicitation number) within the purchase order document.

6. Ethics-energy boycott

6.1. Texas Government Code, Chapter 809, prohibits a governmental entity from entering into a contract for goods and services with a company that has 10 or more employees, and the contract is $100,000 value or greater. Vendor certifies that it (1) does not boycott energy companies; and (2) will not boycott energy companies during the term of the contract.

7. Ethics- firearms discrimination

7.1. Texas Government Code, Chapter 2274, prohibits a governmental entity from entering into a contract for goods and services with a company that has 10 or more employees, and the contract is of $100,00 value or greater. Vendor certifies that it: (1) does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association; and (2) will not discriminate during the term of the contract against a firearm entity or firearm trade association.

8. Funding out clause

8.1. Notwithstanding any contrary provision of this agreement, each payment obligation of the

City created by this agreement is conditioned upon the availability of funds that are appropriated or allocated by the Amarillo City Council for the payment of the product of functionally similar products. If sufficient funds are not allocated and are available for any subsequent fiscal year (October 1 to September 30) during the term of this agreement, the

City may terminate this agreement or reduce its obligation to match the appropriated funding. The City shall notify the vendor that funds have not been appropriated by the City

Council at the earliest possible time and this agreement will terminate or be reduced at the beginning of the fiscal year for which no funds or reduced funds have been appropriated by the City Council. No penalty shall accrue to the City in the event this provision is exercised, and the City shall not be obligated or liable for any future payments due or for any damages as a result of termination or reduction under this section. This provision shall not be construed so as to permit the City to terminate or reduce this agreement in order to purchase, lease or rent similar equipment from another entity.

9. Local Preference Consideration - City of Amarillo

9.1. Section 271.9051 of the Texas Local Government Code “consideration of location of respondents principal place of business”: In accordance with SECTION 271.9051 OF THE

Texas Local Government Code, if a local government receives one or more competitive sealed bids from a vendor whose principal place of business is in the municipality and whose bid is within five (5%) percent of the lowest bid price received from a vendor who is not a resident of the municipality, on contracts less than $500,000 the municipality may enter into a contract with (a) the lowest vendor or (b) the vendor whose principal place of business is in the municipality if the governing body of the local government determines, in writing, that the local vendor offers the local government the best combination of contract price and additional economic development opportunities for the local government created by the contract award, including the employment of residents of the local government and increased tax revenues to the local government.

9.2. Please note when an item is part of a lot and no response is entered for that item, then the whole lot will be deemed unresponsive.

9.3. The City of Amarillo will not award a bid to vendors who are delinquent in the indebtedness to this city.

10. Award of contract:

10.1. This contract will be awarded to the highest evaluated bidder in an amount not to exceed $80,000.00 per year. Bid will be awarded as one lot

11. Texas ethics commission form 1295

11.1. Effective January 1, 2016, The Texas Legislature adopted House Bill 1295, which added

Section 2252.908 of the Government Code. The law states that a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties (Form 1295) to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. The Texas Ethics Commission has adopted rules requiring the business entity to file form 1295 electronically with the Commission. Before the City of Amarillo will enter into a binding agreement with a business, that said business must submit form 1295. The said business must go to www.ethics.state.tx.us to file the reports electronically. Once the said business has filed the report electronically the said business will print a copy of the form and submit it back to the City with the signed copy of the contracts. Once the City has received the copy of the submitted form 1295 and acknowledged the form on the Texas Ethics Commission website the City will execute the

Contract.

12. Notice - Unit of Measure Warning

12.1. When submitting a response to this bid you must submit your bid with a unit price in the unit of measure as shown on the bid sheet for your bid to be considered. It doesn't matter if the extended price is correct if the unit price is submitted incorrectly, the bid will be deemed as non-responsive for that item. If the item is part of a lot, then the lot will be deemed unresponsive.

Example: if we request a unit price per pound do not submit a price per 50# bag as your unit price. If we request a price per round of ammunition do not use the price per box or the price per case as your unit.

The unit of measure used in this bid is “TON”.

GENERAL CONDITIONS OF BIDDING - READ CAREFULLY

1. All bids must be quoted F.O.B. destination when necessary.

2. Show unit prices as requested in bid documents or bid table.

3. State on face of bid exactly what you are furnishing (brand or manufacturer's name) when necessary.

4. Any catalog or manufacture’s reference in this quotation is descriptive, but not restrictive, and is used only to indicate type and grade, unless otherwise specified.

5. Note: The City of Amarillo is exempt from all federal excise and state taxes. Do not include tax in your bid price or invoice. The purchase order issued to the successful bidder contains the required statute to be filed as a tax exemption certificate.

6. The City of Amarillo reserves the right to accept or reject any or all bids or parts of bids and to waive any formalities and technicalities.

7. If your bid is figured out on an "all or none" basis, please state so. The city reserves the right to award a bid on this basis. In order to be considered on an all or none basis, bidder is responsible for submitting pricing for all items on the bid.

8. Cash discounts will be figured from date complete shipment of order is received, or date invoice is received by the purchasing department, whichever is later. Purchase order number must appear on all invoices and delivery tickets. Send invoice to mailing address listed at the top of this page.

3. Payment for the material will be made after complete shipment and the entire order has been received by the city, and after the using department has certified receipt of the material and verified that the material is in accordance with the bid submitted.

City of Amarillo, TX

ITB 312-25 JLO

Specifications

Bid Specification, ST-1, (revised 06/02/2022) attached.

Product Request (see price sheet)

Item Quantity Needed

1. Flexible Base

To Be Delivered In Amarillo , Texas 7, 500 TN

Per Specification ST-1 (revised - 06/02/2022)

Street Department

2. Flexible Base

To Be Delivered In Amarillo, Texas 5,000 TN

Per Specification ST-1 (revised - 06/02/2022)

Water Distribution (2,500 TN)

Wastewater Collection (2,500 TN)

**To be awarded as one lot.