Parkhill.com

September | 2026

Parkhill Project # 4654325

PROJECT MANUAL

CITY OF MINERAL WELLS

Mineral Wells Ram GST Rehabilitation

Mineral Wells, Texas

Parkhill.com

September | 2026

Parkhill Project # 4654325

PROJECT MANUAL

Mineral Wells, Texas

09/15/2026

City of Mineral Wells

Mineral Wells Ram GST Rehabilitation (EJCDC)

4654325 TABLE OF CONTENTS TOC - 1

09/26

DIVISION 00 – PROCUREMENT AND CONTRACTING REQUIREMENTS

00 11 13 Advertisement

Mineral Wells Bid Packet

DIVISION 01 – GENERAL REQUIREMENTS

01 10 00 Summary

01 20 00 Price and Payment Procedures

01 22 00 Measurement and Payment

01 25 00 Substitution Procedures

01 30 00 Administrative Requirements

AIA Document C106-2022 - Digital Data Licensing Agreement

RFI FORM-(Sample)

01 32 16 Construction Progress Schedule

01 33 00 Submittal Procedures

01 40 00 Quality Requirements

01 43 26 Testing Laboratory Services

01 50 00 Temporary Facilities and Controls

01 57 23 Temporary Stormwater Pollution Control

01 60 00 Product Requirements

01 70 00 Execution and Closeout Requirements

DIVISION 02 – EXISTING CONDITIONS

Not Used

DIVISION 03 – CONCRETE

03 11 00 Concrete Formwork

03 20 00 Concrete Reinforcement

03 30 00 Cast-In-Place Concrete

DIVISIONS 04

Not Used

DIVISION 05 – METALS

05 50 00 Metal Fabrications

DIVISION 06-08

Not Used

DIVISION 09 – FINISHES

09 80 00 Coating and Painting for Steel Water Storage Tanks

Mineral Wells Ram GST Rehabilitation (EJCDC)

4654325 TABLE OF CONTENTS TOC - 2

09/26

DIVISIONS 10 – 32

Not Used

DIVISION 33 – UTILITIES

33 01 00 Aluminum Geodesic Dome Roof System

33 01 10.10 Water Utility Tank Maintenance

33 01 11 Disinfection of Water Utility Storage Tanks

33 14 13 Public Water Utility Distribution Piping

DIVISIONS 34 – 48

Not Used

(EJCDC)

4654325 ADVERTISEMENT FOR BIDS 00 11 13 - 1

09/26

SECTION 00 11 13 - ADVERTISEMENT FOR BIDS

MINERAL WELLS, TEXAS

MINERAL WELLS RAM GST REHABILITATION

GENERAL NOTICE

City of Mineral Wells (Owner) is requesting Bids for the construction of the following Project:

Mineral Wells Ram GST Rehabilitation

46543.25

Bids for the construction of the Mineral Wells Ram GST Rehabilitation Project will be received at the City of Mineral Wells Finance Department located at 211 S.W. 1st Avenue, Mineral Wells, Texas 76067, abovos@mineralwellstx.gov; until October 20, 2026, at 10:00 a.m., local time. At that time, the Bids received will be publicly opened and read.

The Project includes the following Work: Rehabilitation of a one-million-gallon welded steel ground storage tank, including blasting and re-coating of interior and exterior, demolition and replacement of existing roof with an aluminum geodesic dome structure, and addition and relocation of associated appurtenances.

Bids are requested for the following Contract: Mineral Wells Ram GST Rehabilitation

OBTAINING THE BIDDING DOCUMENTS

Proposers may secure copies of Bid Documents as follows:

1. By contacting the Project Coordinator, Jennifer Winchester at jwinchester@parkhill.com.

Additional information can be found at https://parkhill.com/projects-for-bid.

a. Download documents (.PDF file extension format) from Parkhill’s Info Exchange website after registering as a plan holder with Project Coordinator stipulated in Item 1 above.

There is no cost or deposit required for this option.

b. Paper copies may be purchased upon payment of the following:

1) Complete Set of paper Bid Documents: $50.00 per set, plus applicable sales tax.

2. Prospective Bidders are urged to register as a plan holder, even if Bidding Documents are obtained from a plan room or source other than the designated website in either electronic or paper format.

Only Prospective Bidders who obtain Bid Documents through Parkhill will be registered as a document holder (plan holder) and will therefore automatically receive addenda if/when issued.

3. Payment shall be Company check or cashier's check made payable to Parkhill, or by credit card.

Credit card purchases will have a three percent (3.0%) convenience fee added to the total purchase price.

4. No partial sets will be issued.

5. Neither Owner nor Engineer will be responsible for Bidding Documents, including addenda, if any, obtained from sources other than the designated website.

mailto:abovos@mineralwellstx.gov https://parkhill.com/projects-for-bid

(EJCDC)

4654325 ADVERTISEMENT FOR BIDS 00 11 13 - 2

09/26

The Issuing Parkhill Office for the Bidding Documents is:

640 Taylor Street, Suite 1900, Fort Worth, Texas 76102, 682.399.6440

Prospective Bidders may obtain or examine the Bidding Documents at the Issuing Office during normal business hours (call Issuing Office to verify normal business hours) and may obtain copies of the Bidding

Documents as described above.

PRE-BID CONFERENCE

A pre-bid conference for the Project will be held on October 7, 2026, at 10:00 a.m., at City of Mineral Wells

Department of Public Works, 1301 S. Oak Avenue, Mineral Wells, Texas 76067. Attendance at the pre-bid conference is encouraged but not required.

INSTRUCTIONS TO BIDDERS

For all further requirements regarding bid submittal, qualifications, procedures, and contract award, refer to Part 1 - Instructions that are included in the Bidding Documents.

COVER PAGE

Invited: Mineral Wells Ram GST Rehabilitation

Submit To: City of Mineral Wells

FINANCE DEPARTMENT

211 S.W. 1st Avenue Mineral Wells, TX 76067 United States abovos@mineralwellstx.gov

Email: ccartwright@parhill.com jwinchester@parkhill.com

Event Description The City of Mineral Wells seeks bids to finalize an agreement for Mineral Wells Ram GST Rehabilitation.

Submission Requirements and Deadlines

Assigned Buyer: Aaron Bovos – Assistant City Manager, Finance Director

Pre-Bid Conference:

A pre-bid conference will be held in person. Attendance at pre- bid conferences is not mandatory but strongly encouraged. Prebid conference will be held on October 7, 2026, at 10:00 a.m., local time, at Public Works Building, 1301 S. Oak Ave., Mineral Wells Texas 76067.

Bids are solicited for furnishing the merchandise, supplies, services and/or equipment as set forth in this solicitation. Completed Bids including one executed original and one USB flash drive containing electronic versions of all bid documents must be received in the Department of Finance, and then publicly opened and read aloud at 10:00 a.m. on Tuesday October 20, 2026, in the Council Chambers. Bids must be submitted in a sealed envelope WITH THE BID NUMBER WRITTEN ON THE OUTSIDE OF THE ENVELOPE, addressed to the Department of Finance. YOUR BID MUST BE RECEIVED BY THE DEPARTMENT OF FINANCE

AND BE TIME STAMPED PRIOR TO THE DEADLINE IN ORDER TO BE CONSIDERED.

Bids shall be mailed or hand delivered to the following address:

City of Mineral Wells Department of Finance 211 S. W. 1st Avenue Mineral Wells, TX 76067

Bids delivered by special courier (i.e. Federal Express, Special Delivery etc.) are to be marked on the outside of the courier's shipping envelope "BID No. ITB 2026-010 AND MUST BE RECEIVED BY THE DEPARTMENT OF FINANCE AND BE TIME STAMPED PRIOR TO THE

DEADLINE IN ORDER TO BE CONSIDERED.

Late bids will be returned or destroyed; they will not be opened nor considered in the evaluation of the bid. Bids may be withdrawn at any time prior to the official opening. Bids may not be altered, amended or withdrawn after the official opening. The undersigned agrees, if the bid is accepted, to furnish any and all items upon which prices are offered, at the price(s) and upon the terms, conditions and scope/specifications contained in this document. The period for acceptance of this bid will be 120 calendar days after the bid opening date.

Event ID

Page

Event Round Version 1 1

Event Name

Start Time

Finish Time mailto:ccartwright@parhill.com mailto:jwinchester@parkhill.com

COVER PAGE

211 S. W. 1st Avenue Mineral Wells, TX 76067 United States abovos@mineralwellstx.gov

Email: ccartwright@parhill.com

Solicitation Documents:

Cover Page Bid Submission Signature Page** Price Submittal** Part 1 - Instructions Part 2 - Scope of Services and/or Specifications Exhibit A - Sample work order to be used by Vendor to submit a sample invoice Exhibit B - Preventative Maintenance Checklist Attachment A - Conflict of Interest Disclosure Requirement** Attachment B - Consideration of Location of Bidder's Principal Place of Business (Not applicable, see Attachment C)** Attachment C - Vendor Contact Information Attachment D - Bidder's Qualification Questionnaire** Signed Addendum(s)** (if applicable) Attachment E- Draft Vendor Services Agreement Attachment F- Documentation Checklist

**Required to be completed and submitted. See Section 14.2, Part 1 for all required documents that need to be submitted. Failure to submit all items will be grounds for rejection of a bid as non-responsive to the specifications.

Event Round Version mailto:ccartwright@parhill.com

BID SUBMISSION SIGNATURE PAGE

211 SW 1st Avenue Mineral Wells, TX 76067

Email: ccartwright@parkhill.com

The undersigned, by his/her signature, represents that he/she is submitting a binding offer and is authorized to bind the respondent to fully comply with the solicitation document contained herein. The Respondent, by submitting and signing below, acknowledges that he/she has received and read the entire document packet sections defined above including all documents incorporated by reference and agrees to be bound by the terms therein.

Legal Company Name:

Company Address:

City, State, Zip:

Vendor Registration No.

Printed Name of Officer or Authorized Representative:

Title:

Signature of Officer or Authorized Representative:

Date:

Email Address:

Phone Number:

Federal Identification Number (FID):

Will agreement be available for Cooperative Agreement use? Yes No (* See Section 22.0, “Cooperative Purchasing” of Part 1, “Instructions”)

Event Round Version mailto:ccartwright@parkhill.com

PRICE SUBMITTAL

Mineral Wells, TX 76067

Email: ccartwright@parkhill.com

Line Details

BASE BID ITEMS

Line Description Qty Unit Unit Price Total

1 Mobilization/Demobilization 1 LS $ $

2 Interior Surface Preparation (Abrasive Blasting) 1 LS $ $

3 Interior Surface High-Performance Coating Installation 1 LS $ $

4 Exterior Surface Preparation (Hydroblast) 1 LS $ $

5 Exterior Surface High Performance Coating 1 LS $ $

6 Tank Logo 1 LS $ $

7 Demolish and Remove Existing Roof and Supports 1 LS $ $

8 Aluminum Dome Roof and Install Roof Support System

1 LS $ $

9 Install Stiffening Ring Around Top of Tank/Tank Roof 1 LS $ $

10 30- by 30-Inch Roof Hatch 1 EA $ $

11 36- by 42-Inch Roof Hatch 1 EA $ $

12 24-Inch Roof Vent 3 EA $ $

13 OSHA Hand Railing and Walk on Roof of Tank 1 LS $ $

14 Interior Stainless-Steel Ladder 1 EA $ $

15 Exterior Stainless-Steel Ladders 1 EA $ $

16 Harness and Fall Arresters 2 EA $ $

17 Remove and Replace Target Level Indicator 1 EA $ $

18 Remove and Replace Weir and Overflow Piping 1 EA $ $

19 Level Transducer, Electrical, and Controls 1 LS $ $

20 Remove Existing Unused Conduit 1 LS $ $

21 Remove and Salvage Cabinet 1 LS $ $

22 Tank Inspection Testing, and Disinfection 1 LS $ $

23 Miscellaneous Welding/Steel and Concrete Spall/Grout Repair

1 LS $ $

TOTAL BASE BID AMOUNT $

ADDITIVE ALTERNATIVE 1

Line Description Qty Unit Unit Price Total

24 Remove Existing Altitude Valve and Remove and Replace Existing Gate Valve

1 LS $ $

ADDITIVE ALTERNATIVE 2

Line Description Qty Unit Unit Price Total

25 Remove and Replace Existing Altitude Valve and Gate Valve

1 LS $ $

TOTAL BASE BID + ALTERNATE 1 + ALTERNATE 2 $

Event Round Version

Prompt Payment Discount Terms: Percent Days (i.e., 3% Net 15, etc.)

A bid of “0” will be interpreted by the City as a no-charge (free) item and the City will not expect to pay for that item. A bid of “no bid” or no response (space left blank) will be interpreted by the City that the Offeror does not wish to bid on that item. Be advised, a “no bid” or no response may be considered as non-responsive and may result in disqualification of this bid.

Performance Dependability and Quality (PDQ) parts and supplies or other parts and supplies not listed above offered at a discount off the manufacturer's' list price: % Discount

PART 1- INSTRUCTIONS

1.0 SOLICITATION

1.1 Review of Documents: Bidders are expected to examine all documents that make up the

Solicitation as well as any addendums. Bidders shall promptly notify the City of any omission, ambiguity, inconsistency or error that they may discover upon examination of the Solicitation by the deadline for questions listed in Section 2.0, Part 2. The City assumes no responsibility for any errors or misrepresentations that result from Bidders not using the completed Solicitation document and addendums.

1.2 Location of Documents: Solicitations are issued by the Department of Finance. The location for the Department of Finance is specified in the advertisement and on the first page of the solicitation.

2.0 EXPLANATIONS, CLARIFICATIONS OR QUESTIONS

2.1 Any explanation, clarification, or question desired by a Bidder regarding any part of the

Solicitation must be requested in writing from the Department of Finance by the question deadline listed in Section 2.0, Part 2, so that a written addendum can be posted before the submission deadline. Interpretations, corrections, or changes to the Solicitation made in any other manner are not binding upon the City, and Bidders shall not rely upon such interpretations, corrections or changes. Oral explanations or instructions given before the award of the Contract are not binding.

2.2 IN ORDER FOR QUESTIONS TO BE ANSWERED, ALL QUESTIONS MUST BE BY

E- MAIL BEFORE THE QUESTION DEADLINE AND MUST BE IDENTIFIED AS

FOLLOWS:

2.2.1 All explanation, clarification or questions must clearly identify the buyer’s name and the bid number on the document or on the subject line, if sent by email. For example: “Attention: Buyer name and Bid No. 24-0014”. If the buyer’s name and bid number is not included as specified above, the question(s) will

NOT be answered.

2.2.2 Delivery of questions by email to both – jwinchester@parkhill.com ccartwright@parkhill.com

2.2.2.1 Please note, if an e-mail confirming receipt of your e-mail is not received within 1 (one) business day, please contact the City of Mineral Wells

Department of Finance at 940-328-7728.

2.3 Interpretations, corrections, or changes to the Solicitation made in any other manner are not binding upon the City, and Bidders shall not rely upon such interpretations, corrections or changes. Oral explanations or instructions given before the award of the

Contract are not binding.

2.4 Any material information given to one Bidder concerning a Solicitation will be furnished by an Addendum posted on the City’s website under the corresponding bid number.

3.0 UNAUTHORIZED COMMUNICATIONS – Bidders’ contact regarding this Invitation to Bid (ITB) with employees or officials of the City other than the assigned representative of the Department of Finance, or as otherwise indicated in the ITB is prohibited and may result in disqualification from this procurement process. No officer, employee, agent or representative of the Respondent shall have any contact or discussion, verbal or written, with any members of the City Council, City staff or City’s consultants, or directly or indirectly through others, seek to influence any City

Council member, City staff, or City’s consultants regarding any matters pertaining to this solicitation, except as herein provided. Any violation of this prohibition may result in the

Respondent being disqualified from the procurement process. Any oral communications are considered unofficial and non-binding regarding this ITB.

4.0 PREBID CONFERENCE – A pre-bid conference will be held please see Cover Page for the location. Failure to attend the pre-bid conference will impact a potential Vendor’s ability to submit a fully informed and competitive bid response.

5.0 PREPARATION OF BIDS

5.1 Each Bidder must furnish all information required by the Solicitation in order to be evaluated. Prices or Percent Markups submitted on forms other than the forms included in the Solicitation shall be considered non-responsive.

5.2 Any attempt to alter the wording in the Solicitation is ineffective and will result in rejection of the Bid.

6.0 QUANTITIES - The quantities listed on the price submittal are only estimates based on previous usage and do not indicate intent to purchase or a guarantee of future business. The City of Mineral

Wells is obligated to pay for only those materials and services actually ordered by an authorized

City employee and then received as required and accepted by the City.

7.0 TAXES - Purchases of Goods or Services for City use are usually exempt from City, State, and most Federal Taxes. Bids may not include exempted taxes. The successful Bidder should request a Tax Exemption Certificate from the Department of Finance, if needed. Under no circumstances shall the City be liable to pay taxes for which the City has an exemption under any Contract.

8.0 DEFINITIONS

8.1 Brand Name or Equal: If the Solicitation indicates brand name or "equal" products are acceptable, the Bidder may offer an "equal" product and must be prepared to demonstrate those features that render it equal. Final determination of a product as

"equal" remains with the City.

8.2 Delivery Time: Delivery time, if stated as a number of days, will be based on calendar days. Time is of the essence in any City purchase. If the indicated date cannot be met or the date is not indicated, the Bidder shall state its best delivery time.

8.3 Free/Freight on Board (FOB) Point: Freight Terms shall be FOB Destination, Freight

Prepaid and Allowed. This means the Vendor or Shipper owns goods in transit and is liable for delivery to the point of destination.

8.3.1 The Vendor or Shipper is responsible for filing any claims with the delivery carrier for breakage or other loss and for any damage resulting from transportation.

8.3.2 The Bidder should quote its lowest and best price, with the goods delivered to the place specified, at the Bidder’s expense and risk, and their tender delivery to the

City.

8.3.3 Bids offering any other delivery terms are not acceptable and may be cause for rejection.

9.0 PRICES/PERCENTAGE DISCOUNT

9.1 Bid prices and percentage discount (if applicable) shall be firm offers unless otherwise specified. Pricing and percentage discount (if applicable) shall be entered on the Bid

Offer Sheet.

9.2 In the event of a discrepancy between unit price and extended price, the unit price shall govern.

9.3 Prices shall be offered in the currency of dollars and cents of the United States of America

(or decimal fractions thereof).

10.0 SIGNATURE - The Bidder must provide a wet signature on each document in the Solicitation requiring a signature. Any change made to the Bid must be initialed by the Bidder.

11.0 PROPRIETARY INFORMATION SUBMITTED IN THE BID

11.1 All material submitted to the City becomes public property and is subject to the Texas

Open Records Act upon receipt.

11.1.1 If a Bidder does not desire proprietary information in the bid to be disclosed, each page must be identified and marked proprietary at time of submittal. The City will, to the extent allowed by law, endeavor to protect such information from disclosure. If a Public Information Request is made for Bidder’s proprietary information, the Bidder will be notified so that they can submit a letter to the

Texas Attorney General. The final decision as to information that must be disclosed lies with the Texas Attorney General.

11.1.2 Failure to identify proprietary information will result in all unmarked sections being deemed non-proprietary and available upon public request.

12.0 BID PREPARATION COSTS - All costs associated with preparing a Bid in response to a

Solicitation shall be borne by the Bidder.

13.0 PAYMENTS

13.1 All payment terms shall be no later than 30 days from the date the City receives a properly prepared invoice that contains no errors. Please see Section 11.0, Part 2 for invoicing requirements. Prompt/early payment discount(s) may be considered by the City.

Bidder shall submit the proposed discount(s) on the “Price Submittal” page.

13.2 Successful bidders are encouraged to register for direct deposit payments prior to providing goods and/or services using the forms included in this proposal.

14.0 SUBMISSION OF BIDS

14.1 Bid documents: Unless otherwise specified, Bidders are required to submit a signed executed original and one scanned copy of the entire bid submittal on a flash drive. Bids must be submitted in a sealed envelope with the bid number written on the outside of the envelope.

14.2 Documents required to be submitted with Bid: Bidders shall submit all the items listed below and utilize the format below to submit their bid prior to the bid submission deadline.

14.2.1 The completed and signed Bid Submission Signature Page;

14.2.2 The completed Price Submittal;

14.2.3 Bidders shall provide evidence that they are duly qualified and capable to fulfill and abide by the requirements listed herein with the bid. The bidder shall demonstrate its ability to secure and perform the services within the delivery requirements specified herein;

14.2.4 A completed and signed original Conflict of Interest Questionnaire, Attachment A;

14.2.5 A completed Consideration of Location of Bidder’s Principal Place of Business, Attachment B, if applicable;

14.2.6 A completed and signed Vendor Contact Information, Attachment C;

14.2.7 Reference list of a minimum of three (3) current customers who the bidder has recently provided subject services to on a continuing basis over a three (3) year period (refer to Bidder’s Qualification Questionnaire Attachment D);

14.2.8 Bidder’s background, number of years in business, bidder’s timeframe to provide workers after notification (refer to Bidder’s Qualification Questionnaire Attachment D);

14.2.9 A completed Vendor Qualification Questionnaire, Attachment D;

14.2.10 A sample of a typical invoice.

14.2.11 Copy of all applicable certifications/licenses to perform the scope of work detailed in Part 2 to of this document.

14.2.12 Signed Addendum(s) acknowledging receipt;

14.2.13 Scanned copy of all documents listed in Section 14.2, Part 1;

14.2.14 Any other document included in the Solicitation requiring completion or execution by the Bidder.

14.3 Failure to submit all the items listed in Section 14.2, Part 1 will be grounds for rejection of a bid as non-responsive to the specifications.

15.0 LATE BIDS

15.1 Bids must be received in the Department of Finance prior to the bid submission deadline.

All Bids received after the submission deadline are considered late and will be returned to the Bidder unopened.

15.2 The Department of Finance time stamp clock is the official time of record. However, if the time stamp is not available or broken, the date and time written on the bid receipt by the Department of Finance staff shall be the time of record.

15.3 It is the sole responsibility of the Bidder to ensure timely delivery of the Bid to the

Department of Finance. The City will not be responsible for failure of service on the part of the U.S. Postal Office, courier companies, or any other form of delivery service chosen by the Bidder to deliver before the bid due date and time.

15.4 Bids delivered to a City location other than the Department of Finance will not be considered. The Bid must be received by the Department of Finance and stamped before deadline to be considered.

16.0 MODIFICATION OR WITHDRAWAL OF BIDS

16.1 Modification of Bids: Bids may be modified in writing at any time prior to the bid submission deadline.

16.2 Withdrawal of Bids: Bids may be withdrawn in writing, or by facsimile (provided that the facsimile is signed by the Bidder) at any time prior to the bid submission deadline. A Bid may also be withdrawn in person by a Bidder, provided the withdrawal is made prior to the bid submission deadline. A receipt of withdrawal must be signed by the Bidder. No Bids may be withdrawn after the bid submission deadline without forfeiture of the Bid guarantee, unless there is a material error in the Bid. Withdrawn Bids may be resubmitted, with or without modifications, prior to the bid submission deadline. The City may require proof of agency from the person withdrawing a bid.

17.0 OPENING OF BIDS

17.1 The Department of Finance representative responsible for opening Bids shall personally and publicly open all Bids received timely, reading each bid aloud.

18.0 EVALUATION FACTORS AND AWARD

18.1 Evaluation: Bidders may furnish pricing for all or any portion of the Solicitation (unless otherwise specified). However, the City may evaluate and award the Contract for any item or group of items shown on the Solicitation, or any combination deemed most advantageous to the City. Bids that specify an “all or none” award may be considered if a single award is advantageous.

18.2 Award. The Method of Award is detailed in Section 5, Part 2. Acceptance and Award of

Bid: Acceptance and award of a Bid will be in the form of a Purchase Order or a Contract.

Subsequent Purchase Orders may be issued as appropriate. The contents of a Bid Response shall become a part of the Contract. Under no circumstances will the City be responsible for Goods or Services provided without a Purchase Order issued by the City.

19.0 RESERVATIONS - The City expressly reserves the right to:

19.1 Specify approximate quantities in the Solicitation;

19.2 Extend the Solicitation opening date and time;

19.3 Consider and accept alternate Bids, if specified in the Solicitation, when most advantageous to the City;

19.4 Waive as an informality, minor deviations from specifications provided they do not affect competition or result in functionally unacceptable goods or services;

19.5 Waive any minor informality in any Bid or Solicitation procedure (a minor informality is one that does not affect the competitiveness of the Bidder);

19.6 Add additional terms or modify existing terms in the Solicitation before the bid submission deadline;

19.7 Reject a bid because of unbalanced unit prices bid;

19.8 Reject or cancel any or all Bids;

19.9 Reissue a Solicitation;

19.10 Procure any item by other means; and/or

19.11 Award to multiple vendors on a non-exclusive award basis, or primary and secondary vendors.

20.0 POST-BID DOCUMENTS REQUIRED FROM BIDDERS

20.1 Certificates of Insurance: When insurance is required, the successful Bidder must provide

Certificates of Insurance in the amounts and for the coverages required to the Purchasing Office within 14 calendar days after notification of award, or as otherwise required by the Solicitation.

20.2 Business Equity Division Documents: If a Business Equity goal has been established for the bid, the applicable documents must be submitted by all bidders wishing to continue in the bid evaluation process within two (2) City business days after the bid opening date, exclusive of the bid opening date, to the City location specified in the bid. Bidders shall obtain a receipt from the appropriate department as evidence that the City received the documentation.

20.3 Certificate of Interested Parties Form 1295: If the Purchase Agreement must be approved by the City Council before execution, the successful bidder is required to complete the Certificate of Interested Parties Form 1295 and submit the form to the Department of Finance contact listed in the solicitation before the purchase/contract will be presented to the City Council. The form may be completed at https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

21.0 PROTEST PROCEDURE

21.1 Vendors who respond to Invitations to Bid have the right to protest the solicitation process or the bid award if they believe that there has been any impropriety or unfair criteria in the process.

21.2 The Vendor must submit any protest in writing to the Director of Finance within 14 days after the Vendor knows, or should have known, of the facts relating to the proposed action or award.

21.3 The Director of Finance, or his/her designee, is authorized to resolve a protest concerning a purchasing action through telephone discussions, mail, e-mail or in person meetings with the protesting Vendor.

21.4 After discussions or meetings, the Director of Finance or his/her designee will issue a decision in writing, state the reasons for the action taken and inform the protesting Vendor of the right to review by a panel made up of City staff.

21.5 A City protest review panel will consist of the City Attorney, a representative of the operating department, the Director of Finance and any other appropriate personnel or employees of the operating department.

21.6 If the panel is unable to resolve the protest, or if the panel makes a decision with which the Vendor does not agree, the protesting Vendor will be invited to attend the City Council meeting at which the recommended award is to be presented to the City Council and make known his/her concerns. The protesting Vendor will be instructed to arrive prior to the start of the City Council meeting and complete a card requesting to speak concerning the particular Mayor and Council Communication document (M&C) in question.

21.6.1 Vendors wishing to speak before the City Council should contact the City Clerk before appearing at the City Council meeting to ensure they are aware of all rules and protocol.

22.0 COOPERATIVE PURCHASING

22.1 Should other governmental entities decide to participate in this contract, Bidder, shall indicate in their proposals whether they agree that all terms, conditions, specification, and pricing would apply.

22.2 If the successful Bidder agrees to extend the resulting contract to other governmental entities, the following shall apply: Governmental entities utilizing Contracts with the City of Mineral Wells shall be eligible, but not obligated, to purchase material/services under this contract(s) awarded as a result of this solicitation. All purchases by governmental entities other than the City of Mineral Wells shall be billed directly to that governmental entity and paid by that governmental entity. The City of Mineral Wells shall not be responsible for another governmental entity’s debts. Each governmental entity shall order its own material/services as needed.

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

PART – 2

SCOPE OF SERVICES/SPECIFICATIONS

1.0 SCOPE

1.1 The City of Mineral Wells (City) seeks bids for the Ram GST Rehabilitation Project.

Prospective responding bidders should ensure they download all attachments for complete responses and understanding of the agreement the City intends to award from this solicitation. The successful bidder(s), known hereafter as “Contractor”/“Vendor.”

1.2 The quantities listed on the price submittal are only estimates based on previous usage and do not indicate intent to purchase or guarantee future business. The City is obligated to pay for only those services ordered by an authorized City employee and then received as required and accepted by the City.

1.3 The term of the Agreement shall be for a one-year initial term unless terminated earlier in accordance with this Agreement (“Initial Term”). Upon the expiration of the Initial Term, the Agreement shall renew automatically under the same terms and conditions for up to four (4) one-year renewal periods unless City or Vendor provides the other party with notice of non-renewal at least 60 days before the expiration of the Initial Term or renewal period. However, if funds are not appropriated, the City may cancel the Agreement 30 calendar days after providing written notification to the Contractor / Vendor.

1.4 Following the award, additional services of the same general category that could have been encompassed in the award of this Agreement, and that are not already on the

Agreement, may be added based on the discount bid and price sheet provided with the bid.

1.5 Unit prices shall include all costs associated with the specified work, including but not limited to handling, delivery, fuel charges, fees and certifications fees. NO ADDITIONAL

CHARGES WILL BE ACCEPTED OR PAID BY THE CITY.

1.6 Any services that have been omitted from this scope of service that are clearly necessary or in conformance shall be considered a requirement although not directly specified or called for in the scope of services.

1.7 The submission of a bid by the bidder shall be considered evidence of compliance with these requirements.

2.0 TENTATIVE SCHEDULE OF EVENTS

TASK DATE

ITB Release Date 09/19/2026

Pre-Bid Conference 10/07/2026

Deadline for Questions 10/09/2026

Answers Posted 10/14/2026

ITB Response Due Date AT 10:00 a.m. (Local Time) 10/20/2026

Recommended Vendor Selection 10/23/2026

Mayor and Council Consideration 11/10/2026

Contract Execution TBD

3.0 CHANGE IN COMPANY NAME OR OWNERSHIP - The Vendor shall notify the City’s Director of Finance, in writing, of a company name, ownership, or address change for the purpose of maintaining updated City records. The president of the company or authorized official must sign the letter. A letter indicating changes in a company name or ownership must be accompanied by supporting legal documentation such as an updated W-9, documents filed with the state indicating such change, copy of the board of director’s resolution approving the action, or an executed merger or acquisition agreement. Failure to do so may adversely impact future invoice payments.

4.0 CONTRACTOR REQUIREMENTS IN ORDER FOR THE BID TO BE EVALUATED

4.1 The Contractor shall:

4.1.1 Have a minimum of two (2) years of experience conducting services similar or related to the Scope of Services.

4.1.2 Have and operate a full-time, permanent business address with the ability to be reached by email and telephone.

5.0 METHOD OF AWARD

5.1 Bids will be evaluated based on the bidder whose offer represents the “best value” to the

City. Bids that do not receive 50% or more of the total available points excluding the points for price will be deemed non-responsive. The following criteria will be considered to determine the best value.

5.1.1 Cost of service - Maximum 35 points available.

5.1.2 Vendors Qualifications/Expérience based on the Qualifications Questionnaire, Attachement D: - Maximum 30 points avalable.

5.1.3 Vendors approach to providing service - maximum 20 points available.

5.1.4 Availability of resources: personnel - maximum 5 points available.

5.1.5 Availability of resources: equipment - maximum 5 points available.

5.1.6 Sample Invoice – maximum 5 points available.

6.0 DELIVERY

6.1 Delivery Location(s): City Hall

6.2 The City reserves the right to add or cancel locations.

6.3 There may be instances when the Vendor may be asked to accelerate delivery of an order(s) due to extenuating circumstances. When this occurs, the Vendor will be expected to provide this service at no additional cost.

6.4 In the event the Vendor is unable to meet the original delivery date(s), the City must be contacted immediately, but prior to the due date, and seek an extension of delivery time.

Failure to comply with the delivery terms may be legal grounds for canceling an order(s) or the entire Agreement in accordance with the Termination Clause shown elsewhere in the solicitation.

6.5 Delivery tickets must include the Purchase Order Number the City provides to the Vendor.

6.6 Delivered items that are determined to be defective or not meeting bid specifications shall be picked up and replaced by the Vendor, or the Vendor’s designee, at no cost to the City.

If the item (s) are not picked up within one (1) week after notification, the item shall become a donation to the City for disposition.

7.0 ESTIMATES

7.1 Vendor shall provide written or electronically produced estimates before the start of any work. The estimates must be emailed to the appropriate City employee or official who requested the services to be completed.

7.2 There are no guarantees the City will accept or held financially or liable for costs outside of labor and materials/ parts if the submitted pricing is deemed excessive by the evaluation panel.

7.3 Final invoices submitted to the City for work performed should always match the final estimate received by the City. All revised estimates must be approved in writing prior to billing.

7.4 All estimates provided by the Vendor will be quoted on a ‘time and materials’ basis, adherence to the agreed upon contract rate(s) and itemized to illustrate the cost of each of the following, if applicable, to the service or work performed.

7.4.1 Estimates shall include number of units, unit cost and City's cost for all part(s) to be installed; itemized by part and/or good being purchases by the City.

7.4.2 Estimates shall include cost of labor to perform repair and/or installation;

itemized by number of labor.

7.4.3 Estimates shall include itemized diagnostic fee. The diagnostic fee shall account for and include all travel and assessment to complete the diagnosis.

7.4.4 Miscellaneous fees will not be allowed. These costs should be broken down in

Labor, Parts, or established fees defined in the bid lines. This should be considered when bidding applicable costs in the other time and materials categories.

8.0 SPECIFICATIONS

8.1 Materials

8.1.1 All items supplied resulting from this bid shall be of recent production, unused, and suitable for their intended purpose.

8.2 Contractor Responsibilities

8.2.1 The Vendor shall include in the consumables fee all the goods, consumable goods,

8.2.1.1 Consumables will be based on a % of labor cost per invoice with a “not to exceed” cap. Please refer to the Qualifications Questionnaire

Attachment D.

8.2.2 All technicians will be certified and/or licensed to perform the required maintenance.

8.2.3 The awarded Vendor shall service in accordance with the best current practices in the industry.

8.2.4 Vendor shall be responsible for disposal of hazardous wastes from “cradle to grave”.

8.2.4.1 Vendor shall be responsible for cleanup of debris and spills resulting from work performed while completing services under this Agreement.

8.2.4.2 Vendor and Disposal site shall be compliant with all Texas Commission on Environmental Quality (TCEQ) and Environmental Protection Agency

(EPA) guidelines and in accordance with all applicable laws, codes, and ordinances including Model Standards adopted by Texas Commission on Environmental Quality.

8.2.5 The Vendor shall not subcontract without written permission from the City.

9.0 PREVENTATIVE MAINTENANCE

9.1 The Vendor shall follow the preventive maintenance schedules detailed in Exhibit

A.

10.0 BRAND NAME OR EQUAL

11.0 WARRANTY

11.1 All parts installed under this contract shall carry a minimum allowable manufacturer warranty period for up to one year. Warranties shall be effective on the date the parts are accepted by the City.

11.2 No repair or service work provided on any existing equipment shall void the existing warranty on the equipment.

11.3 Contractor warrants and guarantees that all items shall be in good working order from the time items are placed into service. Items shall be free of defects by design, materials, and workmanship for a period of not less than two years.

Should equipment fail during the warranty period, it shall be repaired/replaced at no expense to the City.

11.4 Vendor shall remedy at Vendor’s expense any damage to real or personal property owned by the City of Mineral Wells, when that damage is the result of products furnished.

11.5 The City of Mineral Wells shall notify the Vendor within a reasonable time after the discovery of any failure, defect, or damage.

11.6 If Vendor fails to remedy any failure, defect, or damage within a reasonable time after receipt of notice, the City of Mineral Wells shall have the right to replace, repair, or otherwise remedy the failure, defect, or damage at the Vendor’s expense.

11.7 This warranty shall not include failures attributable to accident, fire, or negligence on the part of City personnel.

11.8 With respect to all warranties, expressed or implied, from manufacturers or suppliers for work performed and materials furnished the Vendor shall:

11.8.1 Obtain all warranties that would be obtained in normal commercial practice.

11.8.2 Enforce all warranties for the benefit of the City of Mineral Wells.

12.0 SAFETY

12.1 The Vendor shall be responsible for meeting all Federal, State, County and

Municipal: laws, ordinances, and regulations.

12.2 Vendor personnel shall hold all applicable licenses required by the EPA, the

Occupational Safety and Health Administration (OSHA), and the (TCEQ).

12.3 Vendor is required to notify the City immediately of any hazardous conditions and/or damage to City property.

12.4 Safety Data Sheets:

12.4.1 A Safety Data Sheet (SDS), formerly known as a Material Safety Data

Sheet (MSDS), for all products for which an SDS sheet applies pursuant to Revised Statutes Annotated (RSA) Chapter 277-A (277-A) shall accompany each delivery. Delivery of such products will not be accepted without SDS sheets.

12.4.2 Delivered containers shall be properly labeled pursuant to RSA 277-A.

12.4.3 Failure to submit required SDS sheets or labeling of containers in accordance with RSA 277-A shall place the Vendor in non-compliance and may result in civil or criminal penalties. Vendor furnishing products subject to RSA 277-A is responsible for compliance thereof. Failure to comply shall result in the cancellation of an order.

13.0 LAWS, REGULATIONS, AND ORDINANCES

13.1 The Vendor shall be responsible for meeting all Federal: laws, ordinances and regulations; State: laws, ordinance and regulations; County: laws, ordinances and regulations; and City: laws, ordinances, and regulations for safety of people, environment, and property. This includes, but is not limited to, all Federal, State, County, and City Agencies, Administrations and Commissions such as the

Environmental Protection Agency (EPA), Occupational Safety and Health

Administration (OSHA), and the Texas Commission on Environmental Quality

(TCEQ). In the event any law, regulation or ordinance becomes effective after the start of this Agreement, the Vendor is required to comply with new policy. Any mandates requiring the City to comply with new guidelines will also require the

Vendor to comply.

14.0 INVOICES

14.1 Vendor’s Invoices must be itemized. Line items for labor, parts, and chemicals must include supporting documentation, as discussed below.

14.1.1 Supporting Documentation for Labor charges must include, at a minimum: 1) the total number of labor hours performed; and 2) the labor rate. Vendor must provide the City with documentation which identifies the per hour labor rate.

14.1.2 Supporting Documentation for Parts charges must include, at a minimum: 1) a short and plain description of the part; 2) the vendor part number; and 3) the vendor’s cost for the part and any markups.

14.1.3 Supporting Documentation for Sublet charges must include, at a minimum: 1) a short and plain statement of the parts and services provided by sublet providers; 2) the cost for each of the parts and services provided by sublet providers; and 3) documentation from the sublet provider establishing the vendor’s authorization of the sublet provider to provide parts and services.

14.1.4 The Vendor must obtain a Purchase Order number before performing any services.

14.1.5 The Vendor must itemize all charges on the Vendor’s invoice billing statement, and provide documentation establishing the charges on the Vendor’s invoice billing statement.

15.0 INVOICING REQUIREMENTS

15.1 The Contractor shall send invoices electronically to our centralized Accounts Payable department invoice email address: hhuffman@mineralwellstx.gov. This email address is not monitored so please do not send correspondence to this email address. The sole purpose of the supplier invoices email address is to receive and process supplier invoices.

15.2 Please include the following on the subject line of your e-mail: vendor name, invoice number, and PO number, separated by an underscore (ex: Example, Inc._123456_FW013-0000001234)

15.3 To ensure the system can successfully process your invoice in an expedient manner, please adhere to the following requirements:

15.3.1 All invoices must be either a PDF or TIFF format.

15.3.2 Image quality must be at least 300 DPI (dots per inch).

15.3.3 Invoices must be sent as an attachment (i.e. no invoice in the body of the email).

15.3.4 One invoice per attachment (includes PDFs). Multiple attachments per email is acceptable but each invoice must be a separate attachment.

15.3.5 Please do not send handwritten invoices or invoices that contain handwritten notes.

15.3.6 Dot matrix invoice format is not accepted.

15.3.7 The invoice must contain the following information:

15.3.7.1 Supplier Name and Address;

15.3.7.2 Remit to Supplier Name and Address, if different;

15.3.7.3 Applicable City Department business unit# (i.e. FW013)

15.3.7.4 Complete City of Mineral Wells PO number (i.e. the PO number must contain all preceding zeros);

15.3.7.5 Invoice number;

15.3.7.6 Invoice date; and

15.3.8 Invoices should be submitted after delivery of the goods or services.

15.4 To prevent invoice processing delays, please do not send invoices by mail and email and please do not send the same invoice more than once by email to hhuffman@mineralwellstx.gov. To check on the status of an invoice, please contact the City Department ordering the goods/services or the Central Accounts

Payable Department by email at: hhuffman@mineralwellstx.gov mailto:hhuffman@mineralwellstx.gov.

mailto:hhuffman@mineralwellstx.gov.

mailto:hhuffman@mineralwellstx.gov

15.5 If you are unable to send your invoice as outlined above at this time, please send your invoice to our centralized Accounts Payable department instead of directly to the individual city department. This will allow the city staff to digitize the invoice for faster processing.

15.6 If electronic invoicing is not possible, you may send your paper invoice to:

City of Mineral Wells

Attn: Department of Finance

211 SW 1st Avenue

Mineral Wells, TX 76067

The City’s goal is to receive 100% of invoices electronically so that all supplier payments are processed efficiently. To achieve this goal, we need the Contractor’s support.

If Contractor has any questions, please contact the Accounts Payable team at

(940)328-7708 or by email to hhuffman@mineralwellstx.gov

15.7 Contractor shall not include Federal, State of City sales tax in its invoices. City shall furnish a tax exemption certificate upon Vendor’s request.

16.0 UNIT PRICE ADJUSTMENT

16.1 Vendor may request a Price Adjustment based on Price Adjustment Verification up to one time Quarterly. Price Adjustment means an unplanned or unanticipated change, upward or downward, from the established contract price that is supported by demonstrated

Price Adjustment Justification. A request for a Price Adjustment must be initiated by the

Vendor. Price Adjustments shall not be allowed more frequently than once Quarterly. It is within the sole discretion of the City to determine whether an adjustment is necessary and/or acceptable.

16.2 Quarterly means the City’s Fiscal year quarters, being each of the three (3) month periods the first of which begins October 1. Quarter (Q) 1: October 1 – December 31; Q2:

Jan 1 – March 31; Q3P: April 1 – June 30; Q4: July 1 – September 30.

16.3 Price Adjustment Justification means documentation supporting a requested Price

Adjustment and showing an objectively verifiable basis for a change in price due to the documented impact of economic conditions on labor, equipment, or materials. Examples of possible Price Adjustment Justification include, but are not limited to, cost indexes, and/or updated supplier price sheets. It is within the sole discretion of the City to determine whether Price Adjustment Justification is sufficient and/or acceptable.

16.4 The Vendor must submit its Price Adjustment request, in writing, at least 60 days before the effective period (1st day of a new quarter). The Vendor must provide all Price

Adjustment Justification, as defined above, at the time of its request for a Price

Adjustment.

mailto:hhuffman@mineralwellstx.gov

16.5 If the City, in its sole discretion, concludes that the requested Price Adjustment is unreasonable or not fully supported by adequate Price Adjustment Justification, the City reserves the right to adjust the rate increase, or reject the requested Price Adjustment in its entirety and allow the contract to expire at the end of the contract term. If the City elects not to accept a requested Price Adjustment, the Department of Finance may issue a new solicitation.

16.6 Prices offered shall be used for bid analysis and for Agreement pricing. In cases of errors in extensions or totals, the unit prices offered will govern.

16.7 Upon expiration of the Agreement term, the successful bidder agrees to hold over under the terms and conditions of this Agreement for a reasonable period of time to allow the

City to re‐bid an Agreement, not to exceed ninety (90) days. Vendor will be reimbursed for this service at the prior Agreement rate(s). Vendor shall remain obligated to the City under all clauses of this Agreement that expressly or by their nature extends beyond and survives the expiration or termination of this Agreement.

16.8 Delivery of goods and/or services shall not be suspended by the Vendor without a thirty

(30) day prior written notice to the Director of Finance.

16.9 Only Published price changes will be accepted. Prices that were in effect at the time of order placement shall take precedence.

17.0 INSURANCE REQUIREMENTS

17.1 The Vendor shall assume all risk and liability for accidents and damages that may occur to persons or property during the prosecution of work under this Agreement. The Vendor shall file with the City of Mineral Wells Purchasing Division, prior to the commencement of services, a certificate of insurance documenting the following required insurance.

17.1.1 Failure to provide such information within five (5) calendar days may be grounds for Agreement termination.

17.2 Policies shall have no exclusions by endorsements which nullify the required lines of coverage, nor decrease the limits of said coverage unless such endorsements are approved by the City.