Hot mix RFP Gatesville 2026.pdf

REQUEST FOR PROPOSALS (RFP)

FOR

Annual Unit Price Contract for Hot Mix Asphalt Type D HMAC & HCML

ADVERTISEMENT FOR SEALED COMPETITIVE PROPOSALS

RFP 2026-0007

Hot Mix D HMAC & HCML, RFP 2026-0007, for the City of Gatesville, Texas, will be received at the above-mentioned address until 2 pm, October 5, 2026, at which time they will be publicly opened and read aloud.

1. The Contract Documents and Specifications are available at the City of Gatesville webpage The RFP and any subsequent addenda can be downloaded from the City of Gatesville's website at https://www.gatesvilletx.com/ by selecting the link(s) under the subheading Government and “Bids and RFPs”

2. All bids must be submitted via the BeaconBid system For this project, all bidders will be required to accept Addenda and other pertinent information by email, as well as provide written acknowledgement of Addenda as prescribed in the Instructions to Bidders.

The City of reserves the right to waive any informality that is not detrimental to any other bidder or potential bidder or to reject all bids or to accept the best value bidder that in the judgment of the City Council will be in the best interest of the City.

No bidder may withdraw his bid within sixty (60) days after the actual date of opening thereof.

Chad Newman, Public Works Director

Victoria Thomas Mike this does not match the title of the RFP on the first page. I suggest making consistent by changing both to state whichever one is correct.

PROPOSAL INSTRUCTIONS

Objective of Request for Competitive Sealed Bids process is to competitively procure services with a qualified contractor whose Proposal provides best value for Owner for the project description below:

Annual Unit Price Contract for As-Needed Provision and Delivery of Hot Mix Asphalt (HMAC) & Hot Mix Cold Lay (HMCL) Type D RFP: 2026-0007, in the City of Gatesville, Texas Base Bid: 2,000 Tons of Type D HMAC per TxDOT Item 340, 800 Tons of Type D HMCL TxDot item 334 along with the point of production of the material. The City is looking for Asphalt Production plants within 50 miles from the Center of the City of Gatesville. In considering bids, the City MAY consider distance and apply the IRS issued Standard Mileage Rate per mile to the overall cost of the material.

1. PROPOSAL EVALUATION

Proposals will be received, publicly opened, and names and monetary Proposals of each Offeror read aloud. Subsequently, Proposals will be ranked according to criteria described in this Document. Both cost and non-cost factors will be evaluated according to section 2269 of the local government code.

Complete sets of Bid Documents must be used in preparing Proposals; Owner does not assume any responsibility for errors or misinterpretations resulting from use of incomplete sets of Bid Documents. Dates, locations, and times of the proposal submittal are outlined in the Advertisement for Proposal.

2. SELECTION CRITERIA

Owner will consider several factors in selecting a winning bidder as noted in the section 2269 of the of State of Texas Government Code, and other applicable state codes which allow and will provide best value to Owner. Bids will be evaluated using the following criteria and weighting:

1. Proposed Material Cost: Offeror’s Proposed Cost of Materials shall be indicated in the Bid or Proposal Form.

2. The ability of the bidder to supply materials: Provide information about the offeror’s ability to timely produce materials and delivery.

The criteria and weighting for the ranking of Offeror’s Proposals is as outlined Below:

Item No. Evaluation Criteria Points

TOTAL 100

Evaluation and ranking of Proposals will be completed no later than 45th calendar day from date of Proposal opening. Offerors are requested not to withdraw their Proposals within 60 calendar days from date on which Proposals are opened. Proposal Security of highest-ranking firms will be held by Owner until contract negotiations are finalized.

Owner reserves right to adopt most advantageous interpretation of Proposals submitted in case of ambiguity or lack of clearness in stating Proposal Prices, to reject any or all Proposals, and/or waive informalities.

1. Material Cost 50

2. Material availability 50

BID SHORT FORM

Type D HMAC & HMCL: RFP 2026-0007

We, the undersigned, propose to furnish materials and guarantee that if we are awarded the bid, we will furnish the goods in accordance with the following specifications. The Owner is exempt from payment of State and Local sales, excise and use taxes under section 151.309 of the Texas Tax Code. Tons shown are anticipated amounts required over the course of a year.

THIS FORM MAY BE COPIED

UNIT PRICE: $ per ton for up to 2,000 or more Tons of Asphalt Ty-D HMAC

UNIT PRICE: $ per ton for up to 800 or more Tons of Asphalt Ty-D. HMCL

Delivery (if available) $ per trip, mile, or load (circle one)

*delivery to areas within the Gatesville city limits, if available

By submitting this proposal, the submitter understands that they must enter into a one-year agreement with the City for the award of this contract.

EXCEPTIONS:

BID PRICE IS GUARANTEED FOR 90 (NINETY) DAYS AFTER BID OPENING BY CITY

Authorized Signature:

Signature Date

Printed Name of Signee:

Name of Firm: ___________________________________________________________________ Firm Address:

Street No & Suite, City, State, Zip Code

Telephone Number: Email

All Bids shall be submitted on forms supplied by the City.

Bid documents shall be submitted via mail or in person. It is the sole responsibility of the bidder to see that his bid is received on time.

BIDDERS (SUBMITTERS) QUALIFICATIONS:

The City shall have the right to take such steps as it deems necessary to determine the ability of the bidder, to perform his obligations under the Contract and the bidder shall furnish the City all such information and data for this purpose, as the City of may request it. The right is reserved to reject any bid where an investigation of the available evidence or information does not satisfy the City, whereas the bidder is qualified to carry out properly the terms of the contract.

ESTIMATED QUANTITIES: It is estimated that the Owner will purchase the quantity stated in the Bid Form, on an as-needed basis, during the term of the contract. This represents a realistic estimate based on historical data for purposes of securing a quote. The quantities are not firm and are not hereby called for or ordered. These estimates do not constitute an order.

ADDITIONAL QUANTITIES: The Owner anticipates that it may require additional quantities of the goods described in the Bid Form. The bid price will apply to any additional quantities, including quantity discounts applied to the initial purchase. The Owner is not obligated to purchase any additional goods under this solicitation.

The Contract will be awarded to the responsible bidder submitting the best value evaluated bid complying with the specifications. Asphalt Plant or distribution location must be within 50 miles of the City of Gatesville. The award of the Contract will be based upon consideration of not only cost, but other factors as noted in Section 252 and 2269 of the Local government Code. The City, however, reserves the right to reject any and all bids and to waive any formality in bids received whenever such rejection or waiver is in the City’s interest. The Bidder to whom the award is made will be notified at the earliest possible. Please see proposal instructions for further guidance.

CONFLICT OF INTEREST QUESTIONNAIRE

For vendor or other person doing business with local governmental entity

FORM CIQ

This questionnaire reflects changes made to the law by H.B. 1491, 80th Leg., Regular Session.

This questionnaire is being filed in accordance with Chapter 176, Local Government Code by a person who has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the person 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 person becomes aware of facts that require the statement to be filed. See Section 176.006, Local Government Code.

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

OFFICE USE ONLY

Date Received

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

2 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 the originally filed questionnaire becomes incomplete or inaccurate.)

3 Name of local government officer with whom filer has employment or business relationship.

Name of Officer

This section (item 3 including subparts A, B, C & D) must be completed for each officer with whom the filer has an employment or other business relationship as defined by Section 176.001(1-a), Local Government Code. Attach additional pages to this Form CIQ as necessary.

A. Is the local government officer named in this section receiving or likely to receive taxable income, other than investment income, from the filer of the questionnaire?

Yes No

B. Is the filer of the questionnaire receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer named in this section AND the taxable income is not received from the local governmental entity?

C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an ownership of 10 percent or more?

D. Describe each employment or business relationship with the local government officer named in this section.

Signature of person doing business with the governmental entity Date

Adopted 06/29/2007

Form TGC 2270

VERIFICATION REQUIRED BY TEXAS GOVERNMENT CODE CHAPTER 2270

Contract identifier: _ Department: _ _ _

By signing below, Company herby verifies the following:

1. Company does not boycott Israel; and

2. Company will not boycott Israel during the term of the contract.

SIGNED BY: ____________________________________________________

Print Name of Person ____________________________________________ Signing, Title, and Company ______________________________________________________

Date signed: ___________________________________________________

STATE OF TEXAS §

COUNTY OF §

BEFORE ME, the undersigned Notary Public on this day personally appeared (Name), on behalf of (Company) who being duly sworn, stated under oath that he/she has read the foregoing verification required by Texas Government Code Section 2270.002 and said statements contained therein are true and correct..

SWORN AND SUBSCRIBED TO before me, this day of , 20 .

NOTARY OF PUBLIC,

FOR THE STATE OF TEXAS

My Commission Expires:

Government Code § 2270.002. Provision Required in Contract Effective: September 1, 2017 A governmental entity may not enter into a contract with a company for goods or services unless the contract contains a written verification from the company that it:

(1) does not boycott Israel; and

(2) will not boycott Israel during the term of the contract.

The following definitions apply:

(1) “Boycott Israel” means refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with a person or entity doing business in Israel or in an Israeli-controlled territory, but does not include an action made for ordinary business purposes.

(2) “Company” means a for-profit sole proprietorship, organization, association, corporation, partnership, joint venture, limited partnership, limited liability partnership, or limited liability company, including a wholly owned subsidiary, majority-owned subsidiary, parent company, or affiliate of those entities or business associations that exists to make a profit.

(3) “Governmental entity” means a state agency or political subdivision of this state.

State law requires verification from a Company for contracts involving goods or services (regardless of the amount) before the City can enter into the contract.