Invitation to Bid (5).pdf

INVITATION TO BID

(THIS IS NOT AN ORDER)

FROM: PURCHASING DEPARTMENT

CITY OF WEATHERFORD

P.O. BOX 255

WEATHERFORD, TX. 76086

(817)598-4232

DATE: AUGUST 17,2026

BID NUMBER: 2026-019

BID TITLE: ANNUAL AGGREGATE AND

MATERIALS FOR ROAD IMPROVEMENTS

BID OPENING: 2 P.M., SEPTEMBER 22, 2026

TO: PROSPECTIVE BIDDERS

SEALED BIDS/PROPOSALS FOR THE ITEMS SPECIFIED WILL BE RECEIVED BY THE

PURCHASING DEPARTMENT, 303 PALO PINTO STREET, WEATHERFORD, TEXAS 76086 PRIOR

TO:

2:00 P.M. CST, TUESDAY, SEPTEMBER 22, 2026

GENERAL CONDITIONS OF BIDDING - READ CAREFULLY. FAILURE TO COMPLY

WITH THESE CONDITIONS MAY RESULT IN THE REJECTION OF YOUR BID AT THE

DISCRETION OF THE CITY.

1. SEALED BIDS/PROPOSALS MUST BE RECEIVED ON THE ATTACHED BID SUBMITTAL FORM,

PRIOR TO OPENING DATE AND TIME TO BE CONSIDERED. LATE PROPOSALS WILL BE

REFUSED AND RETURNED, UNOPENED.

2. BIDS SHALL BE PLAINLY MARKED WITH THE BID NUMBER, NAME OF BID, AND

OPENING DATE ON THE OUTSIDE OF A COMPLETELY SEALED ENVELOPE, AND MAILED

OR DELIVERED TO THE PURCHASING DEPARTMENT, CITY OF WEATHERFORD, P.O.

BOX 255, 303 PALO PINTO STREET, WEATHERFORD, TEXAS 76086.

3. ANY SUBMITTED ARTICLE DEVIATING FROM THE SPECIFICATIONS MUST BE IDENTIFIED

AND HAVE FULL DESCRIPTIVE DATA ACCOMPANYING SAME, OR IT WILL NOT BE

CONSIDERED.

4. ALL MATERIALS ARE TO BE QUOTED FOB WEATHERFORD, TEXAS, DELIVERED TO THE

FLOOR OF THE CITY WAREHOUSE, OR AS OTHERWISE INDICATED.

5. UNLESS OTHERWISE NOTED ON THE BID, ALL PRICES FOR ANNUAL BIDS SHALL REMAIN

FIXED FOR THE TIME PERIOD SPECIFIED ON THE BID SUBMITTAL FORM.

6. IN CASE DEFAULT BY BIDDER AFTER BID ACCEPTANCE, THE CITY OF WEATHERFORD MAY,

AT ITS OPTION, HOLD THE ACCEPTED BIDDER OR CONTRACTOR LIABLE FOR ANY AND ALL

RESULTANT INCREASED COSTS TO THE CITY AS A PENALTY FOR SUCH DEFAULT.

7. THE CITY OF WEATHERFORD RESERVES THE RIGHT TO REJECT ANY AND ALL BIDS, TO

WAIVE ALL INFORMALITIES AND REQUIRE THAT SUBMITTED BIDS REMAIN IN FORCE FOR

A SIXTY (60) DAY PERIOD AFTER OPENING OR UNTIL AWARD IS MADE, WHICHEVER COMES

FIRST.

8. THE QUANTITIES SHOWN MAY BE APPROXIMATE AND COULD VARY ACCORDING TO THE

REQUIREMENTS OF THE CITY OF WEATHERFORD THROUGHOUT THE CONTRACT PERIOD.

9. THE ITEMS ARE TO BE PRICED EACH NET. PACKAGING OR SHIPPING QUANTITIES WILL BE

CONSIDERED.

10. ANY ATTEMPT TO NEGOTIATE WITH THE CITY OF WEATHERFORD OR ITS

REPRESENTATIVES PRIOR TO AWARD OR GIVE FALSE INFORMATION ON THE CONTENTS

OF THIS BID SHALL BE GROUNDS FOR DISQUALIFICATION.

11. THE CITY OF WEATHERFORD IS EXEMPT FROM ALL SALES AND EXCISE TAXES. (ARTICLE

20.04B)

12. ANY CATALOG OR MANUFACTURERS REFERENCE IN THIS INVITATION TO BID IS

DESCRIPTIVE, BUT NOT RESTRICTIVE, AND IS USED ONLY TO INDICATE TYPE AND GRADE

UNLESS OTHERWISE STATED.

13. FURNISH SPECIFICATIONS AND DESCRIPTIVE LITERATURE ON ALL ITEMS BID.

14. IN THE EVENT A NO-BID IS TO BE SUBMITTED, NOTE SAME ON INVITATIONS AND RETURN

WITH THE GENERAL PROVISIONS INCLUDED HEREIN.

15. THE CITY OF WEATHERFORD RESERVES THE RIGHT TO AWARD BY ITEM OR TOTAL BID

AND TO WAIVE ANY FORMALITIES AND TECHNICALITIES.

16. CASH DISCOUNTS WILL BE CALCULATED FROM DATE COMPLETE SHIPMENT OF ORDER IS

RECEIVED, OR DATE INVOICE IS RECEIVED BY THE CITY, WHICHEVER IS LATER. PURCHASE

ORDER NUMBER MUST APPEAR ON ALL INVOICES AND DELIVERY TICKETS.

17. PAYMENT FOR MATERIAL OR SERVICES WILL BE MADE ONLY AFTER COMPLETION OF

ORDER HAS BEEN RECEIVED BY THE CITY, AND AFTER THE USING DEPARTMENT HAS

CERTIFIED RECEIPT OF MATERIAL OR SERVICES AND VERIFIED THAT THE MATERIAL OR

SERVICE IS IN ACCORDANCE WITH THE BID SUBMITTED.

18. A BID CALCULATED ON AN “ALL OR NONE” BASIS, MUST BE SO STATED ON THE BID.

19. THE CITY OF WEATHERFORD RESERVES THE RIGHT TO CANCEL ANY CONTRACT

AWARDED FROM THIS BID WITH 30 DAYS WRITTEN NOTICE TO THE SUCCESSFUL BIDDER

IF CITY DISCOVERS SUB-STANDARD MATERIALS OR SERVICE NOT MEETING BID

SPECIFICATIONS, OR THE PRICING OF SERVICES OR MATERIALS ARE NO LONGER IN THE

BEST INTEREST OF THE CITY OF WEATHERFORD.

20. ALL BIDS CALLING FOR LABOR AND MATERIALS FURNISHED BY THE BIDDER MUST BE BID

AS SEPARATE AMOUNTS, SO SPECIFIED, FOR TAX AND ACCOUNTING PURPOSES.

MATERIALS WHICH ARE INCORPORATED INTO OR BECOMES PART OF THE PROJECT ARE

EXEMPT FROM SALES TAX. THE CONTRACT OR PURCHASE ORDER WILL SO REFERENCE

THESE AMOUNTS. THE CONTRACTOR IS EXPECTED TO EXECUTE A RESALE CERTIFICATE

INSTEAD OF PAYING THE SALES TAX AT THE TIME OF THE PURCHASE. THE CITY OF

WEATHERFORD WILL ISSUE AN EXEMPTION CERTIFICATE FOR THE MATERIALS AS LONG

AS THEY ARE A PART OF THE FINISHED PROJECT.

21. BIDDER SHALL STATE DELIVERY TIME IN “DAYS” AFTER RECEIPT OF ORDER.

22. BIDDER SHALL FURNISH AS A PART OF THE SEALED BID, A DETAILED STATEMENT OF

WARRANTY, IF APPLICABLE.

23. IN THE EVENT OF A TIE BID FOR IDENTICAL MATERIALS BID AT IDENTICAL PRICES, THESE

GENERAL CONDITIONS OF BIDDING WILL BE EVALUATED FOR COMPLIANCE AND WILL BE

USED TO BREAK THE TIE. IN THE EVENT OF A COMPLETE AND TOTAL TIE IN ALL AREAS,

THE STATE OF TEXAS LAW CONCERNING TIE BIDS WILL APPLY.

24. UNLESS OTHERWISE STATED, ALL MATERIALS ARE TO BE BID AS NEW AND UNUSED.

25. THIS CONTRACT WILL BE AWARDED EITHER TO THE LOWEST RESPONSIBLE BIDDER

OR TO THE BIDDER WHO PROVIDES GOODS OR SERVICES AT THE BEST VALUE FOR THE

MUNICIPALITY IN ACCORDANCE WITH CHAPTERS 252 AND 271 OF THE TEXAS LOCAL

GOVERNMENT CODE.

SHOULD THE SUCCESSFUL LOWEST BE UNABLE TO PROVIDE MATERIALS OR SERVICES PER

BID ITEM, THEN CITY OF WEATHERFORD SHALL HAVE THE RIGHT TO SELECT THE SECOND

LOWEST BID ITEM. IF SECOND LOWEST BID CANNOT PROVIDE MATERIAL OR SERVICES

THEN THIRD LOWEST BIDDER WILL BE SELECTED.

26. BEST VALUE SHALL BE DETERMINED BASED ON CONSIDERATION OF VENDOR

AVILABILITY AND RESPONSIVENESS, SERVICES OFFERED, QUALITY AND

SUITABILITY OF MATERIALS, AND THE LOCATION AND ACCESSIBILITY OF THE

VENDOR LOCATION, INCLUDING TRANSPORTATION REQUIREMENTS AND TRAVEL

TIME. AWARD SHALL NOT BE BASED SOLELY ON THE LOWEST PRICE.

27. ALL CONTRACTORS WILL COMPLY WITH TEXAS GOVERNMENT CODE, CHAPTER 2258,

PREVAILING WAGE RATES.

DISCLOSURE OF INTERESTED PARTIES

In 2015, 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 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 law applies only to a contract of a governmental entity or state agency that either (1) requires an action or vote by the governing body of the entity or agency before the contract may be signed OR (2) has a value of at least $1 million. The disclosure requirement applies to a contract entered into on or after January 1, 2016.

The process as implemented by the Commission is as follows:

1. A business entity must use the application to enter the required information on Form 1295 and print a copy of the form and a separate certification of filing that will contain a unique certification number.

2. An authorized agent of the business entity must sign the printed copy of the form. The completed Form 1295 and certification of filing must be filed with the Finance Department “at the time the business entity submits the signed contract” to the City of Weatherford.

3. The City of Weatherford must notify the Commission, using the Commission’s filing application, of the receipt of the filed Form 1295 and certification of filing no later than the 30th day after the date the governmental entity or state agency receives the disclosure.

For more information regarding how to file Form 1295, please click on the following link:

https://www.ethics.state.tx.us/whatsnew/elfinfoform1295.htm

THIS FORM ONLY NEEDS TO BE COMPLETED IF YOU ARE AWARDED THE

CONTRACT

INSURANCE REQUIREMENTS

SUCCESSFUL BIDDER WILL BE REQUIRED TO PROVIDE INSURANCE AS

REQUIRED BY THE CITY OF WEATHERFORD:

A. COMPREHESIVE GENERAL LIABILITY: INSURANCE IN THE AMOUNT OF

$1,000,000.00 WHICH INCLUDES THE FOLLOWING:

1. PREMISES-OPERATIONS (INCLUDING X-C-U)

2. OWNER’S AND CONTRACTOR’S PROTECTION.

3. PRODUCTS AND COMPLETED OPERATIONS.

4. CONTRACTURAL-INLCUDING SPECIFIED PROVISIONS

FOR THE SUBCONTRACTOR’S OBLIGATION.

B. WORKERS’ COMPENSATION: STATUTORY EMPLOYER’S LIABILITY-

$1,000,000.00 AND SHALL INCLUDE:

1. PUBLIC LIABILITY PER PERSON PER OCCURRENCE

a. BODILY INJURY $1,000,000.00 $1,000,000.00

b. PROPERTY DAMAGE $1,000,000.00

2. ENDORSED WITH A WAIVER OF SUBROGATION IN FAVOR OF THE

CITY OF WEATHERFORD.

C. AUTOMOBILE LIABILITY:

1. COMBINED SINGLE LIMITS OF AT LEAST $1,000,000.00

2. OWNER, NON-OWNED AND HIRED MOTOR VEHICLES.

D. INCLUDE AN ENDORSEMENT BLANKET WAIVER OF SUBROGATION IN

FAVOR OF THE

CITY OF WEATHERFORD.

E. THE CITY OF WEATHERFORD MUST BE ADDED TO THE

CERIFICATE OF INSURANCE AS ADDITIONAL INSURED.

F. INSURANCE IS TO BE PLACED WITH INSURERS WITH A BEST RATING OF

NO LESS THAN A: VII. ALSO, THE COMPANY MUST BE DULY

AUTHORIZED TO TRANSACT BUSINESS IN THE STATE OF TEXAS.

TEXAS GOVERNMENT CODE VERIFICATIONS

Contractor verifies and certifies that it does not and during the duration of this Agreement will not:

A. boycott Israel as that term is defined in Texas Government Code Section 808.001 and Chapter 2271, as amended;

B. do business with Iran, Sudan, or a foreign terrorist organization, as defined in

Texas Government Code Chapter 2270, as amended;

C. boycott energy companies as defined in Texas Government Code Section 809.001 and Chapter 2276, as amended.

D. discriminate against a firearm entity or firearm trade association as defined in

Texas Government Code Chapter 2274, as amended.

E. Operate as a foreign owned or controlled company in connection with a critical infrastructure project as defined in Texas Government Code Chapter 2275, as amended; or

Date

Company Name

Authorized Agent Signature

Authorized Agent Printed Name

Company Address

THIS FORM MUST BE SUBMITTED WITH YOUR BID PACKAGE

BID SUBMITTAL FORM

(THIS IS NOT AN ORDER)

PURCHASING DEPARTMENT

CITY OF WEATHERFORD

P.O. BOX 255

WEATHERFORD, TEXAS 76086

DATE: AUGUST 17, 2026

BID NUMBER: 2026-019

BID TITLE: ANNUAL AGGREGATE AND

MATERIALS FOR ROAD IMPROVEMENTS

BID OPENING: 2 P.M., SEPTEMBER 22,

PLEASE QUOTE PRICES FOR THE ARTICLES OR SERVICES BELOW. THE CITY RESERVES THE

RIGHT TO ACCEPT OR REJECT ALL OR ANY PART OF YOUR OFFER, AND TO ACCEPT THE OFFER

THE CITY CONSIDERS THE MOST ADVANTAGEOUS. BY SUBMITTING THIS BID THE

UNDERSIGNED HEREBY CERTIFIES THAT SAID BID HAS BEEN INDEPENDENTLY ARRIVED AT

AND THAT PRICE, TERMS OR CONDITIONS APPEARING OR APPLICABLE HERETO, HAVE NOT

AND WILL NOT BE DISCLOSED BY OR ON BEHALF OF THE BIDDER OR COMPETITOR. ANY

SUGGESTIONS AS TO QUANTITY TO SECURE A BETTER PRICE IS WELCOME. ADDRESS

CORRESPONDENCE TO THE CITY OF WEATHERFORD PURCHASING DEPARTMENT, 303 PALO

PINTO STREET, WEATHERFORD, TEXAS 76086.

ANNUAL CONTRACT FOR AGGREGATE AND MATERIALS FOR ROAD

IMPROVEMENTS PER SPECIFICATIONS.

THIS AGREEMENT SHALL BEGIN ON THE DATE STATED IN THE PURCHASE ORDER

(“EFFECTIVE DATE”) AND SHALL EXPIRE ON THE UPCOMING SEPTEMBER 30TH, (“EXPIRATION

DATE”), UNLESS TERMINATED EARLIER IN ACCORDANCE WITH THIS AGREETMENT (“INITIAL

TERM”). UPON THE EXPIRATION OF THE INITIAL TERM, THE AGREEMENT SHALL RENEW

AUTOMATICALLY UNDER THE SAME TERMS AND CONDITIONS FOR UP TO THREE (3) ONE-

YEAR RENEWAL PERIODS (OCTOBER 1 TO SEPTEMBER 30), 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.

PRICES FOR THE INTIAL TERM ARE TO BE FIRM. IF THE SUCCESSFUL BIDDER’S SUPPLIER DOES

INCREASE THE COST OF PRODUCT DURING THE YEAR, THE CITY WILL CONSIDER SUCH COST

INCREASES ON A “PASS THROUGH” BASIS. REQUESTS FOR PRICE INCREASES MUST BE

ACCOMPANIED BY SUPPORTING EVIDENCE OF A PRICE INCREASE FROM THE MANUFACTURER.

NOTIFICATION OF PRICE CHANGES MUST BE SUBMITTED IN WRITING TO THE APPROPRIATE

CITY REPRESENTATIVE WITH THE EFECTIVE DATE OF THE CHANGE TO BE AT LEAST THIRTY

(30) DAYS AFTER WRITTEN NOTIFICATION. ANY PRICE DECREASE SHALL ACCRUE

IMMEDIATELY TO THE CITY’S BENEFIT.

REQUESTS FOR PRICE ADJUSTMENTS BASED ON SIGNIFICANT INCREASES IN DIESEL FUEL

COSTS MAY BE CONSIDERED BY THE CITY. ANY REQUESTS MUST BE SUBMITTED IN WRITING

AND INCLUDE DOCUMENTATION DEMONSTRATING THE INCREASE IN FUEL COSTS HAS

MATERIALLY AFFECTED THE COST OF FURNISHING MATERIALS UNDER THIS CONTRACT.

AT THE END OF THE RENEWAL TERM AND EACH RENEWAL (IF ANY), THE RATES MAY BE

INCREASED, DECREASED, OR REMAIN UNCHANGED. ANY PRICE ADJUSTMENT MUST BE

REQUESTED BY THE SUPPLIER IN WRITING, INCLUDING DETAILED DOCUMENTATION

SUPPORTING THE INCREASE, AT LEAST SIXTY (60) DAYS PRIOR TO THE EXPIRATION OF THE

CURRENT TERM. ANY CHANGE IN PRICING MUST BE REVIEWED AND APPROVED BY THE CITY.

THE UNDERSIGNED HEREBY OFFERS TO FURNISH AND DELIVER THE ARTICLES OR

SERVICES AS SPECIFIED ABOVE AT THE PRICES AND TERMS STATED AND IN STRICT

ACCORDANCE WITH THE SPECIFICATIONS AND GENERAL CONDITIONS OF BIDDING, ALL OF

WHICH ARE MADE A PART OF THIS OFFER. THIS OFFER IS NOT SUBJECT TO WITHDRAWAL.

COMPANY OR INDIVIDUAL AUTHORIZED SIGNATURE

ADDRESS DATE

PHONE NUMBER

EMAIL ADDRESS

ANNUAL AGGREGATE BID WORKSHEET

NOTE: BASE PRICE IS TO BE QUOTED PER TON AT VENDOR’S PLANT. THIS PRICE WILL REMAIN FIXED FOR ONE YEAR FROM THE AWARD OF THE CONTRACT. THE INITIAL TERM OF AGREEMENT WILL BE FOR ONE (1) YEAR, AND THEREAFTER THE AGREEMENT SHALL AUTOMATICALLY RENEW FOR UP TO THREE (3) ADDITIONAL ONE-YEAR PERIODS. AT THE END OF THE INITIAL TERM AND EACH RENEWAL (IF ANY) THE RATES MAY BE INCREASED, DECREASED, OR REMAIN UNCHANGED. ANY PRICE ADJUSTMENT MUST BE REQUESTED BY THE VENDOR IN WRITING, INCLUDING DETAILED DOCUMENTATION SUPPORTING THE INCREASE, AT LEAST SIXTY DAYS PRIOR TO THE EXPRIRATION OF THE CURRENT TERM. THE DELIVERED PRICE IS THE COMBINED TOTAL OF THE FIXED BASE PRICE AND ALL TRANSPORTATION COSTS OR AS SPECIFIED FOR EACH TON OF MATERIAL. ALL PRICES ARE

TO BE QUOTED PER TON.

DESCRIPTION BASE PRICE DELIVERY PRICE DELIVERY PRICE (FLOWBOY)

ASPHALTIC CONCRETE, HOT

MIX/HOT LAY (HMAC ITEM

340 TYPE “D”)

(Tandem)$

340 TYPE “A OR B”)

340 TYPE “C”)

MIX/COLD LAY. (MADE WITH

AC-3 AND PRIMER TXDOT

ITEM 334 TYPE “A OR D”).

(End-Dump) $ N/A

BASE MATERIAL TEXAS

STANDARDS, ITEM 247 TYPE

“A”, GRADE 2, (“BLUE BOOK

PAGE 179, #247.2, 1993, STD.

SPEC. FOR CONSTRUCTION

OF HIGHWAYS.) EXCEPT

THAT PI MAY NOT EXCEED 10

MANUFACTURED SAND

UTILITY ROCK- 1”

STATE ANY LIMITATIONS REGARDING MINIMUM ORDER AMOUNTS, STANDARD HOURS OF OPERATION, AFTER HOURS AND WEEKEND AVAILABILITY, AND DELIVERY LEAD TIME. FOR ADDITIONAL INFORMATION, PLEASE CONTACT MATT LEPPLA AT (817)598-4148. DELIVERED PRICE WILL BE TO THE CITY OF WEATHERFORD, STOCKPILE AT 802 EAST OAK ST. OR TO VARIOUS JOB SITES WITHIN A MAXIMUM RADIUS OF 10 MILES FROM THE OLD COURTHOUSE AT THE CITY OF WEATHERFORD.

SHOULD THE SUCCESSFUL LOWEST BIDDER BE UNABLE TO PROVIDE MATERIAL OR SERVICES PER BID ITEM, THEN CITY OF WEATHERFORD SHALL HAVE THE RIGHT TO SELECT SECOND LOWEST BID ITEM. IF SECOND LOWEST BID CANNOT PROVIDE MATERIAL OR SERVICES THEN THIRD LOWEST BIDDER WILL BE SELECTED.