ARANSAS COUNTY COMMISSIONERS COURT

AGENDA ITEM MEMORANDUM

TO: Honorable Ray Garza and the Commissioners Court

FROM: Darrell Seibert

DEPT: Road and Bridge

MTG DATE: September 14, 2026

SUBJECT: Discuss, Approve or Disapprove Soliciting IFB’s for Road Materials for year 2027 – Road Materials and Culverts

AGENDA LANGUAGE: Discuss, Approve or Disapprove authorizing solicitation of Invitation for Bids (IFB) for road materials for 2027 for the County of Aransas and authorize the County

Judge to sign all necessary documents.

BACKGROUND: Annually, the Road and Bridge department solicits bids for road materials and culvert pipe just prior to the beginning of the new budget year. This early solicitation generally allows for the most competitive bids, thus “locking in” prices prior to the demand generated each spring from larger state-wide paving projects. These bids will be valid from January 01, 2027 to

December 31, 2027.

The IFB request will be advertised on September 24 and October 1, 2026, bids opened on October

27, 2026 and results presented to Commissioners Court on November 9, 2026.

ATTACHMENT(S): Invitation for Bids

BUDGETED ITEM: Yes

WITHIN BUDGET: N/A

FUND: Various

Road Materials FY2027

IFB #2026-1003

ROAD MATERIALS FY2027 - INVITATION FOR BIDS

Aransas County, TX is seeking bids for Road Materials for the Fiscal Year 2027. Specifications are available at the Aransas County Auditor’s Office located 308 N Live Oak St., Rockport, TX. 78382 and on the Aransas County website Aransas County Public Notices

(aransascountytx.gov). You may contact Jacky Cockerham, County Auditor, with any questions or concerns at jcockerham@aransascounty.org .

Bids must be timely submitted in a sealed envelope, clearly marked

“Road Materials Bid #2026-1003” on the outside. Bids will be received by the Aransas County

Auditor’s Office until Tuesday, October 27, 2026 at 2:00 P.M. at which time they will be publicly opened and read aloud. The bid results will likely be announced at the Commissioners Court meeting on Monday, November 09, 2026 at 9:00 a.m., at which time the bid will also likely be awarded.

Funds for payment have been provided through the Aransas County budget, approved by the

Commissioners’ Court for the fiscal year.

Questions and Clarifications. Interested parties may submit written questions and/or requests for clarification no later than Tuesday, October 20, 2026 at 12:00 p.m. Questions and clarifications will only be accepted in writing and must be emailed to the County Auditor at jcockerham@aransascounty.org. All questions and answers will be distributed to prospective bidders by email and/or by posting on the County’s website www.aransascountytx.gov on the

Aransas County Public Notices Page by 5:00 p.m. on Wednesday, October 21, 2026.

Copies of the RFP Packet. A copy of the RFP can be obtained free of charge during regular business hours in the County Auditor’s Office at 308 N Live Oak St., Rockport, Texas, 78382 and on the County’s website at www.aransascountytx.gov. The Courthouse is closed from 12:00 p.m.

– 1:00 p.m., Monday through Friday.

Location and Time of Opening. Bids will be opened at the Aransas County Auditor’s Office, 308

N Live Oak St., Rockport, TX, 78382, on Tuesday, October 27, 2026 at 2:00 p.m.

Description. Agreement will be valid from January 01, 2027 through December 31, 2027, subject to the approval of the Aransas County Commissioners Court, or it’s designee for the purchase of various road materials.

Information Required. Each bidder shall furnish the information required by the invitation. The bidder shall sign the bid. Erasures and other changes must be initialed by the person signing the bid. Bids may be submitted on other county forms, however, forms with different terms or provisions may not be considered as a responsive bid.

https://www.aransascountytx.gov/main/publicnotices.php#bidsrfqs https://www.aransascountytx.gov/main/publicnotices.php#bidsrfqs mailto:jcockerham@aransascounty.org mailto:jcockerham@aransascounty.org.

http://www.aransascountytx.gov/

Submission of Bids: Envelopes must be marked Road Materials Bid, and contain one original bid, two copies and one digital copy of bid on a USB. Sealed Bids shall be mailed or delivered in person to:

Aransas County Courthouse

Attn: Auditor’s Office

308 N Live Oak St.

Rockport, Texas 78382

Road Materials Bid #2026-1003

Sealed Bids shall be received by Tuesday, October 27, 2026 at 2:00 P.M.

PUBLISHED IN THE ROCKPORT PILOT on October 01, 2026 and October 08, 2026.

Bids may be held by Aransas County for a period not to exceed sixty 60 days from the date of the bid opening for the purpose of reviewing the bids and investigating the bidder's qualifications.

Aransas County reserves the right to reject any or all bids, to waive any and all irregularities in said bid(s), and to accept the bid considered most advantageous to the County. Section 3 Residents and

Business Concerns, Minority Business Enterprises, Small Business Enterprises and Women

Business Enterprises are encouraged to submit bids.

In order to be eligible to bid, bidders must not: be debarred or suspended from government bids;

boycott energy companies; boycott Israel; engage in business with Iran, Sudan, or a foreign terrorist organization; be or be associated with a company that is majority owned or controlled by citizens or governmental entities of China, Iran, North Korea, Russia, or any other county designated by the Governor of Texas, or headquartered in any of those countries; be otherwise excluded from, or ineligible to participate in federal or state assistance programs.

The County of Aransas is an Affirmative Action/Equal Opportunity Employer. The successful bidder must ensure that its employees and applicants for employment are not discriminated against because of race, color, religion, sex, sexual orientation, gender identity, or national origin.

Modification of Bids. Bids may be modified by written notice to the County Auditor’s Office prior to the exact hour and date specified for the receipt of bids. A comparative substitute may be accepted.

Consideration of Bids. The County of Aransas reserves the right to reject or cancel any or all bids, to reissue the bid invitation and to extend the bid opening time and date.

Method of Award. The County of Aransas shall award to the responsible and responsive bidder offering the lowest total costs OR the bid deemed the most advantageous to Aransas County due to benefits while meeting all other specification requirements.

Estimated Quantities. Quantities indicated in the Invitation to Bid and the Bid Specifications are annual estimates based on the best available information. In addition, all quantities are on an “as needed” basis. The county reserves the right to increase or decrease the quantities by any amount deemed necessary to meet its needs without any adjustment to bid price.

Payment Terms. All payments shall comply with the Texas Prompt Payment Act. However, County reserves all rights and remedies afforded to it under the law, including the right to withhold payment if deemed to be in the best interests of Aransas County. Circumstances where it may be necessary to withhold payment include, but are not limited to, invoice errors, undocumented and/or unsupported costs, remediating overpayments to the Contractor, defective or non-conforming work not remedied, claims filed, unacceptable Contractor performance, or failure of Contractor to make timely payments to its Subcontractor’s. County will make every effort to notify Contractor of an error or disputed amount in an invoice within twenty-one (21) days. Unless otherwise specified by Aransas County Commissioners Court, payment terms will be “Net 30” after receipt of product(s), material(s), service(s) or invoice, whichever is later

The County is exempt from Federal excise and State tax. Therefore, tax must not be included in the bid prices.

All delivery charges – freight, inside delivery, installation, etc. shall be included in the bid prices.

Billing Terms. Invoices shall be provided to the Aransas County Road and Bridge Department and County Auditor’s Department.

Supplemental Bid Documents. Bidders are to provide one (1) paper original, two copies of the bid in addition to one (1) digital copy on USB flash drive. Paper bids must be bound and furnished in a sealed package that is clearly marked on the exterior with:

Aransas County

Attn: Auditor’s Office

308 N Live Oak St.

Rockport, Texas 78382

Road Materials Bid

THIS SECTION LEFT BLANK INTENTIONALLY

BID COVERSHEET

ROAD MATERIALS FY2027 INVITATION FOR BIDS (IFB) #2026-1003

COMPANY NAME: (Please Print): ______________________________________________

Principal Office Address: _________________________________________________________

Phone: Email: _____________________________

Taxpayer Identification No. _______________________________________________________

BEFORE SUBMITTING YOUR PROPOSAL, MAKE SURE YOU HAVE COMPLETED

THE FOLLOWING TASKS:

1. Carefully read the entire Invitation for Bids.

2. Carefully review the Instructions for Responding to an Invitation for Bids.

3. Complete the Bid Specification Form and attach additional pages needed to respond to all of the questions.

4. Complete all required forms following this BID COVERSHEET.

5. Attach copies of any and all required Vendor and professional licenses for your company and for key personnel, if applicable.

6. Provide any additional information and documentation requested within the

Invitation for Bids.

7. Submit ONE (1) Original of your Bid, two copies, along with a USB flash drive with the same files in electronic form. Be sure to follow all directions in the

Instructions for Responding to this IFB. Clearly mark the sealed envelope with the name of the Project and address it as instructed. Electronic submissions are NOT accepted.

Make sure your Proposal is submitted PRIOR to the deadline. Late Bids will not be accepted and will be placed in a file unopened. Failure to provide all requested documents may result in your

Proposal being deemed non-responsive.

THIS SHOULD BE THE FIRST PAGE OF YOUR BID

BID SPECIFICATIONS FORM

MATERIAL DELIVERY

LOCATION/MODE

1931 FM 2165 Rockport, TX 78382

BID

Dry Portland Cement:

200 tons with spreader bar

Delivered

$______________/ton

Type PB:

Grade 4S cover stone:

5,000 tons

$_____________/ton

Flexible Base:

Type A/Grade 1:

4,000 tons

Flexible Base:

Type A/Grade 1:

4,000 tons

Pick-Up by County Truck

---- (address)

Crushed Concrete:

2,500 tons

Crushed Concrete:

2,500 tons

Pick-Up by County Truck

---- (address)

CRS-2 Asphalt:

150,000 gallons

$_____________/gallon

Type D: Cold Mix Asphalt, 300-tons

$_______________/ton

C1 III:

15” Reinforced Concrete Pipe;

$_______________/foot

18” Reinforced Concrete Pipe;

24” Reinforced Concrete Pipe;

High Performance (HP)

Storm Dual Wall HDPE Pipe;

15”

18”

24”

• Spreader bar required

The road materials being bid consist of estimated quantities and specifications. All items bid must comply with the 2004 edition of the Texas Department of Transportation Standard Specifications for Construction and Maintenance of Highways, Streets and Bridges. Please mark each item with your bid price or NB (No Bid) if you do not bid on specific items contained in the Invitation for

Bids.

Note: Additional pages may be added to the Bid Price Form if there is not sufficient space or the bidder want to supply supplemental information.

(Signed)

(Printed Name)

(Date)

CONFLICT OF INTEREST QUESTIONNAIRE

W-9 REQUEST FOR TAXPAYER IDENTIFICATION

NON-COLLUSION AFFIDAVIT

State of ___________________________ §)

County of §)

I, , being first duly sworn, deposes and states that:

(1) I am (Job Title) of ____

(CONTRACTOR), the CONTRACTOR that has submitted the attached Statement of

Qualifications “SOQ”; and,

(2) I am fully informed respecting the preparation and contents of the attached bid and of all pertinent circumstances respecting such SOQ; and,

(3) Such SOQ is genuine and is not collusive or a sham; and,

(4) Neither the said CONTRACTOR nor any of its Representatives, partners, owners, agents, representatives, employees, or parties in interest, including this affiant, has in any way colluded, conspired, connived or agreed, directly or indirectly with another company, firm, or person to submit a collusive or sham bid in connection with the Contract for which the attached SOQ has been submitted; or to refrain from participating in the response process in connection with such

Contract; or has in any manner, directly or indirectly, sought by agreement, collusion, communication, or conference with any other company, firm, or person to fix the scoring in the attached SOQ or of any other company; or any element of the SOQ; or to secure through any collusion, conspiracy, connivance or unlawful agreement any advantage against Aransas County, Texas, or any person interested in the proposed Contract; and,

(5) The information in the attached response are proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of the CONTRACTOR or any of its agents, representatives, owners, employees, or parties in interest, including this affiant.

(Signed)

(Printed Name)

ARANSAS COUNTY’S MBE/WBE INVOLVEMENT POLICY AND FORMS

POLICY STATEMENT.

Aransas County is wholly committed to developing, establishing, maintaining, and enhancing minority involvement in the total procurement process. It is the policy of Aransas County to involve qualified minority/women-owned businesses to the greatest extent feasible in the County’s procurement of goods, equipment, and services. The County, Vendors, vendors, suppliers, and professional Vendors shall not discriminate on the basis of race, color, religion, national origin, handicap, or sex in the award and/or performance of any contract. All Vendors, vendors, suppliers, and professionals, doing business or anticipating doing business with Aransas County shall support, encourage, and implement affirmative steps toward our common goal of establishing equal opportunity for all citizens of Aransas County.

REQUIREMENT OF ALL BIDDERS/VENDORS. Each firm responding to this solicitation shall be required to submit with their bid/bid information regarding minority/women business participation in this Project. This includes the following:

Check upon completion (forms attached):

1. Compliance with Aransas County's Good Faith Effort Policy

2. MBE/WBE Participation Report Form

3. Letter of Assurance A or Letter of Assurance B

4. MBE/WBE Identification (Optional)

Note: In the event that the awarded vendor is authorized to subcontract and commits effort to utilize minority and/or women-owned businesses as sub-Vendors, the name, address and telephone number of the actual sub-Vendor (s) with actual dollar awards to these sub-Vendors must be submitted to the County Auditor’s Office within five (5) working days after responses/bids are opened. Once work commences, the awarded vendor (prime Vendor) must submit an MBE/WBE sub-Vendor status payment report (attached) with each payment invoice before payments will be authorized for release. Further Vendors and sub-Vendor may be required to submit the EEO-1

Component 1 report annually. See https://www.eeoc.gov/employers/eeo-1-data-collection for additional information.

https://www.eeoc.gov/employers/eeo-1-data-collection https://www.eeoc.gov/employers/eeo-1-data-collection

GOOD FAITH EFFORTS

Prior to an award, all Bidders/Vendors will be required to document that a “Good Faith Effort” was made to secure minority/women-owned businesses as Vendors/sub-contractors. In the case of some construction Project, this documentation may be submitted after award of the contract, for those subcontract areas occurring later in the construction process. However, if the successful bidder/Vendor does not document its “Good Faith Effort” in securing minority/women-owned business participation (i.e. complying with Section 3), a representative of the Vendor may be required to appear before the Aransas County Commissioners Court and explain the situation and answer any questions raised by the Court.

Fulfillment of the obligation to make a Good Faith Effort can be accomplished by the following actions so long as the effort is documented:

• Attending a pre-bid/pre-bid conference, as scheduled by the County.

• Follow-up initial solicitation of interest by contacting minority/women-owned firms to determine with certainty whether these firms are interested.

• Select portions of the work proposed to be performed by minority/women-owned firms in order to increase the likelihood of achieving participation (including, where appropriate, breakdown of subcontracts into economically feasible units to facilitate participation).

• Document each minority/woman-owned firm contacted along with the conclusion or decision regarding inclusion and reasons for the conclusions or decisions.

• Assist the minority/women-owned firms contacted that needed assistance in obtaining bonding, lines of credit or insurance.

• Demonstrate that the Vendor effectively used the services of available community organizations, Vendor’s groups, local, state, and federal agencies, small businesses, minority/women business assistance offices, and other organizations that provide assistance and placement of minority/woman-owned businesses, in its efforts to include such businesses in its responses or bid.

By signing below, I acknowledge that I have reviewed the Aransas County MBE/WBE Involvement

Policy and understand the Vendor’s responsibilities.

Signature of Vendor’s Officer or Owner Vendor’s Phone Number

Printed Name and Title Email Address

MBE/WBE PARTICIPATION REPORT

PROJECT TITLE:

COMPANY NAME:

List each MBE/WBE business that you will work with on the Project if selected. The deletion of any of the listed businesses must be approved by Aransas County.

Name Certification # Phone Relationship/ Description Amount %

Role

Company/

Vendor, or

Employee Name

NCTRCA

Certification No.

Phone No. Vendor/

Subcontractor

Description of Work or

Supplies

Cost and/or

Fees to Company

Percentage of Work

□ No MBE/WBEs Added:

Please explain:

Printed Name of Preparer and Title Signature Date

LETTERS OF ASSURANCE

(COMPLETE AND RETURN ONLY ONE A or B)

Letter Of Assurance “A”

The undersigned Vendor/Vendor hereby assures that the Vendor will meet or exceed submitted

MBE/WBE goals and shall demonstrate and document a Good Faith Effort to comply with the

Aransas County Minority and Woman-Owned Business Involvement Policy in subcontract/subcontractor and material supplier awards. The undersigned further agrees that any deviation from the initial goals will be done so only with the concurrence of Aransas County.

(Complete this Letter of Assurance A only if the Vendor is planning to use the services of a certified vendor)

Letter Of Assurance "B"

The undersigned bidder/Vendor hereby certifies that the Vendor will perform the contract:

□ with our own work forces, and submit information sufficient to demonstrate that it is your normal business practice to do so.

or

□ without the services of M/WBE subcontractors. The undersigned further submits

GFE documented attempt(s).

(Complete this section only if the Vendor is not planning to use the services of a certified vendor)

MBE/WBE IDENTIFICATION

□ is, is not a woman-owned business

If it is, Section 3 Registry Number is:

Minority Business Enterprise (MBE) - The bidder/Vendor represents that it:

If it is, Section 3 Registry Number is:

Woman Business Enterprise (WBE) - The bidder/Vendor represents that it:

CERTIFICATE OF INTERESTED PARTIES, FORM 1295

DISCLOSURE OF INTERESTED PARTY FORM

Effective January 1, 2016, pursuant to Texas Government Code, Section 2252.908 (the “Interested

PARTY Disclosure Act”), except for limited exceptions1, the County may not award a contract to an Engineer unless the Engineer /Subcontractor submits a Certificate of Interested PARTIES

Form 1295 (the “Disclosure Form”) to the County as prescribed by the Texas Ethics Commission

(“TEC”). In the event that the Engineer ’s Proposal for the County is the best Proposal received, the County or its Engineer, will promptly notify the Subcontractor. That notification will serve as the conditional verbal acceptance of the Proposal. Upon this acceptance, the winning Engineer must promptly file the materials described below.

PROCESS FOR COMPLETING THE DISCLOSURE FORM

The Disclosure Form can be found at https://www.ethics.state.Texas.us/forms/1295.pdf , and reference should be made to the following information in order to complete it:

(a) Item 2 – Name of County (“Aransas County, Texas”)

(b) Item 3 – the identification number (“IFB #2026-1003”), and

(c) Item 3 – description of the goods or Services Pool assigned to this contract by the

County (“Road Materials”)

YOU MUST

1) Complete the Disclosure Form electronically at the TEC’s “electronic portal” (an example of the form is on the following page), and

2) Print, sign, and attach a copy of the Disclosure Form and Certification of Filing that is generated by the TEC’s “electronic portal."

**** Don’t forget to return it! ****

The following link will take you to the electronic portal for filing:

https://www.ethics.state.Texas.us/TECCertInt/pages/login/certLogin.jsf

1A completed Form 1295 is not required for:

• a sponsored research contract of an institution of higher education;

• an interagency contract of a state agency or an institution of higher education;

• a contract related to health and human services if:

o the value of the contract cannot be determined at the time the contract is executed; and o any qualified ENGINEER is eligible for the contract;

• a contract with a publicly traded business entity, including a wholly owned subsidiary of the business entity;

• a contract with an electric utility, as that term is defined by Section 31.002, Utilities Code; or a contract with a gas utility, as that term is defined by Section 121.001, Utilities Code.

https://www.ethics.state.tx.us/forms/1295.pdf https://www.ethics.state.tx.us/TECCertInt/pages/login/certLogin.jsf

Also, a detailed instruction video may be found here:

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

Neither the County nor its Engineers have the ability to verify the information included in a Disclosure Form, and neither have an obligation nor undertake responsibility for advising any business entity with respect to the proper completion of the Disclosure Form.

Questions should be directed to the Texas Ethics Commission.

The Form 1295 will look like this:

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