RFB 2027-364 TERM CONTRACT FOR PURCHASE OF AGGREGATE MATERIALS.pdf

LEON COUNTY, TEXAS

REQUEST FOR BID

2027-364 TERM CONTRACT FOR PURCHASE OF

AGGREGATE MATERIALS

PREPARED BY:

LEON COUNTY AUDITOR’S OFFICE

113 W. MAIN

CENTERVILLE, TEXAS 75833

PHONE 903-536-2709

COURTNEY.SPENCE@CO.LEON.TX.US

RELEASE DATE: AUGUST 5, 2026

DUE DATE: AUGUST 20, 2026 AT 2:20 P.M.

RFB 2027-364 Term Contract for Purchase of Aggregate Materials

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RFB 2027-364 TERM CONTRACT FOR PURCHASE OF AGGREGATE MATERIALS

Table of Contents

INTRODUCTION

APPLICABILITY OF GENERAL TERMS AND CONDITIONS

OVERVIEW

SCOPE OF WORK

MATERIALS AND PRICING ITEMS

MINIMUM QUALIFICATIONS

MATERIAL SOURCES AND SUPPLIERS

ORDERING, LOADING, AND TICKETING

COUNTY LOADING COORDINATION

LOADING TICKETS, SCALE TICKETS, AND WEIGHT VERIFICATION

MATERIAL QUALITY AND ACCEPTANCE

PURCHASE ORDERS, INVOICING, AND RECORDS

INVOICE REQUIREMENTS

RECORDS

BID PRICING REQUIREMENTS

EVALUATION CRITERIA

EVALUATED UNIT PRICE COST TO THE COUNTY

COMPLIANCE WITH SPECIFICATIONS

CONTRACTOR QUALIFICATIONS AND EXPERIENCE

MATERIAL AVAILABILITY AND SOURCE LOCATION

LOADING AND FULFILLMENT CAPABILITY

INVOICING, TICKETING, AND DOCUMENTATION PRACTICES

SAMPLES, TESTING, AND QUALITY CONTROL

REFERENCES AND PAST PERFORMANCE

INSURANCE, LEGAL, AND REGULATORY COMPLIANCE

REQUEST FOR BID

BID SUBMISSION

LATE BIDS

ALTERING BIDS

WITHDRAWAL OF BID

BID OPENING

AWARD OF BIDS

FORMATION OF CONTRACT

CONTRACT TERM

PRICE REVIEW DURING RENEWAL PERIODS

INSURANCE

TERMINATION

PERFORMANCE OF CONTRACT

VARIATION IN QUANTITY

NON-EXCLUSIVE CONTRACT

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ADDENDA

INDEMNIFICATION

WARRANTY

F.O.B. PLANT, LOADING, AND SERVICE

TITLE AND RISK OF LOSS

DESIGN, STANDARDS AND PRACTICES

PAYMENT

DISCOUNTS

CONFLICT OF INTEREST QUESTIONNAIRE (CIQ)

HB 1295

PERFORMANCE AND PAYMENT BONDS

PREVAILING WAGE RATES

BID SUBMISSION CHECKLIST

SUBMISSION AFFIDAVIT / BID PROPOSAL

NOTARIZATION PAGE

EXHIBIT A

VENDOR REFERENCES

EXHIBIT B

VENDOR COMPLIANCE FORM CERTIFICATIONS

INSURANCE

CIVIL RIGHTS COMPLIANCE

HISTORICALLY UNDERUTILIZED BUSINESS CERTIFICATION

RESIDENT/NONRESIDENT CERTIFICATION

CONDITIONAL STATUTORY AND FEDERAL COMPLIANCE PROVISIONS

STATE-MANDATED BOYCOTT AND NONDISCRIMINATION VERIFICATIONS

PROHIBITION ON CONTRACTS WITH CERTAIN FOREIGN-OWNED COMPANIES

PROHIBITED COMPANIES AND FOREIGN TERRORIST ORGANIZATIONS

CONDITIONAL FEDERAL CONTRACT PROVISIONS (EDGAR)

BYRD ANTI-LOBBYING CERTIFICATION

COMPLIANCE FORMS SIGNATURE PAGE

EXHIBIT C

CONFLICT OF INTEREST QUESTIONNAIRE

EXHIBIT D

FORM W-9 REQUEST FOR TAXPAYER IDENTIFICATION NUMBER

EXHIBIT E

COOPERATIVE PURCHASING

EXHIBIT F

LEON COUNTY GENERAL TERMS AND CONDITIONS

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INTRODUCTION

Leon County, Texas is accepting sealed bids for RFB 2027-364 Term Contract for Purchase of Aggregate Materials. This Request for Bid is issued for the purpose of establishing a term contract with one or more qualified vendors to furnish aggregate materials for Leon County on an as-needed basis during the contract term.

The successful Contractor shall furnish all labor, materials, equipment, loading, weighing, tickets, documentation, supervision, and incidentals necessary to provide aggregate materials in accordance with the requirements of this solicitation. Materials shall be supplied F.O.B. vendor plant, quarry, pit, yard, or other approved material source and loaded onto Leon County vehicles or vehicles authorized by Leon County to pick up materials, unless otherwise authorized in writing by Leon County.

These instructions, specifications, terms, conditions, forms, and attachments constitute the complete bid package. Bidders are responsible for reviewing all documents carefully and submitting a complete response. Any exception to the requirements of this RFB must be stated clearly in writing and submitted with the bid.

Leon County reserves the right to reject any bid that fails to meet the mandatory requirements, does not comply with the specifications, is incomplete or non-responsive, exceeds budgetary limitations, or is otherwise determined not to be in the best interest of Leon County.

APPLICABILITY OF GENERAL TERMS AND CONDITIONS

Leon County's General Terms and Conditions are attached as Exhibit F and are incorporated into this RFB and any resulting contract, purchase order, renewal, invoice, or procurement document. The RFB-specific instructions, specifications, pricing requirements, F.O.B. plant provisions, loading requirements, material quality requirements, and bid submission requirements stated in this solicitation apply to this procurement. To the extent a vendor's bid, quote, invoice, acknowledgment, or other vendor document conflicts with this RFB or Leon County's General Terms and Conditions, the County's terms shall control unless expressly accepted in writing by an authorized Leon County representative.

SCHEDULE

Event Date / Time

Issue RFB August 5, 2026

Written Inquiries must be received by August 14, 2026 by 5:00 p.m.

Responses to inquiries / final addenda posted by August 18, 2026

Bids Due August 20, 2026 at 2:20 p.m.

Bid Opening August 20, 2026 at 2:20 p.m.

Please be sure to submit all required forms and documentation.

Questions concerning this RFB should be directed in writing to the Leon County Auditor’s Office, Attn: Courtney Spence.

Email courtney.spence@co.leon.tx.us with RFB 2027-364 in the subject line.

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OVERVIEW

Leon County, Texas is soliciting sealed, fixed-unit price bids from qualified vendors to provide aggregate materials for County road, bridge, surface treatment, maintenance, and related public works operations. The resulting agreement will establish firm pricing for the materials listed in the Bid Proposal and may be used by Leon County precincts and departments as needs arise during the contract term.

The scope of work includes furnishing aggregate materials, loading Leon County vehicles or vehicles authorized by Leon County to pick up materials, providing accurate scale tickets or load tickets, maintaining material availability as represented in the bid, complying with applicable material specifications, and providing all invoices and supporting documentation required by Leon County.

Materials will be ordered on an as-needed basis. Estimated quantities are not guaranteed. Leon County reserves the right to add, remove, modify, or reduce material types, purchase quantities, or related requirements when determined to be in the best interest of the County.

Leon County reserves the right to obtain quotes, bids, supplemental materials, emergency purchases, or specialized materials from other vendors during the contract term when needed, including but not limited to separate project scopes, emergency conditions, material unavailability, vendor capacity limitations, or circumstances requiring materials outside the awarded Contractor’s normal scope or response capability.

SCOPE OF WORK

The Contractor shall furnish all labor, materials, equipment, loading equipment, scales, tickets, documentation, and incidentals necessary to provide aggregate materials to Leon County. Materials shall be made available from the Vendor's plant, quarry, pit, yard, or other approved material source and loaded onto Leon County vehicles or vehicles authorized by Leon County to pick up materials, unless otherwise expressly authorized in writing by Leon County.

The work shall include, but is not limited to, furnishing Commercial Base Grade A Limestone and Non-Spec Aggregate Rock listed in the Bid Proposal; maintaining sufficient inventory or production capability to meet County orders when practical;

loading materials safely and accurately; providing weight tickets, material tickets, load tickets, or other supporting documentation; and invoicing in accordance with the awarded unit prices and County purchase order requirements.

Aggregate materials shall conform to the specifications stated in this solicitation, the bidder’s accepted bid response, and any TxDOT, industry, or County material specifications expressly identified in this solicitation, purchase order, written request, or applicable addendum. Where specified, materials shall be Commercial Base Crushed Aggregate Grade A Limestone or approved equal. Substitutions or alternate materials must be clearly identified in the bid response and are subject to written approval by Leon County.

All purchases shall be performed only after proper authorization by Leon County. No material purchase, loading, or billable activity shall begin without a valid purchase order, notice to proceed, or other written authorization issued by Leon County.

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MATERIALS AND PRICING ITEMS

Bidders shall provide unit pricing for the aggregate materials listed below. If a material is not available, the bidder shall mark the item as “N/A.” Bidders may also identify other aggregate material types or grades available from the vendor and provide the applicable pricing or discount method.

Category Material / Description Pricing Basis Commercial Base Grade A Limestone 1” x 2” Base Price per ton - F.O.B. Plant Commercial Base Grade A Limestone 1-1/2” Base Price per ton - F.O.B. Plant Non-Spec Aggregate Rock 1” x 3” Cobblestone Price per ton - F.O.B. Plant Non-Spec Aggregate Rock 3” x 5” Cobblestone Price per ton - F.O.B. Plant Non-Spec Aggregate Rock 3” x 8” Cobblestone Price per ton - F.O.B. Plant Non-Spec Aggregate Rock 12” x 18” Rip Rap Price per ton - F.O.B. Plant Non-Spec Aggregate Rock 12” x 24” Rip Rap Price per ton - F.O.B. Plant

Other Other aggregate material identified by bidder Price per ton or stated pricing basis

Due to unforeseen County needs during the contract term, bidders may provide a percent discount or pricing method for aggregate material types or grades not specifically listed in the Bid Proposal. Any such pricing shall not obligate Leon County to purchase additional materials and shall not apply unless accepted by the County in writing. If a discount is offered, the bidder shall attach the applicable price list, identify its effective date, and explain how the County's net price will be calculated.

MINIMUM QUALIFICATIONS

Leon County requires all bidders to demonstrate that they are qualified, experienced, properly equipped, and legally authorized to provide the aggregate materials required under this solicitation. At a minimum, each bidder must meet the following qualifications and maintain all required qualifications throughout the contract term.

• Demonstrate experience furnishing aggregate, crushed limestone, base material, rip rap, cobblestone, road base, or comparable construction and road materials.

• Maintain access to a plant, quarry, pit, yard, or other authorized material source capable of supplying the materials bid throughout the full contract term and any approved renewal period, and promptly notify Leon County if the source becomes unavailable, production is interrupted, or material availability is expected to affect County pickup, loading, or project schedules.

• Ability to load Leon County vehicles or vehicles authorized by Leon County to pick up materials safely and within normal operating hours or other approved pickup times.

• Ability to provide accurate scale tickets, load tickets, invoices, and supporting documentation for all materials purchased.

• Ability to comply with applicable federal, state, and local laws, safety requirements, environmental requirements, and any material specifications identified in this solicitation or purchase order.

• Maintenance of all insurance coverage required by this solicitation throughout the full contract term and any renewal period.

• At least three references for current or recently completed contracts or sales involving similar aggregate materials, governmental entities, road and bridge departments, construction contractors, or comparable public works operations.

Failure to provide sufficient documentation demonstrating compliance with the minimum qualifications may result in the bid being deemed non-responsive. In determining bidder responsibility, Leon County may consider adequate financial resources or the ability to obtain them, satisfactory performance, integrity and ethics, and other qualifications necessary to receive an award.

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MATERIAL SOURCES AND SUPPLIERS

The Vendor shall identify any subcontractor, third-party supplier, broker, pit, quarry, yard, or other material source used to provide awarded materials or related services under this contract.

The Vendor remains fully responsible for all materials, loading, weighing, ticketing, quality, availability, substitutions, nonconforming materials, and performance of any outside source used to fulfill the contract.

No approved material source, pit, quarry, yard, or supplier may be changed without prior written approval from Leon County when that source was identified in the accepted bid or relied upon for award.

ORDERING, LOADING, AND TICKETING

Materials shall be ordered by authorized Leon County personnel through purchase orders, written requests, or other County-approved authorization. The Vendor shall not furnish materials, load materials, or perform billable work without proper County authorization.

Unless otherwise stated in the purchase order or written request, materials shall be furnished F.O.B. plant, quarry, pit, yard, or other approved material source and loaded onto Leon County vehicles or vehicles authorized by Leon County to pick up materials.

The Vendor shall maintain adequate material availability, staffing, loading equipment, scale operations, plant coordination, and traffic flow necessary to provide awarded materials during the Vendor's stated loading hours throughout the full contract term and any approved renewal period.

Upon initial contact from Leon County, the Vendor shall confirm whether the requested material is available and whether the requested pickup or loading schedule can be met. If material is unavailable, production is interrupted, loading equipment is down, or delays are expected, the Vendor shall notify Leon County as soon as practical and, when possible, before vehicles are dispatched to the plant, quarry, pit, yard, or other approved material source.

Bidder shall disclose any known material availability limitations, seasonal production limitations, plant shutdown periods, loading-hour restrictions, scale limitations, staffing limitations, or other conditions that may affect Leon County's ability to obtain awarded materials during the contract term.

Timely loading and reliable material availability are material requirements of this contract. Failure to comply with the ordering, availability, loading, pickup, ticketing, or material quality requirements of this solicitation may be considered a failure to perform and may constitute default under the contract.

Repeated excessive wait times, repeated inability to load awarded materials, failure to provide timely notice of material unavailability or loading delays, repeated nonconforming materials, or failure to maintain reasonable loading capability may be considered evidence that the Vendor cannot meet the contract requirements. In such event, Leon County may obtain materials from an awarded secondary vendor, alternate awarded vendor, or other lawful source that demonstrates the capability and capacity to provide adequate materials.

Leon County's use of another source shall not waive any right or remedy available to the County under the contract or applicable law.

COUNTY LOADING COORDINATION

If available at the Vendor's plant, quarry, pit, yard, or other approved material source, the Vendor should identify whether it can provide a designated County loading lane, stockpile, pit area, loading area, scheduled loading window, call-ahead process, daily availability confirmation, or other loading procedure intended to reduce unnecessary wait times for Leon County or County-authorized pickup vehicles.

Nothing in this section requires the Vendor to give Leon County exclusive use of a pit, plant, loader, stockpile, or scale unless expressly offered by the Vendor and accepted by Leon County in writing. However, the Vendor must demonstrate the ability to provide reliable, timely, and commercially reasonable loading of awarded materials during the contract term.

Leon County reserves the right to stop, suspend, reschedule, or cancel pickup or loading activities at any time due to weather, road conditions, equipment or machinery breakdown, project delays, safety concerns, site conditions, material availability, or other County operational needs.

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LOADING TICKETS, SCALE TICKETS, AND WEIGHT VERIFICATION

Each load sold by the ton shall be weighed using a certified scale or other scale acceptable to Leon County. The Vendor shall provide accurate material tickets, scale tickets, weight tickets, or other documentation showing the date, material type, source location, truck identification when available, gross weight, tare weight, net weight, and total tonnage loaded.

Drivers shall obtain a material ticket or loading ticket from the pit, quarry, plant, yard, or source location at the time of loading. Copies of all required tickets shall be provided to Leon County with the invoice and upon request.

Leon County reserves the right to verify loaded and empty weights using a certified scale selected by the County when necessary to confirm billing accuracy, material quantity, or contract compliance. If a discrepancy is identified, Leon County may require corrected tickets, billing adjustment, additional documentation, or other corrective action.

MATERIAL QUALITY AND ACCEPTANCE

The Vendor shall provide aggregate materials that remain consistent in quality, gradation, size, cleanliness, and suitability throughout the contract term and any approved renewal period. Materials furnished under this contract shall conform to the specifications stated in this solicitation, the accepted bid response, the applicable purchase order, and any approved sample, source, or material description relied upon by Leon County in making the award.

Materials shall be free from excessive dirt, clay, organic matter, trash, debris, contamination, foreign material, or any other condition that may make the material unsuitable for County road, drainage, erosion-control, stockpile, or other public-works use.

Leon County acknowledges that the quality and condition of aggregate material may not be reasonably apparent while the material is being loaded or contained within a truck. Loading, pickup, or delivery shall not constitute final acceptance.

Material shall remain subject to inspection after it is unloaded at the County-designated destination. When practical, the County may inspect the first load from a particular order, source, or production run before authorizing additional loads or placement of the material.

Leon County may determine that material is nonconforming if, after unloading or use, the material:

• Does not meet the applicable specifications, accepted bid response, purchase order, or approved substitution;

• Contains excessive dirt, clay, organic matter, trash, debris, contamination, or other foreign material;

• Is inconsistent with the represented grade, gradation, size, cleanliness, quality, or approved sample;

• Is materially different from prior accepted loads from the same source; or

• Is unsuitable for the County’s intended use.

If material is determined to be nonconforming after unloading, Leon County may suspend or cancel additional pickups from the applicable pit, quarry, plant, yard, stockpile, or other source until the issue is resolved. The County may reject subsequent loads or obtain material from an awarded secondary vendor, alternate vendor, or other lawful source.

Because unloaded, spread, compacted, or otherwise placed aggregate material may not be reasonably capable of being returned, the Vendor shall, at no additional cost to Leon County, provide one or more of the following remedies, as rea-sonably directed by the County and appropriate to the nature and extent of the nonconformity:

1. Issue a full or proportionate credit or refund for the affected material;

2. Provide an equivalent quantity of conforming replacement material;

3. Provide additional conforming material necessary to blend, cover, stabilize, or otherwise correct the affected ma-terial, when approved in advance by the County;

4. Reimburse the County for documented, reasonable, and necessary direct costs attributable to removing, disposing of, replacing, stabilizing, or otherwise correcting the nonconforming material; or

5. Provide another corrective remedy proposed by the Vendor and approved by Leon County in writing.

Remedies shall be applied in a commercially reasonable manner and shall not result in duplicate recovery by the County.

Use or placement of material before a nonconforming condition becomes reasonably apparent shall not constitute final acceptance or waive the County’s right to require an appropriate remedy. The County may document the condition through photographs, inspection reports, samples, testing, load tickets, or other reasonably available evidence.

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Repeated quality issues, inconsistent material, failure to provide conforming material, or failure to timely resolve material concerns may constitute default under the contract. Leon County’s suspension of pickups or use of another source shall not waive any right or remedy available under the contract or applicable law.

PURCHASE ORDERS, INVOICING, AND RECORDS

Purchases will be authorized through the issuance of purchase orders by Leon County as material needs are identified. No material purchase, loading, or billable activity shall begin before issuance of a valid purchase order, notice to proceed, or other written authorization by Leon County.

• A purchase order is valid only during the County fiscal year in which it is issued. If purchases continue into a new fiscal year, a new purchase order will be required.

• Invoices shall be submitted as directed by the Leon County Auditor’s Office and shall include the purchase order number, bid item number, material description, quantity, unit price, extended price, material source or loading location, ticket number, and required supporting documentation. Invoices should be emailed to auditor@co.leon.tx.us or mailed to Leon County Auditor, P.O. Box 898, Centerville, TX 75833.

• Leon County shall not be responsible for unauthorized charges, surcharges, fuel fees, administrative fees, delivery charges, transportation charges, or other costs unless such charges are included in the awarded bid pricing or approved in writing by Leon County before the charge is incurred.

INVOICE REQUIREMENTS

• Vendor name and remittance address

• Leon County purchase order number

• Bid item number and material description as stated in the awarded bid documents

• Date material was loaded or picked up

• Material source, plant, quarry, yard, or pickup location

• Quantity in tons or other approved unit of measure

• Unit price and extended price

• Truck identification, driver ticket, material ticket, scale ticket, load ticket, or other supporting documentation, as applicable

• Gross weight, tare weight, net weight, and total tonnage when sold by the ton

• Any approved special charge or additional cost, if applicable

RECORDS

The Vendor shall provide scale tickets, load tickets, material company tickets, invoices, material records, weight verification records, and all other supporting documentation with each invoice or promptly upon request by Leon County.

Records shall be retained for the period required by law, grant conditions, written County request, or the applicable contract documents.

The bid item number, material description, material source or plant location, quantity/tonnage, unit price, and applicable purchase order number shall appear on all invoices in order for the invoice to be considered complete for payment review.

Leon County may return incomplete invoices or request corrected invoices before payment is processed.

BID PRICING REQUIREMENTS

Bidders shall submit pricing using the required unit-price format in the Submission Affidavit / Bid Proposal. For purposes of bid comparison and award recommendation, Leon County will evaluate bids using the unit prices submitted for each aggregate material item and any accepted additional pricing or discount method.

• Bid prices shall be submitted as price per ton, F.O.B. vendor plant, quarry, pit, yard, or other approved material source, unless another pricing basis is expressly requested in the Bid Proposal.

• If pricing differs by plant, quarry, pit, yard, or other material source, the bidder shall submit a separate pricing schedule for each source location. Each unit price must clearly identify the source location to which the price applies.

• Prices shall be firm for the initial contract term unless otherwise approved by Leon County in accordance with the solicitation and applicable law.

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• If a product is not available, bidder shall mark the item as “N/A.”

• Any additional charges, minimum load charges, fuel surcharges, environmental fees, or similar charges shall apply only when listed in the awarded pricing or approved by Leon County in writing before the charge is incurred.

• Unit prices shall govern in the event of a discrepancy between a unit price and any extension or total.

Quantities, usage, material types, and pickup frequency are estimates or anticipated needs for bidding purposes only and do not constitute a guarantee of actual usage, minimum purchase quantity, or minimum payment by Leon County during the contract term or any renewal period.

Leon County may accept bid prices collectively or individually by precinct, item, material type, vendor source location, group, total bid, or any combination thereof. A bidder selected as the primary vendor for one precinct may be selected as the secondary or alternate vendor for another precinct.

EVALUATION CRITERIA

Leon County will evaluate responsive bids to determine the lowest and best bid submitted by a responsible bidder or bidders whose bids conform to the requirements of this solicitation and are determined to be in the best interest of Leon County. Award may be made by item, material type, precinct, group of precincts, vendor location, total bid, or any com-bination thereof, whichever is determined to be in the best interest of Leon County.

Because aggregate material needs, source locations, pickup distances, availability, turnaround times, and operational re-quirements may vary by precinct, Leon County may evaluate and award submitted bids separately for each precinct. A bidder selected as the primary vendor for one precinct may be selected as the secondary vendor, alternate vendor, or not selected for another precinct.

For bid comparison, Leon County will use the required unit prices submitted in the Bid Proposal. Only pricing submitted in the required format will be used in calculating the evaluated bid price and determining the lowest and best bid submitted by a responsible bidder.

EVALUATED UNIT PRICE COST TO THE COUNTY

Total evaluated cost using the required unit prices submitted for aggregate materials and any listed additional charges or discount methods. Pricing must be complete, firm, and submitted in the format required by the bid documents.

COMPLIANCE WITH SPECIFICATIONS

Compliance with all required specifications, material requirements, pricing requirements, documentation requirements, insurance requirements, and all other terms and conditions of this solicitation.

CONTRACTOR QUALIFICATIONS AND EXPERIENCE

Experience providing aggregate materials, crushed limestone, road base, rip rap, cobblestone, public works materials, governmental supply contracts, or similar material supply operations.

MATERIAL AVAILABILITY AND SOURCE LOCATION

Ability to provide the required materials from a plant, quarry, yard, or other authorized source within a practical distance for County operations.

LOADING AND FULFILLMENT CAPABILITY

Ability to maintain adequate material availability, staffing, loading equipment, scale operations, plant access, communication, and commercially reasonable turnaround times for Leon County and County-authorized pickup vehicles.

Leon County may consider the Bidder's loading plan, material availability, turnaround time, communication process, and documented loading performance when determining bidder responsibility, contract performance, renewal, or future award decisions.

INVOICING, TICKETING, AND DOCUMENTATION PRACTICES

Ability to provide accurate invoices and required supporting documentation, including scale tickets, load tickets, material company tickets, weight tickets, and any other records required by the County.

SAMPLES, TESTING, AND QUALITY CONTROL

Ability to provide samples at no cost to Leon County when requested; demonstrate quality control procedures; and furnish aggregate materials that are consistent, free from contamination, and suitable for County use.

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REFERENCES AND PAST PERFORMANCE

References from current or recently completed contracts involving similar materials or services, as well as prior performance, reliability, responsiveness, billing accuracy, loading delays, and any documented performance concerns.

INSURANCE, LEGAL, AND REGULATORY COMPLIANCE

Ability to maintain required insurance coverage, comply with applicable federal, state, and local laws, and meet all licensing, permitting, safety, environmental, and regulatory requirements applicable to the materials provided.

Leon County reserves the right to reject any bid that is incomplete, non-responsive, non-responsible, does not meet the specifications, contains exceptions not acceptable to the County, exceeds budgetary limitations, or is otherwise determined not to be in the best interest of Leon County.

REQUEST FOR BID

BID SUBMISSION

The bidder is expected to thoroughly examine the specifications and all instructions contained in this RFB. Provide one (1) original signed in ink and one (1) copy of the bid, sealed in a marked envelope, to: LEON COUNTY AUDITOR, 113 W. MAIN, CENTERVILLE, TEXAS 75833. Sealed bids shall be received no later than 2:20 p.m. on Thursday, August 20, 2026. Bids will be publicly opened at 2:20 p.m. on Thursday, August 20, 2026 in the County Auditor’s Conference Room located on the second floor of the Annex 1 Building, 113 W. Main, Centerville, Texas 75833. Mark the outside of each envelope: “RFB

2027-364: TERM CONTRACT FOR PURCHASE OF AGGREGATE MATERIALS.”

LATE BIDS

Bids received after the submission deadline shall be considered void and unacceptable and will be returned unopened to the bidder. Leon County is not responsible for lateness of mail, carrier, delivery service, or other delay. The time and date recorded by the County Auditor’s Office shall be the official time of receipt.

ALTERING BIDS

Any interlineation, alteration, or erasure made to the bid must be initialed by the signer of the bid prior to the submission deadline.

WITHDRAWAL OF BID

A bid may not be withdrawn or cancelled by the bidder for a period of ninety (90) days following the date designated for receipt of bids without prior approval by the Commissioners Court based on a written acceptable reason.

BID OPENING

Bids will be received, publicly opened, and read aloud at the location, date, and time stated in this solicitation. Bidders, their representatives, and interested persons may be present. All bids shall be open for public inspection after public opening, except for information properly identified as confidential and submitted in accordance with law.

AWARD OF BIDS

Leon County reserves the right to accept or reject all or any part of any bid, waive minor technicalities, and award by item, material type, precinct, group of precincts, vendor source location, total bid, or any combination thereof to the responsible bidder or bidders submitting the lowest and best bid for the applicable award. In determining the lowest and best bid for road-construction materials, Leon County may consider material source and pickup locations and the County’s hauling costs and may make multiple awards by location or material type as permitted by applicable law.

FORMATION OF CONTRACT

A response to this solicitation is an offer to contract with Leon County based upon the terms, conditions, scope of work, and specifications contained in this request. A solicitation shall become a contract when awarded by the Leon County Commissioners Court and a purchase order, notice of award, or notice to proceed is issued to the successful bidder.

CONTRACT TERM

The initial contract term shall begin October 1, 2026, and end September 30, 2027. The contract may be renewed for up to four (4) additional one-year terms under the same terms and conditions, subject to satisfactory performance, mutual agreement, appropriation of funds, and approval by the Leon County Commissioners Court. Leon County reserves the right to review contractor performance, pricing, and service levels prior to exercising any renewal option.

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PRICE REVIEW DURING RENEWAL PERIODS

Prices shall remain firm during the initial contract term. Prior to the expiration of the then-current contract term, Leon County will review the contract, contractor performance, current pricing, material needs, budget availability, and the best interest of the County to determine whether to recommend renewal or rebid of the materials. If Leon County elects to consider renewal, the Contractor may submit updated pricing or proposed pricing changes for the renewal period. Any proposed pricing change must be submitted in writing to the Leon County Auditor’s Office and must identify the affected bid item, the current awarded price, the proposed renewal price, and the reason for the requested change. Supporting documentation may be requested by Leon County. No renewal pricing shall be effective unless approved by the Leon County Commissioners Court or otherwise approved in writing as required by County policy and applicable law.

INSURANCE

The successful Vendor shall provide and maintain the insurance required by Exhibit B. Evidence of coverage must be submitted within ten (10) calendar days after Notice of Award and before performance begins.

TERMINATION

Termination, cancellation for default, and related remedies are governed by this RFB, any resulting contract or purchase order, Exhibit F - Leon County General Terms and Conditions, and applicable law. Leon County reserves the right to terminate upon breach of contract as allowed by law.

PERFORMANCE OF CONTRACT

The Contractor shall perform all work in a professional, timely, and workmanlike manner, to the satisfaction of Leon County Commissioners Court or designated representatives. Failure to perform may result in remedies available under this RFB, Exhibit F, the resulting contract or purchase order, County policy, and applicable law.

VARIATION IN QUANTITY

Estimated quantities, material types, pickup frequency, and usage are provided for bidding purposes only. Leon County assumes no obligation to purchase or use any minimum quantity of materials and assumes no liability for materials provided in excess of authorized amounts.

NON-EXCLUSIVE CONTRACT

It is expressly understood and agreed that Leon County reserves the right to purchase these materials from other than the successful vendor. This shall not be in violation of any terms or conditions of this contract.

ADDENDA

Any interpretations, corrections, or changes to this RFB will be made by addenda. Sole issuing authority of addenda shall be vested in the Leon County Auditor. Bidders are responsible for ensuring that all addenda are received, signed, and included with their submission. Failure to submit all signed addenda may result in the bid being considered non-responsive.

INDEMNIFICATION

By entering into this contract, the successful bidder agrees to defend, indemnify, and hold harmless Leon County and its officers, agents, and employees from claims, damages, losses, and expenses arising from the successful bidder’s breach, negligence, fault, acts, or omissions, or those of its agents, employees, subcontractors, invitees, or suppliers, to the extent allowed by law.

WARRANTY

Materials furnished shall conform to the specifications, accepted bid response, purchase order, and any County-approved substitution, and shall be suitable for the intended public use. The warranties and remedies stated in Exhibit F and applicable law also apply.

F.O.B. PLANT, LOADING, AND SERVICE

Bid prices shall be submitted in the pricing units required by the Bid Proposal. Loading, pickup, weighing, tickets, documentation, and related services shall be included in the applicable awarded bid item unless a separate charge is specifically listed in the awarded pricing and approved by Leon County. For this solicitation, the specific F.O.B. plant provisions of the RFB and Bid Proposal control over any general F.O.B. final destination language contained in Leon County's General Terms and Conditions. If a delay, material shortage, plant closure, excessive wait time, or inability to

P a g e 13 | 34 meet a requested pickup or loading schedule is foreseen, the Contractor shall give written notice to the County Auditor or designated County contact as soon as practical and keep the County advised of material availability and loading status.

TITLE AND RISK OF LOSS

Title and risk of loss shall not pass to Leon County until materials are loaded, received, and accepted by the County or its authorized pickup vehicle at the designated point of pickup, unless otherwise stated in the purchase order. Loading or pickup of material shall not waive Leon County's right to reject nonconforming, contaminated, inconsistent, or unsuitable material discovered after pickup.

DESIGN, STANDARDS AND PRACTICES

Materials, loading, weighing, ticketing, and related services must conform to the specifications, accepted bid response, material quality requirements, and applicable standards stated in this RFB and any resulting purchase order.

PAYMENT

Payment will be made after receipt and acceptance by the County of properly authorized goods or services and receipt of a valid invoice, in accordance with Texas Government Code Chapter 2251 and Exhibit F - Leon County General Terms and Conditions. In accordance with Texas Government Code Section 2251.022, the successful bidder is required to pay subcontractors within the time required by law after receipt of payment.

DISCOUNTS

Prompt payment discounts, if offered, may be accepted by Leon County but shall not be used to determine the lowest responsible bid unless expressly requested in the Bid Proposal.

CONFLICT OF INTEREST QUESTIONNAIRE (CIQ)

Chapter 176 of the Texas Local Government Code requires certain vendors and persons doing business with a local government entity to disclose affiliations or business relationships that might cause a conflict of interest. If applicable, the Conflict of Interest Questionnaire must be filed as required by law.

HB 1295

Bidder must complete a Form 1295 filing, Disclosure of Interested Parties, on the Texas Ethics Commission website when required by law and prior to issuance of any notice to proceed or contract execution. For form item #3, use “RFB 2027-

364: TERM CONTRACT FOR PURCHASE OF AGGREGATE MATERIALS.”

PERFORMANCE AND PAYMENT BONDS

Performance and payment bonds are not anticipated for routine purchase of aggregate materials unless required by law, grant conditions, or a specific written request by Leon County. If any portion of the work is determined to require bonds under Texas Government Code Chapter 2253 or other applicable law, the Contractor shall furnish the required bonds prior to execution of that work.

PREVAILING WAGE RATES

Prevailing wage requirements are not anticipated to apply to routine purchase of aggregate materials. If a purchase order, project, or funding source includes work subject to Texas Government Code Chapter 2258, the Davis-Bacon Act, or other prevailing wage requirements, the Contractor and subcontractors shall comply with all applicable wage determinations and labor standards.

P a g e 14 | 34

BID SUBMISSION CHECKLIST

☐ Completed, signed, and notarized Submission Affidavit / Bid Proposal, including pricing, source information, loading plan, and required acknowledgments

☐ Vendor References

☐ Completed Vendor Compliance Form Certifications

☐ Conflict of Interest Questionnaire, if applicable

☐ Completed Insurance Certification Form; certificates and required endorsements are due following award and before work begins

☐ Material specifications, product data, source information, and any proposed substitutions or approved equals

☐ Signed Addenda Acknowledgment, if addenda are issued

THE COMPLETED SUBMISSION AFFIDAVIT / BID PROPOSAL MUST BE SIGNED, NOTARIZED, AND RETURNED

WITH THE BID. FAILURE TO INCLUDE IT MAY RESULT IN DISQUALIFICATION.

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SUBMISSION AFFIDAVIT / BID PROPOSAL

RFB 2027-364: TERM CONTRACT FOR PURCHASE OF AGGREGATE MATERIALS

I represent that I have had the opportunity to inspect the specifications, material requirements, source requirements, pickup/loading requirements, and bid pricing requirements for providing aggregate materials to Leon County, and hereby submit the following offer:

Name of Firm:

RFB #: 2027-364

RFB Name: Term Contract for Purchase of Aggregate Materials

A. COMMERCIAL BASE GRADE A LIMESTONE

Item Description Pricing Basis Bid Price 1 1” x 2” Base Price per Ton - F.O.B. Plant $_________________ 2 1-1/2” Base Price per Ton - F.O.B. Plant $_________________

B. NON-SPEC AGGREGATE ROCK: If product is not available, mark “N/A.”

Item Description Pricing Basis Bid Price 3 1” x 3” Cobblestone Price per Ton - F.O.B. Plant $_________________ 4 3” x 5” Cobblestone Price per Ton - F.O.B. Plant $_________________ 5 3” x 8” Cobblestone Price per Ton - F.O.B. Plant $_________________ 6 12” x 18” Rip Rap Price per Ton - F.O.B. Plant $_________________ 7 12” x 24” Rip Rap Price per Ton - F.O.B. Plant $_________________ 8 Other: ____________________________ Price per Ton or Other Basis $_________________

C. OTHER MATERIAL TYPES / GRADES NOT LISTED

Due to unforeseen County needs during the contract term, bidder may provide the percent discount or pricing method offered for material types or grades not listed above.

Description / Material Type Pricing or Discount Method Other aggregate material types or grades available from bidder ___________________________________

Percent discount off attached current price list, if applicable ____________ %

Price list effective date: _______________

If a discount is offered, attach the applicable current price list, state its effective date, and explain how Leon County's net price will be calculated.

D. PLANT / QUARRY / YARD LOCATION INFORMATION

If the bidder offers materials from more than one source and pricing differs by source, attach a separate completed pricing schedule for each source. Clearly identify the source location applicable to each unit price.

Primary Plant / Quarry / Yard Location Address Normal Operating Hours

P a g e 16 | 34

E. LOADING AND AVAILABILITY PLAN

Information Requested Bidder Response Normal loading hours Typical turnaround time after truck arrival and check-in

Plant/pit contact for daily material availability and loading coordination

Name:____________________________________ Phone:____________________________________ Email: ____________________________________

Can Bidder accommodate advance notice/project-based loading schedules? ☐ Yes ☐ No ☐ By prior coordination

Can Bidder provide a designated County loading lane, stockpile, pit area, loading area, scheduled loading window, call-ahead process, or other coordination procedure to reduce wait times?

☐ Yes ☐ No ☐ By prior coordination

If yes or by prior coordination, describe the proposed loading procedure

Describe how Leon County will be notified if material is unavailable or loading delays are expected

Identify any known peak periods, seasonal constraints, production limitations, staffing limitations, plant shutdowns, or other factors that may affect loading availability

F. PRECINCT-LEVEL AWARD ACKNOWLEDGMENT

☐ Yes, Bidder acknowledges that Leon County may accept bids collectively or individually by precinct, item, material type, group, total bid, or any combination thereof.

☐ Yes, Bidder acknowledges that the primary and secondary vendor ranking may differ by precinct.

☐ Yes, Bidder acknowledges that if the primary vendor for a precinct cannot furnish the requested material, cannot accommodate the requested loading or pickup schedule, cannot meet the precinct's operational need within a commercially reasonable timeframe, or is otherwise unavailable, Leon County may obtain the material from the secondary vendor, alternate vendor, another awarded vendor, or other lawful source.

G. SAMPLE AND TESTING ACKNOWLEDGMENT

☐ Yes, Bidder acknowledges that Leon County may request aggregate samples and may inspect, sample, or test materials for quality, compliance, and suitability during the solicitation, contract term, or any renewal period.

☐ Yes, Bidder acknowledges that nonconforming material shall be addressed through an appropriate credit, refund, conforming replacement or corrective material, reimbursement of documented direct correction costs, or another remedy approved by Leon County, consistent with the Material Quality and Acceptance section.

H. BIDDER ACKNOWLEDGMENT

☐ Yes, Bidder acknowledges that prices submitted are firm unit prices for the initial contract term unless otherwise approved in writing by Leon County.

☐ Yes, Bidder acknowledges that no additional charges shall apply unless listed in the awarded pricing or approved in writing by Leon County before the charge is incurred.

☐ Yes, Bidder acknowledges that material quantities, usage, and purchase frequency are not guaranteed.

P a g e 17 | 34

AUTHORIZED AGENT – SIGNATURE AND CONTACT INFORMATION

The bidder’s authorized agent must sign below to acknowledge that the solicitation was read carefully and completely and that the information submitted is true and correct.

Signature of Authorized Agent:

Printed Name of Authorized Agent:

Title of Authorized Agent:

Date of Signature:

Phone Number:

Email Address:

P a g e 18 | 34

NOTARIZATION PAGE

The undersigned certifies that the submitted prices contained in this bid have been carefully checked and are submitted as correct and final and if bid is accepted (within 90 days), agrees to furnish any and/or all items upon which prices are offered, at the price(s) and upon the conditions contained in the Specifications.

STATE OF COUNTY OF BEFORE ME, the undersigned authority, a Notary Public in and for the State of , on this day personally appeared who, after having first been duly sworn, upon oath did depose and say;

That the foregoing bid submitted by hereinafter called “Offeror” is the duly authorized agent of said company and that the person signing said proposal has been duly authorized to execute the same. Offeror affirms that they are duly authorized to execute this contract, that this company, corporation, firm, partnership or individual has not prepared this bid in collusion with any other offeror, and that the contents of this proposal as to prices, terms or conditions of said bid have not been communicated by the undersigned nor by any employee or agent to any other person engaged in this type of business prior to the official opening of this bid.

Respondent hereby assigns to purchaser any and all claims for overcharges associated with this Contract which arise under the antitrust laws of the United States, 15 USCA Section 1 et seq., and which arise under the antitrust laws of the State of Texas, Tex. Bus. & Com. Code, Section 15.01, et seq.

Printed Name of Vendor Company Name

Signature of Vendor Title

Address of Vendor Telephone Number / Fax Number

City, State, Zip Email Address

Subscribed and sworn to before me by on this day of , 20 .

Notary Public in and for the State of_______________.

P a g e 19 | 34

EXHIBIT A

VENDOR REFERENCES

Please list at least three (3) companies or governmental agencies where the same or similar products and/or services as contained in this specification package were recently provided. THIS FORM MUST BE RETURNED WITH YOUR BID.

Reference One Government/Company Name:

Address:

Contact Person and Title:

Phone: Email:

Contract Period: Scope of Work:

Reference Two Government/Company Name:

Address:

Contact Person and Title:

Reference Three Government/Company Name:

Address:

Contact Person and Title:

P a g e 20 | 34

EXHIBIT B

VENDOR COMPLIANCE FORM CERTIFICATIONS

INSURANCE

Authorized Representative (Full Name and Title): __________________________________________________________ Vendor/Firm Name: _________________________________________________________________________________

I certify that evidence of the required commercial general liability, workers’ compensation, employer’s liability, and business automobile liability insurance shall be provided to Leon County within ten (10) calendar days after Notice of Award and before any work begins.

Insurance Requirements:

The successful vendor shall maintain, at its sole cost and expense, insurance coverage in full force and effect throughout the entire contract term, including any renewal period. Required coverage shall not be less than the minimum limits stated below, unless higher limits or additional coverage are required by the solicitation, contract, purchase order, grant requirements, or applicable law.

Minimum coverage requirements are as follows:

Coverage Type Minimum Requirement

Workers’ Compensation Statutory amount, as required by applicable law

Employer’s Liability $500,000

Commercial General Liability

$1,000,000 per occurrence, combined single limit for bodily injury and property damage, including premises and operations, independent contractors, personal injury, products and completed operations, and contractual liability

Business Automobile Liability

$1,000,000 combined single limit for bodily injury and property damage, covering owned, non-owned, and hired vehicles

Insurance shall be issued by a company authorized to do business in the State of Texas and acceptable to Leon County.

Coverage shall protect the public, Leon County, and County property from loss or damage arising from services performed by the vendor.

Leon County, Texas shall be…