RFB 27-004 City Golf Course Cart Path and Hole Repaving.pdf

PURCHASING DEPARTMENT

2611 N Earl Rudder Fwy

Bryan TX 77803 Phone: (979) 209-5500 ● Fax: (800) 296-4077

REQUEST FOR BID

No. 27-004

CITY GOLF COURSE CART PATH AND HOLE REPAVING

Date Issued: OCTOBER 13, 2026

ELECTRONIC BIDS TO BE SUBMITTED BY:

NOVEMBER 6, 2026 @ 2:00 PM

Bid Opening via Zoom:

Link: https://us02web.zoom.us/j/88921294044?pwd=vYL3d7wqQCbMx4B7KrBt93aQ4r9Dlx.1

Meeting ID: 889 2129 4044 Passcode: 963704 Dial In: 1-346-248-7799 (US) https://us02web.zoom.us/j/88921294044?pwd=vYL3d7wqQCbMx4B7KrBt93aQ4r9Dlx.1

DISCLOSURE REQUIREMENTS

Chapter 176 of the Texas Local Government Code mandates the public disclosure of certain information concerning persons doing business or seeking to do business with the City of Bryan, including affiliations and business and financial relationships such persons may have with City of Bryan officers. An explanation of the requirements of Chapter 176, applicable forms and a complete text of the new law are available at:

http://www.bryantx.gov/purchasing-services/#vendorethics

If you are unable to obtain such information online, please contact the City of Bryan Purchasing Department, 2611 N Earl Rudder Fwy, Bryan, Texas 77803 or call (979) 209-5505.

BY DOING BUSINESS OR SEEKING TO DO BUSINESS WITH THE CITY

OF BRYAN, YOU ACKNOWLEDGE THAT YOU HAVE BEEN NOTIFIED

OF THE REQUIREMENTS OF CHAPTER 176 OF THE TEXAS LOCAL

GOVERNMENT CODE AND THAT YOU ARE SOLELY RESPONSIBLE

FOR COMPLYING WITH THEM.

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 and have the form notarized. The completed Form 1295 and certification of filing must be filed with the city “at the time the business entity submits the signed contract” to the city.

3. The city must notify the Commission, using the Commission’s filing application, of the receipt of the filed Form 1295 and certification of filing not later than the 30th day after the date the contract binds all parties to the contract.

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

https://prd.tecprd.ethicsefile.com/File/ http://www.bryantx.gov/purchasing-services/#vendorethics http://www.legis.state.tx.us/tlodocs/84R/billtext/html/HB01295F.htm https://prd.tecprd.ethicsefile.com/File/

TABLE OF CONTENTS

REQUEST FOR BID

SCHEDULE OF EVENTS

TERMS AND CONDITIONS

SCOPE OF WORK.……………………………………………………………………………...14

SPECIFICATIONS

BID SHEET

GOLF COURSE MAP…………………………………………………………………………...22

METHOD OF PAYMENT

FELONY CONVICTION NOTIFICATION

CERTIFICATION PAGE…………………………………………………………

SAMPLE CONTRACT

EXHIBIT C - INSURANCE REQUIREMENTS

REQUEST FOR BIDS

It is the intent of this Request for Bid (RFB) to establish an Annual Price Agreement for Cement Stabilized Sand with a supplier capable of furnishing the City’s annual requirements, in accordance with all terms, conditions and specifications herein.

In order to ensure a fair and objective RFB process and evaluation, all questions and inquiries related to this Request for Bid shall be addressed in writing via the Brazos Valley e-Marketplace Online Bidding System (https://brazosbid.ionwave.net/). The deadline for written questions and inquiries is October 26, 2026 @ 10:00 AM CST. Contact with any City of Bryan employee or official is prohibited without prior written consent from the Purchasing Department or designee.

Offerors contacting any other employee(s) or official(s) without prior written consent risk elimination of their Bid from further consideration.

Electronic bids will be accepted until 2:00 PM CST, November 6, 2026 and publicly opened and read aloud via Zoom.

You may upload one (1) electronic bid response to the City’s procurement website at https://brazosbid.ionwave.net/. The electronic submission must include all required elements of the bid, such as pricing, required forms, and supporting documentation. Please note: The City of Bryan is not responsible for high internet traffic or technical issues at or near the submission deadline. Bidders who submit during peak traffic times assume the risk that their response may not be received by the due date and/or time.

Alternatively, if you choose to submit a hard copy, one (1) original bid response must be returned in a sealed envelope clearly bearing the name and address of the respondent. Sealed bid responses will be accepted until 2:00 PM CST on November 6, 2026, and shall be delivered to the location noted below:

RFB #27-004

City of Bryan – Purchasing Department

Ashley Foley, Buyer 2611 N Earl Rudder Fwy

Bryan TX 77803

Plans, Specifications and Information for Bidders are online at https://brazosbid.ionwave.net/ or may be examined at the Purchasing Department Office at 2611 N. Earl Rudder Fwy, Bryan, Texas.

The City believes that the data contained in these specifications is sufficient for the preparation of bids. Requests for additional information will be considered depending on the bid time frame and the availability of the requested information. Such information will be submitted to all known bidders simultaneously on the website mentioned above.

The City of Bryan reserves the right to accept or reject any or all bids, to waive any informalities and technicalities, to accept the offer considered most advantageous and to award the bid to the vendor offering the best value to the City of Bryan. Additionally, all bidders are hereby notified that the City of Bryan shall consider all factors it believes to be relevant in the determination of the best value including, but not limited to, the proximity of the bidder as it relates to their ability to perform the contract for the City of Bryan.

https://brazosbid.ionwave.net/ https://brazosbid.ionwave.net/?utm_source=chatgpt.com https://brazosbid.ionwave.net/

ANTICIPATED SCHEDULE OF EVENTS

• October 13, 2026 – Issue Bid

• October 21, 2026 @ 1:00 PM CST PRE-BID ZOOM MEETING Link: https://us02web.zoom.us/j/89912422411?pwd=dwHlJhbvb9jly8ggM7uxpBLHYi67i1.1

Meeting ID: 899 1242 2411 Passcode: 530881 Dial In: 1-346-248-7799 (US)

• October 26, 2026 @ 10:00 AM CST – Deadline for written requests for clarifications to the

RFB via the Brazos Valley Online Bidding System

• October 29, 2026 – Deadline to Issue Final Addendum

• November 6, 2026 @ 2:00 PM CST – Bids due to City of Bryan Purchasing Department.

Bids received after the time and date set for the opening of Bids will not be accepted. The Bid opening will be held virtually via Zoom (see Page 1 for information).

• November 2026 – Anticipated Date of Notice of Intent to Award

• December 2027 – Anticipated Date of Executed Contract

• SITE VISIT – GOLF COURSE INSPECTION- Bidders interested in conducting a site visit to inspect the designated project areas may contact the City Course Pro Shop at (979) 776-0133 and request to speak with Micah Turner, General Manager, to coordinate a visit.

https://us02web.zoom.us/j/89912422411?pwd=dwHlJhbvb9jly8ggM7uxpBLHYi67i1.1

TERMS AND CONDITIONS

Definitions In order to simplify the language throughout this request for Bids, the following definitions shall apply:

CITY - Same as City of Bryan.

CITY COUNCIL - The elected officials of the Cities of Bryan, Texas who have been given the authority to exercise such powers and jurisdiction of all City business as conferred by the State Constitution and laws.

CONTRACT - An agreement between the City and a VENDOR to furnish products over a designated period of time during which repeated purchases are made of the commodities specified.

VENDOR - The successful Bidder(s) of this Bid request.

RFB - Request for Bids.

Instructions The following instructions apply to all Bids and become a part of terms and conditions of any Bid submitted to the City of Bryan Purchasing Department, unless otherwise specified elsewhere in this Bid request.

Notification The City of Bryan uses multiple channels for the notification and dissemination of all invitations to Bid. Approved methods of dissemination include: City of Bryan website or the City of Bryan Purchasing office. The receipt of solicitations through any other means may result in the receipt of incomplete specifications or addenda which could ultimately render your Bid non-compliant. The City of Bryan accepts no responsibility for the receipt or notifications of solicitations through any other source.

Form Bids must be submitted on this form only. Bidders are required to submit one (1) original Bid. All Bids submitted must be itemized with prices extended when practical.

Felony Conviction Notification All Bidders must submit with their Bid the Felony Conviction Notification form if contained within this Bid package. Failure to acknowledge and submit the completed Felony Conviction Notification form is sufficient cause for the Bid to be rejected.

Bid Return You may upload one (1) electronic bid response to the City’s procurement website at https://brazosbid.ionwave.net/. Alternatively, if you choose to submit a hard copy, one (1) original bid response must be returned in a sealed envelope.

Bids must be completed and submitted on the forms found within the Specifications.

https://brazosbid.ionwave.net/?utm_source=chatgpt.com

Late Bids Bids must be received by the Purchasing Department prior to 2:00 PM CST on the date indicated on this form. Late Bids will not be opened and will be returned to the bidder unopened.

Acceptance The City of Bryan reserves the right to accept or reject any or all Bids, to waive any informalities and technicalities, to accept the offer considered most advantageous in order to obtain the best value for the City. Causes for rejection of a Bid may include, but shall not be limited to, the bidder’s current violation of any City ordinance, the bidder’s current inability to satisfactorily perform the work or service, or the bidder’s previous failure to properly and timely perform its obligations under a contract with the City. Bidders may be disqualified and rejection of Bids may be recommended for any (but not limited to) of the following causes: 1) Failure to use the Bid form furnished by the City; 2) Lack of signature by an authorized representative on the Bid form; 3) Failure to properly complete the Bid; 4) Evidence of collusion among bidders; 5) Omission of uncertified personal or company check as a Bid guarantee (if Bid Bond required); or 6) Unauthorized alteration of Bid form. City reserves the right to waive any minor informality or irregularity.

All Bidders are hereby notified that the City of Bryan shall consider all factors it believes to be relevant in selecting the offer that provides the best value for the City including, but not limited to the purchase price, the proximity of the bidder as it relates to his ability to perform the contract for the City of Bryan, the delivery date, the reputation of the bidder and the bidder’s goods or services, the quality of the bidder’s goods or services, the bidder’s past performance under contracts with the City of Bryan and the bidder’s compliance with City ordinances.

The City of Bryan, Texas is committed to obtaining its goods, products and services at the lowest price possible which benefits all the citizens of Bryan. Therefore, in order to accomplish this objective/goal, it is not the intention of the City neither to exclude particular VENDORs or manufacturers. Names, trade names, brand names, catalog numbers, technical data, etc. used in the specifications are there for the sole purpose of establishing and describing general performance, quality levels, type and dimensions and such references are not intended to be restrictive. Alternate Bids on similar or comparable products and services of any manufacturer or VENDOR equal to the products and services described in the specifications are invited and will be given careful consideration provided the alternate will accomplish the same task. The City of Bryan shall be the sole judge on whether the alternate product and service is similar to, equal to and in compliance with that specified. The decision of the City shall be final.

"In literal compliance" in reference to standards and specifications shall mean the meeting or exceedance of all or nearly all of the said standards and specifications. If the City determines that standards and specifications are in literal compliance where not all standards and specifications have been met or exceeded, the City must base such a determination on its finding that any standards and specifications which have not been met or exceeded do not render the bidder’s product any less usable for the purpose for which it is intended.

Collusion Advanced disclosures of any information to any particular bidder which gives that particular bidder any advantage over any other interested bidder in advance of the opening of Bids, whether in response to advertising or an informal request for Bids, made or permitted by a member of the governing body or an employee or representative thereof, will cause to void all Bids of that particular Bid solicitation or request.

Irregular Bid Submittals Bids will be considered irregular and may be rejected by the City of Bryan if they show any omissions, alterations of form, additions, or conditions not called for, unauthorized alternate Bids, or irregularities of any kind. However, the City reserves the right to waive any irregularities and to make the award providing the best value to the City.

Award of Contract The Bid award may be based on, but not necessarily limited to, the following factors:

a. Conformity to specifications:

b. the purchase price, including payment discount terms;

c. the reputation of the bidder and of the bidder’s goods or services;

d. the quality of the bidder’s goods or services;

e. the extent to which the goods or services meet the City’s needs;

f. the bidder’s past relationship with the City;

g. delivery terms;

h. payment terms;

i. availability of repair and maintenance parts;

j. financial condition;

k. the total long-term cost to the City to acquire the bidder’s goods or services; and

l. any relevant criteria specifically listed in this request for Bid.

The City intends to award one contract to the responsive and responsible bidder whose proposal provides the best value to the City, based on the evaluation criteria established in this solicitation and in accordance with applicable Texas procurement laws.

Financial Condition Vendor must provide audited financial statements, if request, to the City.

Assignment of Contract This contract cannot be transferred or assigned to another party without the written consent of the City's Purchasing Agent and may be subject to cancellation if such consent is requested.

Term of Contract This contract shall become effective from date of acceptance and approval by the City of Bryan. It shall remain in full force and effect with Vendor fixed Bid prices for a period of twelve (12) months.

Extension of Contract The City shall have the option of extending this contract, subject to approval of funding and upon written agreement of both parties, for four (4) additional terms to be extended one (1) year at a time.

In the event a new contract cannot be executed at the anniversary date of the original term or any renewal term, the contract may be renewed month-to-month until a new contract is executed.

Escalation/De-escalation The parties agree that the supplier has based its bid on certain pricing assumptions of materials to be incorporated into the work specified herein. However, the market for products that are specified herein is considered by both parties to be volatile, and sudden price increases could occur that are beyond the control of the supplier, despite its best efforts. Therefore, the parties agree that if there is a bona fide increase to the supplier of the material(s) specified herein (not labor), the supplier may request an equitable adjustment to this contract based on the Producer Price Index for Intermediate Goods, Table B, as it appears in the "Summary Data from the Producer Price Index News Release” as published by the U.S. Department of Labor, Bureau of Labor Statistics. This index shall be referred to as the materials index.

Bids may only be adjusted annually. Supplier(s) are required to give a 30-day written notice before price increases based upon the change in pricing assumptions.

The bid, as submitted herein, is considered the base price for the materials specified herein as of date of contract award and shall remain in effect for 12-months hereafter called the reference base period.

Prices may be adjusted annually in 12 months after contract award and on the anniversary after first 12-month consideration of each year, based upon the percent changes (whether up or down) in the special index specified herein. All calculations for the special index shall be based upon the latest versions of the Producer Price Index data published as of the twelve-month interval and anniversary date.

Under no circumstances shall the bid prices increase, aggregately, more than eight percent (8%) during the course of the agreement and any subsequent renewals.

Any agreement awarded with an escalation clause shall be subject to de-escalation provisions in the same or similar manner in the event of cost reductions.

Assignment of Contract This contract cannot be transferred or assigned to another party without the written consent of the City’s Purchasing Agent and may be subject to cancellation if such consent is requested.

Contract Termination The City may terminate this Contract at any time upon thirty (30)-calendar days written notice. Upon the Vendor’s receipt of such notice, the Vendor shall cease work immediately. The Vendor shall be compensated for the services satisfactorily performed prior to the termination date.

If, through any cause, the Vendor fails to fulfill its obligations under this Contract, or if the Vendor violates any of the agreements of this Contract, the City has the right to terminate this Contract by giving the Vendor five (5) calendar days written notice. The Vendor will be compensated for the services satisfactorily performed before the termination date. Termination of the contract for cause shall be deemed as sufficient evidence and cause to remove the Vendor’s name from the bidder’s list for receiving future Bids.

Reimbursements There is no expressed or implied obligation for The City of Bryan to reimburse responding Vendors for any expenses incurred in preparing Bids in response to this Request for Bids and City of Bryan will not reimburse responding Vendors for these expenses, nor will the City of Bryan pay any subsequent costs associated with the provision of any additional information or presentation, or to procure a contract for these services.

Certification RFBs must be completed and submitted as required in this document. Certification form must be fully completed. Failure to submit the certification form within the sealed RFB will result in the RFB being rejected as non-responsive.

Minority Owned Businesses Minority business enterprises will be afforded full opportunity to submit Bids in response to this invitation and will not be discriminated against on the grounds of race color, creed, sex, or national origin in consideration for an award.

City Ordinances The City of Bryan also reserves the right to reject the Bid of any bidder who is currently in violation of any City ordinance. The City may, at its option, choose to negotiate a settlement of the ordinance violation as a condition of the Bid award.

Error-Quantity Bids must be submitted on units of quantity specified. In the event of errors in extended prices, the unit price shall govern. Any suggested quantity to secure better prices is welcomed. When discrepancies occur between words and figures, the words shall govern.

Quantities Quantities indicated in the Bid are estimated based upon the best available information. The City reserves the right to increase or decrease the quantities by any amount deemed necessary to meet its needs without any adjustments in the unit Bid prices.

Variations Any variation from these specifications must be indicated on the Bid sheet(s).

F.O.B.-Damage Bids will not be considered unless Bid F.O.B. delivered Bryan, Texas. If shipping costs are not included in the unit Bid price, bidder must give exact delivery cost, which is to be prepaid or added to the invoice. The City of Bryan assumes no liability of goods delivered in a damaged or unacceptable condition.

Firm Prices Bidders must hold Bid prices for 90 days after the Bid opening date to allow the City sufficient time to award a contract. Once a Contract is awarded, the successful bidder must hold Bid prices for the duration of the Contract.

Cooperative/Interlocal Agreements Successful bidder agrees to extend prices and terms to all governmental entities that has entered into, or will enter into, joint purchasing inter-local cooperation agreements with the City of Bryan.

Authorized Signature Bids must show Vendor’s full name and mailing address of bidder and be manually signed by an authorized sales or quotation representative of the bidder. Vendor name and authorized signature should appear on each page of Bid where spaces are provided. Submission of a signed

Withdrawal-Alteration of Bids Bids cannot be altered after receiving time or opening time. No Bid may be withdrawn after opening time without acceptable reason in writing and with the approval of the purchasing agent.

Lump Sum Bids Lump sum Bids will be considered only if unit prices are quoted also. However, the totals of such quoted unit prices and the lump sum Bids will not be considered if the price quoted also involves prices of commodities requested on an entirely separate Bid request.

All-or-None Bids All-or-none Bids will be considered only if bidder quoted prices on all items requested. If a bidder desires the City to consider an all-or-none Bid, it must be stated on the Bid sheet(s). All-or-none Bids will not be considered if prices quoted involved prices of items and services requested on an entirely separate Bid request.

Payment of Invoices Invoices must be submitted by the successful bidder in duplicate to the City of Bryan, Finance Department, PO Box 1000, Bryan, Texas 77805, (979) 209-5080. All invoices to be paid in full within thirty (30) days after satisfactory delivery and billing, whichever is the later. All invoices shall be submitted in accordance with the Bid unit prices. Invoices shall not contain work that was not satisfactorily completed. Repeated failure on the part of the Vendor to submit accurate invoices shall be sufficient cause to cancel the contract. The City will not be liable for payment of invoices received more than sixty (60) days after delivery of order, or completion of services.

Cash Discounts Bidders may quote additional cash discount terms in the Cash Discount Column. If no discount is shown, prices are to be assumed net. Discount period to be started from the date of completion of entire order or date of receipt of invoice, whichever occurs last regardless of date of invoice.

Bidders offering discounts for prompt payment if invoice is paid within ten (10) days are encouraged.

Taxes The City of Bryan is exempt from Federal Excise, State Sales and Transportation Taxes. TAX MUST NOT BE INCLUDED IN BID. The City upon request will execute Tax Exemption Certificates. The City of Bryan is statutorily exempt from State and Local Sales tax and a permit number is not required.

Delivery Bids must show the number of consecutive calendar days required to deliver the materials, services or equipment under normal conditions. Failure to specify delivery time will be considered reason enough to cause the Bid to be disregarded. Delivery time quoted will be given consideration in awarding orders. If delivery is not made within ten (10) days after number of days specified on Bid, entire order may be canceled and bidder's name removed from mailing list.

Liability The successful bidder shall be liable for all damages incurred while in the performance of services pursuant to this request.

Safety Data Sheets SDS's must be provided prior to or with receipt of order, and when revised. Containers must be properly labeled and identified in accordance with the OSHA Hazard Communication Standard.

Improperly labeled containers will result in refusal of the shipment and possible change in Vendors.

Patents, Franchises, etc.

The successful bidder agrees to protect the City from any claim involving patent right infringements, copyrights or sales franchises.

No Bids If bidder is unable to quote, the Bid form should be returned to the purchasing agent before opening time, and reason given for not proposing if bidder desires to propose on future purchases.

Addenda In the event of a needed change in the published Bid documents, it is understood that all the foregoing terms and conditions and all performance requirements will apply to any published addendum.

All published addenda shall be signed and included with your response package as acknowledgement of the addendum. Bidders are responsible for obtaining all published addenda from the City of Bryan Purchasing office or by downloading these documents from the City of Bryan website. The City assumes no responsibility for the Bidders failure to obtain or properly submit any addendum. Failure to acknowledge and submit any addendum may be cause for the Bid to be rejected. The City’s decision to accept or reject any particular Bid due to a failure to acknowledge and submit addenda shall be final.

Fiscal Funding All deliveries are to be made to the Purchasing Department located at 300 S Texas Avenue, unless otherwise specified in the Bid Request or Purchase Order. Deliveries will be accepted only during normal working hours on normal working days. Unless otherwise indicated, items received must be new and in first-class condition. Types of materials normally packaged for protection and convenience in storage shall be in the proper containers.

The City of Bryan, Texas operates and is funded on a fiscal year basis; accordingly, the City reserves the right to terminate, without liability, any contract for which funding is not available. Renewal of contract will be in accordance with Local Government Code 271.903 concerning non-appropriation of funds for multi-year contracts. The City reserves the right to rescind the contract at the end of each fiscal year if is determined that there are insufficient funds to extend the contract.

Court Jurisdiction The City of Bryan and the successful VENDOR will agree that the contract awarded from this Request for Bid shall be governed by the laws of the State of Texas. The parties agree that performance and all matters related thereto shall be in a state court of competent jurisdiction in Brazos County, Texas and further that neither party will seek to remove such litigation to the federal court system by application of conflict of laws or any other removal process to any Federal Court or court not in Texas.

Basic Safeguarding of Vendor Information Systems

A. The Vendor shall apply basic safeguarding requirements and procedures to protect the Vendor’s information systems whenever the information systems store, process or transmit any information, not intended for public release, which is provided by or generated for the City.

This requirement does not include information provided by the City to the public or simple transactional information, such as that necessary to process payments. These requirements and procedures shall include, at a minimum, the security control requirements “reflective of actions a prudent business person would employ” which are outlined in the Federal Acquisition

Regulations FAR 52.204-21(b) and codified in the Code of Federal Regulations at 48 C.F.R. § 52.204-21(b) (2016).

B. Vendor shall include the substance of this clause in subcontracts under this contract (including subcontracts for the acquisition of commercial items other than commercially available off-the-shelf items) in which the sub-provider may have City contract information residing in or transiting through its information system.

In the event a new contract cannot be executed at the anniversary date of the original term or any renewal term, the contract may be renewed month-to-month until a new contract is executed.

Insurance Requirements Vendor agrees to have and maintain the policies set forth in Exhibit C, Insurance Requirements, which is attached hereto and incorporated herein. All policies, endorsements, certificates, and/or binders shall be subject to approval by the City as to form and content. These requirements are subject to amendment or waiver only if so approved in writing by the City. A lapse in any required coverage shall be a breach of this Contract.

Laws to be observed The Contractor shall at all times observe and comply with all Federal and State laws and City Ordinances and regulations, which in any manner affect the conduct of the work, and shall observe and comply with all orders, laws, ordinances and regulations which exist or which may be enacted later by bodies having jurisdiction or authority for such enactment.

No plea of misunderstanding or ignorance thereof will be considered. The Contractor and his sureties shall indemnify and save harmless the City and all its officers, agents and employees against any claims or liability arising from or based on the violation of any such law, ordinance, regulation or order whether by himself or his employees, or sub- contractors.

Permits and Licenses The Contractor shall obtain all permits and licenses, and give all notices necessary and incident to the due and lawful prosecution of the work. All City of Bryan fees for permits will be waived.

State and City Sales taxes The Contractor's attention is directed to Texas House Bill 11 (72nd Legislature, 1st C.S.), which amended the Texas Tax Code Section 151.311. This amendment provides that by the Contractor entering into a separate contract, the Contractor will become a seller of materials purchased for the project, which will obviate paying taxes on materials incorporated into the project.

As a seller, the Contractor purchases materials and issues a resale certificate instead of paying the sales tax at the time of purchase. The City, as an exempt entity, will provide the Contractor with an exemption certificate at the time of the "sale" of the materials to the City, thereby precluding the City, and Contractor, from paying the sales tax on the materials.

Services are not tax exempt. The Contractor will be required to pay all appropriate taxes for all services as set forth herein.

For purpose of these Contract Documents, the following definitions are provided for materials and services:

Materials: Materials are those items that are tax exempt and are physically incorporated into the facility constructed for the City. Materials include, but are not limited to, purchased items such as the filters, pumps, valves, pipe, fittings, concrete, asphalt, road-base and sub-base, electrical equipment, building components, etc.

Services: Services are those items that are not tax exempt and are items used by the Contractor but that are not physically incorporated into the City's facility and/or are items which are consumed by construction. Services include, but are not limited to items, such as supplies, tools, concrete form, scaffolding, temporary storage buildings, the purchase or rental or lease of equipment, skill and labor, etc.

For further information concerning taxes as they related to materials and services, the Contractor shall refer to House Bill 11 and/or contact the Texas Comptroller of Public Accounts, Austin, Texas

SCOPE OF WORK

RFB #27-004

GOLF COURSE CART PATH WIDENING AND RECONSTRUCTION

Project Location: City Golf Course, 1929 Country Club Drive, Bryan, Texas 77802

The City of Bryan is seeking a qualified Contractor to furnish all labor, materials, equipment, transportation, supervision, and incidentals necessary to widen, demolish, reconstruct, and restore designated concrete golf cart paths at the City Golf Course.

The project includes widening approximately 5,080 linear feet (10,160 square feet) of existing five-foot-wide concrete cart paths by adding two feet of new concrete to achieve a finished width of seven feet. Additionally, approximately 212 linear feet (1,484 square feet) of existing concrete cart paths shall be demolished and reconstructed to a finished width of seven feet.

All work shall include site preparation, excavation, grading, select fill as necessary, concrete demolition and removal, reinforcing steel, dowel installation, concrete placement, finishing, curing, and final site restoration.

The Contractor shall perform all work in accordance with the project specifications, designated work areas, and attached project map.

SPECIFICATIONS

1.1 GENERAL SPECIFICATIONS

A. SITE PREPARATION

1. Existing concrete cart paths are five (5) feet wide. The Contractor shall drill and install reinforcing dowels into the existing concrete to securely connect an additional two (2) feet of new concrete, resulting in a finished cart path width of seven (7) feet.

2. Coordinate construction activities, equipment access, and scheduling with the City's designated Project Manager.

3. Identify and protect existing irrigation systems, underground utilities, landscaping, turf, and adjacent golf course improvements.

4. Prepare designated work areas for demolition, grading, widening, and concrete installation.

5. Use appropriate equipment and construction methods to minimize damage to surrounding golf course property.

B. DEMOLIATION, RECONSTRUCTION AND REMOVAL

1. Demolish and reconstruction of 1,484 Square Foot (212 Liner feet) of existing concrete cart paths within the designated project areas.

2. Saw-cut existing concrete as necessary to provide clean edges and proper connections to adjoining pavement.

3. Remove and legally dispose of all demolished concrete, excess materials, and construction debris off-site.

4. Perform necessary excavation and grading to prepare the designated areas for reconstruction.

5. Provide and compact select fill material, as necessary, to establish the required elevations and support the new concrete pavement.

6. Minimize disturbance to surrounding turf, landscaping, irrigation systems, and existing golf course facilities.

C. CART PATH WIDENING AND GRADING

1. Widen designated existing concrete cart paths of 10,160 Square Foot (5080 Liner feet).

2. Perform all necessary excavation, grading, leveling, and subgrade preparation to accommodate the additional concrete.

3. Provide select fill material where necessary to achieve proper elevation and a stable subgrade.

4. Install dowels into the existing concrete pavement to securely connect the new two-foot-wide concrete sections to the existing five-foot-wide cart paths.

5. Ensure all newly installed concrete is flush with the existing pavement and surrounding ground elevations to provide a smooth, even transition.

D. CONCRETE INSTALLATION AND SPECIFICATIONS

1. Furnish and install concrete with a specified compressive strength of 3,000 to 4,000 PSI for all designated widening and demolition/reconstruction areas.

2. Form and construct replacement concrete cart paths to a finished width of approximately seven

(7) feet, unless otherwise directed by the City.

3. Install No. #3 reinforcing steel (#3 rebar) in all newly constructed concrete, including widened sections and demolished/reconstructed areas.

4. Install dowels into existing concrete pavement where new concrete connects to existing sections.

5. Ensure all new concrete is properly aligned, level, and flush with adjoining pavement and surrounding ground elevations.

6. Apply a light-to-medium broom finish to all newly installed concrete surfaces to provide appropriate traction for golf cart traffic.

7. Provide appropriate control joints, finishing, and curing in accordance with the approved project specifications.

8. Ensure all completed concrete surfaces provide smooth transitions without abrupt changes in elevation.

E. CONCRETE TRANSPORTATION AND EQUIPMENT RESTRICTIONS

1. The Contractor shall account for limited construction access throughout the golf course.

2. Concrete delivery trucks will not have access to all designated project areas.

3. The Contractor shall utilize concrete buggies or other City-approved equipment to transport and place concrete in areas inaccessible to concrete delivery trucks.

4. The Contractor shall include all costs associated with concrete transportation, buggies, labor, and specialized equipment in the submitted bid.

5. Construction equipment shall be operated in a manner that minimizes damage to existing turf, landscaping, irrigation systems, and golf course facilities.

F. SITE RESTORATION AND FINAL CLEANUP

1. Restore all disturbed areas, including turf, landscaping, and adjacent ground surfaces, to conditions comparable to those existing before construction.

2. Perform final grading and provide select fill material, as necessary, to ensure the surrounding ground is flush with the finished concrete cart paths.

3. Repair any damage to irrigation systems, utilities, landscaping, or golf course improvements caused by construction activities at no additional cost to the City.

4. Remove and properly dispose of all excess concrete, demolished materials, construction debris, and waste.

5. Ensure completed cart paths are clean, level, properly finished, and safe for golf cart traffic.

6. Coordinate a final inspection with the City's designated Project Manager before final acceptance of the work.

1.2 PROJECT LOCATIONS

Golf Course Cart Path Improvements Work Area Description of Work Approximate

Measurements Hole 1 Widen existing concrete cart path 2' × 475' Hole 2 Widen existing concrete cart path 2' × 541' Hole 3 Widen existing concrete cart path 2' × 314'

Hole 4 Demolish, remove, and reconstruct concrete cart path 7' × 64'

Hole 5 Widen existing concrete cart path 2' × 33'

Hole 6 Demolish, remove, and reconstruct hillside concrete cart path, including curb

7' × 85'

Hole 7 Widen existing concrete cart path, including circular area 2' × 116'

Hole 8 Construct triangular concrete connection for multidirectional golf cart traffic

15' × 15' × 15'

Hole 9 Widen existing concrete cart path 2' × 1,938' Hole 10 Widen existing concrete cart path 2' × 415'

Hole 11 Demolish, remove, and reconstruct concrete cart path 7' × 20'

Hole 12 Widen existing concrete cart path 2' × 283' Hole 13 Widen existing concrete cart path 2' × 79'

Hole 14 Demolish, remove, and reconstruct concrete cart path 7' × 15'

Hole 15 Demolish, remove, and reconstruct concrete cart path 7' × 28'

Hole 16 Widen existing concrete cart path 2' × 219' Hole 17 Widen existing concrete cart path 2' × 79'

1.3 PROJECT SCHEDULE

1. The City anticipates construction during the winter months, with completion before the beginning of the spring golf season.

2. The Contractor shall commence work upon receipt of a written Notice to Proceed issued by the

City.

3. All work shall be completed within thirty (30) calendar days from the commencement date established in the Notice to Proceed, subject to confirmation by the City.

1.4 WORK HOURS AND ACCESS RESTRICTIONS

1. Construction activities shall be restricted to Monday through Friday.

2. No construction shall occur during designated golf tournaments or special events identified by the

City.

3. The Contractor shall coordinate construction activities with the City's Project Manager.

4. The Contractor shall maintain safe access for golf course personnel and patrons.

5. The Contractor shall minimize disruptions to golf course operations.

1.5 CONTRACTOR RESPONSIBILITIES

1. The Contractor shall furnish all labor, materials, equipment, transportation, and supervision necessary to complete the work.

2. The Contractor shall protect existing utilities, irrigation systems, landscaping, turf, and golf course improvements.

3. Any damage caused by the Contractor shall be repaired at no additional cost to the City.

4. All demolished concrete and construction debris shall be removed and properly disposed of off-site.

5. The Contractor shall coordinate final inspection and acceptance with the City's Project Manager.

1.6 FIRM FIXED PRICING AND TARIFFS

1. All bid prices shall be firm and fixed for the duration of the Contract.

2. The Contractor shall include all applicable tariffs, material costs, labor, equipment, transportation, freight, and incidental expenses in the submitted lump-sum bid.

3. No additional charges or price adjustments shall be permitted without prior written approval from the City.

1.7 SALES TAX EXEMPTION

1. The City of Bryan is exempt from applicable Texas state and local sales and use taxes on qualifying transactions.

2. The Contractor shall account for applicable tax exemptions when preparing the bid.

3. All legally applicable non-exempt taxes shall be included in the total lump-sum bid price.

4. The Contractor shall be responsible for complying with applicable Texas tax requirements.

1.8 CONTRACT COMPLETION

1. The Contractor shall commence work upon receipt of a written Notice to Proceed from the

City.

2. All work shall be completed within thirty (30) calendar days following issuance of the Notice to Proceed, unless otherwise authorized in writing by the City.

3. The Contractor shall coordinate construction activities to minimize disruptions to golf course operations.

4. All work shall be subject to final inspection and acceptance by the City.

1.9 PRE-BID SITE VISIT

1. A pre-bid site visit is recommended to allow prospective bidders to inspect existing conditions, review the designated work areas, and verify project requirements.

2. SITE VISIT – GOLF COURSE INSPECTION- Bidders interested in conducting a site visit to inspect the designated project areas may contact the City Course Pro Shop at (979) 776-0133 and request to speak with Micah Turner, General Manager, to coordinate a visit.

BID SHEET

CITY OF BRYAN

CITY GOLF COURSE CART PATH IMPROVEMENTS

BID SCHEDULE – LUMP SUM

The Bidder shall provide a total lump sum price for all work required to complete the project in accordance with the solicitation documents and Scope of Work.

Item Description of Work Quantity Unit Total Bid Price

Golf Course Cart Path Widening, Demolition, Reconstruction, and Site Restoration – Complete Project

1 Lump Sum $________________

TOTAL BASE BID $________________

Bidder / Company Name: ________________________________________________

Authorized Representative: ________________________________________________

Signature: ____________________________________

Date: ____________________

METHOD OF PAYMENT

1) PAYMENT TERMS: Net 30 (Vendor paid within 30 days of invoice or receipt of goods accepted in good order.)

2) PROMPT PAYMENT DISCOUNT: ________% within 10 days (e. g. 1%, 2%, 5%)

AND/OR (check one)

3) ELECTRONIC FUNDS TRANSFER DISCOUNT __________yes __________no

--If “yes” discount offered: _________% (e.g., 1%, 2%, 5%)

Company Name: _____________________________________

FELONY CONVICTION NOTIFICATION

Any person and/or business entity that enters into a contract with the City of Bryan must give advance notice to the City if any employee or an owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction of a felony. The notice must also describe the role that the employee, owner, or operator will perform in executing the contract. The City may require substitution of employees in the performance of the contract.

The City may terminate a contract with a person or business entity if the City determines that the person or business entity failed to give notice as required by this clause, misrepresented the conduct resulting in the conviction, or failed to substitute personnel at City’s request.

I, the undersigned agent for the Company named below, certify that the information concerning notification of felony convictions has been reviewed by me and the following information furnished is true to the best of my knowledge.

Company’s Name:

Authorized Company Official’s Name (Printed) Date

A. My Company is not owned or operated by anyone who has been convicted of a felony nor does it have any employees who have been convicted of a felony:

Signature of Company Official:

B. My Company has employee(s) or is owned or operated by the following individual(s) who has/have been convicted of a felony:

C. Provide a general description of the conduct resulting in the conviction of a felony.

D. Describe the role that the person(s) convicted of a felony will play in the performance of the contract.

CERTIFICATION AND AUTHORIZATION OF BID

RFB #27-004 CITY GOLF COURSE PATH AND HOLES REPAVING

The undersigned certifies that he has fully read and understands this "Request for Bid" and has full knowledge of the scope, quantity, and quality of the services and materials to be furnished and intends to adhere to the provisions described herein. The undersigned also affirms that they are duly authorized to submit this Bid, that this Bid has not been prepared in collusion with any other Company, and that the contents of this Bid have not been communicated to any other Company prior to the official opening of this Bid. Additionally, the undersigned affirms that the Company is willing to sign the enclosed Standard Form of Contract, if awarded the Bid.

By signing below, the Company certifies that neither the signatory, nor any co-owner of the Company, is related to a member of the City Council of the City of Bryan within the third degree of consanguinity (blood) or within the second degree of affinity (marriage).

Signed By: _________________________________ Title:

Typed Name: _______________________ Company Name:

Phone No.: ______________________________ Fax No.:

Email:

Bid Address:

P.O. Box or Street City State Zip

Order Address:

Remit Address:

Federal Tax ID No.: _____________________________

Date:

Payment Notice: The City of Bryan has partnered with PaymentWorks to automate our vendor management process for payments related to goods and services provided to the city. This protects the financial information of our payees, eliminates payment fraud, and ensures regulatory compliance.

All new Contractors and/or Contractor updates must be invited to register by the City of Bryan through the PaymentWorks secure site.

Existing Contractors will be invited to register over the next several months but this will not preclude conducting business prior to registration through PaymentWorks. For more information, please contact us at ContractorInfo@bryantx.gov.

mailto:VendorInfo@bryantx.gov

CONTRACT FOR

CITY GOLF COURSE CART PATH AND HOLE REPAVING

RFB #27-004

This Contract, dated , 2026 is between the City of Bryan, a Texas home-rule municipal corporation (City) and COMPANY, a company (Vendor). City and the Vendor, in consideration of the mutual covenants set forth herein, agree as follows:

1. Scope of Services The Contractor shall furnish all labor, materials, equipment, transportation, supervision, and incidentals necessary to complete the widening, demolition, removal, and reconstruction of designated concrete golf cart paths at the City of Bryan Golf Course, located at 1929 Country Club Drive, Bryan, Texas 77802.

The Contractor agrees to perform all work in accordance with RFB #27-004, incorporated herein by reference. The work shall include concrete cart path widening, demolition, reconstruction, grading, reinforcement, concrete installation, and site restoration, as more particularly described in the Specifications and Scope of Work attached as Exhibit A, which is incorporated herein by reference.

2. Payment

The City shall pay the Vendor according to the fixed rates set forth in attached Exhibit B. Except in the event of a duly authorized change order, approved by the City in writing, the total cost of all services provided under this Contract may not exceed $XX,XXX.

3. Time of Performance

A. All work and services provided under this Contract must be completed according to the Specifications described in Exhibit A.

B. Term of Contract This Contract shall become effective upon acceptance and approval by the

City. The Contractor shall perform the work during the winter months, with an anticipated project duration of thirty (30) to sixty (60) calendar days. Work shall commence upon issuance of a written Notice to Proceed by the City and shall be completed within sixty (60) calendar days thereafter, unless otherwise authorized in writing by the City. All contract prices shall remain firm and fixed throughout the contract period.

4. Warranty, Indemnification, and Release

A. As an experienced and qualified Vendor, the Vendor warrants that the services provided by the Vendor reflect high professional and industry standards, procedures, and performances. The Vendor warrants that the performance of all services under this Contract will be pursuant to a high standard of performance in the profession. The Vendor warrants that the Vendor will exercise diligence and due care and perform in a good and workmanlike manner all of the services pursuant to this Contract.

Approval of the City shall not…