RFP 2026-008 Water Line Replacement (Labor Only) E Neches Street.pdf

City of Palestine RFP 2026-008 Water Line Replacement (Labor Only) E. Neches St. Page 1 of 7

This notice is published in the Palestine Herald Press on Wednesday, September 9, 2026, and

Wednesday, September 16, 2026.

CITY OF PALESTINE

REQUEST FOR PROPOSALS (RFP)

RFP 2026-008 – WATER LINE REPLACEMENT (LABOR ONLY) ON E. NECHES ST.

SEALED PROPOSALS DUE: TUESDAY, SEPTEMBER 29, 2026, AT 10:00 A.M.

I. PURPOSE

The City of Palestine ("City") is soliciting sealed proposals for water line replacement (labor only) on E. Neches Street between Crockett Road and S. Dowling Street.

Sealed proposals must be received in the City Secretary's Office, City Hall, 504 North Queen

Street, Palestine, Texas 75801, no later than 10:00 a.m. on Tuesday, September 29, 2026. Sealed proposals will be opened on Tuesday, September 29, 2026, at 10:30 a.m. in the City Hall

Conference Room.

To be considered, each proposal must address the requirements set forth in this Request for

Proposals.

II. SERVICES REQUIRED

The City is requesting proposals for labor associated with the replacement of the water line on E.

Neches Street between Crockett Road and S. Dowling Street.

The work shall be performed in accordance with the specifications and requirements contained in

Attachment A – Scope of Work and the project area identified in Attachment B – Project

Location Map, both of which are incorporated into this Request for Proposals.

The successful proposer shall provide all labor, equipment, testing, and incidental materials specifically identified as the contractor’s responsibility in Attachment A.

Site Visit: Contractors submitting a proposal must visit the project site with City staff prior to submitting a proposal.

Notifications: The successful proposer shall be responsible for notifying affected residents and businesses of work to be performed, including anticipated service interruptions and construction-related disruptions, and shall coordinate construction activities with City staff.

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III. MARKET CONDITIONS

The proposer shall submit pricing based on current market conditions at the time the proposal is submitted. The proposed price shall include all labor, equipment, testing, and incidental materials identified as the proposer’s responsibility in the Scope of Work.

The proposer shall identify any pricing assumptions, exclusions, or conditions in its proposal.

Pricing submitted in response to this RFP shall remain firm unless otherwise provided under the

Market Conditions and Award and Pricing provisions contained in this Request for Proposals. Any price adjustment must be supported by appropriate documentation and approved in writing by the

City.

IV. GENERAL INFORMATION

The City of Palestine is a home rule municipality located in Anderson County, Texas, with a population of approximately 18,544, according to the 2020 U.S. Census.

The City operates under a Council-Manager form of government consisting of a Mayor, six (6)

City Council Members, and a City Manager. The Council Members are elected from single-member districts, and the Mayor is elected at-large.

The City Manager is the chief executive officer of the City and is responsible for implementing the policies established by the City Council.

V. SUBMISSION OF RESPONSE

Proposals must be sealed and may be mailed or hand-delivered.

Sealed proposals for "RFP 2026-008 – Water Line Replacement (Labor Only) on E. Neches

St." must be received by 10:00 a.m. on Tuesday, September 29, 2026, in the City Secretary's

Office.

Proposal packets shall include three (3) copies.

The proposer shall provide a certificate of liability insurance with the proposal. Please include any documentation necessary to demonstrate compliance with the City of Palestine's specifications and any applicable requirements of this Request for Proposals.

Please clearly mark the sealed proposal envelope or package as follows:

“RFP 2026-008 – WATER LINE REPLACEMENT (LABOR ONLY) ON E. NECHES ST.

– TO BE OPENED: SEPTEMBER 29, 2026, AT 10:30 A.M.”

Proposals received after 10:00 a.m. on Tuesday, September 29, 2026, will be returned unopened.

The City reserves the right to reject any or all proposals, request additional information concerning any proposal for clarification, and waive any informalities or irregularities in the submission and evaluation process. This Request for Proposals does not obligate the City to pay any costs incurred

City of Palestine RFP 2026-008 Water Line Replacement (Labor Only) E. Neches St. Page 3 of 7 by proposers in the preparation or submission of proposals. Furthermore, this Request for

Proposals does not obligate the City to award a contract.

Mailing and Hand Delivery Address:

City of Palestine

Attn: April Jackson, City Secretary

504 North Queen Street

Palestine, Texas 75801

VI. SCHEDULE

Wednesday, September 23, 2026, at 3:00 p.m.

Deadline for inquiries, questions, or requests for information regarding this Request for Proposals.

All questions must be submitted in writing by email to pwadmin@palestine-tx.org.

Tuesday, September 29, 2026, at 10:00 a.m.

Sealed proposals are due in the City Secretary's Office. The date and time received shall be noted on the envelope or package and initialed.

Proposals may not be altered or amended after the submission deadline. Any interlineations, alterations, or erasures made prior to the proposal opening must be initialed by the signer to guarantee authenticity.

Proposals received after the published deadline shall remain unopened and be returned to the proposer.

Tuesday, September 29, 2026, at 10:30 a.m.

Sealed proposals will be opened in the City Hall Conference Room, 504 North Queen Street, Palestine, Texas.

Proposals received in unmarked envelopes or packages may be opened for identification purposes only and then resealed. The envelope or package shall be marked accordingly.

VII. COMMUNICATIONS

All communications regarding this Request for Proposals shall be submitted in writing to:

Public Works Department

1620 West Palestine Avenue

Palestine, Texas 75801

Telephone: (903) 731-8423

Email: pwadmin@palestine-tx.org mailto:pwadmin@palestine-tx.org

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VIII. PROPOSAL INFORMATION

Each proposal shall include, at a minimum, the following information:

Qualifications and Experience

1. Provide the name and address of the company, including the location that will provide services under this Request for Proposals.

2. Identify the primary contact person for this proposal and provide all applicable contact information.

3. Describe the proposer's history, if any, of providing services to the City of Palestine.

4. Describe the proposer's involvement with municipalities or other governmental agencies where the proposer has provided water line replacement services. Provide contact information for current or former governmental references for work performed within the past five (5) years.

IX. EVALUATION PROCESS

The City reserves the right to request additional information concerning proposals for clarification and to waive any irregularities or informalities in the submission and evaluation process.

After proposals are opened, they will be evaluated and compared based on the proposal pricing and the evaluation criteria established in this Request for Proposals. The City reserves the right to award the contract to the proposer whose proposal is determined to provide the best value to the

City.

The following factors will be considered when determining best value:

• Total cost for labor associated with the water line replacement on E. Neches Street;

• The extent to which the proposed services meet the City's needs;

• The proposer's ability to complete the project in a timely manner;

• References;

• The proposer's previous relationship with the City of Palestine, if applicable; and

• The total long-term cost to the City to acquire the proposer's services.

X. AWARD AND PRICING

Proposals shall remain on file and open for public inspection for at least forty-eight (48) hours before a contract may be awarded.

The City Council is expected to consider the award of this contract on Tuesday, October 13, 2026.

Once the contract has been awarded by the City Council, pricing shall be subject to the Market

Conditions provisions contained in this Request for Proposals.

If the awarded proposer requests a price adjustment during the performance of the contract due to changes in market conditions, the request shall be submitted by certified mail or email to the Public

Works Department at pwadmin@palestine-tx.org. Documentation supporting the requested price adjustment shall be included with the request.

Upon review of the requested price adjustment, the City may approve or deny the request. No price adjustment shall become effective unless approved in writing by the City.

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Payment will generally be processed within thirty (30) days following the City's acceptance of the work performed and receipt of a properly submitted invoice.

The Public Works Department shall prepare a tabulation of all proposals received. The tabulation shall be made available to the public upon request and forwarded to the City Council for consideration of the award.

XI. NOTICE

Any notice required by this Request for Proposals or applicable law shall be provided by the City of Palestine.

Any interpretations, clarifications, corrections, or changes to this Request for Proposals shall be made only by a written addendum issued by the City of Palestine.

The City Secretary shall serve as the sole issuing authority for all addenda related to this Request for Proposals. Addenda will be distributed to all known recipients of the RFP and shall become a part of the solicitation documents.

Oral statements, representations, or interpretations made by any City employee, consultant, or representative shall not be binding. Only written addenda issued by the City of Palestine may modify the terms, conditions, requirements, or specifications of this Request for Proposals.

Failure to acknowledge receipt of any addenda may result in a proposal being deemed non-responsive.

XII. ATTACHMENTS

The following attachments are incorporated into and made a part of this Request for Proposals:

Attachment A – Scope of Work: E. Neches Street Water Line Replacement

Attachment B – Project Location Map

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Attachment A

Scope of Work: E. Neches Street Water Line Replacement

The scope of work includes the following:

• Install approximately 2,500 linear feet of 6-inch C900 water line.

• Install twenty-five (25) 1-inch services, reduced to ¾-inch at the meter (long side).

• Install five (5) 1-inch services (long side).

• Install five (5) 2-inch services (long side).

• Install twenty (20) 1-inch services, reduced to ¾-inch at the meter (short side).

• Install six (6) fire hydrants with valves at the main.

• Abandon and cap existing water mains and remove existing fire hydrants, meters, and meter boxes.

• Tie the new 6-inch water line into the existing lines.

• Install one (1) 6-inch x 6-inch wet tap on cast-iron pipe.

• Install nineteen (19) valves.

• Install the water line beneath culverts where required.

• Saw cut areas as necessary to perform the work.

• Install tracer wire on all services and pipe.

• Pour concrete pads around all valve boxes. Labor and materials shall be included in the proposal.

• Take required Bac-T samples. All samples must be negative before tying the new water line into the existing water system.

• Notify affected residents of the work to be performed.

• Contractors submitting a proposal must visit the project site with City staff prior to submitting a proposal.

• Include compaction testing in the proposal. Soil must achieve 95% compaction. Testing locations will be selected by City staff. Compaction testing shall be performed every 300 feet throughout the project.

• Restore disturbed grass with the same type of grass as the existing yard. Labor and materials shall be included in the proposal.

• Include warranty information with the proposal.

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Attachment B

Project Location Map