RFP 2026-009 Water Line Replacement - Parts Only - E Neches St.pdf

City of Palestine RFP 2026-009 Water Line Replacement (Parts Only) E. Neches St. Page 1 of 8

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 2026-009 – WATER LINE REPLACEMENT (PARTS 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 the purchase of parts and materials for the replacement of the water line 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. SCOPE OF SUPPLY

The City is requesting proposals for parts and materials associated with the replacement of the water line on E. Neches Street between Crockett Road and S. Dowling Street.

The parts and materials shall conform to the specifications and quantities contained in Attachment A – Parts List: E. Neches Street Water Line Replacement.

Project drawings depicting the E. Neches Street water line replacement project are included as Attachment B – E. Neches Street Water Line Replacement – Project Drawings.

Equivalent Products: Where a manufacturer, brand name, model, or product is identified in the specifications, such reference is intended to establish the minimum level of quality, performance, compatibility, and functionality required by the City. Proposed equivalent products must be clearly identified in the proposal and supported by sufficient product information for the City to determine equivalency. The City reserves the right to determine whether a proposed product is an acceptable equivalent.

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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 parts and materials identified in Attachment A, including freight, delivery, and any other applicable charges.

The proposer shall identify any pricing assumptions, exclusions, conditions, or limitations 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 of this Request for Proposals. Any requested price adjustment must be supported by appropriate documentation and approved in writing by the City before becoming effective.

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 2026-009 – Water Line Replacement (Parts Only) on E. Neches St." must be received by 10:00 a.m. on Tuesday, September 29, 2026, in the City Secretary's Office.

Each proposal packet shall include three (3) complete copies of the proposal.

The proposer shall include a certificate of liability insurance with its proposal. The proposal shall also include any documentation necessary to demonstrate compliance with the City's specifications and the requirements of this RFP.

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

“RFP 2026-009 – WATER LINE REPLACEMENT (PARTS 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

City of Palestine RFP 2026-009 Water Line Replacement (Parts Only) E. Neches St. Page 3 of 8 evaluation process. This Request for Proposals does not obligate the City to pay any costs incurred 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 submitting inquiries, questions, or requests for clarification regarding this RFP. 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 individual signing the proposal.

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 from which the parts and materials will be supplied.

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 parts, materials, or similar products to the City of Palestine.

4. Describe the proposer's experience providing water line replacement parts or similar utility materials to municipalities or other governmental entities. Provide contact information for governmental references for which the proposer has provided similar parts or materials within the past five (5) years.

Pricing and Delivery

5. Provide a completed itemized price proposal for all parts listed in Attachment A, including unit prices, extended prices, freight, delivery, and any other applicable charges.

6. State the anticipated delivery timeframe following receipt of a purchase order from the

City.

7. Identify any items that are backordered or subject to extended lead times and clearly identify any proposed equivalent or substitute products.

8. Identify the manufacturer and model or product number, if applicable, for any proposed equivalent or substitute product.

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 proposed cost for the parts and materials;

• The extent to which the proposed parts and materials meet the City's specifications and needs;

• The proposer's ability to provide the required parts and materials within the proposed delivery timeframe;

• References and demonstrated experience;

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

• The total cost to the City, including pricing, freight, delivery, handling, administrative or ancillary costs, and any other factors affecting the overall cost and quality of the purchase.

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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.

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

A tabulation of all proposals received shall be prepared and made available to the public upon request. The tabulation shall be 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 posted on the City's website and may be distributed to known recipients of the RFP. Each proposer is responsible for reviewing and acknowledging all addenda issued prior to the proposal deadline. All addenda shall become 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.

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XII. ATTACHMENTS

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

Attachment A – Parts List: E. Neches Street Water Line Replacement Attachment B – E. Neches Street Water Line Replacement – Project Drawings

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Attachment A Parts List: E. Neches Street Water Line Replacement

Qty Parts 2,600' 6'' C900 water pipe 10 AVK F/h, 4' bury, painted silver with Storz fitting 11 6'' MJ x MJ x MJ swivel tees 19 6'' MJ x MJ Resilient wedge gate valves 90 6'' Rubbers for megalug 600 Tee bolts 3/4 - 3 1/2 7 6'' MJ x MJ anchor coupling 50 6'' x 1'' tapping saddle, all stainless steel, with stainless steel corp. "power seal" 200' 2'' service tubing 1,800' 1'' service tubing with attached tracer wire 20 2'' SS stiffeners 200 1'' SS stiffeners 45 1'' CTS x 3/4'' meter nut, angle cutoff with external wing nut 5 1'' CTS meter nut, angle cutoff with external wing nut 5 Jumbo square meter boxes with solid blue lids 55 Square meter boxes with solid blue lids 2,600' Blue tracer wire 500' rolls 10 Gal pipe lube 24 Valve boxes with water lid 5 2'' meter flange x CTS angle cut off with external wing nut 5 2'' MIP x CTS adapter 5 2'' FIP x FIP gate valve square head 5 2'' MIP x MIP corp 5 6'' x 2'' IP tapping saddles ss bands epoxy coated

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Attachment B E. Neches Street Water Line Replacement – Project Drawings