RFP 2026-06-01 ROAD MATERIALS (published).pdf

CITY OF ALPINE

REQUEST FOR PROPOSAL

ROAD MATERIALS

RFP 2026-06-01

CLOSING DATE & TIME:

JULY 2, 2026, AT 3:00 PM Central Standard Time

Deliver or Mail to:

CITY OF ALPINE. OFFICE

OF THE CITY SECRETARY

100 NORTH 13TH STREET

ALPINE, TEXAS 79830

(Note: Without exemption- Proposal must be time and date stamped by the

Office of the City Secretary. Timely physical delivery is at the risk of the respondent.)

CITY OF ALPINE

REQUEST FOR PROPOSALS (RFP)

ROAD MATERIALS 2026-06-01

Sealed Proposal Due: JULY 2, 2026, AT 3:00 PM CST

I. PURPOSE

The City of Alpine (City) is soliciting competitive sealed proposals for Road Materials pursuant to Texas Local Government Code §252.043, allowing award based on best value to the City.

Sealed proposals are due to the Office of the City Secretary by JULY 2, 2026, at 3:00 PM CST.

Sealed Proposals will be opened JULY 2, 2026, at 3:00 PM CST. In order to be considered, the sealed proposal must address each of the requests for information in the Summary of Qualifications section.

II. SERVICES REQUIRED

This is a request for proposal for Road Materials for the Public Works Department at City of

Alpine. The City is requesting proposals for multiple types of material. (See Exhibit “A” for detailed list of material and quantity).

The City reserves the right to award to one or multiple vendors as determined to be in the best interest of the City. The City reserves the right to choose secondary vendors also. An RFP allows for price negotiations after the bid opening, so the City of Alpine has chosen this bid format as a way of protecting vendors against future price increases. We have also built into this bid the ability to increase or decrease prices based on market conditions and verifications as listed below:

Market Conditions

The City is aware of extreme market fluctuations occurring for these products, so we are striving to arrive at a bid format that specifies state bid laws and also protects vendors against future price increases. To protect the vendor and the City, we will ask your company to establish a baseline price for the commodities listed. Prices can be negotiated after bids are opened. Then, based on increases and decreases that occur to the listed products over the term of the agreement, the City will allow increases or decreases in the same amount as the market changes.

However, the winning vendor(s) will be asked to provide documentation proving a change in price has occurred. If prices decrease over the term of the agreement, the winning vendor(s) will be expected to pass along those decreases in pricing. The City will assume that by submitting a bid under this format that your company agrees to this market protection. If you have a different method of price protection, please include your information in your response.

Any price adjustments must be supported by verifiable documentation tied to an industry-recognized index (e.g., TxDOT or Producer Price Index) and are subject to written approval by the

City.

III. GENERAL INFORMATION

The City of Alpine is a home rule City located in Brewster County and has a population of approximately 6,000 residents. The City Operates under a Council-Manager form of government with a Mayor, five (5) Council Members, and a City Manager. The Council Members are elected from single member wards, with the Mayor elected at large. The City Manager is the Chief

Executive Officer of the City. It is the City Manager’s duty to execute an implement policy as established by the City Council.

IV. EXPLANATIONS, CLARIFICATIONS, AND INTERPRETATIONS

Any explanation, clarification, or interpretation desired by a proposer regarding any part of this

RFP must be requested via email to Clarinda Espinoza, Interim City Secretary, to city.secretary@cityofalpine.com, before 3:00 PM, CST on June 25, 2026.

No further inquiries will be accepted after 3:00 PM, CST on June 25, 2026.

V. SUBMISSION OF RESPONSE

Delivery: Proposals must be sealed. Proposals may be mailed or hand-delivered to the City of

Alpine, Office of the City Secretary. Sealed proposals for Road Materials are due to the Office of the City Secretary by 3:00 PM on JULY 2, 2026.

Proposal packets are required to include five (5) copies.

Please provide responses to Questions 1- 4 in Section VI, Statement of Qualifications and provide pricing for each or all of the requested equipment and services in Exhibit “A”.

Please include on the sealed proposal envelope:

“SEALED RFP ROAD MATERIALS 2026-06-01 – TO BE OPENED JULY 2, 2026 AT 3:00

PM”

Proposals received after this time will be returned unopened. The City reserves the right to reject any and all proposals, to request additional information concerning any proposals for purposes of clarification, and to waive any irregularities and informalities in the submittal and evaluation process. This RFP does not obligate the City to pay any cost incurred by respondents in the preparation of the proposals. Furthermore, this RFP does not obligate the City to accept or contract for any implied services.

mailto:%20to%20city.secretary@cityofalpine.com mailto:%20to%20city.secretary@cityofalpine.com

Mailing Address and Hand Delivery Address:

City of Alpine - Office of the City Secretary

100 North 13th

Alpine, Texas 79830

Your qualifications shall be governed by the following schedule:

June 15, 2026 RFP posted to City of Alpine Website

June 18, 2026 First Publication in Local Newspaper

June 25, 2026 Second Publication in Local Newspaper

June 25, 2026 3:00 PM, CST Explanation, Clarification, Interpretation Deadline

JULY 2, 2026, 3:00 PM, CST Proposal Deadline

July 21, 2026 Award by City Council

VI. QUALIFICATION PROPOSAL INFORMATION

Statement of Qualifications

Each Statement of Qualifications (SOQ) must address, but does not need to be limited to, the following information:

Respondents shall include:

Qualifications and Experience

1. List the name and all addresses of location(s) of your firm. Which firm location will be used to provide equipment and services to the City of Alpine?

2. List all individuals and contact information for who would be providing services for this

RFP.

3. List your history (if any) providing Road Materials to the City of Alpine.

4. Describe your involvement with municipalities or other governmental agencies that you have provided Road Materials for. List any contact information for current/former references for the past five (5) years for governmental clients.

VII. EVALUATION PROCESS

The City of Alpine reserves the right to accept or reject any and all submissions in the best interest of the City. Proposals will remain in effect for 90 days. Proposals cannot be altered or amended after the submission deadline. Any interlineations, alterations, or erasures made before proposal opening must be initialed by the signor of the proposal, guaranteeing authenticity.

Receiving Proposals

Sealed proposals are received by the Office of the City Secretary. The time received shall be noted on the envelope or box and initialed.

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

If a proposal package is received without proper external identification, the City reserves the right to open the package solely for the purpose of identifying the respondent and determining whether the contents constitute a sealed proposal. Any such opening shall be for administrative purposes only, and the proposal shall be immediately sealed without review of its contents. This action shall not be considered a public opening and shall not impact the responsiveness or evaluation of the proposal.

Proposal Evaluation Process

Sealed proposals will be opened by the City Secretary, Office of the City Manager staff, the

Director of Finance, and the Director of Public Works. Proposals will be opened publicly; however, the contents of the proposals will not be read aloud at the opening.

The proposals shall remain on file, open for inspection in the City Secretary’s Office. Proposals are received, which are unmarked, shall be opened for identification purposes only and resealed.

The envelope or box shall be marked accordingly.

After proposals are opened and publicly read, the proposals will be evaluated by City staff based on the best value criteria set forth in this Request for Proposals. Award will be made to the proposer whose proposal is determined to provide the best overall value to the City.

• The purchase price for Road Materials (Exhibit A), including cost of delivery;

• The reputation of the bidder and the bidder’s goods and services;

• The bidder’s past relationship with the City;

• The total long-term cost to the City to acquire the bidder’s goods or services;

The RFP will be awarded using the following criteria:

• Pricing of requested items;

• Ability to deliver product in a timely manner;

• References;

• Previous relationship with the City of Alpine.

The City may assign relative weights to the evaluation criteria. Price is expected to be a significant factor, but not necessarily the sole determining factor in the award.

Until final award of the Contract, the City reserves the right to reject any or all proposals, to waive technicalities, and to re-advertise for new proposals.

BEST VALUE CRITERIA SELECTION.

The following items will be considered when an award is based on best value:

• The purchase price (Exhibit A), including cost of delivery.

• The reputation of the proposer and the proposer’s goods and services.

• The proposer’s past relationship with the municipality.

• The total long-term cost to the municipality to acquire the proposer’s goods or services.

The City may assign relative weights to the evaluation criteria and may request clarifications or conduct discussions with the highest-ranked proposer in accordance with Texas Local

Government Code §252.043.

In accordance with Texas Local Government Code §252.043 (g), the City may consider additional factors including, but not limited to, the proposer’s safety record, compliance with applicable laws and regulations, financial capability, and any other relevant factor that contributes to the best value determination.

VIII. PROPOSAL AWARD AND PRICING

After evaluation of proposals, the City may negotiate a final price with the highest-ranked proposal only. Any negotiated agreement is subject to final approval by the Alpine City

Council. Prior to the City Council approval, if any market changes occur the responding vendor must notify the Director of Public Works and the City Manager of this immediately.

Once this Council approval occurs, pricing will be subject to the Market Conditions terms listed above for price increases and decreases. After the proposal award, vendors who have been awarded a contract and wish to propose adjusted pricing to the agreement due to changes in the marked must do so through certified mail or via e-mail to the Director of Public Works and City Manager.

Documentation verifying the reason for the price increase must be sent as part of the request. Upon review of adjusted proposals, the City of Alpine may elect to dissolve the existing contract upon its expiration date or accept the price increase.

IX. STANDARD TERMS AND CONDITIONS

Governing Law and Venue

This agreement shall be governed by the laws of the State of Texas. Venue shall lie exclusively in

Brewster County, Texas.

Payment Terms

Payment shall be made in accordance with the Texas Prompt Payment Act. The City shall pay approved invoices within thirty (30) days after receipt of goods/services and a correct invoice.

Insurance Requirements

The contractor shall maintain, at a minimum, Commercial General Liability, Automobile

Liability, and Workers’ Compensation insurance as required by Texas law. Certificates of insurance must be provided prior to contract execution.

Indemnification

The contractor shall indemnify and hold harmless the City, its officers, and employees from any claims, damages, or liabilities arising from the contract’s performance.

Termination

The City reserves the right to terminate the contract, with or without cause, upon written notice.

Contract Term

The contract shall be for a term of one (1) year, with optional renewals upon mutual agreement.

Assignment

The contractor shall not assign or transfer any interest in the contract without prior written consent of the City.

Delivery Terms

All materials shall be delivered FOB destination. Risk of loss remains with the contractor until accepted by the City.

Compliance with Laws

The contractor shall comply with all applicable federal, state, and local laws and regulations.

Severability / No Waiver

Please include standard severability and non-waiver clauses.

X. STATUTORY AUTHORITY

This procurement is conducted pursuant to Texas Local Government Code Chapter 252, including §252.043, which authorizes municipalities to use competitive sealed proposals and to award contracts based on best value to the City.

XI. PUBLIC INFORMATION ACT NOTICE

Proposals submitted in response to this RFP are subject to disclosure under the Texas Public

Information Act, Chapter 552, Texas Government Code. Proprietary information should be clearly marked, but the City makes no guarantee that such information will be withheld from disclosure if requested.

NOTICE

Any notice provided by this RFP or required by law to be given to the respondents by the City of

Alpine shall be deemed to have been given and received on the next business day after such written notice was emailed to the respondent at the email address provided in the sealed response. Any interpretation, corrections, or changes to this Request for Proposal will be made by addenda. The sole issuing authority of addenda shall be the City of Alpine City Secretary. Addenda will be emailed to all who are known to have received a copy of this Request for Proposals. Proposers shall acknowledge receipt of all addenda in their proposal. Failure to acknowledge addenda may result in disqualification.

POINT OF CONTACT

In the event clarification or additional information is needed, contact:

City of Alpine

Office of the City Secretary

100 North 13th Street

Alpine, Texas 79830 city.secretary@cityofalpine.com mailto:city.secretary@cityofalpine.com

EXHIBIT “A”

City of Alpine Second

Request for Proposal

Road Materials for 2026

MATERIAL AMOUNT REQUESTED

1. Grade 3 Topping Rock 500 Tons

2. Base Material 1,000 Tons

PROPOSAL FORMS

NON-COLLUSION STATEMENT

State of ____________________

County of ____________________

By submitting a proposal, the proposer certifies that the proposal is made without collusion or fraud and that the proposer has not offered or received any inducement of any kind in connection with this procurement.

I, _________________________________, being first duly sworn, deposes and says that I (Typed or Printed Name) am the ________________________________ of ________________________________, the (Title) (Bidder Name) party submitting the foregoing Bid Proposal (the “Bidder”). In connection with the foregoing Bid

Proposal, the undersigned declares, states and certifies that:

1. The Bid Proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization or corporation.

2. The Bid Proposal is genuine and not collusive or sham.

3. The Bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid, or to refrain from bidding.

4. All statements contained in the Bid Proposal and related documents are true.

By _____________________________________________

Title ______________________________________________

(Affix Corporate Seal if required)

Subscribed and Sworn to before me this ________ day of ______________________, 2026

VENDOR REFERENCES

Please list three (3) references of current customers who can verify the quality of service your company provides. The City prefers customers of similar size and scope of work to this proposal. THIS FORM MUST BE RETURNED WITH YOUR PROPOSAL.

REFERENCE ONE:

COMPANY NAME:

ADDRESS/CITY/STATE/ZIP:

CONTACT NAME/TITLE:

BUSINESS PHONE/FAX:

CONTRACT PERIOD: SCOPE OF WORK:

REFERENCE TWO:

ADDRESS/CITY/STATE/ZIP:

CONTACT NAME/TITLE:

REFERENCE THREE:

ADDRESS/CITY/STATE/ZIP:

CONTACT NAME/TITLE:

CERTIFICATION OF ELIGIBILITY

By submitting a proposal or proposal in response to this solicitation, the proposer/proposer certifies that at the time of submission, he/she is not on the Federal Government’s list of suspended, ineligible, or debarred contractors.

In the event of placement on the list between the time of proposal/proposal submission and time of award, the proposer/proposer will notify the City of Alpine. Failure to do so may result in terminating this contract for default.

Company: _______________________________________________________

Signature: _______________________________________________________

Printed Name: _________________________________________________

Date: _____________________________________________________________

CONFLICT OF INTEREST:

To: Vendors of City of Alpine, Texas

From: Office of the City Manager

Re: Conflict of Interest Form (CIQ)

Vendor: ____________________________

Please find the link below to a Conflict-of-Interest Questionnaire. Please complete this form if you have a conflict of interest with any City of Alpine Official, Employee, or Department. The questionnaire should reflect the name of the individual with whom the conflict of interest occurs.

If you have any questions regarding compliance with Chapter 176 of the Texas Local Government

Code, please consult your legal representative. Compliance is the responsibility of each individual, business, agent or representative who is subject to the law’s filing requirements.

https://www.ethics.state.tx.us/data/forms/conflict/CIQ.pdf

Original completed forms should be sent to the City of Alpine, Office of the City Secretary, either through proposal return, or email. Please see contact information below.

City of Alpine, City Secretary

Email: city.secretary@cityofalpine.com Ph: (432) 837-3301

Applicable Law

Chapter 176 of the Texas Local Government Code requires that any vendor or person considering doing business with a local government entity disclose in the Questionnaire Form CIQ, the vendor or person’s affiliation or business relationship that might cause a conflict of interest with a local government entity. By law, this questionnaire must be filed with the records administrator of City of Alpine (City Secretary) no later than the 7th business day after the date the person becomes aware of facts that require the statement to be filed. See Section 176.006, Texas Local Government

Code.

https://www.ethics.state.tx.us/data/forms/conflict/CIQ.pdf mailto:city.secretary@cityofalpine.com