27000676 Cost Allocation

The City of Midland, Texas is soliciting proposals for Cost Allocation Services under RFP 27000676, due December 2, 2026, and will consider local bidders whose bids fall within five percent of the lowest non-local bid under Texas Local Government Code 271.9051. The source tags the jurisdiction as Mason County (FIPS 48319), while the City issues the solicitation.

Local eligibility requires an Affidavit of Eligibility, submitted under penalty of perjury to Erika Martinez, Purchasing Manager. The affidavit confirms a principal place of business within City of Midland limits and reports local employee count, year of establishment, and City business tax payment history. The form governs procurements valued between $50,000 and $100,000 for services. City Council makes local-preference award decisions in writing, weighing price against local employment and tax revenue.

Bidders must submit unit prices with total extensions, with discounts built into the base price, net 30 payment terms, and no separately stated taxes, since the City is tax-exempt. Required forms include the Execution of Offer, with a Texas Resident Offeror certification for Texas-address bidders under 1 TAC 113.8; the Cost Proposal; a Non-Collusion Statement; and a Conflict of Interest Questionnaire. Bidders must accept the contract without modification, provide bonds if applicable, and deliver insurance documentation within 21 days of the transmittal letter. Workers' compensation is mandatory for eligible bidders, and those unable to provide it must submit a no-bid. The notice cites Texas Government Code 2252.908 and Texas Local Government Code 176.006, with filings made through the Texas Ethics Commission.

The base term is one year, with the City holding an option to renew for up to five additional one-year periods on at least 30 days' notice. Renewal pricing adjusts by the Dallas-Fort Worth CPI, capped at 15% above the original proposal amount. The City may terminate at will on 180 days' written notice. Work must commence within ten days of written notice to proceed under the cost proposal form, while the service contract template states fifteen days. Contractors must provide ten days' advance notice before starting specific projects and keep a designated on-site supervisor. Monthly service reports are a condition of payment, and workmanship defects must be remedied within one year of report acceptance. Employees are limited to eight hours per day and 40 hours per week, except as permitted by law.

Required coverage includes commercial general liability of $1 million per person and $1 million per occurrence for personal injury, plus $500,000 per occurrence for property damage; business automobile liability of $250,000 combined single limit; statutory workers' compensation; and employers' liability of $500,000 per accident. The City must be named an additional insured upon award.

Award goes to the lowest responsible bidder or the bidder offering best value under Texas Local Government Code 252.043, and the City may award by item or by total bid. Bidders waive claims arising from bid administration and waive recovery of attorney fees. Breach-related damages notice to the City Manager is due within 120 days, or claims are barred under Chapter 271. The City retains governmental immunity. Vendors failing award terms may be declared irresponsible and barred for at least six months as determined by the City Manager.