Annual Requirements Contract for Fill Materials for the Water Utilities Department

The City of Arlington is seeking to establish an annual requirements contract for the supply of various fill materials to support the Water Utilities Department through a solicitation posted April 1, 2026, with a deadline of April 30, 2026. The procurement encompasses eight material categories: washed concrete rock (ASTM C 33 #67 sized crushed stone), screened topsoil (3/8" premium sandy loam), 1-1/2" river rock, 3/8" pea gravel, washed concrete sand, processed screened cushion sand (3/8"), screened select fill with specified plasticity index and compaction requirements, and haul back services for excavated spoil material both with and without delivery. Materials must be delivered to the South Service Center at 1100 SW Green Oaks Boulevard, Arlington, Texas, and various jobsites within Arlington or Kennedale between 7:30 a.m. and 3:30 p.m., Monday through Friday, with authorization from City personnel required prior to delivery. All delivery and handling fees must be incorporated into unit prices, with fuel surcharges explicitly prohibited, and all materials must meet industry standards and City specifications or will be rejected at the vendor's expense. Vendors must comply with City of Arlington traffic ordinances and Texas Motor Carrier Act regulations, including vehicle weight limitations (80,000 pounds gross weight maximum, 20,000 pounds per axle maximum, and 34,000 pounds per tandem-axle group maximum). The contract will have an initial one-year term with the option to renew for up to two additional one-year periods at the mutual written consent of both parties, with a ninety-day probationary period during which the City may terminate and award to a new bidder without issuing a new solicitation. Bidders must submit responses electronically through the Bonfire Portal procurement system on a firm-price basis in United States dollars and cents, provide at least three recent customer references demonstrating similar service experience, complete all required forms including an Authorized Signature and Contact Details form and a Conflict of Interest Questionnaire, and register for direct deposit payments upon contract award.

The solicitation documents do not specify any set-aside designations, disadvantaged enterprise restrictions, or incumbent vendor preferences. Successful contractors must comply with all applicable federal, state, and local laws including OSHA standards, the Americans with Disabilities Act, Title VI of the Civil Rights Act, Immigration and Nationality Act requirements, and Texas Government Code provisions regarding Israel, firearm entities, and energy company boycotts; they must also maintain audit access for three years after final payment and utilize recycled materials when comparable products are available. The City of Arlington is exempt from federal excise and state sales taxes, and bidders must exclude all taxes from their pricing. Payment terms are Net 30 Days in accordance with the Texas Prompt Payment Act, and unit prices may be adjusted annually upon renewal at a rate not to exceed the Consumer Price Index change for the previous twelve months with documented cost justification submitted at least thirty days before the requested effective date. The procurement documents do not provide an estimated contract value or budget range, though the solicitation specifies that estimated quantities listed serve only as a guide and do not represent guaranteed purchase volumes or intent to order. All submissions must be made through the City's exclusive procurement platform, Euna Procurement, and late bids will not be accepted regardless of cause; the City assumes no responsibility for solicitations received through alternative channels that may result in incomplete specifications or non-compliant submissions.