Asphalt Milling and Overlay Services with IDIQ Pricing

The City of Waxahachie is requesting proposals for asphalt milling and overlay services under an annual indefinite-delivery/indefinite-quantity (IDIQ) contract, with proposals due August 13, 2026 at 10:00 a.m. and a pre-proposal meeting scheduled for August 6, 2026 at 10:00 a.m. via virtual Teams meeting. The City anticipates awarding the contract to one or two contractors based on best value and will commence work immediately, extending through Fiscal Year 2027 (beginning October 1, 2026).

Scope includes cold milling of existing asphalt pavement, furnish and installation of 2-inch Type D asphalt overlay, lime treatment of subgrade, flexible base repair, full depth asphalt pavement repair, removal and disposal of spoil material, traffic control, thermoplastic pavement markings, valve box and manhole adjustments, tack coat application, saw cutting, and mobilization. The estimated project scope includes 3,000 square yards of milling and overlay, 1,000 square yards of lime treatment, 500 square yards of flexible base repair, and 500 square yards of full depth repair. Prevailing wage rates per Sam.Gov apply to Ellis County, Texas. Contractors must comply with Texas Government Code Chapter 2258 and submit IDIQ pricing using unit rates for all line items.

The City anticipates funding between $500,000 and $1,000,000 annually, contingent on City Council budget approval each year. The contract term is two years with two additional one-year renewal options; automatic renewal occurs unless either party provides 90 days' written cancellation notice. Evaluation allocates 70 points to cost, 20 points to experience and qualifications, and 10 points to references.

Contractors must maintain Commercial General Liability of $1,000,000 per occurrence/$2,000,000 general aggregate, Business Auto Liability of $1,000,000, and Workers' Compensation at statutory limits. Performance Bonds (100% of project price) and Payment Bonds (100% of project price) are required for projects exceeding $100,000 and $25,000 respectively. Questions are due August 10, 2026 at 10:00 a.m. Contract pricing must remain valid for at least the first full year; price increase requests require 120 days' notice and mutual written agreement. The contract is not assignable without prior written City consent.