Asphalt Milling and Overlay Services with IDIQ Pricing

The City of Waxahachie, Texas is soliciting sealed proposals for asphalt milling and overlay services under an Indefinite Delivery/Indefinite Quantity (IDIQ) contract (RFP-2026-7-2), with proposals due August 13, 2026 at 10:00 a.m. Central Time. The City anticipates awarding the contract to one or two contractors and will evaluate proposals on a 100-point basis: 70 percent for cost, 20 percent for experience and qualifications, and 10 percent for references.

The scope includes cold milling of existing asphalt pavement, furnishing and installing 2-inch Type D asphalt overlays, lime treatment of subgrade, flexible base repair, full-depth asphalt pavement repairs, spoil material removal and disposal, traffic control, thermoplastic pavement markings, valve box and manhole adjustments, tack coating, saw cutting, and mobilization. The IDIQ pricing table reflects estimated quantities of 3,000 square yards of milling and overlay, 1,000 square yards of lime treatment, 500 square yards each of flexible base repair and full-depth repairs, 500 cubic yards of spoil removal, 1,000 linear feet of thermoplastic markings, 10 valve box adjustments, and 500 linear feet of saw cutting, plus lump sum pricing for traffic control and mobilization. Contractors must submit IDIQ unit pricing for all line items and furnish three references preferably from governmental entities with similar scope.

Annual project funding ranges from $500,000 to $1,000,000 per fiscal year, contingent on City Council budget approval, with projects typically scheduled for fall and spring. The contract term is two years with two additional one-year renewal options, automatically renewing unless either party provides ninety days' written cancellation notice. Work begins immediately and extends into Fiscal Year 2027, which begins October 1, 2026.

Contractors must comply with prevailing wage requirements per SAM.gov for Ellis County Highway Construction, provide Performance Bonds (100 percent of project price for projects exceeding $100,000) and Payment Bonds (100 percent for projects exceeding $25,000), and maintain Commercial General Liability ($1,000,000 each occurrence/$2,000,000 aggregate), Business Auto Liability ($1,000,000), and Workers' Compensation at statutory limits with $1,000,000 employers' liability, with the City named as additional insured. Work must adhere to Standard Specifications for Public Works Construction (North Central Texas, 5th Edition amended August 2023), Texas Department of Transportation standards, and City design criteria. A non-mandatory pre-proposal meeting is scheduled for August 6, 2026. Proposals are submitted electronically through the OpenGov procurement portal, with opening at 10:15 a.m. on August 13, 2026.