IFB 2027-B01 Road Building Material - Hot Mix

Hays County Purchasing Office is soliciting bids under IFB 2027-B01 for annual supply of hot-mix road building materials to the Hays County Transportation Department, with questions due November 12, 2026 at 5:00 p.m. and bids due November 20, 2026 at 10:00 a.m. Central Time.

The solicitation covers ten line items of dense-graded hot-mix asphalt and thin overlay mixtures, with estimated quantities of 1,000 to 3,000 tons per item and approximately 14,000 tons annually. Materials must meet the Texas Department of Transportation Standard Specifications for Construction and Maintenance of Highways, Streets, and Bridges (adopted November 1, 2014). Bidders may price materials for county pickup at the bidder's plant, for delivery, or both. Delivered bids must include a per-mile-per-ton transportation rate and hourly demurrage charges to be responsive. Deliveries go to 2171 Yarrington Road, Kyle, Texas 78640, on an F.O.B. destination basis, as needed at county direction. The listed quantities are approximations for bid comparison, and individual orders and payments follow the contract terms.

The initial term runs from December 2026 through November 2027, with four optional one-year renewals. Award is anticipated in December 2026. The county may award multiple contracts and may purchase from another supplier if the lowest bidder cannot fill orders when needed.

Evaluation considers unit pricing, special needs, past performance, ability to perform, and references. Bidders must provide three references from similar-sized entities within the last five years, hold required Texas business licenses and current certifications, and demonstrate adequate financial resources and equipment. Required insurance includes workers' compensation, auto liability at $1,000,000 per person and per accident, commercial general liability at $2,000,000 aggregate, and employers liability at $1,000,000.

Bid prices must remain firm for the full term and renewals, except for industry-wide increases tied to the U.S. Department of Labor Producer Price Index. Those requests require 45 days' notice before the anniversary date with supporting documentation and are subject to County approval within 15 days. Taxes must be excluded because the county is exempt from federal excise and state sales tax. Submissions require one original and one digital copy on a thumb drive, or electronic submission through BidNet Direct with one hard copy delivered within 24 hours of the due date. The contract is governed by Texas law with venue in Hays County.