IFB 2027-B02 Road Building Materials - Cold Mix

Hays County Purchasing Office is soliciting bids under IFB 2027-B02 for annual supply of cold-mix road building materials for the Hays County Transportation Department, with bids due November 20, 2026 at 11:00 a.m. Central Time. Bidders must comply with HUB Practices (Historically Underutilized Businesses), and failure to comply may render a bid non-responsive.

The solicitation covers ten line items of limestone rock asphalt pavement in Types I and II and multiple grades (A, B, C, and DS), plus hot-mix cold-laid asphalt concrete pavement. Materials must meet Texas Department of Transportation standards adopted November 1, 2014. Respondents may bid on all or any portion of the items on the mandatory bid form (Attachment A). Pricing is per ton, with separate pickup and delivered columns. Delivered pricing must be F.O.B. destination, including shipping, handling, delivery, and fuel surcharge, and bids must exclude taxes because Hays County is exempt from federal excise and state sales tax. Bidders must specify delivery timeframes after order receipt, minimum load requirements, and plant location and contact information. Required qualifications include proof of active System for Award Management (SAM.gov) registration, three references from similar-sized organizations within the past five years, and evidence of Workers' Compensation, Auto Liability, and General Liability insurance.

Place of performance is the Hays County Transportation Department at 2171 Yarrington Road, Kyle, Texas 78640, or the bidder's plant for pickup. The contract term begins upon Commissioners Court approval and runs one year (December 2026 through November 2027), with four optional one-year renewals. Renewal price increases must be submitted 45 days before the anniversary date, supported by U.S. Department of Labor Producer Price Index data, and the county has 15 days to approve or deny them. Pricing remains firm for the entire contract term and all optional years. Estimated quantities are approximate annual needs used for bid comparison. The county is not obligated to purchase a minimum, may buy greater quantities at the same unit price, may make multiple awards, and may purchase from another supplier if the lowest bidder cannot fulfill an order when needed.

Bids may be submitted as one original and one digital copy on a thumb drive or electronically through BidNet Direct with a physical copy delivered within 24 hours. Bids may be rejected for omissions, alterations, conditional or alternate bids, unbalanced unit pricing, or other irregularities. No pre-bid meeting is specified. The anticipated award date is December 2026.