Page 1 of 7 Bidder’s Initials: _____ CITY OF EL CAMPO 2022-23 Public Works Road Materials Bid Specifications Bids will be received until Thursday, October 27th, 2022 at 1:00 P.M. Page 2 of 7 Bidder’s Initials: _____ GENERAL INFORMATION Sealed bids for “Public Works Road Materials” will be received at the office of the City Secretary, Kaylee Koudela 315 E. Jackson, El Campo, Texas 77437, until 1:00 p.m., October 27th, 2022. Instructions to Bidder and other documents will be available at the office of the Director of Public Works, 618 E. Monserrate, El Campo, Texas 77437. Documents can be requested by calling (979) 541-5075 or they can be found on the City of El Campo website at [ https://www.cityofelcampo.org/government/rfp_rfq.php].
All bids received by the designated time shall be publicly opened and read at 1:05 p.m. Thursday October 27th, 2022, at City Hall, 315 E Jackson St, El Campo, Texas, in Council Chambers. Any bid received after 1:00 p.m. 10/27 will be returned unopened. The City reserves the right to reject any or all bids, to waive any irregularities or informalities or both in any bid, and to make an award in any manner, consistent with the law and deemed to be in the best interest of the City. The Invitation to BID scheduled publishing dates; in the El Campo Leader News are Wednesday October 12th, 2022, and Wednesday October 19th, 2022. GENERAL CONDITIONS Bids will be accepted from suppliers wishing to furnish public works materials. Bids must be submitted on the bid form included in this package. All pages are to be initialed and returned. Bids must be sealed and clearly marked “Public Works Road Materials” on outside of envelope. This bid shall be on a unit price method as allowed under Section 262.028, Chapter 262, Title 8 of the Local Government Code. All material must conform to specifications. The Department of Public Works has the right to reject, at any time, any material that is undesirable or damaged. The City of El Campo legally accepts delivery of materials after it is unloaded and approved by Public Works Director or appointed authorized City personnel. If awarded bidder cannot supply product or accommodate delivery schedule, a written statement from the bidder indicating the reason, must be sent to the Department of Public Works and the City reserves the right to spot purchase product. This bid shall be effective through April 14th , 2023. SALES TAX - City of El Campo is exempt from sales tax by law. City of El Campo will furnish, upon request, sales tax exemption forms to the bidder that is awarded a bid. Bidder shall bear the responsibility of any sales or use tax if any product or supply is deemed to be taxable by state. Remainder of this page intentionally left blank. Page 3 of 7 Bidder’s Initials: _____ INSTRUCTIONS TO BIDDERS 1. Preparation of Bid: (a) Each bid must be submitted on the prescribed form (bid sheet). All blank spaces must be filled in legibly with ink. Erasures or other corrections on the bid form shall be initialed by the signer of the bid. Bids must be signed in ink by individual authorized to bind the bidder. (b) Each bid must be submitted in a sealed envelope addressed to Kaylee Koudela, Office of the City Secretary, 315 E. Jackson St, El Campo, Texas 77437, clearly marked on the outside that it contains a bid for "Public Works Road Materials ". The name and address of the bidder shall appear in the upper left-hand corner of the envelope. If forwarded by mail, the sealed envelope containing the bid must be enclosed in another envelope properly addressed as above. 2. Time for Receiving Bids: (a) Bids received prior to the advertised hour of opening will be securely kept, sealed. The person whose duty it is to open them will decide when the specified time has arrived, and any bid received after that time will be returned unopened. 3. Opening of Bids: (a) At the time and place fixed for the opening of bids, the Owner will cause to be opened and publicly read aloud every bid received within the time set for receiving bids, irrespective of any irregularities therein. 4. Withdrawal of Bids: (a) Bids may be withdrawn on written request if the request is received prior to the time fixed for the opening of bids. (b) No bid may be withdrawn until the expiration of 60 days from the date bids are opened. 5. Bid Conditions: (a) Contract will be awarded to responsible Bidder submitting the lowest unit price bid complying with the conditions of the Instructions to Bidders. (b) Contract will be awarded per bid item. (c) There shall be no minimum or maximum quantities. All quantities herein are estimated. (d) All materials will be ordered in reasonable truck load quantities periodically throughout the duration of the contract. (e) Delivery is expected at a reasonable time frame, Director may order from another vendor for project completion if time frame is not met. (f) Awarded bidder’s unit prices will be good through April 14th, 2023. Page 4 of 7 Bidder’s Initials: _____ (g) All unit prices are for “Delivery to Project Site”, unless otherwise noted, which include delivery of goods to any location, as specified by Public Works Director or appointed authorized City personnel, during time of delivery, within the incorporated city limits of El Campo, Texas. (h) Deliveries shall be made available during operations from Monday – Friday 8:00 a.m. – 5:00 p.m. 6. Inquiries: Submit in writing or by email all questions regarding the Bidding Documents by Wednesday October 26th, 2022, 12:00 P.M. to: Kevin D. Thompson Director of Public Works City of El Campo 618 E. Monserrate El Campo, TX 77437 (979) 541-5075 email@example.com
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Page 5 of 7 Bidder’s Initials: _____ MATERIALS SPECIFICATIONS AND REQUIREMENTS All materials must meet the Texas Department of Transportation Specifications as of 2016 or later. BID FORM Item No. Bid Item Estimated Quantity Unit Item Description Unit Price/ton ROAD AGGREGATE MATERIALS 2.1 TXDOT 302 2,500 Ton Aggregates for Surface Treatment, Type "C"(Traprock) Grade 4, Delivered $____________ 2.2 TXDOT 247 2,500 Ton Base Material, 1 1⁄2 limestone, Type “A” Grade 2, Delivered $____________ Item No. Bid Item Estimated Quantity Unit Item Description Unit Price/gal ROAD SURFACING MATERIALS 3.1 TXDOT 300 75,000 Gal Asphalt Cement, Cationic Emulsified, CRS- 2, Delivered $____________ Page 6 of 7 Bidder’s Initials: _____ *Please note, mileage limitations on pick up* *Picked up within 20 miles of El Campo city limits Bid Item Estimated Quantity Unit Item Description Unit Price ASPHALT CONCRETE ROAD MATERIALS 4.1 TXDOT 340 1,500 Ton Hot-Mix Asphalt Pavement, Type "D", *Delivered $____________ 4.2 TXDOT 340 1,500 Ton Hot-Mix Asphalt Pavement, Type “D” *Picked up within 20 miles of El Campo city limits $_____________ 4.3 TXDOT DMS-9202 1500 Ton Cold Patch High Performance Polymer modified ASPPM Grade IV *Delivered $______________ 4.4 TXDOT DMS-9202 1500 Ton Cold Patch High Performance Polymer Modified ASPPM Grade IV Picked Up* $______________ 4.5 TXDOT 334 1500 Ton Hot Mix Cold Lay (HMCL) Pavement type D, Picked up* $______________ 4.6 TXDOT 330 1500 Ton Pre-Mix Asphalt Pavement, Type D Picked up* $______________ Page 7 of 7 Bidder’s Initials: _____ BID SUBMITTED BY: COMPANY NAME STREET, P.O. Box No. CITY STATE ZIP CODE EMAIL ADDRESS Remainder of this page intentionally left blank. SIGNATURE PRINTED NAME TITLE PHONE NUMBER FAX NUMBER