Bid NO. 24-25 Road Materials

CITY OF
H untsville
INVITATION TO BID NO. 26-27
"ROAD MATERIALS"
RETURN SEALED: Sealed solicitations shall be received no later than:
City of Huntsville
2:00P.M., Central Time
City Secretary June 25, 2026
c/o Purchasing Department
MARK ENVELOPE: "Solicitation Packet 26-27"
448 State Highway 75 North
Huntsville, Texas 77320
For a printable version please visit our website at City of Huntsville/Government/Finance/Purchasing/BIDS & RFPS
POINT OF CONTACT
Email: Purchasing@huntsvilletx.gov
The Vendor's signature is required for acceptance of this solicitation and confirms the Vendor has read and understands all
requirements concerning this solicitation, the undersigned affirms they are duly authorized to execute the contract. The City
of Huntsville is not responsible for solicitations received after the submission deadline for any reason and will be considered
void and unacceptable. Hand delivered or mailed offers must be SEALED in an envelope, CLEARLY marked with Bid NO.
26-27 ROAD MATERIALS.
CERTIFICATION OF OFFER
Company Name ___________________________________________________________________ Date: _______________________
Signed By: ______________________________________________________Title: _________________________________________
Typed/Printed Name: ________________________________________________________ Phone#: ___________________________
Mailing Address: ___________________________________________________________ Tax ID Number: _____________________
Street/P. O. Box City State Zip
Email: ________________________________________________________________________ SAM ID: _______________________
INITIAL FOR ADDENDUM RECEIPT/ACKNOWLEDGMENT. PLEASE MARK N/A IF NOT ISSUED.
Addendum #1 ____________ Addendum #2 __________ Addendum #3 ____________ Addendum #4 ____________
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TENTATIVE SCHEDULE OF EVENTS
The anticipated schedule for this solicitation is as follows. The City reserves the right to modify these dates as necessary.
June 8, 2026 - Release Solicitation
June 13 and June 20, 2026 - Legal Advertisement
June 15, 2026 - Questions Due
June 17, 2026 - Final Addendum Posted
June 25, 2026, at 2:00 P.M. - Public Opening
July 2026 - Award Preparation
GENERAL INSTRUCTIONS
Submissions must be in a sealed envelope clearly marked "Bid NO. 26-27 ROAD MATERIALS" It is the sole responsibility
of the Vendor to ensure the packet is received at the designated location before the deadline.
A public reading of all timely responses will be held at the submission deadline at the City of Huntsville Service Center, 448
State Highway 75 North, Huntsville, Texas. All interested parties are invited to attend.
All questions concerning this solicitation should be directed to the Purchasing Department via email at
purchasing@huntsvilletx.gov.
RESPONSES
Vendors submitting a response do so entirely at their expense. The City has no expressed or implied obligation to reimburse
any individual or firm for any costs incurred in preparing or submitting a solicitation, providing additional information when
requested, or participating in any selection interviews.
QUALIFICATIONS OF RESPONDENTS
No prequalification of respondents is required. Before award of any contract can be approved, however, the City shall be
satisfied that the respondent involved: (1) maintains a permanent place of business, (2) has adequate personnel and
equipment to do the work properly and expeditiously, (3) has a suitable financial status to meet obligations incident to the
work, (4) has appropriate technical experience, and (5) can submit a satisfactory performance record. The City of Huntsville
has the final and sole decision to determine qualifications.
ADDENDAS
No interpretation of the meaning of the specifications of the solicitation will be made to any Vendor orally. Every question or
request for interpretation concerning this solicitation shall be directed to the Purchasing Department, in writing via e-mail at
purchasing@huntsvilletx.gov. All questions or requests for interpretation concerning the solicitation received after June 15,
2026 @ 10:00 A.M will be considered void and unacceptable.
A written addendum will be issued as a response and will be posted on or before June 17, 2026 @ 5:00 P.M. on the City of
Huntsville website, Public Purchase website, and Electronic State Business Daily website. All addenda so issued shall become
part of the contract documents, and receipt thereof shall be acknowledged in the space provided in this solicitation. It is the
responsibility of the Vendor to verify all addenda and interpretations.
SOLICITATION TABULATIONS
Solicitation tabulation results are posted on our website at:
http://www.huntsvilletx.gov/business/bids_and_RFQs/bid_tabulations/
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OBJECTIVE
The objective of this solicitation is to secure the necessary supplies that keep operations running smoothly while achieving the
most advantageous combination of cost, quality, and reliability. Rather than focusing solely on the lowest price, the evaluation
considers factors like product durability, vendor performance, availability, and delivery, ensuring long-term efficiency, reduced
downtime, and overall value for the organization.
TERM OF CONTRACT
The term of this contract shall be from: Award through September 30, 2027. This Contract will have four (4) one
(1) year renewal options as follows:
Option Year 1: October 1, 2027 through September 30, 2028
Option Year 2: October 1, 2028 through September 30, 2029
Option Year 3: October 1, 2029 through September 30, 2030
Option Year 4: October 1, 2030 through September 30, 2031
This contract may be renewed for four (4) one (1) year extensions, provided both parties agree. Any extensions
shall be at the same terms and conditions, plus any written approved changes.
SELECTION AND AWARD
The City will award based on best value* meeting the requirements for this service. The City reserves the right to award the
most responsible and responsive bidder in the best interest of the City. If the awarded responder is unable to meet the
requirements of the City, services/products may be purchased from the next best available responder and continue until a
responder is found that can complete the requirements of the City. If the responder desires the City to consider an all or
none response, it must be stated on the price table. The City of Huntsville may award multiple responders meeting the
minimum requirements outlined in this solicitation. In the event the lowest cost Vendor cannot supply material
when needed, the City will go to the next lowest cost Vendor on an as needed basis.
The City reserves the right to reject the solicitation of any Vendor who is in violation of any City Ordinance. The City may
choose to negotiate a settlement of the ordinance violation as a condition of the solicitation award.
VENDOR PERFORMANCE
The performance of each Vendor will be monitored and recorded as necessary over the duration of the contract with respect
to satisfactory fulfillment of all contractual obligations. Such performance may include but is not necessarily limited to: delivery,
condition of delivered material, specification compliance of delivered material, prompt and appropriate resolution of any claims,
adequate servicing of contract in any and all aspects which the contract may call for, and prompt, complete, and satisfactory
resolution of any contractual discrepancies other than those resulting from acts of God or from inadequate performance of the
City or user. Continuous complaints documented or undocumented may result in termination of contract.
DELIVERY
* Materials shall not be delivered or provided without a City issued purchase order.
* All deliveries must be between 8:00 am and 4:00 pm Monday through Friday unless otherwise requested by the City.
* All delivery tickets must have delivery location/address, and driver signature.
* Delivery locations will differ from order to order as the City's projects are spread throughout the City.
* All deliveries shall be made to the job site or City of Huntsville Service Yard. All locations are within the city limits.
* Ready-mix concrete shall be delivered using truck mixers
* All prices offered in this packet shall be freight on board (FOB) destination. The term FOB destination shall mean
delivered or unloaded in-house or on-site.
* Delivery to be made within 24 hours or agreed to time and day.
* The City reserves the right to select pick-up or delivery.
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SCOPE OF WORK
Annual expenditure of Road Materials is estimated to be $100,000. This figure is given strictly as an estimate for potential
Vendors and for solicitation purposes only. A wide variance of actual expenditures can be expected due to "as necessary" or
"emergency" procurements. Therefore, no guarantee is given or implied as to the total quantity or dollar value of this
solicitation. The City is not obligated to place any order with vendors responding to this solicitation. Award will only guarantee
a specific source of supply for the City and will not guarantee or obligate total dollar expenditure.
The City recognizes that any one responder may not provide all product lines. All products (catalog or non-catalog drop-
shipped) provided by the Vendor shall be included in your response to this solicitation. All products, supplies and accessories
carried in a respondent's catalog, price book(s) or otherwise available by special order are part of this solicitation.
The City reserves the right to request and receive, at no additional cost, up to one (1) time per year during the contract period,
a usage report detailing the products and/or services furnished to date under a contract resulting from this solicitation. The
reports must be furnished no later than seven (7) working days after receiving the written request and must include the City
department that ordered the product, description of each item purchased, including manufacturer, quantity of each item
purchased, shelf price, discount amount and extended price of each item purchased.
SOLICITATION FORMAT
Each solicitation must be submitted with the original documents, and all prices must be indicated on the price chart included
with this solicitation. All blank spaces for prices must be filled in, in ink or typewritten and must be fully completed and executed
when submitted. If the unit price and the total amount named for an item are not in agreement, the unit price alone will be
considered as representing the responder's intention and the total will be corrected to conform thereto.
PROPERTIES AND TESTING METHODS FOR AGGREGATE OR FILLER MATERIALS
* Gradation- The fine aggregate or filler particles must be finely graded to prevent a harsh mix (a stiff, low flow mix
usually resulting from a preponderance of granular material) and have sufficient range of finer size particles to
provide flowability, stability, and minimal void spaces in the flowable fill mix.
* Unit Weight- The fine aggregate or filler materials should be within a relatively low to moderate range of unit weight
in order to encourage flowability and discourage segregation of particles in the resultant flowable fill mix.
FLOWABLE FILL MIXTURES
Flowable fill refers to a cementitious slurry consisting of a mixture of fine aggregate or filler (usually sand), water, and
cementitious materials (usually Portland cement), which is used primarily as a backfill in lieu of compacted earth. This
mixture shall be capable of filling all voids in irregular excavations and hard to reach places. Flowable fill shall possess the
characteristic of a high-quality compacted earth backfill after hardening and shall have the necessary Strength development,
flowability, hardening time, bleeding and shrinkage, unit weight, bearing strength, and corrosion resistance as the application
requires.
Test Procedures
Property Test Method References
Strength
Unconfined Compressive Strength of Cohesive soil ASTM D2166
Development
Slump of Portland Cement Concrete ASTM D 4219
Flowability
Flow of Grout for Preplaced-Aggregate (Flow Cone Method) ASTM C939
Hardening
Time of Setting of Concrete Mixtures by Penetration Resistance ASTM C403
Time
Bleeding and
Change in Height at early ages of Cylindrical Specimens from Cementitious Mixtures ASTM C827
Shrinkage
Unit Weight Unit Weight, Yield, and Air Content of Concrete ASTM C138
pH of Soil for Use in Corrosion Testing ASTM G51
Corrosion
Field Measurement of Soil Resistivity Using the Wenner Four-Electrode Method ASTM G57
Resistance
Optimum SO3in Portland Cement ASTM C563
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Testing Method
Property Test Method Reference
Gradation Particle Size Analysis of Solids ASTM D422
Unit Weight Unit Weight and Voids in Aggregate ASTM D29
Unit Weight Specific Gravity of Solids ASTM D854
CEMENT STABILIZED FLEXIBLE BASE
Cement Stabilized Flexible Base shall be made of Type A material. Type A material shall be crushed stone produce from
oversize quarried aggregate, sized by crushing and produced from a naturally occurring single source. Crushed gravel or
uncrushed gravel shall not be acceptable for Type A material. No blending of sources and/or additive materials will be
allowed in Type A material.
Graduation
Sieve Size % Retained
2-1/2" 0
1-3/4" 0-10
No. 4 45-75
No. 40 60-85
Atterberg Limits Max LL.............40 Max PI...............12
* Type I Portland cement must meet regular requirements of ANSI/ASTM specification C-150-89 and regular
requirements of Federal Specifications Portland cement SS-C-1960/3A.
* The mix shall consist of 188 pounds of cement per one cubic yard of flexible base (2 sacks per yard). Type A,
grade 2, crushed or broken aggregate. (TXDOT, 1993 Texas Standard Specifications, Item 247)
* The composition of finish product (rock, cement, and moisture) should be thoroughly and consistently mixed prior to
loading on delivery equipment.
* Vendor may be required to provide verification of compliance to specifications by the following listed methods:
* Sampled and tested by independent laboratory.
* Sampled and tested within last thirty (30) days.
* Shipments will be subjected to random sampling and tested for quality assurance.
FLEXIBLE BASE
Minimum Specifications for Flexible Base
Type A, Grade 2, crushed or broken aggregate (TxDOT, 1993 Texas Standard and Specifications, Item 247)
Graduation
Sieve Size % Retained
2-1/2" 0
1-3/4" 0-10
No. 4 45-75
No. 40 60-85
Atterberg Limits 3.1 Max Liquid Limit - 40 3.2 Max plasticity index -12
* Vendors may be required to provide verification of compliance to specifications by the following listed methods:
* Sampled and tested by independent laboratory
* Sampled and tested within last 30 days
* Shipments will be subjected to random sampling and testing for quality assurance.
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HOT MIX
Hot mix asphaltic concrete, Types B, C, D, and F must be in accordance with TXDOT Item 340, of the 2004 Texas Standard
Specifications and attached specifications. It is the intent of this specification to purchase a mixture which, when designed
and tested in accordance with these specifications and methods outlined in Texas Highway Department Bulletin C-14, shall
have the following laboratory density, stability, and gradation.
Density % Stability
Min. 94 Not less than 35
Max. 98 Not more than 60
Optimum 96
**Asphalt content shall be 5% to 6% to be determined by City. Vendor shall provide a copy of mix designs.
Master Gradation Bands
(% Passing by Weight or Volume)
Type B Type C Type D Type F
Sieve Size
Fine Base Coarse Surface Fine Surface Fine Mixture
1-1/2" - - - -
1" - - - -
3/4" 84.0-98.0 95.0-100.0 - -
1/2" - - 98.0-100.0 -
3/8" 60.0-80.0 70.0-85.0 85.0-100.0 98.0-100.0
#4 40.0-60.0 43.0-63.0 50.0-70.0 80.0-86.0
#8 29.0-43.0 32.0-44.0 35.0-46.0 38.0-48.0
#30 13.0-28.0 14.0-28.0 15.0-29.0 12.0-27.0
#50 6.0-20.0 7.0-21.0 7.0-20.0 6.0-19.0
#200 2.0-7.0 2.0-7.0 2.0-7.0 2.0-7.0
CHIP ROCK-LIMESTONE
* Type F chip rock washed limestone (Ice Rock).
* 5/8 inch chip rock washed limestone (Pipe Bedding Material).
SAND
* Top Soil.
* Fill dirt.
* Stabilized sand = 2 bags of cement (94 lbs. each) per one cubic yard of sand.
WASHED CONCRETE SAND
* Concrete sand shall consist of natural, manufactured sand, combination thereof with, or without mineral filler.
* Natural sand shall consist of clean, hard, durable, uncoated grains.
* Manufactured sand shall consist of clean, hard, durable, uncoated fragments resulting from the crushing of stone.
* All fine aggregate shall be free from frozen material, any excess from salt, alkall, vegetable matter, or other
objectionable material and shall not contain more than five-tenths (.05) per cent by weight of clay lumps.
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READY MIX CONCRETE
* Ready-mix concrete shall be delivered in freshly mixed and unhardened state.
* 3000 pounds per square inch (P.S.I.) mix is normally utilized, but +500 PSI and other concrete mixtures not listed
are used occasionally.
* All mixture materials shall comply with applicable Texas Department of Transportation (TXDOT) specifications, and
American Society for Testing and Materials (ASTM C-94).
* Individual orders could consist of either five (5) cubic yards or greater, or less than five (5) cubic yards per order.
* One order may contain one or more final placement sites.
* Upon order request, various mixtures, or special ingredients shall be provided in various batches of the delivered
concrete mixture. The most common types of mixture that may be required are as follows:
o Fiber mesh 1.5 %
o 2% H.E. (calcium)
o Retarder
o Accelerator
o Plasticizer
GENERAL REQUIREMENTS
* The contractor shall have adequate inventory or resources to fulfill the City's orders within the delivery or service
times specified.
* Vendor quarry/stock yards shall be located within a reasonable radius of the City of Huntsville in order to facilitate
prompt delivery.
* Vendors are required to have available the sufficient personnel, equipment, and supplies to perform "on time"
deliveries to the City.
* All equipment utilized to make deliveries of any material stated herein shall conform to all State of Texas
Department of Transportation, and other applicable local, State, and Federal regulations.
* No minimum orders by quantity or dollar amount shall be established.
* Vendors shall have sufficient financial resources to provide continual services throughout the contract period.
* Vendors shall have all pertinent permits for the business operation and meet all local, state, and federal rules and
regulations.
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PRICE CHART
Description Estimated Unit Price Per Unit Price Per Unit
Annual Usage Of Pick Up FOB/Delivered
Measu
re
Type B, C, D, F HMAC 4,800 Tons
Cold Mix (UPM) 50 Tons
Flexible Base 500 Tons
2 Sack Stabilized Flexible Base 500 Tons
2 Sack Stabilized Sand 500 Tons
3 Sack Stabilized Flexible Base As Needed Tons
3 Sack Stabilized Sand As Needed Tons
Ice Rock (Type F Limestone) 300 Tons
5/8" Limestone Chip Rock As Needed Tons
Top Soil As Needed Tons
Field Sand As Needed Tons
Concrete Washed Sand 500 Tons
Ready Mix Concrete - Less five (5) As Needed Cubic
Yards
Ready Mix Concrete - More five (5) As Needed Cubic
Yards
Flowable Fill 100 Cubic
Yards
3" X 5" Rip Rap As Needed Tons
5" X 8" Rip Rap As Needed Tons
12" Rip Rap As Needed Tons
18" Rip Rap As Needed Tons
24" Rip Rap As Needed Tons
Demurrage After 1 hours Per
hour
Pump & Hose Fee As Needed USD
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TERMS & CONDITIONS
DEFINITIONS
City - City of Huntsville. City Council - The elected officials of the City of Huntsville who have been given the authority to
exercise such powers and jurisdiction of all City business as conferred by the City Charter, Ordinance and Laws. Contract- An
agreement between the City and a vendor to furnish commodities or services over a designated period of time. Vendor - Any
individual, business, or entity that provides, or seeks to provide, goods, services, or property through a contract or purchase
order. This includes bidders, contractors, and suppliers involved at any stage of the procurement process, ranging from
solicitation to final contract award. TLGC- Texas Local Government Code. TGC- Texas Government Code
INTRODUCTION
The City of Huntsville is soliciting proposals from experienced and qualified vendors to provide Maintenance, Repair and
Operations (MRO) supplies to the City in accordance with Local Government Code Chapter 252.
PUBLIC INFORMATION
This solicitation is subject to TGC Chapter 552, Subchapter J (Sections 552.371-552.376) which mandates that certain
vendors working with governmental bodies must preserve, maintain, and disclose contracting information related to public
business upon request. It ensures public transparency for, or in connection with, government contracts, requiring specific
contract language for compliance. Failure to comply can result in the termination of business with the City.
ACCEPTANCE
The City reserves the right to accept or reject any or all solicitations, to waive any informalities and technicalities, to accept
the offer considered most advantageous in order to obtain the best value for the City in accordance with TLGC 252. Causes
for rejection of a solicitation may include but shall not be limited to the violation of any City ordinance, the inability to
satisfactorily perform the work or service, or the failure to properly and timely perform its obligation under a contract with the
City.
ADDENDA
Any interpretations, corrections or changes to a solicitation will be made by addenda. Sole issuing authority of addenda shall
be vested by the City of Huntsville's Purchasing Department. Addenda may be posted on the City of Huntsville's web site and
may be distributed to all who are known to have received a copy of the solicitation. The City assumes no responsibility for the
failure to obtain and/or properly submit any addendum. Failure to acknowledge any addendum may cause the rejection of a
solicitation. The City of Huntsville's decision to accept or reject any particular solicitation due to a failure to acknowledge and
submit addenda shall be final.
ADVERTISING
Notice of this solicitation shall be advertised once a week for two consecutive weeks, with the first publication occurring at
least fourteen (14) days prior to the solicitation opening. The notice will be published in the local newspaper and posted on
the City's official website to ensure public accessibility and compliance with statutory requirements.
ASSIGNMENT
The Vendor is prohibited from transferring their rights and duties, selling, assigning, transferring or conveying this contract, in
whole or in part, without the prior written consent of the City of Huntsville. All sub Vendors must be approved in writing by the
City prior to any work being initiated.
BRAND NAMES
Specifications may reference name brands, make, and/or model numbers. Any reference made to brand, make, and/or model
used in specifications is for descriptive purposes only. Products/materials of like quality equal to or greater than will be
considered. The City shall act as sole judge in determining equality and acceptability of products offered.
COLLUSION
Advanced disclosures of any information to a Vendor which gives any advantage over any other interested Vendor in advance
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of the award whether in response to advertising or a solicitation, made or permitted by a member of the governing body or an
employee or representative thereof, will void that Vendors solicitation. Prior to an award any communication with a member
of the governing body or an employee or representative thereof will void that Vendors solicitation. By submission of this
solicitation the Vendor attests that no improper communication has occurred resulting in an advantage over any other Vendor,
potential Vendor, or advance disclosure.
Signature of this solicitation certifies that the Vendor is fully informed of the preparation and contents of this solicitation, affirms
that the solicitation is genuine, made in good faith, and is neither collusive nor submitted for any improper purpose.
Furthermore, certifies that neither signatory of this solicitation nor any other representative of the business has engaged in
any collusion, conspiracy, or improper communication with other responders or City officials to influence pricing, gain an unfair
advantage, or affect the outcome of the procurement process.
COMPLIANCE
This solicitation and Vendor and/or contractor must comply with all Federal, state, local laws, City policies, and City Charter
concerning these types of service. The Vendor is prohibited from discriminating due to racial, sexual, religious, disability, or
any other grounds. Any known discrimination is grounds for immediate cancellation of contract at the sole expense of the
Vendor.
CONTRACT
This solicitation, when properly accepted by the City of Huntsville, shall constitute a contract equally binding between the
successful Vendor and the City of Huntsville. No different or additional terms or addendums, supplements, or amendments
will become a part of this contract unless agreed to and signed by both the successful Vendor and the City without the prior
written approval of the City of Huntsville. If during the life of the contract, the successful Vendor net prices to other customers
for items awarded herein are reduced below the contracted price, it is understood and agreed that the benefits of such
reduction shall be extended to the City.
CONTRACT TERMINATION
The City or the Vendor may terminate this Contract, with or without cause, upon thirty (30) calendar days' written notice. Upon
receipt of a notice of termination, the Vendor shall immediately cease all work unless otherwise directed by the City. The
Vendor shall be compensated only for services satisfactorily performed and accepted by the City prior to the effective date of
termination. If the Vendor fails to fulfill its obligations under this Contract or violates any term or condition herein, the City may
terminate the Contract for cause upon five (5) calendar days' written notice. Termination for cause may be deemed sufficient
grounds for removal of the Vendor from the City's Vendor list for future solicitations. Such termination shall not relieve the
Vendor of liability to the City for damages resulting from any breach of Contract. The City reserves the right to withhold payment
until the full extent of damage is determined and resolved. In the event of termination, the Vendor shall not be entitled to lost
or anticipated profits, consequential damage, or other special damages. The City reserves the right, during any notice period,
to solicit and award to other Vendors as necessary, including in cases of emergency or urgent need. The Contract may be
terminated immediately upon the occurrence or suspected occurrence of illegal or unprofessional activities. Should any change
in terms be requested by the Vendor after the contract has been awarded, the City reserves the right to terminate the contract
and award the solicitation to the next responsible responsive Vendor.
DELIVERY
All delivery and freight charges (FOB City of Huntsville designated location) are to be included in the solicitation price. The
City assumes no liability of goods delivered in a damaged or unacceptable condition.
EXCEPTIONS/SUBSTITUTIONS
Vendors taking exception to the specifications, or offering substitutions, shall state these exceptions in the section provided
or by attachment to the solicitation. The absence of such a list shall indicate that the Vendor has not taken exceptions and
shall be responsive to perform in strict accordance with the specifications of this solicitation. The City of Huntsville reserves
the right to accept any and all or none of the exception(s)/substitution(s) deemed to be in the best interest of the City.
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