RFP NO. 26-15 Street Asphaltic Paving, Milling, and Restriping Services

City of Huntsville
448 State Highway 75 N
Huntsville, Texas 77320
Lucy Gonzalez
Phone: 936-291-5495
E-mail: purchasing@huntsvilletx.gov
REQUEST FOR PROPOSAL (RFP) NO. 26-15
"Street Asphaltic Paving, Milling, and Restriping Services"
Sealed solicitations shall be received no later than:
RETURN SEALED RFP:
2:00 P.M., Central Time
City of Huntsville
April 14, 2026
City Secretary
MARK ENVELOPE: "Solicitation Packet 26-15"
448 State Highway 75 N
ALL PAGES MUST BE INITIALED AND
Huntsville, Texas 77320 RETURNED, IF NOT BID MAY BE REJECTED.
Table of Contents
Tentative Schedule of Events ......................................................................................................................... 2
Introduction ..................................................................................................................................................... 2
General Instructions ........................................................................................................................................ 2
Proposals Responses ................................................................................................................................... 3
Information ................................................................................................................................................. 3
Award ......................................................................................................................................................... 3
Termination of Agreement ......................................................................................................................... 3
Special Terms & Conditions ....................................................................................................................... 3
Preparation of Proposal ............................................................................................................................... 4
Written Modification .................................................................................................................................. 4
Qualification of Responders ....................................................................................................................... 4
Change Orders ............................................................................................................................................ 4
Addenda & Interpretations ......................................................................................................................... 4
Laws and Regulations ................................................................................................................................. 4
Bid Bond ..................................................................................................................................................... 5
Payment and Performance Bond ................................................................................................................ 5
Bond Information ........................................................................................................................................ 5
Obligation of Responder ............................................................................................................................. 5
Alternate Items ............................................................................................................................................ 5
Bid Tabulation ............................................................................................................................................ 5
Project Information ......................................................................................................................................... 5
Summary and Background ......................................................................................................................... 5
Scope of Work ............................................................................................................................................ 6
Project Timeline ........................................................................................................................................ 10
Budget ....................................................................................................................................................... 10
Submittal Requirements ............................................................................................................................ 10
RFQ # 26-15 Page 1 of 32 Firm Name:____________________________________________ Initials:________

Proposal Evaluation Criteria ..................................................................................................................... 10
Proposal Format ........................................................................................................................................ 11
Warranties ................................................................................................................................................. 11
Liquidated Damages ................................................................................................................................. 11
Payment Draws ......................................................................................................................................... 11
Price Table .................................................................................................................................................... 12
Insurance Requirements ................................................................................................................................ 13
Safety Standards & Accident Prevention ..................................................................................................... 14
Required Forms ............................................................................................................................................ 15
Conflict of Interest .................................................................................................................................... 15
Certificate of Interested Parties Form 1295 .............................................................................................. 17
Israel Verification Form ........................................................................................................................... 19
Iran, Sudan and Foreign Terrorist Organizations Verification Form ....................................................... 20
Firearm Verification Form ........................................................................................................................ 21
Prohibition of Contracts Discriminating Against Energy, & Energy Company Boycott Verification
Form .......................................................................................................................................................... 22
Critical Infrastructure Verification Form .................................................................................................. 23
Texas Public Information Act Verification Form ..................................................................................... 24
References ................................................................................................................................................. 25
Non-Collusion Affidavit ........................................................................................................................... 26
Bid Term & Conditions ................................................................................................................................ 27
No-Bid Statement ......................................................................................................................................... 31
Responders Information ................................................................................................................................ 32
Tentative Schedule of Events
* March 19, 2026 - Release Solicitation
* March 21 and March 28, 2026 - Legal Advertisement
* March 31, 2026, 10:30 A.M. - Mandatory Site Visit
* April 2, 2026 - Questions Due to Purchasing Department
* April 6, 2026 - Final Addendum Issued
* April 14, 2026, 2:00 P.M. - Public Solicitation Opening
* April 21-23, 2026 - Evaluation Committee Review
* April 28-30, 2026 - Interviews / Presentations (if requested)
* April/May 2026 - Award Preparation
Introduction
The City of Huntsville is accepting solicitations for firms interested in providing street asphaltic paving,
milling, and restriping services to include labor and materials in accordance with Local Government Code
Chapter 252. The City of Huntsville is aware of the time and effort you expend in preparing and
submitting bids and proposals to the City. Please let us know of any solicitation requirement(s) which are
causing you difficulty in responding. We want to make the process as easy and painless as possible so that
all responsible vendors can compete for the City's business.
General Instructions
Sealed proposal packets must be delivered to Attention of:
City Secretary, City of Huntsville, 448 State Hwy 75 N, Huntsville, TX 77320.
Proposal Packets must be received by
April 14, 2026 at 2:00 P.M. Central Time
It is the sole responsibility of each Vendor to have the proposal at the designated location prior to the
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deadline date and time. Each proposal must be sealed in an envelope that is clearly marked "Solicitation
Packet 26-15". All late packets will be returned to the Vendor unopened when properly marked. Public
reading is scheduled to be held at the date and time listed above at City Service Center, 448 State Hwy 75
N Huntsville, Texas. You are invited to attend.
All questions concerning this solicitation should be directed to the Purchasing Department via e-mail at
purchasing@huntsvilletx.gov.
Proposals Responses
Responders submitting a response do so entirely at their expense. There is no expressed or implied
obligation by the City of Huntsville to reimburse any individual or firm for any costs incurred in preparing
or submitting a proposal, for providing additional information when requested by the City of Huntsville, or
for participating in any selection interviews.
Information
Details on which commodities and services the City procures or have for sale is available from the
Purchasing Department. You may register on the City's vendor management program at
www.huntsvilletx.gov/bids to receive notice of bid opportunities. Additionally, you may register at
www.publicpurchase.com.
Award
The City of Huntsville will award based on best value* meeting the requirements for this service. The City
of Huntsville reserves the right to award to the most responsible and responsive bidder in the best interest
of the City. The City may award to multiple providers or to a single provider. 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
of Huntsville. The City reserves the right to reject any proposals that do not meet specifications stated
herein or reject all proposals should this project not be approved for any reason.
*Best Value: An assessment and/or award based on analysis of the total life cycle of the item. Combination criteria which can be used are: price, quality of item,
location of responder, safety record of responder, past relationship with responder, and/or any relevant criteria specifically listed.
Termination of Agreement
The City of Huntsville reserves the right to terminate this agreement if, in the opinion of the City of
Huntsville, the successful vendor's performance is not acceptable, or if the deliveries and servicing of this
contract do not conform to the requirements detailed herein. If though any cause, the vendor fails to fulfill
its obligations under this contract, or if the vendor violates any of the agreements of this contract, the City
has the right to terminate this contract by giving the successful responder thirty (30) calendar days written
notice. The vendor will be compensated for the satisfactorily deliveries performed before the termination
date. The vendor may terminate the contract for any reason with a thirty (30) calendar day written notice.
Contract may be terminated immediately should there be any illegal or unprofessional activities, alleged or
otherwise, occurring on City premises.
Special Terms & Conditions
It is understood that the City of Huntsville, Texas reserves the right to reject any or all products, services
and/or qualification for any or all products and/or services covered in this solicitation and to waive
informalities or defects or to accept such qualifications as it shall deem to be in the best interests of the
City of Huntsville. If less than three responses are received, the City of Huntsville reserves the right to
rebid as it deems to be in the best interest of the City. Each elected responder will receive a purchase order
at prices quoted. Responders must be able to complete the job within a reasonable time of request for
service. Should awarded responder not be able to respond, the City reserves the right to offer service to
next available responder. The City of Huntsville reserves the right to make the award of proposal line
items in whole, parts or to reject any and all proposals or proposal line items if it is determined to be in the
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best interest of the City. The Bid Terms and Conditions reference any and all indemnification language
that is required and not stated to the fullest extent of the law. The City of Huntsville has the sole last and
final determination to determine award with no recourse to the fullest extent of the law.
Preparation of Proposal
Each proposal must be submitted on the prescribed form. 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. The responder
must sign their proposal in the space provided on the responder's form. If the proposal is submitted by a
partnership or corporation, the name and address of the partnership or corporation must be shown, together
with the name and address of the partners or corporate officers. Proposals submitted by a partnership must
be signed by one of the partners. Proposals submitted by a corporation must be signed by one of the
corporate officials having, under the corporate structure, the power to act in this capacity. Proposals
submitted by a sole proprietorship must be signed by the proprietor.
Written Modification
Any responder may modify their proposal by letter, electronic or other written communication at any time
prior to the scheduled closing time for receipt, provided such written communication is received by the
City prior to the closing time, and provided further, the City is satisfied that the written modification bears
the signature of the responder. The written communication should not reveal the proposal price but should
provide the addition or subtraction or other modification so that the final prices or terms will not be known
by the City until the sealed bid is opened. It is the responsibility of responder to ensure modification was
received by the City.
Qualification of Responders
No prequalification of responders is required. Before award of any contract can be approved, however,
the City shall be satisfied that the responder involved: (1) maintains a permanent place of business, (2) has
adequate plant 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.
Change Orders
It is the City's desire to have all questions and/or comments addressed prior to issuing a purchase order;
any change order will be greatly scrutinized and could impede future awards. No change orders will be
accepted unless written approval by the City Manager. Any work completed without written approval by
the City Manager is subject to non-payment
Addenda & Interpretations
All questions or request for interpretation concerning this solicitation, shall be directed to the Purchasing
Department, in writing via e-mail at purchasing@huntsvilletx.gov or sent via mail addressed to the
Purchasing Department at 448 SH 75 North, Huntsville, Texas 77320.
All questions or request for interpretation must be received by April 2, 2026 @ 5:00 P.M.
A final written addendum will be issued as a response and will be posted on or before April 6, 2026 @
5:00 P.M. on the City of Huntsville website, Public Purchase website and Electronic State Business Daily
website. All addenda issued shall become part of the contract documents, and receipt thereof shall be
acknowledged in the space provided in the solicitation document. It is the responsibility of the Vendor to
verify all addenda and interpretations.
RFQ # 26-15 Page 4 of 32 Firm Name:____________________________________________ Initials:________

Laws and Regulations
The responder's attention is directed to the fact that all applicable State laws, municipal ordinances, and
the rules and regulations of all authorities having jurisdiction over construction of the project shall apply to
the contract throughout, and they will be deemed to be included in the contract the same as though herein
written out in full.
Bid Bond
A bid bond made payable to the City of Huntsville, Texas in an amount of 10% of the bid submitted must
accompany each bid as a guarantee that if awarded the contract, the bidder will enter into a contract and
execute such bonds as required within ten (10) days of award of contract of City Council.
Payment and Performance Bond
Based on receiving notification of City Council approval, the Contractor shall furnish a performance bond
to the City for the full estimated amount of the contract within ten (10) business days.
Based on receiving notification of City Council approval, the Contractor shall furnish a payment bond to
the City for the full estimated amount of the contract within ten (10) business days.
The bonds shall remain in effect until both the final payment is made and the closeout of the project
is finalized.
Bond Information
The failure of the successful responder to execute the agreement and supply the required bonds within ten
(10) days after the request, or within such extended period as the City may grant, shall constitute a default
and the City may, at its option either award the contract to the next lowest responsible responder, or re-
advertise for bids. In either case, the City may charge against the bidder the difference between the
amount of the bid, and the amount for which a contract is subsequently executed irrespective of whether
this difference exceeds the amount of the bid bond. If a more favorable bid is received through re-
advertisement, the defaulting bidder shall have no claim against the City for a refund.
Obligation of Responder
At the time of the opening of the solicitation each responder will be presumed to have inspected the site
and to have read and to be thoroughly familiar with the plans and contract documents (including all
addenda). The failure or omission of any responder to examine any form, instrument or document shall in
no way relieve any responder from any obligation in respect of his bid.
Alternate Items
Prices for all alternate items included by the City in the itemized pricing table and shall be completed
along with all other items, unless such Alternate Items are indicated as "optional" on the schedule.
Bid Tabulation
Results, please log on to our website at
http://www.huntsvilletx.gov/business/bids_and_rfps/bid_tabulations/. If you have any other questions,
please contact the Purchasing Department, via email at purchasing@huntsvilletx.gov.
Project Information
Summary and Background
The purpose of this Request for Proposal (RFP) is to solicit proposals from various candidate
organizations, conduct a fair and extensive evaluation based on criteria listed herein, and select the
candidate who best represents the direction the City of Huntsville wishes to go.
RFQ # 26-15 Page 5 of 32 Firm Name:____________________________________________ Initials:________

This Request for Proposal represents the requirements for an open and competitive process.
Scope of Work
These specifications are for the furnishing of all materials, labour and equipment for approximately 61,262
square yards of Full Width Milling and HMAC overlay at 2"and approximately 18,835 square yards of
HMAC overlays streets on City streets.
Please NOTE: the City may add or delete work items to/from the list provided herein during the contract
period, and those projects listed reflect the best available estimate of the work required.
Full Width Mill and Overlay
Streets designed for Full Width Mill and Overlay (FWM+2) shall be milled from 2" to 6" as needed and
resurfaced with 2" of HMAC in accordance with Texas Department of Transportation Standard
Specifications, Item 340; and the City of Huntsville Standard Construction Specifications. Finished street
surfaces shall have approximately 2% cross-slope for drainage from centreline to gutter.
Preparation of all surfaces must be cleaned thoroughly to the satisfaction of the designated inspector. The
surfaces must be milled to a minimum depth of 1" below the gutter edge. Manhole covers, frames, and
valve boxes must be protected from damage during the milling operation and placed to match the finished
pavement surface prior to HMAC overlay. The Contractor will be responsible for supplying materials to
adjust the final elevation of manholes, valves, etc after the HMAC overlay is complete. Utility cover
elevation corrections shall be completed by cutting the pavement around the utility cover, correcting the
utility cover elevation to match the pavement elevation exactly, and backfilling with 3,000 psi Portland
Ready Mix Concrete to match the street and utility cover elevations.
Placing of HMAC Type D Paving must be in accordance with the State Department of Transportation
Standard Specifications. Compaction must achieve 95% of the maximum laboratory density as developed
through Test Method 206-F and the maximum field density by Test Method 207-F for an in-place depth of
two-inch. Rolling shall be with consecutive passes to achieve an even and smooth finish without roller
marks.
Immediately after overlay is finished, the Contractor will be responsible for removing and cleaning any
asphalt and oil covering manhole covers and valve boxes. The Contractor will be responsible for
replacement of all traffic control pavement marking altered during the paving operations. This includes
stop bars, school zone markings, crosswalks, parking spaces, intersection and lane markings. Traffic grade
thermoplastic materials shall be used in pavement marking replacement and shall be listed on the Texas
Department of Transportation's current MPL for Pavement Markings and applied to their standard
measures.
The contractor shall repave the milled streets in a fluid process. Any milled streets shall be repaved in a
timely manner, before being adversely affected by exposure to rainfall or heavy traffic.
1.5" HMAC Overlays
Streets designated for 1.5" overlay only shall receive a surface treatment of Type D HMAC at a rate of
165 pounds per square yard (approximately 1.5" overlay) and be in accordance with the Texas Department
of Transportation Standard Specifications for thin overlays with type D HMAC. Manhole covers, frames,
and valve boxes must be protected from damage and placed to match the finished pavement surface.
Placing of HMAC Type D Paving must be in accordance with the State Department of Transportation
Standard Specifications. Compaction must achieve 95% of the maximum laboratory density as developed
RFQ # 26-15 Page 6 of 32 Firm Name:____________________________________________ Initials:________

through Test Method 206-F and the maximum field density by Test Method 207-F for an in-place depth of
1.5-inch. Rolling shall be with consecutive passes to achieve an even and smooth finish without roller
marks.
Restripe of Additional Streets and Parking Areas
Streets and Parking Areas designated for Restriping shall be striped to match the design as can be viewed
using satellite imagery such as Google Earth. Traffic grade thermoplastic materials shall be used in all
pavement marking replacements and shall be listed on the Texas Department of Transportation's current
MPL for Pavement Markings and applied to their standard measures.
Rehabilitation
Streets designated for Rehabilitation shall receive mixing of the pavement, base and subgrade stabilization
to a depth of 12". A Lime Fly Ash product at the appropriate ratio (6% per cubic yard) shall be used to
stabilize subgrade materials. Surface course shall be a minimum of 2" of HMAC in accordance with the
Texas State Department of Transportation Standard Specifications. Compaction must achieve 95% of the
maximum laboratory density as developed through Test Method 206-F and the maximum field density by
Test Method 207-F for an in-place depth of two-inch. Rolling shall be with consecutive passes to achieve
an even and smooth finish without roller marks.
The City reserves the right to reject any and all proposals that are submitted if the equipment does not
meet specifications stated herein. Immediately after overlay is finished, the Contractor will be responsible
for removing and cleaning any asphalt and oil covering manhole covers and valve boxes. The Contractor
will be responsible for replacement of all traffic control pavement marking altered during the paving
operations. This includes stop bars, school zone markings, crosswalks, parking spaces, intersection and
lane markings. Traffic grade thermoplastic materials shall be used in pavement marking replacement and
shall be listed on the Texas Department of Transportation's current MPL for Pavement Markings and
applied to their standard measures.
The contractor shall provide the City with a schedule and order of work prior to beginning the
project.
Residents of streets slated for work by the contractor must be notified in writing a minimum of 24
hours in advance of the work taking place. Failure to inform residents 24 hours in advance will void
any assistance from the City of Huntsville in moving vehicles from the street. The contractor shall not
block residents in or out of their homes for an entire day. Traffic may be detoured while working on the
street, but residents must be allowed in and out of their homes.
The awarded firm(s) will be requested to provide street overlay services and milling on an as needed basis;
and will be required to provide all manpower, equipment, product, planning and/or other necessary goods
and services to provide the street milling and overlay.
Awarded firm(s) will maintain possession of all milling, except as noted in this paragraph. City of
Huntsville does have a disposal site if needed. Awarded firm(s) will be responsible for all transportation
associated cost for delivery to the City of Huntsville's disposal site located across the street from No. 173
Moffett Springs Road. NOTE: The City may exercise, at its discretion, an option to retain up to 1,000
cubic yards of millings delivered to its disposal site for possible use by City personnel for alternate
applications unrelated to the scope of work/services required within this RFP.
All work performed must be completed using the current Texas Department of Transportation and the
City's Standard Construction Specifications. Contractor is responsible for providing all signs, flagging,
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barricades, and other traffic control devices necessary to warn and/or divert traffic including the use of a
TMA on TxDOT Roads when applicable.
If the organization submitting a proposal must outsource or contract any work to meet the requirements
contained herein, this must be clearly stated in the proposal. Additionally, all costs included in proposals
must be all-inclusive to include any outsourced or contracted work. Any proposals which call for
outsourcing or contracting work must include a name and description of the organizations being
contracted.
All costs must be itemized to include an explanation of all fees and costs.
Contract terms and conditions will be negotiated upon selection of the winning responder for this RFP.
All contractual terms and conditions will be subject to review by the City of Huntsville legal department
and will include scope, budget, schedule, and other necessary items pertaining to the project.
Contractor is responsible completing permitting requirement for use of City water from fire
hydrants. The permit application is free of charge. A meter will be supplied and installed by the City at
the desired location(s) of the contractor. Failure to comply with permit requirements will result in a fine
from the City for unauthorized use of a fire hydrant.
The City reserves the right to reject any and all proposals that are submitted if the equipment does not
meet specifications stated herein.
RFQ # 26-15 Page 8 of 32 Firm Name:____________________________________________ Initials:________

Street List with Maintenance Activity
RFQ # 26-15 Page 9 of 32 Firm Name:____________________________________________ Initials:________

Project Timeline
All proposals in response to this solicitation are due no later than 2:00 p.m. CT, April 14, 2026. Upon
notification, the contract with the awarded bidder will begin immediately upon award by City Council.
Project initiation phase must be completed by May 18, 2026. Project planning phase must be completed
by May 26, 2026. Project planning phase will determine the timeline/schedule for the remaining phases of
the project. Project must be completed in its entirety by September 20, 2026.
Budget
The anticipated budget for this project is $1.275 Million. This is subject to revision by City Council.
All proposals must include proposed costs to complete the tasks described in the project scope. Costs
should be stated as one-time or non-recurring costs (NRC). Pricing should be listed for each of the streets
in cost per square yard for milling and filling, finished, laid in place.
The City is requesting the proposal include pricing per square yard for additional streets not named in the
solicitation. At this time, the City is not planning to request work on unnamed streets. Should this change,
the awarded responder would be expected to honor the price proposed. Any new work schedules would be
negotiated and agreed upon by both the City and the awarded responder.
NOTE: All costs and fees must be clearly described in each proposal.
Submittal Requirements
All firms must include the following information in their proposal:
A. Background and Experience
a. Describe the background, history, and core competencies of your company as they relate
to this project.
b. Description of experience in street mill and resurface operations.
c. Level of experience/years of operation in mill and fill on city streets.
B. Testimonials/references from past clients on projects of similar nature you have completed. A
minimum of three references are required.
C. Anticipated resources you will assign to this project (total personnel number, as well as role, title,
experience, resumes of key supervisory personnel).
D. Proposed Solution
a. Include project management methodology.
b. Description of the traffic control plan scenarios for the streets to be considered for paving.
c. Include the anticipated timeframe for completion of the project.
E. Completed Price Table
a. Attach itemized cost with the required explanation.
b. Include costs for any items outsourced or any subcontracted services, if applicable,
including the name and description of the organizations being contracted.
F. Signed RFP and Required Forms
Proposal Evaluation Criteria
The City of Huntsville will evaluate all proposals based on the following criteria. To ensure consideration
for this Request for Proposal, your proposal should be complete and include all of the following criteria:
1. Organizational Experience: Responders will be evaluated on their experience as it pertains to the
scope of this project - 10 points
RFQ # 26-15 Page 10 of 32 Firm Name:____________________________________________ Initials:________