RFP 2025-005 - Asphalt Resurfacing on 29 Streets in District 3

Location:	Texas
Posted:	Apr 21, 2025
Due:	May 5, 2025
Agency:	City of Palestine
Type of Government:	State & Local
Category:	56 - Construction and Building Materials
Publication URL:	To access bid details, please log in.

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This notice is published in the Palestine Herald Press on Saturday, April 19, 2025, and Saturday, April

26, 2025.

CITY OF PALESTINE

REQUEST FOR PROPOSALS (RFP)

RFP 2025-005 – Asphalt Resurfacing on 29 Streets in District 3

Sealed Proposal Bids Due Date: May 5, 2025, at 1:00 p.m.

I. PURPOSE

The City of Palestine (City) is soliciting Request for Proposals (RFP) for Asphalt Resurfacing on 29

Streets in District 3.

Sealed proposals are due in the City Secretary’s Office by Monday, May 5, 2025, at 1:00 p.m. Sealed

proposals will be opened on Monday, May 5, 2025, at 1:30 p.m. in the City Hall Conference Room.

To be considered, the sealed proposal must address each of the services required.

II. SERVICES REQUIRED

This is a request for proposal for Asphalt Resurfacing on 29 Streets in District 3:

x Square Footage: Bidders must provide the square footage of the project area in their bid.

x Labor and Materials: All labor, materials, equipment, and any other resources necessary to

complete the work must be provided by the bidder.

x Approaches: The bidder must include all approaches required for the completion of the project.

x Notifications: The bidder is responsible for providing notifications to residents and businesses in

the impacted areas before, during, and after construction. This includes proper communication

regarding project timelines, disruptions, and any required permits.

x Asphalt Specifications:

x The asphalt to be used must be Type D Hot Mix, 3 inches thick, and compacted to 2

inches.

x The old asphalt must be removed down to the base material. If any base failures are

identified, the bidder is required to repair or replace the base as needed.

x Project Locations: The work will be performed at the following locations:

x Armory Road, Loop 256 to Loop 256

x Avenue B, Loop 256 to Fifth Street

x Booker Street, W. Palestine Avenue to Dead End past church

x Carver Drive, Salt Works Road to W. Oak Street

x N. Conway Street, Covert Street to W. Palestine Avenue

x Covert Street, N. Spencer Street to W Palestine Avenue

x Daily Street, W. Hamlett Street to Dead End

x W. Debard Street, N. Russell Street to N. Howard Street

x Dee Ann Street, Court Drive to Saltworks Road

x Durham Street, Covert Street to W. Illinois Street

x Eilenstein Street, Douglas Street to W. Palestine Avenue

x Ferguson Road, Westwood Road to W. Oak Street

x W. Green Street, N. Cottage Avenue to N. Conway Street

x Griggs Street, W. Lacy Street to W. Roberts Street

x N. Howard Street, W. Gilbert Street to W. Kolstad Street

x Ike Street, Booker Street to Dead End

x W. Illinois Street, Durham Street to N. Jackson Street

x W. Lacy Street, W. Palestine Avenue to Dead end

x McNeil Street, Yeager Street to N. Variah Street

x N. Jackson Street, W. Oak Street to W. Spring Street

x Penny Street, Manning Street to W. Hamlett Street

x Pillar Street, McNeil Street to W. Oak Street

x Rampart Street, McNeil Street to Dead End

x Salt Works Road, Joe Louis Street to Future Street

x Shady Oak Drive, Salt Works Road to Dead End

x Sixth Street, Avenue C to W. Oak Street

x Thomas Road, Salt Works Road to Court Drive

x Upper Lake Road, W. Spring Street to Martin Luther King Boulevard

x N. Variah Street, McNeil Street to Loop 256

III. MARKET CONDITIONS

The City is aware of the extreme market fluctuations occurring for these services, so we strive to arrive

at a bid format that satisfies state bid law and protects vendors against future price increases. We will

ask your company to establish a baseline price for the services and products listed to protect the vendor

and the City. Prices can be negotiated after bids are opened based on increases and/or decreases in the

same amount as the market changes. However, the winning vendor(s) will be asked to provide

documentation proving a price change has occurred. If prices decrease over the term of this agreement,

the winning vendor(s) will be expected to pass along these decreases in pricing. The City will assume

that your company agrees to this market protection by submitting a bid under this format. If you have

a different method of price protection, please include your information in your response.

IV. GENERAL INFORMATION

The City of Palestine is a home rule city located in Anderson County with a population of approximately

18,544 per the 2020 U.S. Census estimate. The City operates under a Council-Manager form of

government with a mayor, six (6) council members, and a city manager. The council members are

elected from single-member districts, with the mayor elected as large. The city manager is the chief

executive officer of the city. It is the city manager’s duty to execute and implement policies established

by the City Council.

V. SUBMISSION OF RESPONSE

Deliver: Proposals must be sealed and may be mailed or hand delivered. Sealed Proposals for “RFP

2025-005 Asphalt Resurfacing on 29 Streets in District 3” are due on Monday, May 5, 2025, at

1:00 p.m. in the City Secretary’s Office.

Proposal packets are required to include three (3) copies.

The vendor/contractor(s) will provide a certificate of liability insurance with the bid proposal. Also,

include any breakdown of vendor requirements to comply with City of Palestine specifications and/or

applicable stipulations for this bid proposal.

Please include the following on the sealed bid envelope:

“RFP 2025-005 Asphalt Resurfacing on 29 Streets in District 3” – TO BE OPENED: 05/05/25 AT

1:30 p.m.”

Proposals received after 1:00 p.m. on May 5, 2025, will be returned unopened. The city reserves

the right to reject any proposals, request additional information concerning any proposals for

clarification, and waive any irregularities and informalities in the submittal and evaluation process.

This RFP does not obligate the city to pay any cost incurred by respondents in the preparation of the

proposals. Furthermore, this RFP does not obligate the city to accept or contract for any implied

services.

Mailing Address and Hand Delivery Address:

City of Palestine

Attn: April Jackson, City Secretary

504 North Queen Street

Palestine, TX 75801

Your qualifications shall be governed by the following schedule:

Wednesday, April 30, 2025, at 3:00 p.m., Central Standard Time (CST)

Deadline for inquiries, questions, or requests for information regarding this request for proposal. All

questions must be submitted in writing by E-mail: pwadmin@palestine-tx.org.

Monday, May 5, 2025, at 1:00 p.m., Central Standard Time (CST)

Sealed bid proposals are due in the City Secretary’s Office. The date and time received shall be noted

on the envelope or box and initialed. Proposals cannot be altered or amended after the submission

deadline. Any interlineations, alterations, or erasures made before bid opening must be initialed by the

signor of the proposal, guaranteeing authenticity. Bids Proposals received after the published deadline

shall remain unopened and be returned to the vendor/contractor(s).

Monday, May 5, 2025, at 1:30 p.m., Central Standard Time (CST)

Sealed bids will be opened and publicly read in the City Hall Conference Room at 504 N. Queen Street,

Palestine, Texas. Bids that are received, which are unmarked, shall be opened for identification

purposes only and resealed. The envelope or box shall be marked accordingly.

Communications: All communications regarding the submission of your qualification proposal are to

be in writing directly to the E-mail address: pwadmin@palestine-tx.org

VI. QUALIFICATION PROPOSAL INFORMATION

Statement of Qualifications:

Each Statement of Qualifications (SOQ) must address and include, but does not need to be limited to,

the following information:

Qualifications of Experience

1. List the name and all addresses of the location(s) of your company. Which company location will

be used to provide services for Asphalt Resurfacing on 29 Streets in District 3

2. List all individuals and contact information for those who will be providing services for this RFP.

3. List your history (if any) in providing services to the City of Palestine.

4. Describe your involvement with municipalities or other governmental agencies where you have

provided water line replacement. List any contact information for current/former references for

the past five (5) years for governmental clients.

VII. EVALUATION PROCESS

The City reserves the right to request additional information concerning proposals for clarification and

waive any irregularities and informalities in the submittal and evaluation process. After proposals are

opened and publicly read, the proposals will be tabulated for comparison based on the bid prices and

quantities (lowest responsible vendor/contractor) or by the best value.

The following items will be considered when an award is based on best value:

x the total cost for Asphalt Resurfacing on 29 Streets in District 3

x the extent to which the goods or services meet the municipality's needs

x the bidder's past relationship with the municipality

x the total long-term cost to the municipality to acquire the bidder's services

The RFP will be awarded using the following criteria:

x pricing for services provided

x ability to deliver services to complete the project in a timely manner

x the extent to which the services meet the City's needs references

x previous relationship with the City of Palestine

VIII. BID AWARD AND PRICING

The bids shall remain on file, open for inspection, for at least forty-eight (48) hours before the contract

may be awarded. After your response to this RFP is submitted, the City will negotiate a final price,

which the City Council will approve on May 12, 2025. Before City Council approval, if any market

changes occur, the responding vendor must notify the Purchasing Department immediately. Once this

Council approval occurs, pricing will be subject to the Market Conditions terms listed previously for

price increases and decreases. After the bid is awarded and the vendor awarded a contract wishes to

approve adjusted pricing to the agreement due to changes in the market, they must do so through

certified mail or via e-mail to the Public Works Department at pwadmin@palestine-tx.org.

Documentation verifying the reason for the price increase must be sent as part of the request. Upon

review of adjusted proposals, the City of Palestine may elect to dissolve the existing contract upon the

expiration date or accept the price adjustment(s). Payment will generally be processed within 30 days

after we receive both the goods or services and the corresponding invoice.

Public Works Department shall be responsible for preparing a tabulation sheet for all bids received that

will be made available to the public upon request. The tabulation sheets will be forwarded to the City

Council to make the final decision on an award.

Point of Contact

In the event clarification or additional information is needed, contact:

City of Palestine

Public Works Department

1620 West Palestine Avenue

Palestine, Texas 75801

Telephone: 903-731-8423

E-Mail: pwadmin@palestine-tx.org

Notice

Any notice provided by this RFP or required by law is to be given by the City of Palestine. Any

interpretations, corrections, or changes to this Request of Qualifications will be made by addenda. The

sole issuing authority of addenda shall be the City of Palestine City Secretary. The addenda will be

mailed to all who have received a copy of this request for proposal.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

RFP 2025-005 - Asphalt Resurfacing on 29 Streets in District 3

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