RFP 2024-017 Annual Price Agreement for Asphalt (PDF)

Location:	Texas
Posted:	Oct 25, 2024
Due:	Nov 12, 2024
Agency:	City of Palestine
Type of Government:	State & Local
Category:	J - Maintenance, Repair, and Rebuilding of Equipment
Publication URL:	To access bid details, please log in.

Attachment Preview

This notice is published in the Palestine Herald Press on Saturday, October 26, 2024, and Saturday

November 2, 2024.

CITY OF PALESTINE

REQUEST FOR PROPOSALS (RFP)

RFP 2024-017 – Annual Price Agreement for Asphalt

Sealed Proposal Bids Due Date: Tuesday, November 12, 2024, at 1:00 p.m.

I. PURPOSE

The City of Palestine (City) is soliciting Request for Proposals (RFP) for Annual Price

Agreement for Asphalt.

Sealed proposals are due in the City Secretary’s Office by Tuesday, November 12, 2024, at

1:00 p.m. Sealed proposals will be opened on Tuesday, November 12, 2024, 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 Annual Price Agreement for Asphalt as mentioned in Appendix

A.. Please provide price per ton delivered for the City of Palestine’s fiscal year October 2024-

October 2025.

**APPENDIX A included with this RFP packet.

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 2024-017 Annual Price Agreement for Asphalt” are due on Tuesday, November 12,

2024, 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 2024-017 Annual Price Agreement for Asphalt” – TO BE OPENED: 11/12/2024 AT

1:30 p.m.”

Proposals received after 1:00 p.m. on November 12, 2024, 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, November 6, 2024, 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.

Tuesday, November 12, 2024, 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).

Tuesday, November 12, 2024, 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 the Annual Price Agreement for Asphalt.

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:

• the total cost for Annual Price Agreement for Asphalt

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

• the bidder's past relationship with the municipality

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

The RFP will be awarded using the following criteria:

• pricing for services provided

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

• the extent to which the services meet the City's needs

• references

• 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 November 18, 2024. 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).

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.

PRODUCTS

ASPHALT

Type D Cold Mix

Type D Hot Mix

APPENDIX A

Asphalt for Streets Department

RFP - 2024-017

PRICING UNIT

Hot Mix per ton

Cold Mix: per ton

PRICING

TERMS/RATE OF

DELIVERY

1-Hourly rate

2-Notify estimated time

of delivery from order

date

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

RFP 2024-017 Annual Price Agreement for Asphalt (PDF)

Attachment Preview

See also