City of Eagle Pass (City) will accept sealed bids on Sunday, October 15, 2023, at 10:00am CST for Street Construction and Maintenance Materials for the fiscal year ending September 30, 2024. The contract can be extended for one year under mutually agreeable terms. D. The City will not accept late submissions, including but not limited to, misdirected submission, or those caused by technical difficulties or other actions/inactions not directly attributed to the City or representatives of the City.
E. To be considered, a vendor must submit a signed response to this Invitation for Bids on the Bid Form provided (Attachment 1). All bids must be guaranteed for a minimum period of thirty (30) days from the date of the bid opening to allow for review and award.
F. The City requests that companies who choose to not submit a bid complete and return the "No Bid Reply Form" (Attachment 8). G. Disclosures and Conflict of Interest Questionnaires (Attachment 7) must be completed and returned with Bid Form. I. Bidder may withdraw the Bid before the time fixed for the opening of Bids by communicating its purpose in writing to the City Purchasing Manager. Upon receipt of such notice, the unopened Bid will be returned to the Bidder. The bid guaranty of any bidder withdrawing their bid in accordance with the above will be returned promptly. J. All materials must meet standard specifications for construction and maintenance as per Texas Department of Transportation guidelines. See Attachments 4, 5, and 6. K. Bids must include delivery of all materials to the City. L. Bids must disclose the terms and conditions of any freight charges if not ordered by the full capacity truck load. M. All bids must be regular in every respect and no interlineation, excisions or special conditions may be made or included by the bidder. N. The City may consider as irregular any bid on which there is an alteration of or departure from the bid form and, at its option, may reject any irregular bid. O. All prices will be per ton, gallon, or cubic yard as customary and will be paid on a per unit basis as detailed on the Bid Form. The contractor's invoice shall show the date and address of delivery, City purchase order number, itemization of charges, and total invoice price. P. Bid prices will remain firm for the fiscal year ending September 30, 2022. Q. Bids submitted will be considered as competitive and should reflect any and all discounts offered to the City of Eagle Pass. R. The quantities shown are estimates for the calendar year ending September 30, 2021. No guarantee of any minimum or maximum purchase is made or implied. The City reserves the right to adjust the quantities based on actual need. S. Contract shall be for the period of the fiscal year 2022 beginning on date of award and extending through September 30, 2022. Contract may be extended for an additional one-year period, provided both parties agree in writing. Any extensions shall be at the same terms and conditions, plus any approved changes. T. A certificate of existing insurance coverage should be submitted with the bid proposal as proof of insurability. Successful bidder must submit proof of insurance requirements as specified in Attachment 3. U. Bid, Performance and Payment Bonds are not required for this solicitation. V. The City of Eagle Pass, at its sole discretion, reserves the right, for any reason and at any time, to accept or reject any or all bids, to waive any informalities and/or irregularities, to be the sole judge of quality of workmanship, to waive any minor specification, to negotiate the terms of specifications for the project, to modify any part of the request, to issue a new request for bids, and to award the contract in a manner which best serves the interests of the City of Eagle Pass according to the best judgment of the City. W. A response to this IFB is an offer to contract based upon the terms, conditions, and specifications contained herein. Bids do not become contracts until they are accepted through City purchase order or other written agreement. The contract shall be governed, construed, and interpreted under the laws of the State of Texas.
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