Athletic Storage Building

CITY OF
COPPERAS COVE
INVITATION TO BID
By order of the City Council of the
City of Copperas Cove, Texas,
BIDS
Will be received for:
No. 2026-05-54
Athletic Storage Building
Sealed bids will be received until
August 12, 2026 @ 10:00 a.m.
Return Bid To: City of Copperas Cove Finance Department
ATTN: Stephanie Potvin
914 S. Main Street
Copperas Cove, TX 76522
[Type here]

INSTRUCTIONS TO BIDDERS
Proposal
The Proposal (or copies of the proposal) shall be submitted on the bidding forms, which are
included herein, and shall be enclosed in a sealed envelope addressed to:
COPPERAS COVE FINANCE DEPARTMENT
Attn: Stephanie Potvin
914 S. Main Street, Suite H
Copperas Cove, Texas 76522
and shall be identified as follows:
"BID 2026-05-54 for Athletic Storage Facility, to be opened at 10:00 a.m., August 12,
2026."
Any questions or requests for clarification must be submitted to the Finance Department, prior to
12:00 p.m., August 3, 2026 via email to Stephanie Potvin, financedept@copperascovetx.gov,
subject line containing bid number and description. There will be no exceptions. All responses to
the questions will be posted in addenda to the City's website loaded on www.copperascovetx.gov.
Any requests received after this date and time will not be responded to.
1. DEFINED TERMS.
Terms used in these Instructions to BIDDERS which are defined in the General Conditions of
the construction contract shall have the same meanings assigned to them in these Instructions to
BIDDERS. The term "successful BIDDER" means the lowest, qualified, responsible and
responsive BIDDER to whom OWNER (on the basis of OWNER's evaluation as hereinafter
provided), makes an award. The term "bidding documents" includes the ADVERTISEMENT
FOR BIDS, INSTRUCTIONS TO BIDDERS, the BID FORM and the proposed contract
documents (including all addenda issued prior to receipt of bids).
2. COPIES OF BIDDING DOCUMENTS.
2.1. Complete sets of the Bidding Documents may be obtained from the City's website-
www.copperascovetx.gov or Demand Star. Partial sets will not be issued.
2.2 Complete sets of bidding documents must be used in preparing bids; neither OWNER nor
ENGINEER assume any responsibility for errors or misinterpretations resulting from the
use of incomplete sets of bidding documents.
2.3 OWNER and ENGINEER in making copies of bidding documents available on the above
terms do so only for the purpose of obtaining bids on the work and do not confer a license
or grant for any other use.
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3. EXPERIENCE RECORD AND FINANCIAL STATEMENT.
3.1 The Experience Record, included herein, shall be filled in showing completed jobs of a
similar nature to the one covered by the bid and the work in progress with contract and
bond amounts and percent of completion.
3.2 A sworn statement of the current financial condition of the BIDDER shall be included in
order to provide the OWNER with information relative to the responsibility of BIDDERS
and their ability to finance and construct the work. The sworn financial statement shall
include, but not be limited to the following:
A. List of all previous bankruptcies by the BIDDER or BIDDERS;
B. List all liens on the BIDDER or BIDDERS within the last twelve (12) months;
C. An indication of outstanding debt and the ability to finance the project;
D. A summary of liabilities and assets of the company.
This statement shall be enclosed with the Bid in a separate envelope labeled "Financial
Statement". All but two (2) apparent low BIDDERS' financial statements will be returned
to the BIDDER with the return of his bid security. Other BIDDERS' financial statements
will be returned to the BIDDER upon return of the bid security after execution of the
Agreement.
4. EXAMINATION OF CONTRACT DOCUMENTS AND SITE.
4.1 It is the responsibility of each BIDDER before submitting a bid to (a) examine the
contract documents thoroughly; (b) visit the site to become familiar with local
conditions that may in any manner affect cost, progress or performance, or furnishing
of the work; (c) consider federal, state, and local laws and regulations that may in any
manner affect cost, progress or performance of the work; (d) study and carefully
correlate BIDDER's observations with the contract documents; and (e) notify the
ENGINEER of all conflicts, errors or discrepancies in the contract documents.
4.2 Information and data reflected in the contract documents with respect to underground
facilities at or contiguous to the site is based upon information and data furnished to
OWNER and ENGINEER by owners of such underground facilities or others, and
OWNER does not assume responsibility for the accuracy or completeness thereof
unless it is expressly provided otherwise in the Supplementary Conditions.
4.3 Provisions concerning responsibilities for the adequacy of data furnished to prospective
BIDDERS on subsurface conditions, underground facilities and other physical
conditions, and possible changes in the contract documents due to differing conditions
appear in Paragraphs 4.07 of the General Conditions.
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4.4 Before submitting a bid, each BIDDER will be responsible to make or obtain such
explorations, tests and data concerning physical conditions (surface, and underground
facilities) at or contiguous to the site, or otherwise which may affect cost, progress,
performance or furnishing of the work and which BIDDER deems necessary to
determine its bid for performing and furnishing the work in accordance with the time,
price and other terms and conditions of the contract documents.
4.5 On request in advance, OWNER will provide each BIDDER access to the site to
conduct such explorations and tests as each BIDDER deems necessary for submission
of a bid. BIDDER shall fill in all holes, clean up and restore the site to its former
condition upon completion of such explorations. Explorations and tests are the
financial responsibility of BIDDER.
4.6 The lands upon which the work is to be performed, rights-of-way for access thereto and
other lands designated for use by CONTRACTOR in performing the work are
identified in the contract documents. All additional lands and access thereto required
for temporary construction facilities or storage of materials and equipment are to be
provided by CONTRACTOR. The CONTRACTOR shall use barricades, lights, etc.
and sufficient protection to assure the safety of the public.
4.7 The submission of a bid will constitute an incontrovertible representation by the
BIDDER that BIDDER has complied with every requirement of this Article, that
without exception the bid is premised upon performing and furnishing the work
required by the contract documents, and such means, methods, techniques, sequences
or procedure of construction as may be indicated in or required by the contract
documents, and that the contract documents are sufficient in scope and detail to indicate
and convey understanding of all terms and conditions for performance of the work.
5. INTERPRETATIONS AND ADDENDA.
5.1 All questions about the meaning or intent of the contract documents shall be directed
to ENGINEER. Interpretations or clarifications considered necessary by ENGINEER
in response to such questions will be issued by addenda mailed or delivered to all
parties recorded by ENGINEER as having received the bidding documents. Questions
received less than seven (7) days prior to the date for opening of bids may not be
answered. Only questions answered by formal writing will be binding. Oral and other
interpretations or clarifications will be without legal effect.
5.2 Addenda may also be issued to modify the bidding documents as deemed advisable by
OWNER or ENGINEER.
6. BID SECURITY.
6.1 Each bid must be accompanied by bid security made payable to the OWNER, in an
amount of five percent (5%) of the BIDDER's maximum bid price and in the form of
a Bid Bond issued by an acceptable surety, cashier's check, or certified check.
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6.2 The bid security of the successful BIDDER will be retained until such BIDDER has
executed the Agreement and furnished the required contract security, whereupon it will
be returned. If the successful BIDDER fails to execute and deliver the Agreement and
furnish the required contract security within ten (10) business days of the Notice of
Award, OWNER may annul the Notice of Award and the bid security of that BIDDER
will be forfeited. The Bid Security of other BIDDERS whom OWNER believes to have
a reasonable chance of receiving the award may be retained by OWNER until the earlier
of the thirtieth (30th) day after effective date of the Agreement or the ninetieth (90th)
day after the bid opening, whereupon bid security furnished by such BIDDERS will be
returned. Bid security with bids which are not competitive will be returned within sixty
(60) days after the bid opening.
7. CONTRACT TIME.
The number of days within which, or the date by which, the work is to be substantially
completed and also completed and ready for final payment (the contract time) are on the Bid
Form.
8. LIQUIDATED DAMAGES.
Provisions for liquidated damages, if any, are set forth in the Agreement.
9. SUBSTITUTE AND "OR EQUAL" ITEMS.
The Contract, if awarded, will be on the basis of material and equipment described in the
drawings or specified in the specifications without consideration of possible substitute or "or-
equal" items. Whenever it is indicated in the drawings or specified in the specification that
a substitute or "or-equal" item of material or equipment may be furnished or used by
CONTRACTOR if acceptable to ENGINEER, application for such acceptance will not be
considered by ENGINEER until after the effective date in the Agreement. The procedure for
submittal of any such application by CONTRACTOR and consideration by ENGINEER is
set forth in paragraphs 2.20 of the General Conditions which may be supplemented in the
Supplementary Conditions.
10. SUBCONTRACTORS, SUPPLIERS AND OTHERS.
The BIDDER must submit with the bid a list of any and all subcontractors to which it is
proposed to subcontract 25% or more of the total bid amount. The identification is to be
made in the form contained in these contract documents. For each subcontractor so
identified, a separate Experience Record and Financial Statement must be submitted if
requested by the ENGINEER.
If OWNER or ENGINEER, after due investigation, has reasonable objection to
subcontractors so identified, they may, before the Notice of Award is given, request the
apparent successful BIDDER to submit an acceptable substitute without an increase in bid
price.
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If apparent successful BIDDER declines to make any such substitution, OWNER may award
the contract to the next lowest BIDDER that proposes to use acceptable subcontractors,
suppliers and other persons and organizations. The declining to make requested substitutions
will not constitute grounds for sacrificing the bid security of any BIDDER. Any
subcontractor, supplier, other person or organization listed and to whom OWNER or
ENGINEER does not make written objection prior to the giving of the Notice of Award will
be deemed acceptable to OWNER and ENGINEER subject to revocation of such acceptance
after the effective date of the Agreement as provided in Paragraphs 2.15 of the General
Conditions.
Other proposed subcontractors and suppliers will be subject to approval by the OWNER and
ENGINEER after the effective date of the Agreement.
11. BID FORM.
11.1 The Bid Form is included with the bidding documents.
11.2 Bid Forms must be completed in ink or prepared electronically. The unit price bid for
each item on the form must be stated in words and numerals; in each case of a conflict,
words will take precedence.
11.3 Bids by corporations must be executed in the corporate name by the president or a vice-
president (or other corporate officer accompanied by evidence of authority to sign) and
the corporate seal must be affixed and attested by the secretary or an assistant secretary.
The corporate address and state of incorporation shall be shown below the signature.
11.4 Bids by partnerships must be executed in the partnership name and signed by a partner,
whose title must appear under the signature and the official address of the partnership
must be shown below the signature.
11.5 All names must be typed or printed below the signature.
11.6 The bid shall contain an acknowledgment of receipt of all addenda (the numbers of
which shall be filled in on the Bid Form).
11.7 The address and telephone number for communications regarding the bid must be
shown.
11.8 Current Texas state law prohibits amendment, alteration or change of bids after opening
for the purpose of correcting errors. BE CAREFUL in preparing your bid. If errors
occur, your bid may be subject to rejection because of the error, or you may be required
to contract based upon the uncorrected error.
11.9 Discrepancies between the multiplication of units of Work and unit prices will be
resolved in favor of the unit prices. Discrepancies between the indicated sum of any
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column of figures and the correct sum thereof will be resolved in favor of the correct
sum.
12. SUBMISSION OF BIDS.
Bids shall be submitted at the time and place indicated in the ADVERTISEMENT FOR
BIDS and shall be included in an opaque sealed envelope, marked with the project title and
name and address of the BIDDER and accompanied by the bid security and other required
documents indicated in these instructions, including without limitation, a completed Conflict
of Interest Questionnaire, Non-Collusion Certification, State Sales Tax Compliance form and
Non-Resident Bidders Compliance form. If the bid is sent through the mail or other delivery
system, the sealed envelope shall be enclosed in a separate envelope with the notation "BID
ENCLOSED" on the face thereof.
Bids received after the deadline shall be considered void and unacceptable and will be
returned to the bidder unopened.
13. MODIFICATION AND WITHDRAWAL OF BIDS.
Bids may be modified or withdrawn by an appropriate document duly executed (in the
manner that a bid must be executed) and delivered to the place where bids are to be submitted
at any time prior to the opening of bids.
14. OPENING OF BIDS.
Bids will be read aloud publicly. An abstract of the amounts of the base bids and major
alternates (if any) will be made available to BIDDERS after the opening of bids. Unit price
amounts shall remain confidential until after award of the bid.
15. BIDS TO REMAIN OPEN.
All bids shall remain subject to acceptance for ninety (90) days after the day of the bid
opening, but OWNER may, in its sole discretion, release any bid and return the bid security
prior to that date.
16. AWARD OF CONTRACT.
16.1 OWNER reserves the right to reject any and all bids, to waive any and all informalities
not involving price, time or changes in the work and to negotiate contract terms with
the successful BIDDER, and the right to disregard all non- conforming, non-responsive,
unbalanced or conditional bids. Also, OWNER reserves the right to reject the bid of
any BIDDER if OWNER believes that it would not be in the best interest of the project
to make an award to that BIDDER, whether because the bid is not responsive or the
BIDDER is unqualified or of doubtful financial ability or fails to meet any other
pertinent standard or criteria established by OWNER.
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16.2 In evaluating bids, OWNER will consider the qualifications of the BIDDERS, whether
or not the bids comply with the prescribed requirements, and such alternates, unit
prices, contract time, and other data, as may be requested in the Bid Form or prior to
the Notice of Award in order for OWNER to establish BIDDER qualifications.
16.3 OWNER may consider the qualifications and experience of subcontractors, suppliers,
and other persons and organizations proposed for those portions of the work as to which
the identity of subcontractors, suppliers, and other persons or organizations must be
submitted as provided in the Supplementary Conditions. OWNER may consider the
operating costs, maintenance requirements, performance data and guarantees of major
items of materials and equipment proposed for incorporation in the work when such
data is required to be submitted prior to the Notice of Award.
16.4 OWNER may conduct such investigations as it deems necessary to assist in the
evaluation of any bid and to establish the responsibility, qualifications and financial
ability of BIDDERS, proposed subcontractors, suppliers and other persons and
organizations to do the work in accordance with the contract documents to OWNER'S
satisfaction within the prescribed time.
16.5 The OWNER reserves the right to reject the bid of any BIDDER who does not pass
any such evaluation to OWNER'S satisfaction.
16.6 The OWNER may also reject any bid which is considered irregular. Examples of
irregularities include the following:
A. If the Bid Form provided herein is not used by or is altered by the BIDDER;
B. If there are any unauthorized additions or conditional bids, or irregularities of any
kind which may tend to make the bid incomplete, indefinite, or ambiguous as to
its meaning;
C. If the BIDDER adds any provisions reserving the right to accept or reject any
award, or to enter into a contract pursuant to an award;
D. If, in the opinion of the ENGINEER, the unit or lump sum prices contained in the
bid are obviously unbalanced (where the prices of certain items have been made
substantially greater or less than reasonable values);
16.7 BASE BID shall be a Unit Price Bid and shall include all work shown on the Drawing
or called out in the Specifications unless specifically noted an alternate or furnished
and installed by others.
16.8 The contractor is not required to bid on the Base Bid item(s) if the contractor chooses
to bid on the Alternate Bid item(s) only. The Owner reserves the right to award a bid
for an Alternate Bid Item to an individual contractor as stated in 16.10.
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16.9 The contractor shall provide an equipment list of manufacturers with their bid.
Contractors submitting ambiguous and/or incomplete lists will be eliminated. Alternate
manufacturers or non-prequalified manufacturers will be eliminated from
consideration.
16.10The Owner reserves the right to award bids on the lump sum or unit price basis,
whichever is in the best interest of the Owner. The Owner also reserves the right to
award the bid to either the lowest responsible bidder or to the bidder who provides
goods or services at the best value for the City. Bids shall be valid for a period of ninety
(90) days after Owner reserves the right. The Owner reserves the right to award
alternate bids items separately from the Base Bid if it is determined to be in the best
interest of the City.
17. CONTRACT SECURITIES.
Paragraph 3.02 of the General Conditions and the Supplementary Conditions set forth
OWNER'S requirements as to Performance and Payment Bonds. When the successful
BIDDER delivers the executed agreement to OWNER it must be accompanied by the
required Performance and Payment Bonds. BIDDER must submit bonds on forms provided
in the contract documents.
18. SIGNING OF AGREEMENT.
When OWNER gives a Notice of Award to the successful BIDDER, it will be accompanied
by the required number of unsigned counterparts of the agreement and all other written
contract documents attached. Within ten business days thereafter, CONTRACTOR shall
sign and deliver the required number of counterparts of the agreement and attached
documents to OWNER with the required bonds. Thereafter, OWNER shall deliver one fully
signed counterpart to CONTRACTOR.
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ADVERTISEMENT FOR BIDS
Bid No. 2026-05-54
Athletic Storage Facility
Notice is hereby given that the City of Copperas Cove will receive sealed bids for the below referenced
item. Bids will be received on behalf of the City Finance Department, Attn. Stephanie Potvin, at the
City of Copperas Cove Finance Department, located at 1914 S. Main St. Suite H, Copperas Cove, TX
76522, until 10:00 a.m. on August 12, 2026. Bid opening will be held in the Technology Center
Conference Room, 508 S. 2nd St., Copperas Cove, TX 76522. Bids will be opened publicly and read
aloud immediately after closing time.
Digital copies of the Bid Package, including Plans and Specifications can be obtained at no cost
beginning July 17, 2026 from City website at copperascovetx.gov or Demand Star. Reference bid
number 2026-05-54.
The Non-Mandatory Site-Visit will be held on July 28, 2026 at 10:00 am. The site visit is a non-
mandatory prerequisite to bid submission. Please RSVP if you are attending to:
James Nealy
Parks Superintendent
254-870-3378
jnealy@copperascovetx.gov
or
Stephanie Potvin
Assistant Finance Director
City of Copperas Cove
Ph: (254) 547-4221
spotvin@copperascovetx.gov
All employees directly employed on the work shall be paid not less than the established prevailing wage
scale for work of a similar character in this locality. A prevailing wage determination for the work has
been included with the contract associated with this project and is incorporated therein for all purposes.
The Contractor shall pay not less than the general prevailing wages as established by the U.S.
Department of Labor and shall keep accurate wage records accessible in accordance with Chapter 2258,
Texas Government Code.
The City reserves the right to award the bid to either the lowest responsible bidder or to the bidder who
provides goods or services at the best value for the City, in accordance with the Texas Local
Government Code.
All bids submitted must be plainly marked on the outside indicating the bid number, opening time and
date. Award will be made at a later date. Any Bid received after closing time will be returned unopened.
The City of Copperas Cove reserves the right to reject any or all bids.
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