Bid NO. 26-16 MAINTENANCE, REPAIR, AND OPERATIONS (MRO) SUPPLIES
| Agency: | City of Huntsville |
|---|---|
| State: | Texas |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Apr 23, 2026 |
| Due Date: | May 14, 2026 |
| Solicitation No: | 26-16 |
| Original Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
| Bid Number: |
26-16
|
| Bid Title: |
Bid NO. 26-16 MAINTENANCE, REPAIR, AND OPERATIONS (MRO) SUPPLIES
|
| Category: | City Solicitations |
| Status: | Open |
|
Attachment Preview
CITY OF
Huntsville
INVITATION TO BID NO. 26-16
“MAINTENANCE, REPAIR, AND OPERATIONS (MRO) SUPPLIES”
RETURN SEALED RFQ:
City of Huntsville
City Secretary
c/o Purchasing Department
448 State Highway 75 North
Huntsville, Texas 77320
Sealed solicitations shall be received no later than:
2:00P.M., Central Time
May 14, 2026
MARK ENVELOPE: “Solicitation Packet 26-16”
For a printable version please visit our website at City of Huntsville/Government/Finance/Purchasing/BIDS & RFPS
POINT OF CONTACT
Email: Purchasing@huntsvilletx.gov
The Vendor’s signature is required for acceptance of this solicitation and confirms the Vendor has read and understands all
requirements concerning this solicitation, the undersigned affirms they are duly authorized to execute the contract. The City
of Huntsville is not responsible for solicitations received after the submission deadline for any reason and will be considered
void and unacceptable. Hand delivered or mailed offers must be SEALED in an envelope, CLEARLY marked with Bid NO.
26-16 MRO SUPPLIES.
CERTIFICATION OF OFFER
Company Name ___________________________________________________________________ Date: _______________________
Signed By: ______________________________________________________Title: _________________________________________
Typed/Printed Name: ________________________________________________________ Phone#: ___________________________
Mailing Address: ___________________________________________________________ Tax ID Number: _____________________
Street/P. O. Box
City
State
Zip
Email: ________________________________________________________________________ SAM ID: _______________________
INITIAL FOR ADDENDUM RECEIPT/ACKNOWLEDGMENT. PLEASE MARK N/A IF NOT ISSUED.
Addendum #1 ____________ Addendum #2 __________ Addendum #3 ____________ Addendum #4 ____________
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TENTATIVE SCHEDULE OF EVENTS
The anticipated schedule for this solicitation is as follows. The City reserves the right to modify these dates as necessary.
April 23, 2026 – Release Solicitation
April 25 and May 2, 2026 - Legal Advertisement
May 6, 2026 – Questions Due to the Procurement Manager
May 8, 2026 – Final Addendum Posted
May 14, 2026 at 2:00 P.M. – Public Opening
June 2026 – Award Preparation
GENERAL INSTRUCTIONS
Submissions must be in a sealed envelope clearly marked “Bid NO. 26-16 MRO SUPPLIES” It is the sole responsibility of
the Vendor to ensure the packet is received at the designated location before the deadline.
A public reading of all timely responses will be held at the submission deadline at the City of Huntsville Service Center, 448
State Highway 75 North, Huntsville, Texas. All interested parties are invited to attend.
All questions concerning this solicitation should be directed to the Purchasing Department via email at
purchasing@huntsvilletx.gov.
RESPONSES
Vendors submitting a response do so entirely at their expense. The City has no expressed or implied obligation to reimburse
any individual or firm for any costs incurred in preparing or submitting a solicitation, providing additional information when
requested, or participating in any selection interviews.
QUALIFICATIONS OF RESPONDENTS
No prequalification of respondents is required. Before award of any contract can be approved, however, the City shall be
satisfied that the respondent involved: (1) maintains a permanent place of business, (2) has adequate personnel 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. The City of Huntsville
has the final and sole decision to determine qualifications.
ADDENDAS
No interpretation of the meaning of the specifications of the solicitation will be made to any Vendor orally. Every question or
request for interpretation concerning this solicitation shall be directed to the Purchasing Department, in writing via e-mail at
purchasing@huntsvilletx.gov. All questions or requests for interpretation concerning the solicitation received after May 6, 2026
@ 10:00 A.M will be considered void and unacceptable.
A written addendum will be issued as a response and will be posted on or before May 8, 2026 @ 5:00 P.M. on the City of
Huntsville website, Public Purchase website, and Electronic State Business Daily website. All addenda so issued shall become
part of the contract documents, and receipt thereof shall be acknowledged in the space provided in this solicitation. It is the
responsibility of the Vendor to verify all addenda and interpretations.
SOLICITATION TABULATIONS
Solicitation tabulation results are posted on our website at:
http://www.huntsvilletx.gov/business/bids_and_RFQs/bid_tabulations/
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OBJECTIVE
The objective of this solicitation is to secure the necessary supplies that keep operations running smoothly while achieving the
most advantageous combination of cost, quality, and reliability. Rather than focusing solely on the lowest price, the evaluation
considers factors like product durability, vendor performance, availability, and delivery, ensuring long-term efficiency, reduced
downtime, and overall value for the organization.
TERM OF CONTRACT
The term of this contract shall be from: Award through September 30, 2026. This Contract will have four (4) one
(1) year renewal options as follows:
Option Year 1: October 1, 2026 through September 30, 2027
Option Year 2: October 1, 2027 through September 30, 2028
Option Year 3: October 1, 2028 through September 30, 2029
Option Year 4: October 1, 2029 through September 30, 2030
This contract may be renewed for four (4) one (1) year extensions, provided both parties agree. Any extensions
shall be at the same terms and conditions, plus any written approved changes.
SELECTION AND AWARD
The City will award based on best value* meeting the requirements for this service. The City reserves the right to award the
most responsible and responsive bidder in the best interest of the City. 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. If the responder desires the City to consider an all or none
response, it must be stated on the price table. The City of Huntsville may award multiple responders meeting the
minimum requirements outlined in this solicitation.
The City reserves the right to reject the solicitation of any Vendor who is in violation of any City Ordinance. The City may
choose to negotiate a settlement of the ordinance violation as a condition of the solicitation award.
SCOPE OF WORK
MRO Supplies and Other Related Product include, but are not limited to, air filters, adhesives, batteries, cleaning products,
electrical supplies, fasteners, hand tools, hardware, HVAC products, lighting supplies, lubrication, machining, motors, minor
equipment, hand tools, plumbing supplies, pneumatics, power tools, safety products, sealants, welding supplies, and other
related accessories. Annual expenditures of MRO Supplies and Other Related Product have been estimated at $100,000.
This figure is given strictly as an estimate for potential Vendors and for solicitation purposes only. A wide variance of actual
expenditures can be expected due to “as necessary” or “emergency” procurements. Therefore, no guarantee is given or
implied as to the total quantity or dollar value of this solicitation. The City is not obligated to place any order with vendors
responding to this solicitation. Award will only guarantee a specific source of supply for the City and will not guarantee or
obligate total dollar expenditure.
The City recognizes that any one responder may not provide all product lines. All products (catalog or non-catalog drop-
shipped) provided by the Vendor shall be included in your response to this solicitation. All products, supplies and accessories
carried in a respondent’s catalog, price book(s) or otherwise available by special order are part of this solicitation.
Award will be based on percentage (%) points/discount off respondent’s shelf price or catalogue price; however, preference
will be given to Vendors with a store front located in the City of Huntsville, Walker County, Texas.
Vendors without a store front located in the City of Huntsville, Walker County, Texas must ship with shipping terms to be Free
on Board (FOB) destination, freight prepaid and allowed. Destination would be City of Huntsville Service Center, 448 Texas
75, Huntsville, TX 77320. All items must be packaged so as to be protected from damage during shipping and handling. Any
item(s) damaged in shipping must be replaced in kind by the responder at no additional charge to the City.
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The City reserves the right to request and receive, at no additional cost, up to one (1) time per year during the contract period,
a usage report detailing the products and/or services furnished to date under a contract resulting from this solicitation. The
reports must be furnished no later than seven (7) working days after receiving the written request and must include the City
department that ordered the product, description of each item purchased, including manufacturer, quantity of each item
purchased, shelf price, discount amount and extended price of each item purchased.
SOLICITATION FORMAT
Each solicitation must be submitted with the original documents, and all prices must be indicated on the price chart included
with this solicitation. 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.
PRICE CHART
Description
Shelf Price
Catalogue Price
Steel Brand
Echoe Brand
Power tools, if not included in other
Percentage Discount
Is your store front with the City of Huntsville? __Yes __No
Will you delivery to the City of Huntsville Service Center, located at 450 Highway 75 N. Huntsville, TX 77320? __Yes __No
If yes, what is your delivery fee per drop? ___________________________
Are deeper discounts on certain brand names available? If so, list brand names? ___________________________________
List any items excluded from the percentage discount off shelf or catalogue price may not be able to be passed down to the
City. ______________________________________________________________________________________________
TERMS & CONDITIONS
DEFINITIONS
City – City of Huntsville. City Council – The elected officials of the City of Huntsville who have been given the authority to
exercise such powers and jurisdiction of all City business as conferred by the City Charter, Ordinance and Laws. Contract- An
agreement between the City and a vendor to furnish commodities or services over a designated period of time. Vendor – Any
individual, business, or entity that provides, or seeks to provide, goods, services, or property through a contract or purchase
order. This includes bidders, contractors, and suppliers involved at any stage of the procurement process, ranging from
solicitation to final contract award. TLGC- Texas Local Government Code. TGC- Texas Government Code
INTRODUCTION
The City of Huntsville is soliciting proposals from experienced and qualified vendors to provide Maintenance, Repair and
Operations (MRO) supplies to the City in accordance with Local Government Code Chapter 252.
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PUBLIC INFORMATION
This solicitation is subject to TGC Chapter 552, Subchapter J (Sections 552.371–552.376) which mandates that certain
contractors and vendors working with governmental bodies must preserve, maintain, and disclose contracting information
related to public business upon request. It ensures public transparency for, or in connection with, government contracts,
requiring specific contract language for compliance. Failure to comply can result in the termination of business with the City.
ACCEPTANCE
The City reserves the right to accept or reject any or all solicitations, to waive any informalities and technicalities, to accept
the offer considered most advantageous in order to obtain the best value for the City in accordance with TLGC 252. Causes
for rejection of a solicitation may include but shall not be limited to the violation of any City ordinance, the inability to
satisfactorily perform the work or service, or the failure to properly and timely perform its obligation under a contract with the
City.
ADDENDA
Any interpretations, corrections or changes to a solicitation will be made by addenda. Sole issuing authority of addenda shall
be vested by the City of Huntsville’s Purchasing Department. Addenda may be posted on the City of Huntsville’s web site and
may be distributed to all who are known to have received a copy of the solicitation. The City assumes no responsibility for the
failure to obtain and/or properly submit any addendum. Failure to acknowledge any addendum may cause the rejection of a
solicitation. The City of Huntsville’s decision to accept or reject any particular solicitation due to a failure to acknowledge and
submit addenda shall be final.
ADVERTISING
Notice of this solicitation shall be advertised once a week for two consecutive weeks, with the first publication occurring at
least fourteen (14) days prior to the solicitation opening. The notice will be published in the local newspaper and posted on
the City’s official website to ensure public accessibility and compliance with statutory requirements.
ASSIGNMENT
The Vendor is prohibited from transferring their rights and duties, selling, assigning, transferring or conveying this contract, in
whole or in part, without the prior written consent of the City of Huntsville. All subVendors must be approved in writing by the
City prior to any work being initiated.
BRAND NAMES
Specifications may reference name brands, make, and/or model numbers. Any reference made to brand, make, and/or model
used in specifications is for descriptive purposes only. Products/materials of like quality equal to or greater than will be
considered. The City shall act as sole judge in determining equality and acceptability of products offered.
COLLUSION
Advanced disclosures of any information to a Vendor which gives any advantage over any other interested Vendor in advance
of the award whether in response to advertising or a solicitation, made or permitted by a member of the governing body or an
employee or representative thereof, will void that Vendors solicitation. Prior to an award any communication with a member
of the governing body or an employee or representative thereof will void that Vendors solicitation. By submission of this
solicitation the Vendor attests that no improper communication has occurred resulting in an advantage over any other Vendor,
potential Vendor, or advance disclosure.
Signature of this solicitation certifies that the Vendor is fully informed of the preparation and contents of this solicitation, affirms
that the solicitation is genuine, made in good faith, and is neither collusive nor submitted for any improper purpose.
Furthermore, certifies that neither signatory of this solicitation nor any other representative of the business has engaged in
any collusion, conspiracy, or improper communication with other responders or City officials to influence pricing, gain an unfair
advantage, or affect the outcome of the procurement process.
COMPLIANCE
This solicitation and Vendor and/or contractor must comply with all Federal, state, local laws, City policies, and City Charter
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This page summarizes the opportunity, including an overview and a preview of the attached documents.
* Disclaimer: This website provides information about bids, requests for proposals (RFPs), or requests for qualifications (RFQs) for convenience only and does not serve as an official public notice. Individuals who wish to respond to or inquire about bids, RFPs, or RFQs should contact the relevant government department directly.
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See Also
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State Government of Texas
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LOCAL LET MAINTENANCE CONTRACT, BRAZOS CO, WINTER WEATHER MATERIAL Solicitation ID: 6503-89-001_0726 Due
State Government of Texas
Bid Due: 7/15/2026