Brooklands Milling & Hauling

Invitation to Bid
Solicitation Response IFB# 2026-040-RC-04
Subject: Brooklands Milling & Hauling
Issue Date: 4/13/2026
Due date: 5/13/2026 at 10:00 AM CST

Table of Contents
Article I. Executive Summary and Exhibits .................................................................................................. 4
1.1 Executive Summary & Scope of Work ............................................................................................. 4
1.2 Exhibits ......................................................................................................................................... 4
Article II. Administrative Information ........................................................................................................... 5
2.1 Schedule of Events ....................................................................................................................... 5
2.2 Inquiries: ....................................................................................................................................... 5
2.2.1 Important Notes & Contact ...................................................................................................... 5
2.2.2 Prohibited Communications ................................................................................................ 6
2.3 General Requirements for Solicitation Response ....................................................................... 6
2.3.1 Solicitation Response Format and Deadlines ......................................................................... 6
2.3.3 Alterations, Modifications, Withdrawals ............................................................................. 6
Article III. Evaluation and Award .................................................................................................................. 7
3.1 Selection Criteria .......................................................................................................................... 7
3.2 Scoring Methodology ................................................................................................................... 7
3.3 Contract Award & Terms of Contract .......................................................................................... 7
3.3.1 Contract Award ..................................................................................................................... 8
3.3.2 Terms of Contract ................................................................................................................ 8
3.4 New Vendor Packet ...................................................................................................................... 8
3.5 Non-Appropriation ....................................................................................................................... 8
Article IV. Required Respondent Information .............................................................................................. 9
4.1 Solicitation Response Form ......................................................................................................... 9
4.2 Respondent Information .............................................................................................................. 9
4.2.1 Company Profile ....................................................................................................................... 9
4.2.2 Demonstration of Experience ............................................................................................ 10
4.3 List of Machinery and Equipment .............................................................................................. 11
4.4 Litigation History ........................................................................................................................ 12
4.5 References .................................................................................................................................. 12
4.6 Deviation or Compliance ............................................................................................................ 13
4.6.1 Deviation ................................................................................................................................. 13
4.6.2 No Deviations ..................................................................................................................... 13
Page 2 of 20

4.7 Cooperative/ Interlocal Purchasing ........................................................................................... 13
4.8 Conflict of Interest Questionnaire .............................................................................................. 15
4.9 Subcontractors ........................................................................................................................... 15
Article V. Bid ................................................................................................................................................ 16
Article VI. Standard Terms and Special Conditions ................................................................................... 16
6.1 Standard Terms and Special Conditions ............................................................................... 16
6.1.1 Labor, Materials, and Time .................................................................................................... 16
6.1.2 OSHA Compliance .................................................................................................................. 16
6.1.4 Amendments, Rejections, and or withdrawals ................................................................. 17
6.1.5 Irregularities ............................................................................................................................ 17
6.1.6 Evaluation, Offer Period and Contract Award ....................................................................... 17
6.1.7 Affirmations and Solicitation Acceptance ............................................................................. 18
6.1.8 Open Records ......................................................................................................................... 18
6.1.9 Contract Responsibility .......................................................................................................... 18
6.1.10 Public Disclosure ................................................................................................................ 18
6.1.11 Remedies ................................................................................................................................ 18
6.2 Insurance and Bonds .................................................................................................................. 19
6.2.1 Required Insurance Coverages .............................................................................................. 19
6.2.2 Performance and Payment Bond Amounts ...................................................................... 19
6.3 Disclosure of Interested Parties ................................................................................................. 20
Article VII. Submission Checklist ................................................................................................................ 20
This document includes hyperlinks (in blue) for reference
Page 3 of 20

Article I. Executive Summary and Exhibits
1.1 Executive Summary & Scope of Work
The City of Hutto, a home rule municipality, is soliciting sealed bids from qualified
contractors for furnishing all labor, materials, and equipment for the milling of
Brookland Blvd, located in Hutto, TX. The contractor will bid on milling 10" of asphalt,
base, and subgrade. Length of the area 750 LF by approximately 40 LF wide; specific
quantities found in bid sheet. The center median identified in the map is not part of the
bid and shall be maintained during construction. There will be a need for two
mobilizations, as this project will be done in two phases. Phase one will consist of the
north side of the road. Phase two will consist of the south side of the road. As outlined
on the map. This bid would include use of equipment, trucks, associated dumping fees,
cleanup, and compliance with city specifications and/or requirements. Traffic control or
traffic control devices, including barriers, will not be part of the contractor bid. The
contractor is required to make a field visit prior to submitting bids. Contractor Quantities
must be filled out in order to be considered a valid bid
Construction is expected to be completed within 45 days of Notice to Proceed
Each BID must be accompanied by Bid Security made payable to the City of Hutto in an
amount of five percent (5%) of BIDDER's total Bid amount in the form of a certified or
cashier's check on a state or national bank or an acceptable Bid Bond issued by a reliable
surety company as a guarantee that the Bidder, if selected, will enter into a contract and
execute the required Performance and Payment Bonds within ten (10) days after notice
of award.
The City of Hutto will consider bids from business entities that demonstrate the ability
to complete the Project within the guidelines of this solicitation, following all applicable
federal, state, and local rules, laws, and regulations and the terms and conditions
contained in Exhibit B. Respondent must execute Exhibit A and complete other items
listed on the Submission Checklist to be considered for award.
1.2 Exhibits
Exhibit A - General Affirmations and Solicitation Acceptance
Exhibit B - Standard Purchasing Terms and Conditions
Exhibit C - Project Map
Page 4 of 20

Article II. Administrative Information
2.1 Schedule of Events
The dates provided represent a tentative schedule of events related to this solicitation.
The City of Hutto reserves the right to modify these dates before the deadline for
submission of Solicitation Responses upon notice being posted on the City website and
its Vendor Connection website, Bonfire.
Schedule of Events
Event Deadline
Solicitation Issuance 4/13/2026
Pre-Bid Conference (optional) 10:00 am 4/22/2026
Deadline for Question Submittal 5:00 pm 5/6/2026
Final Addenda Release, if applicable. 5/8/2026
Deadline for Bid Submission 10:00 am 5/13/2026
Notice of Intent to Award 5/15/2026
Tentative Award Date 6/4/2026
2.2 Inquiries:
2.2.1 Important Notes & Contact
Question deadline is 5/6/2026 at 5:00 PM CST. Any question submitted after
this time will not be answered.
Any questions, clarifications, concerns or requests for general information
should be submitted in writing via Bonfire
Solicitation documents may be examined or obtained electronically at the City's
Bid postings website and its Vendor Connection website, Bonfire. All addenda
Page 5 of 20

will be posted on the City's Bid postings website and its Vendor Connection
website. It is the sole responsibility of the Respondent to check for Addenda.
Respondents are expected to examine all documents that make up this
solicitation. Respondents shall promptly notify the City of any omission,
ambiguity, inconsistency, or error they may discover upon reviewing the
solicitation. The City assumes no responsibility for errors or misrepresentation
that result from the use of incomplete submissions.
READ THIS SOLICITATION FULLY AND CAREFULLY. RESPONSES MUST BE
COMPLETE UPON SUBMISSION, INCLUDING ALL FORMS AND
ATTACHMENTS REQUIRED HEREIN. FAILURE TO STRICTLY COMPY WITH
THESE STATED TERMS OF SUBMISSION MAY RESULT IN REJECTION OF
THE SUBMISSION.
2.2.2 Prohibited Communications
Upon issuing this solicitation, except for written inquiries as outlined above, the
City of Hutto, its representatives, or partners will not answer questions or
otherwise discuss the content of this solicitation with any potential Respondent
or their representative(s). Respondent agrees to rely solely on the written
process outlined herein. Respondents who do not comply with the terms
outlined in this section may be disqualified from this solicitation.
2.3 General Requirements for Solicitation Response
2.3.1 Solicitation Response Format and Deadlines
Respondents will need to create an account on Bonfire in order to be able to view
and submit an electronic bid. All submissions must be completed before the
provided "bid opening" date and time. Once the date and time has passed, the
option to submit a bid will no longer be available.
HARD COPY, FAXED, OR E-MAILED RESPONSES
AND/OR LATE SUBMISSIONS WILL NOT BE ACCEPTED.
2.3.3 Alterations, Modifications, Withdrawals
Submissions may be modified, altered, or withdrawn from consideration by
notifying the point of contact listed herein, provided such notice is received
before the deadline. No submission may be withdrawn after the date and time
of opening without approval of the Purchasing Supervisor.
Page 6 of 20

Article III. Evaluation and Award
3.1 Selection Criteria
Solicitation Responses shall be consistently evaluated and scored by the following
criteria:
(a) Responsiveness (pass/fail)
All requested documentation
o
Licensing, bonding and insurance
o
(b) Responsibility (pass/fail)
Valid license for work
o
Demonstration of experience
o
References
o
Adequate staffing & equipment
o
(c) Price (100%)
Lowest Total Bid
o
3.2 Scoring Methodology
The City of Hutto assembles an evaluation committee to evaluate each Solicitation
Response. Each evaluator shall complete one Bid Form for each Solicitation Response
and evaluate those responses against the requirements of this solicitation.
Bids shall be evaluated based on a reasonable assessment of the submitted price and
consider such factors as the confirmation of experience and references.
Evaluators may seek the advice of legal counsel and/or subject matter experts if they
need help understanding information in a Solicitation Response or require additional
technical assistance.
3.3 Contract Award & Terms of Contract
1.
2.
3.
3.1.
3.2.
3.3.
Page 7 of 20

3.3.1 Contract Award
The City of Hutto intends to award one contract under this solicitation. An award
notice will be sent to the selected Respondent upon selection. Construction is
expected to be completed within 45 days of Notice to Proceed.
3.3.2 Terms of Contract
The City of Hutto intends to award one (1) Contract for the products and services
requested under this Solicitation. Any Contract resulting from this Solicitation
shall be effective from the date of execution until September 30, 2026. The City
of Hutto may, at its discretion and in compliance with applicable laws, extend
the contract term upon mutually agreement of the parties
Note: Solicitation Responses are subject to the Texas Public Information Act.
3.4 New Vendor Packet
If selected for award, the vendor agrees to provide the City with a completed New
Vendor Packet before the commencement of any performance required under an
Agreement. Completed New Vendor Packets must be submitted to the Purchasing
Supervisor via email at procurement@huttotx.gov.
3.5 Non-Appropriation
Respondent hereby acknowledges and agrees that any contract resulting from this
solicitation reflects a commitment of the City's current revenues only and that the City
shall have the right to terminate any Contract at the end of any City fiscal year if the City
Council does not appropriate sufficient funds. The City may affect such termination by
providing written notice at the end of its current fiscal year. Provide timely notice to
maintain the City's ability to perfect termination.
Page 8 of 20

Article IV. Required Respondent Information
4.1 Solicitation Response Form
By signing and submitting the solicitation response, Respondent acknowledges that
they have inspected the specifications, are capable and willing to perform and/or
provide the required services and/or products and shall complete this project within the
amount of time and dollar amount specified. The undersigned certifies that the prices
contained in this Bid have been carefully checked and submitted as correct and final. All
unit prices include the cost of delivery. The undersigned is authorized to bind
themselves or the entity they represent to a contract.
An individual proprietorship

A partnership

A corporation chartered under the laws of the State of _________________, acting

by its officers pursuant to its by-laws or a resolution of its Board of Directors.
Signature:
Printed Name:
Title:
Date:
4.2 Respondent Information
4.2.1 Company Profile
Company Name:
and D/B/A:
Phone:
Fax:
If there is no toll-free number, does the company accept collect calls? Yes No

Page 9 of 20

Contacts:
Corporate Contact for this Bid:
Name:
Address:
City, State, Zip:
Phone: Fax:
E-mail:
Website:
If local contact is the same as corporate contact, check here

Local Contact for this Bid:
Name:
Address:
City, State, Zip:
Phone: Fax:
E-mail:
Website:
Number of years the company has been in business under this name:
Other company names used with dates, from/to:
4.2.2 Demonstration of Experience
Years in business under present business name:
Total years of experience in work of the type called for in this contract:
List in table below the contracts of similar scope and scale to the City's IFB has your
organization completed (attach additional pages as necessary). List most recent
FIRST:
Contract Completion Owner's Name & Contact
Type of Work
Amount Date Info
Page 10 of 20