Tipton Schools Parking Lots Project

NOTICE TO BID
The Board of Tillman County Commissioners is accepting sealed bids for the TIPTON PUBLIC
SCHOOLS PARKING PROJECT until 4:00 p.m. on Friday, May 1, 2026. Sealed Bids shall be
delivered or mailed to the Purchasing Agent located in the Tillman County Clerk's Office, Tillman
County Courthouse, P.O. Box 992, 201 N. Main, Frederick, OK 73542. Bids received after 4:00 p.m.,
CST, May 1, 2026, shall not be considered and shall be returned unopened to the bidder. The sealed
envelope containing the bid must be clearly marked BID #2-2026, Tipton Schools Project with the
name of the project, opening date and must state Bidders name & address. SEALED BIDS will be
opened at 10:00 am on Monday, May 4, 2026 in the County Commissioners' Office located on the
second floor of the Tillman County Courthouse.
A Bid Book containing the Invitation to Bid, Instruction to Bidders, Bid Form, Plans and other related
Bid Documents may be examined or picked up at the Tillman County Clerk's Office located on the
second floor of the Tillman County Courthouse, 201 N. Main, Frederick, OK 73542.
An original cashier's check, a certified check or a surety bond in the amount of five percent (5%) of the
Bid shall accompany the sealed bid for each bidder. In addition to the 5% Bid Bond, a signed Affidavit
for Filing with Competitive Bid (Non-Collusion Affidavit) and a Business Relationship Affidavit is
required when submitting bids. A 100% Performance Bond, 100% Statutory Bond, 100% One Year
Warranty Bond and Proof of Public Liability and Workers Comp Insurance will be required of the
successful Bidder. Bonding companies must appear on Treasury Circular 570 and be authorized to
transact business in the State of Oklahoma for an amount in excess of the bid. The contract will be
awarded to the lowest responsible bidder within 30 days from date of bid opening. Provided, the
County may extend the date for awarding the contract for 15 days according to state law (90 days if
funds utilized for the project are furnished by an agency of the United States Government).
A site meeting will be held on location at Tipton Public Schools on Monday, April 20, 2026 at 3:00
P.M.
The Board of Tillman County Commissioners reserves the right to accept or reject any or all bids and
waive any informalities. The Board of Tillman County Commissioners also reserves the right to make
awards by items, groups of items, or all or none, whichever is in the best interest of the county.
Cacy Caldwell
Tillman County Clerk and Purchasing Agent

BID BOOK
BID #2-2026
TIPTON PUBLIC SCHOOLS
PARKING LOTS PROJECT
IN DISTRICT #1, TILLMAN COUNTY, OKLAHOMA
Bids are due by 4:00 pm, Friday, May 1, 2026
Commissioner Roger Hoover
Tillman County District #1
580-667-4145
Attn: Cacy Caldwell, Purchasing Agent Tillman
County Clerk's Office
P.O. Box 992, 201 N. Main
Frederick, OK 73542
580-335-3421 ext. 3
TABLE OF CONTENTS
BID BOOK:
Page INVITATION TO BID
Pages 2-5 INSTRUCTION TO BIDDERS
Pages 6-10 BID FORM
Page I I AFFIDAVIT FOR FILING WITH COMPETITIVE BID
Page 12 BUSINESS RELATIONSHIP AFFIDAVIT
Page 13 W-9FORM
PLANS:
Sheet I TITLE SHEET
Sheet 2 TYPICAL SECTION, DETAILS, QUANTITY & NOTES
Sheet 3-7 PLAN VIEW

INVITATION TO BID
SEALED BIDS will be received by the Tillman County Purchasing Agent, on behalf of the Board of County
Commissioners, Tillman County, Oklahoma (herein called the "OWNER"), for the
TIPTON PUBLIC SCHOOLS PARKING LOTS PROJECT
IN DISTRICT #1, TILMAN COUNTY, OKLAHOMA
until 4:00 p.m. on Friday, May 1, 2026. Sealed Bids shall be delivered or mailed to the Purchasing Department located
in the Tillman County Clerk's Office, Tillman County Courthouse, P.O. Box 992, 201 N. Main, Frederick, OK 73542.
Bids received after 4:00 p.m., CST, May 1, 2026 shall not be considered and shall be returned unopened to the
bidder. The sealed envelope containing the bid must be clearly marked BID #2-2026, Tipton Schools Project with
the name of the project, opening date and must state Bidders name & address.
SEALED BIDS will be opened at 10:00 am on Monday, May 4, 2026 in the County Commissioners' Office located on
the second floor of the Tillman County Courthouse.
A Bid Book containing the Invitation to Bid, Instruction to Bidders, Bid Form, Plans and other related Bid Documents
may be examined or picked up at the Tillman County Clerk's Office located on the second floor of the Tillman
County Courthouse, 201 N. Main, Frederick, OK 73542.
An original cashier's check, a certified check or a surety bond in the amount of five percent (5%) of the Bid shall
accompany the sealed bid for each bidder. In addition to the 5% Bid Bond, a signed Affidavit for Filing with
Competitive Bid (Non-Collusion Affidavit) and a Business Relationship Affidavit is required when submitting bids. A
100% Performance Bond, 100% Statutory Bond, 100% One Year Warranty Bond and Proof of Public Liability and
Workers Comp Insurance will be required of the successful Bidder. Bonding companies must appear on Treasury
Circular 570 and be authorized to transact business in the State of Oklahoma for an amount in excess of the bid.
The contract will be awarded to the lowest responsible bidder within 30 days from date of bid opening. Provided, the
County may extend the date for awarding the contract for 15 days according to state law (90 days if funds utilized for the
project are furnished by an agency of the United States Government).
The successful bidder and the County must execute a contract embodying the terms of the bid documents, within 60
days from the date the contract was awarded.
No bidder shall obtain a property right in a contract until the contract has been fully executed by both parties.
All matters concerning the contract and project are subject to the provisions of state law and federal law when
applicable.
A site meeting will be held on location at Tipton Public Schools on Monday, April 20, 2026 at 3:00 P.M.
The Board of Tillman County Commissioners reserves the right to accept or reject any or all bids and waive any
informalities. The Board of Tillman County Commissioners also reserves the right to make awards by items, groups
of items, or all or none, whichever is in the best interest of the county.
Dated: April 13, 2026
Cacy Caldwell
County Clerk and Purchasing Agent
INVITATION TO BID
Page I of 13
PAGE I of I

INSTRUCTION TO BIDDERS
SEALED BIDS will be received by the Tillman County Purchasing Agent for the Board of County
Commissioners, Tillman County, Oklahoma (herein called the "County"), for the
TIPTON PUBLIC SCHOOLS PARKING LOTS PROJECT IN DISTRICT #1,
TILLMAN COUNTY, OKLAHOMA until 4:00 p.m. CST, on Friday, May 1, 2026.
Bids received after 4:00 p.m., CST, May 1, 2026 shall not be considered and shall be returned unopened to
the bidder.
SEALED BIDS will be opened at 10:00 am on Monday, May 4, 2026 in the County Commissioners'
Office located on the second floor of the Tillman County Courthouse, 201 N. Main, Frederick, OK 73542.
Each BID must be submitted in a sealed envelope, one bid per envelope, and delivered either in person or
by mail to the County Clerk's Office, Tillman County Courthouse, P.O. Box 992, 201 N. Main, Frederick,
OK 73542. The envelope should bear on the outside the BIDDER'S name, address, closing date and
reference Bid #2-2026, Tipton Schools Project.
All bids must be made on the required bid form. All blank spaces must be legibly written in with ink or
typewritten and must be fully completed and executed when submitted. Corrections or erasures should be
initialed by person completing the bid. The bid documents must be original with original signatures and seals.
The Tillman County Board of Commissioners reserves the right to award or reject any or all bids and
waive any informalities. The Board also reserves the right to accept all or part of any bid offered and to
accept that bid or part of that bid which will, in the Board's opinion, best serve the public interest. No
BIDDER may withdraw a BID within 60 days after the actual date of the opening thereof. Should there
be reasons why the contract cannot be awarded within the specified period; the County may extend the
date for awarding the contract for 15 days according to state law (90 days if funds utilized for the project
are furnished by an agency of the United States Government). Conditional Bids will not be accepted.
Before submitting a BID, BIDDERS should carefully examine the specifications, visit the site of work,
fully inform themselves as to the existing conditions and limitations and shall include in the BID a sum to
cover the cost of all items included in the Contract. The failure or omission of any BIDDER to do any of
the foregoing shall in no way relieve the BIDDER from any obligation in respect to the BID. Extra
payments will not be authorized for work that could have been foreseen by a careful examination of the
site. Submission of a BID shall constitute acceptance by the BIDDER of existing site conditions as a part of
the requirements for this work.
Unit prices will be guaranteed correct by the Bidder and Bid prices are to remain firm.
All applicable laws, ordinances and the rules and regulations of all authorities having jurisdiction over
construction of the PROJECT shall apply to the contract throughout. Contractor will also need to comply
with the requirements of the D. Davis-Bacon Act.
The CONTRACT DOCUMENTS contain the prov1s10ns required for the construction project.
Information obtained from an officer, agent, or employee of the COUNTY or any other person shall not
affect the risks or obligations assumed by the CONTRACTOR or relieve the CONTRACTOR from
fulfilling any of the conditions of the contract.
Page 2 of 13
INSTRUCTION TO BIDDERS
Page I of 4

Each BID must be accompanied by an original Cashier's Check, a Certified Check or Bid Bond in the
amount of five percent (5%) of the TOT AL BID as a guarantee of good faith. The check is to be drawn
on an Oklahoma bank and made payable to the BOARD OF TILLMAN COUNTY
COMMISSIONERS. The BID BOND of the successful BIDDER will be retained until the CONTRACT,
PERFORMANCE BOND, STATUTORY BOND and MAINTENANCE BOND have been executed and
approved AND PROOF OF PUBLIC LIABILITY AND WORKERS COMP INSURANCE have been
provided and approved. The Purchasing Dept, upon receipt of a written notice from the Successful
Bidder, will return to them the 5% BID BOND. Checks of unsuccessful bidders will be returned by mail
unless otherwise requested. Bonding companies must appear on Treasury Circular 570 and be authorized
to transact business in the State of Oklahoma for an amount in excess of the bid.
A 100% PERFORMANCE BOND, 100% STATUTORY BOND AND 100% MAINTENANCE BOND
in the amount of the CONTRACT PRICE, with a corporate surety approved by the COUNTY, will be
required for the faithful performance of the contract. The Attorney-in-fact who signs the BID BONDS
and PERFORMANCE, STATUTORY & MAINTENANCE BONDS must file with each BOND a
certified and effective dated copy of their Power of Attorney.
Bidder will be responsible for overseeing the entire project.
The party to whom the contract is awarded will receive a NOTICE OF AW ARD accompanied by the
necessary AGREEMENT and BOND forms. The awarded bidder will be required to execute the
Agreement and obtain the PERFORMANCE BOND, STATUTORY BOND, MAINTENANCE BOND
and PUBLIC LIABILITY & WORKERS COMP INSURANCE within ten (10) calendar days from the
date BID is awarded unless extended by mutual agreement between the COUNTY and the AWARDED
BIDDER. In case of failure of the BIDDER to execute the AGREEMENT, the COUNTY may consider
the BIDDER in default, in which case the BID BOND accompanying the proposal shall become the
property of the COUNTY.
The NOTICE TO PROCEED shall be issued within seven (7) days of the execution of the AGREEMENT
by the COUNTY. Should there be reasons why the NOTICE TO PROCEED cannot be issued within
such period; the time may be extended by mutual agreement between the COUNTY and
CONTRACTOR. If the NOTICE TO PROCEED has not been issued within the seven (7) day period or
within the period mutually agreed upon, the CONTRACTOR may terminate the AGREEMENT without
further liability on the part of either party.
The COUNTY may make such investigations as deemed necessary to determine the ability of the
BIDDER to perform the WORK, and the BIDDER shall furnish to the COUNTY all such information,
data and not limited to financial statements, for this purpose as the COUNTY may request. The
COUNTY, reserves the right to REJECT any BID if the evidence submitted by, or investigation of, such
BIDDER fails to satisfy the COUNTY that such BIDDER is properly qualified to carry out the
obligations of the AGREEMENT and to complete the WORK contemplated therein.
All CONTRACTORS involved in the project shall have proper and current licensing in the State of
Oklahoma and should be prepared to provide a copy of such if requested.
Bidder shall supply the names and addresses of major material suppliers & subcontractors with bid.
The Bidder must be able to financially carry on the work until project is completed.
Please NOTE this project is TAX EXEMPT as allowed by 68 O.S. 1356. The successful bidder will be
issued a copy of the Resolution designating them as an agent for the County for the purpose of purchasing
materials and tangible personal property tax exempt for the construction (improvements, remodeling,
renovation, repairing, etc.) of this project. If the tax exempt status is to be used, materials and tangible
Page 3 of 13 INSTRUCTION TO BIDDERS
Page 2 of 4

personal property purchased by the Contractor and its subcontractors, to be used in this project, will be
delivered to the jobsite and incorporated into the project. The title to such property is to pass from the
vendor directly to the County. Bidder will be responsible for any tax not included in the exemption. If
Sub-Contractors are to be included, their names must be provided to the Purchasing Agent prior to the
time the Contract is entered into so that the Sub-Contractors can be listed on the Resolution. Such
Resolution requires Board of County Commissioners approval at a regular scheduled meeting therefore
your list of sub-contractors shall be submitted with your contract, insurance & bonds.
PAYMENT
Original Documents required:
o Invoice with breakdown of materials & labor.
o Application and Certificate of Payment with original signatures
Certification from Commissioner Roger Hoover stating his Approval
0 (documenl will be provided by District #l)
o One "Affidavit for Contracts & Payments" is required when total payments exceed $25,000.00.
The Owner will make partial payments based upon work complete. Ten percent (10%) of all partial
payments made shall be withheld as retainage. At any time the contractor has completed in excess of fifty
percent (50%) of the total contract amount, the retainage shall be reduced to five percent (5%) of the
amount earned to date if the Owner authorizes.
The Invoice, with attached items listed above, shall be submitted by the Contractor to the Tillman
County Commissioners' Office, P.O. Box 992, 201 N. Main, Frederick, OK 73542. Before the
Commissioner's Office submits the Invoice to the Purchasing Dept. to be paid, it shall contain
certification by Commissioner Roger Hoover that states the work for which payment is claimed
has been performed and that such work conforms to the specifications for the project. No such
invoice shall be paid by the County without such certification. The Contractor must provide a signed
Affidavit for Contracts & Payments which will be provided with the contract & bonds forms.
Upon completion of project, contractor shall furnish proof that all claims and obligations incurred by him
in connection with this performance of said work have been fully paid and settled. Information shall be in
the form of an affidavit provided by the Bonding Company, which shall bear the approval of the surety on
the contract bonds for payment to the contractor. Lien Waivers from Subcontractors and Suppliers may
also be required.
Liquidated damages shall be $200.00 per day for each consecutive calendar day of delay until the work is
completed or accepted excluding inclement weather days as mutually agreed upon by County and
Contractor. Calendar days will start the date the Notice to Proceed is issued.
The jobsite shall be cleaned up on a daily basis. All trash and debris generated from the construction
operation shall be delivered to the landfill at the Contractor's expense. Contractor is responsible for
storage and security of all materials required for this contract.
Any spills of petroleum, oil & lubricant (POL) products, chemicals, or other hazardous materials must be
reported immediately to Tillman County District #1 at 580-667-4145. The contractor shall then
comply with the guidance of the Tillman County Emergency Management Director, (located at 1200 S.
Main, Frederick, OK 73542; 580-335-7549 phone) in taking appropriate actions to rapidly control and/or
contain any spills.
CONTRACTOR will be responsible for obtaining any permits required for the project. Contractor is
responsible for safety of its personnel and all sub-contractors.
Contractor shall not hire persons not legally residing in the United States.
Page 4 of 13
INSTRUCTION TO BIDDERS
Page 3 of4

CHANGE ORDERS cannot exceed a 15% cumulative increase of the original contract amount. Change
orders which exceed 15% shall require a re-advertising for bids on the incomplete portions of the
contract.
Necessary changes shall be addressed to Commissioner Roger Hoover ALL Change Orders shall
be formally approved by the Board of Tillman County Commissioners and the reasons for approval
recorded in the permanent records of the County. A Purchase Order will only be encumbered for the
original contract amount. Therefore if a Change Order is necessary, a Purchase Order for the approved
amount must be encumbered and it is the Contractors responsibility to communicate with the County to
ensure a Purchase Order is in place for any Change Orders (overages).
DOCUMENTS REQUIRED FOR THIS BID
*Bid Form, includes an attached Letter of Authorization
*Business Relationship Affidavit
*Bid Security for 5% of the total bid.
* Affidavit for Filing with Competitive Bid
*IRS W9 Form
*see below
Bidder must submit the properly completed and executed documents listed on this page. All signatures
must be original, not copied, faxed, computer generated or mechanical.
Bidder shall use the forms in this Bid Package or shall photocopy the forms and complete them. No
alterations can be made to the forms except to add additional signature lines as required. Any other
alteration or amendment of the forms may invalidate the Bid.
All correspondence will be in writing. In the event that it becomes necessary to revise any part of the Bid,
addenda will be faxed, emailed or mailed to vendors on the Bid Holders List. Any oral interpretations or
clarification of this Bid shall not be relied upon. All changes to this Bid must be in writing and available
to all bidders.
**In addition to the Required Documents listed above, Bidder shall also provide all requested information
in this bid packet. A written statement with this information may be provided with your bid if additional
space is needed.
If a Bid Document listed above is not included in the Bid Packet, it is the Bidder's responsibility to obtain
the Bid Document from the Tillman County Purchasing Dept. The Bidder shall also be responsible for
contacting the Purchasing Agent prior to bid closing to ensure all addendums were received. A copy of
each addendum must be present with the submitted bid package.
If you have questions regarding the bid specifications, contact Commissioner Roger Hoover at
580-667-4145 and if you have questions regarding the bid deadlines, etc., contact Cacy
Caldwell at 580-335-3421 ext 3.
It is not intended for any of the specifications to be brand or company specific. If ever a brand is
referenced, it is intended to be "similar or like item/company".
Page S of 13 INSTRUCTION TO BIDDERS
Page4 of4

BID FORM
Proposal of __________________________________
(hereinafter called "BIDDER"), organized and existing under the laws of the State of Oklahoma
doing business as _______________________________
(Insert "a corporation", "a partnership" or "an individual" as applicable).
To the Board of Tillman County Commissioners (hereinafter called "OWNER"):
The Bidder, in compliance with your Invitation to Bid for the
TIPTON PUBLIC SCHOOL PARKING LOTS PROJECT
IN DISTRICT #1, TILLMAN COUNTY, OKLAHOMA
having examined the specifications with related documents and the site of the proposed work, and being
familiar with all of the conditions surrounding the construction of the proposed project including the
availability of materials and labor, hereby proposes to furnish all labor, materials, and the supplies, to
construct the project in accordance with the Contract Documents, and at the bid price stated below.
Upon receipt of written notice of the acceptance of this bid, Bidder shall within ten (10) calendar days,
execute the formal contract to be furnished by the Owner, deliver required bonds on the forms contained
herein and provide proof of required insurance unless extended by mutual agreement between the County
and the Awarded Bidder.
The Bidder hereby agrees to commence work under this Contract the week the Contract, Bonds &
Insurance are approved, or as agreed upon with the owner, at which time a written Notice to Proceed will
be given to the Bidder by the Owner and to fully complete the project within the number of calendar days
thereafter stipulated in the Contract.
Calendar days will start the date the Notice to Proceed is issued. Bidder further agrees to pay as
liquidated damages, the sum of $200.00 for each consecutive calendar day thereafter excluding inclement
weather days as mutually agreed upon by Owner and Bidder.
The Bidder acknowledges receipt of the following Addenda:
l) _______________________ Date_ _____
2) _______________________ Date ______
3) ____________________ Date-----
BASE PROPOSAL
(the Total Project Cost as shown on Exhibit "A'')
I (We) agree to perform all of the work required by the bid documents, specifications and plans for the
TIPTON PUBLIC SCHOOL PARKING LOTS PROJECT
IN DISTRICT #1, TILLMAN COUNTY, OKLAHOMA
for the sum of: $ ----------------------------dollars
($ __________) The amount shall be shown in both words and figures.
In case of discrepancy, the amount shown in words shall govern.
Page 6 of 13 Bid Fonn, Letter of Authorization & Unit Prices on Exhibit "A"
Page 1 of5

Bidder proposes to complete project in ________ days.
Bidder will be able to begin project days after award date.
Please list the estimated response time for requested service should problems arise: _____
The Bidder agrees that this bid shall be good and may not be withdrawn for a period of 60
calendar days after the actual opening thereof.
The bid security attached in the sum of __________________ dollars
($_ ________) is to become the property of the Owner in the event the contract,
bonds and insurance are not executed within the time above set forth, as liquidated damages for
the delay and additional expense to the Owner caused thereby.
Bidder understands, agrees and warrants:
The bidder has carefully read and fully understands the full scope of the Bid Documents and
Contract Documents.
That bidder has the capability to successfully undertake and complete the responsibilities and
obligations in said Bid Documents and Contract Documents. The Tillman County Board of
Commissioners is in no way permitted to provide payments prior to goods received and services
performed.
The Tillman County Board of Commissioners reserves the right to award or reject any or all
bids and waive any informality. The Board also the reserves the right to accept all or part of any
bid offered and to accept that bid or part of that bid which will, in the County's opinion, best
serve the public interest.
BIDDER: ____________________________
Name of Corporation or Firm
By:
Signature of Bidder or Print Bidders Name Above
Bidder's Authorized Agent, see
"Letter of Authorization" attached
TITLE: DATE: __________
Please provide documentation stating officers for the company
MAILING ADDRESS CITY STATE ZIP
PHONE FAX EMAIL
Page 7 of 13 Bid Form, Letter of Authorization & Unit Prices on Exhibit "A"
Page 2 ofS

*SUB-CONTRACTORS:
ADDRESS
*PROJECT SCHEDULE/TIMELINE
COMMENTS:- -------------------------------
Page 8 of 13 Bid Fonn, Letter of Authorization & Unit Prices on Exhibit "A"
Page 3 ofS