INSTRUCTION TO BIDDERS
Midland County (hereinafter called "County") invites sealed bids from interested qualified
vendors (hereinafter called "Vendors") for the contract # identified above. The following pages provide general information regarding bid requirements and specifications for the project. If further information is required, please contact the Midland County Purchasing Department by email at pur103@co.midland.tx.us. A pre-bid meeting will be held at 10:00am on Thursday November 19, 2026 in the conference room of Midland County Public Works offices at Midland County Courthouse 500 N. Loraine, 11th Floor Midland, TX 79701. All requests for information must be submitted in writing. Responses to all questions received will be sent to each Vendor known to have copies of the Request for Bid. All questions should be submitted on or before 5pm Thursday December 3, 2026. Questions received after said date and time will not receive a response. Answers and clarifications which are considered to materially change the solicitation will be issued as written addenda to the original RFP and will be posted to the Midland County website. Vendors are responsible for ensuring all answers to questions are reviewed prior to bid submittal and that all answers are properly acknowledged with their submitted bid. Verbal representations made or assumed to be made during any discussions held between representatives of a Vendor and any Midland County personnel or official are not binding on Midland County. Vendors must submit one (1) original, one (1) copy, and an electronic copy on USB drive of the bid. Midland County is exempt from all state and federal taxes. Tax exempt certificates are available upon request. All responses should be submitted by hand delivery or mail carrier in a sealed envelope, marked on the outside with the contract number and name of vendor. Bids must be received by the Due Date listed above and all late bids will be rejected and returned without being opened. Responses should be addressed as follows:
Midland County Purchasing Department
Midland County Courthouse
Attention: Kristy Engeldahl, Purchasing Agent
500 N. Loraine Street, Suite 1101
Midland, Texas 79701
A bid may be altered, modified or amended by a Vendor at any time, prior to Due Date. Alterations, modifications or amendments to a bid must be made in the offices of the Purchasing Department. All changes made on a bid before the submission deadline must be initialed by the signer of the bid, guaranteeing authenticity. A bid may not be altered, modified or amended after the submission Due Date. A bid may not be withdrawn or canceled by the Vendor for a period of sixty (60) days following the Due Date.
Prior to award, selected Vendors may be asked to provide further information concerning their bid, up to and including presentations/demonstrations. The County reserves the right to reject any and all bids or waive formalities as deemed in the best interests of Midland County. Midland County also reserves the right to withdraw the bid request at any time and for any reason. Midland County also has the right to terminate its selection process at any time and to reject all responses, or all bids. Receipt of the bid materials by Midland County or submission of a bid to Midland County confers no rights upon any Vendor nor obligates Midland County in any manner. All costs associated with the preparation or submittal of bids shall be borne by the Vendor, and no cost shall be sustained by Midland County. Vendors must submit all required documentation and failure to provide requested information may result in rejection of the bid.
SUBMISSION OF A BID MUST INCLUDE
1. At least two references for commercial projects, preferably any local/state government clients that the Vendor has provided a similar type of work as being bid
2. List of current projects similar in scale and scope
3. List of past projects (5-year history) similar in scale and scope
4. OSHA 30 Log (5-year history)
5. EMR (5-year history)
6. TxDOT Confidential Questionnaire or pre-qualification letter from TxDOT in lieu of Confidential Questionnaire, all accurate as to within the last 12 calendar months
7. Proof of insurance with minimum coverage values described herein
8. Bid Required Form Company Affidavit (pages 6 & 7 of this RFP)
9. Statement from Vendor that Performance and Payment Bonding capacity to the full value of the contract is attainable
10. Completed bid with total contract costs summation and itemized unit prices (Page 80 of Specification)
11. Total quantity of continuous calendar days necessary to complete the Work from NTP
12. List of subcontractors and suppliers for use in performance of the work, specifying the work to be performed by each. GC will be required to complete the last 12 calendar months at least 30% of the work being done
Submission of a bid indicates Vendor's acceptance of the evaluation technique and Vendor's recognition that subjective judgments may be made by the County during the determination of qualification. The County may conduct such investigations as the County deems necessary to establish the responsibility, qualifications and financial ability of Vendors and any proposed subcontractors or suppliers. Evaluation of the bids shall be based on either: ______ A. Lowest Responsible Bidder, or **X**_ B. Best Value
If neither option A nor option B is chosen above then the County may award the bid to a Vendor upon any evaluation process of its choosing. Lowest Responsible Bidder evaluations are awarded to the bidder who meets the County's criteria and submits the lowest total bid consistent with the requirements herein. Best Value evaluations are awarded to the bidder who the County, in its sole judgment, determines is best suited for the specific work and could include factors such as whether the bid complies with the prescribed requirements, alternates, unit prices, total contract duration in calendar days, qualifications and experience. If the County chooses option B, the evaluation criteria will be weighted as follows, as :
• Identity and Location: 5 points
• Pre-Bid Meeting Attendance: 5 points
• Consecutive Calendar Days to Complete Work: 15 points
• Cost: 50 points
• Experience with Midland County: 20 points
• References: 5 points
The Vendor agrees, during the performance of the work, to comply with all applicable federal, state, or local code and ordinances. The apparent silence of any specification as to any detail or omission from a detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of these specifications shall be made on the basis of this statement. Contents of the bids will remain confidential until the contract is awarded. At that time the contents will be made public under the Texas Public Information Act; except for any portion of a bid which has been clearly marked as a trade secret or proprietary data (the entire bid may not be so marked). Bids will be opened, and the name of the firm submitting the bid read aloud and acknowledged on the Due Date in the Purchasing Department Conference Room located in the Midland County Courthouse, Suite 1101. All interested parties are invited to attend the opening. Vendors are hereby notified that the Owner strictly adheres to all statutes, court decisions, and opinions of the Texas Attorney General with respect to disclosure of public information. The attached Contract with insurance and bonding requirements are non-negotiable. Modification by Vendor of any terms of the Contract will be deemed a non-responsive bid. Non-responsive bids will be rejected. Vendor must be willing to sign the Contract as is and without modifications, provide properly executed bonds and provide insurance as required therein. If the selected Vendor cannot meet the requirements, then the County reserves the right to award the purchase to another bidder. Any Vendor who fails to comply with the terms of the award may be declared an unqualified vendor. Bids submitted by unqualified vendors shall not be considered again for future bids for a minimum of six (6) months as determined by Midland County officials. After the bid is awarded by the Commissioners Court and within fifteen (15) calendar days of the Award, Vendor must submit the following to the County for review in order to receive Notice to Proceed:
SUBMISSIONS REQUIRED AFTER AWARD OF A BID
1. Safety Plan, to include an organization chart with responsibilities
2. Quality Control plan to include an organization chart with responsibilities
3. Material submittals as described in the technical specifications, list of subcontractors and suppliers specifying the performance of each
4. Traffic Control Plan that meets the requirements defined in the construction documents
5. Construction Schedule indicating the milestones in detail and total calendar day duration provided with the bid. If applicable, milestones should include Notice to Proceed date, road closure implementation and removal, earthwork start date, paving start date, striping and accessories start date, substantial completion date
6. If applicable, milestones should include Notice to Proceed date, road closure implementation and removal, earthwork start date, paving start date, striping and accessories start date, substantial completion date
7. Signed Midland County Construction Contract, Executed Payment and Performance Bond to the full value of the contract and valid insurance certificates as described in the contract
(Additional contract terms, insurance, bonding, warranty, indemnity and other contract provisions follow in the provided contract template and exhibits.)
