Project Information

Bid Title

Bid NO. 26-16 MAINTENANCE, REPAIR, AND OPERATIONS (MRO) SUPPLIES

Issuing Agency

City of Huntsville

Location

Texas

Published Date

Apr 23, 2026

Closing Date

May 14, 2026

Government Level

State & Local

Status

Closed

Ref. #

26-16

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Bid Number:	26-16
Bid Title:	Bid NO. 26-16 MAINTENANCE, REPAIR, AND OPERATIONS (MRO) SUPPLIES
Category:	City Solicitations
Status:	Open

Publication Date/Time: 4/23/2026 8:00 AM Publication Information: Bid NO. 26-16 MAINTENANCE, REPAIR, AND OPERATIONS (MRO) SUPPLIES Closing Date/Time: 5/14/2026 2:00 PM Submittal Information: 448 Hwy 75 N Huntsville, TX 77320 Contact Person: Lucy Gonzalez purchasing@huntsvilletx.gov Download Available: Yes Fee: No Business Hours: 8:00 A.M. - 5:00 P.M M-TH Plan Holders List: N/A Related Documents: Bid NO. 26-16 MRO Supplies

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 ____________

Page 1 of 18

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.

Page 3 of 18

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

Page 5 of 18

Commodity Codes

• NAICS 236220Commercial and Institutional Building Construction
• NAICS 561210Facilities Support Services
• NAICS 811310Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance

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