Title
Consider a memorandum/resolution awarding Bid No. 27-12, Re-Issue Fiscal Year 2027 Annual Street Construction Materials, to selected vendors in an amount of $1,000,000 citywide for Fiscal Year 2027.
Body
DATE: November 3, 2026
TO: Laurie Wilson, Interim City Manager
FROM: Kristina Ramirez, Executive Director of Public Works
SUBJECT: Authorize the award for Bid No. 27-12, Re-Issue Fiscal Year 2027 Annual Street Construction Materials to selected vendors
BACKGROUND AND FINDINGS:
The City solicits street construction material bids on an annual basis to procure materials needed for maintenance projects. Materials from these bids are utilized by various departments throughout the City of Killeen on construction projects, repair of roadways, parking areas, water mains, etc.
On September 1, 2026, Bid 27-02 for Annual Street Construction Materials was rejected through RS-26-131, due to several line items receiving no bids.
On September 14, 2026, the city reissued the solicitation under Bid No. 27-12. Bids were opened and read aloud on September 23, 2026, for the City's annual street construction materials. The total purchase of materials will not exceed $1,000,000 citywide in Fiscal Year 2027 (FY 2027) and will be based on the approved budget and will be subject to City Council approval.
Six (6) vendors were selected based on the bid tabulation attached: Crafco, Inc., D.I.J. Construction, Inc., Greenville Enterprises LLC, Killeen Crushed Stone, Killeen Ready Mix and Texas Materials Group, Inc. Bidders were instructed to submit bids based on the estimated annual need and quantity for each item.
The Public Works Department, along with Purchasing Department, evaluated each bid's conformance with the bid information and instructions. Each bidder is ranked in accordance with the best value procedures, with the ranking representing the City’s determination of best value based on the bidder’s qualifications, references, and cost, in accordance with the Bid General Terms and Conditions. The bid tabulation shows pricing as received from all vendors.
Due to fluctuating market conditions of the materials, the bid solicitation requires that bidder’s prices remain firm during the entire twelve (12) months of the contract. The contract term is for a one (1) year period. After the exhaustion of the entire contract term, the City may request up to an additional sixty (60) days past any contract term to advertise and award a new bid for such items without any pricing adjustments.
THE ALTERNATIVES CONSIDERED:
N/A
Which alternative is recommended? Why?
N/A
CONFORMITY TO CITY POLICY:
This item conforms to state and local policy.
FINANCIAL IMPACT:
What is the amount of the revenue/expenditure in the current fiscal year? For future years?
Projected expenditures are utilized for the City to obtain the best rate per unit pricing covering multiple City Departments and fiscal years. Actual costs per fiscal year for each department may be significantly lower and will not exceed departmental budgets. The final fiscal impact will be based upon the allocated budget and workload for the year. Future-year expenditure will be based on the approved budget. Total expenditure will not exceed $1,000,000 in Fiscal Year 2027.
Is this a one-time or recurring revenue/expenditure?
The purchases will occur on an individual basis under the terms of the contracts as projects are scheduled.
Is this revenue/expenditure budgeted?
Yes.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this revenue/expenditure?
Yes, sufficient budgets are in the following accounts city-wide:
• General Fund - Parks and Public Works
o 100-52100-300-306-000000; 100-53415-400-403-000000
• Street Maintenance Fund
o 225-53430-400-403-000000
• Solid Waste Fund
o 540-53415-400-412-000000
• Water and Sewer Fund
o 550-53430-400-404-000000; 550-53430-400-405-000000
• Drainage Utility Fund
o 575-53415-400-403-000000; 575-53415-400-407-000000
• Aviation Fund
o 525-53415-600-601-000000; 525-53415-600-602-000000
RECOMMENDATION:
City Council authorize the award of Bid No. 27-12, Re-Issue Fiscal Year 2027 Annual Street Construction Materials, to selected vendors in an amount of $1,000,000 citywide in Fiscal Year 2027; and authorize the City Manager, or designee, to execute the agreements and furthermore execute all change orders in accordance with State and Local law.
DEPARTMENTAL CLEARANCES:
Public Works
Purchasing
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Agreements
Bid Tabulation
Certificate of Interested Parties
Presentation