INVITATION TO BID
BID NUMBER # 190104
BID TITLE: ALL TERRAIN VEHICLE
DATE DUE: FEBRUARY 12, 2019
DUE NO LATER THAN 11:00 A.M.
Bids will be opened at the Cameron County Courthouse, 1100 East Monroe Street, Brownsville, Texas in the Purchasing Department
– 3rd Floor – Room # 345 at 11:01 a.m. (as per Purchasing Dept. time clock) on deadline due date. All Bidders are welcome to attend
Bids received later than the date and time above will not be considered.
Please return bid in sealed envelope. Be sure that return envelope shows the Bid Number, Description and is marked “SEALED
RETURN BID TO:
mailed or delivered to the office of Purchasing Dept., County Courthouse (Dancy Bldg.)
1100 E. Monroe St, 3rd Floor, Room 345, Brownsville, Texas 78520.
For additional information or to request addendum email: Mike Forbes or Beverly Findley at email@example.com or
You must sign below in INK; failure to sign WILL disqualify the offer. All prices must be typewritten or written in ink.
Company Name: ___________________________________________________________________________________
City, State, Zip Code: ____________________________________________________________________________
Taxpayer Identification Number (T.I.N.):_________________________________________________________________
Historically Underutilized Business (State of Texas) Certification VID Number:_________________________________
Telephone No.____________________________Fax No._____________________e-mail_________________________
Is Bidder’s principal place of Business within Cameron County? Yes - No
If yes what City:____________________________
(Your signature attests to your offer to provide the goods and/or services in this bid according to the published provision of this
bid. When an award letter is issued, this Bid becomes the contract. If a Bid required specific Contract is to be utilized in addition
to this Bid, this signed Bid will become part of that contract. When an additional Contract is required a Bid award does not
constitute a contract award and Bid / Contract is not valid until contract is awarded by Commissioners Court (when applicable)
signed by County Judge) and Purchase Order is issued.
Bidders are asked to review the package to be sure that all applicable parts are included. If any portion of the
package is missing, notify the Purchasing Department immediately. It is the Bidder’s responsibility to be familiar
with all the Requirements and Specifications. Be sure you understand the following before you return your bid packet.
Your company name, address and your signature (IN INK) should appear on this page.
Instructions to Bidders
You should be familiar with all of the Instructions to Bidders.
This section provides information you must know in order to make an offer properly.
Specifications / Scope of Work
This section contains the detailed description of the product/service sought by the County.
_X__Attachments A, B, C, D, E, F, G, H, I
Be sure to complete these forms and return with packet.
Other - Final Reminders To double check before submitting BID
____ Is your bid sealed with bid #, title, Bidder’s Name, & return address, on outside?
____ Did you complete, sign and submit page 1?
____ Did you provide the number of copies as required on the cover page?
____ Did you visit our website for any addendums?
If not interested in Bidding please let us know why e-mail to: Purchasing@co.cameron.tx.us
INSTRUCTIONS FOR SUBMITTING BIDS
These General Instructions apply to all offers made to Cameron County, Texas (herein after referred to as “County”) by all prospective vendors
(herein after referred to as “Bidders”) on behalf of Solicitations including, but not limited to, Invitations to Bid and Requests for Quotes.
Cameron County is an Equal Employment Opportunity Employer.
Review this document in its entirety. Be sure your bid is complete, and double check your bid for accuracy.
GOVERNING FORMS: In the event of any conflict between the terms and provisions of these requirements and the specifications, the
specifications shall govern. In the event of any conflict of interpretation of any part of this overall document, Cameron County’s interpretation
shall govern. Where substitutions are used, they must be of equivalent value or service, and specified by the bidder as such, in the columns to the
right on the "Minimum Specifications' Forms". The County’s specifications may be exceeded and should be noted by the Vendor as such. Any
bid NOT MEETING the Minimum Requirements specified will be rejected.
GOVERNING LAW: This invitation to bid is governed by the competitive bidding requirements of the County Purchasing Act, Texas Local
Government Code, 262.021 et seq., as amended. Offerors shall comply with all applicable federal, state and local laws and regulations. Offeror
is further advised that these requirements shall be fully governed by the laws of the State of Texas and that Cameron County may request and rely
on advice, decisions and opinions of the Attorney General of Texas and the County Attorney concerning any portion of these requirements.
Questions requiring only clarification of instructions or specifications will be handled verbally. If any questions results in a change or addition to
this Bid, the Change(s) and addition(s) will be forwarded to all vendors involved (as quickly as possible) in the form of a written addendum only.
Sign the Vendor’s Affidavit Notice and return with your bid.
BIDDER SHALL SUBMIT BID ON THE FORM PROVIDED, SIGN THE VENDOR AFFIDAVIT, AND RETURN ENTIRE BID PACKET. In
the event of inclement weather and County Offices are officially closed on a bid deadline day, bids will be received unit 2:00 p.m. of the next
business day, for opening at up coming Commissioner’s Court meeting.
BIDS SUBMITTED AFTER THE SUBMISSION DEADLINE SHALL BE RETURNED UNOPENED AND WILL BE CONSIDERED VOID
SUCCESSFUL VENDOR WILL BE NOTIFIED BY MAIL. All responding vendors will receive written notification regarding the outcome of
OPEN RECORDS ACCESS TO ALL INFORMATION SUBMITTED. All information included will be open to the public, other bidders, media
as per the Open Records Act and not be confidential in nature. If you deem any information as confidential, it should not be made part of your bid
PLEASE NOTE CAREFULLY
THIS IS THE ONLY APPROVED INSTRUCTION FOR USE ON YOUR BID. ITEMS BELOW APPLY TO AND BECOME A PART OF
TERMS AND CONDITIONS OF BID. ANY EXCEPTIONS THERETO MUST BE IN WRITING.
Each bid shall be placed in a separate envelope completely and properly identified with the name and number of
the bid. Bids must be in the Purchasing Department BEFORE the hour and date specified.
Bids MUST give full firm name and address of the bidder. Failure to manually sign bid will disqualify it.
Person signing bid should show TITLE or AUTHORITY TO BIND THE FIRM IN A CONTRACT.
Bids CANNOT be altered or amended after deadline time. Any alterations made before deadline time must be
initiated by bidder or his authorized agent. No bid can be withdrawn after opening time without approval by
the Commissioners Court based on a written acceptable reason.
The County is exempt from State Sales Tax and Federal Excise Tax. DO NOT INCLUDE TAX IN BID.
Cameron County claims exemption from all sales and/or use taxes under Texas Tax Code 151.309, as amended. Texas Limited Sales
Tax Exemption Certificates will be furnished upon written request to the Cameron County Purchasing Agent.
Any Catalog, brand name or manufacturer’s reference used in a bid invitation is descriptive-NOT restrictive-it is
to indicate type and quality desired. Bids on brand of like nature and quality will be considered. If bid is based on other than reference
specifications, proposal must show manufacturer, brand or trade name, lot number, etc., of article offered. If other than brand(s)
specified is offered, illustrations and complete descriptions should be made part of the bid. If bidder takes no exception to specifications
or reference data, he will be required to furnish brand names, numbers, etc. as specified.
Samples, when requested, must be furnished free of expense to the County. If not destroyed in examination, they will be returned to the
bidder on request, at his expense. Each sample should be marked with bidder’s name, address, and County bid number. DO NOT
ENCLOSE OR ATTACH SAMPLE TO BID.
Written and verbal inquires pertaining to bids must give Bid Number and Company.
NO substitutions, changes or cancellations permitted without written approval of Director of Purchasing.
The County reserves the right to accept or reject all or any part of any bid, waiver minor technicalities. The
County of Cameron reserves the right to award by item category or by total bid. Prices should be itemized.
County also reserves the right to award either with or without trade-in, if applicable.
Bid unit price on quantity specified – extend and show total. In case or errors in extension, UNIT prices
shall govern. Bids subject to unlimited price increase will not be considered.
This is a bid inquiry only and implies no obligation on the part of Cameron County.
Acceptance of and final payment for the item will be contingent upon satisfactory performance of the product received by Cameron
Partial bids will not be accepted unless awarded by complete category or line item. To be awarded by total bid.
It is expected that the bidder will meet all state and federal safety standards and laws in effect on the date of the
bid for the item(s) being specified, and the particular use for which they are meant.
It is the responsibility of the bidder or proposer to ask any and all questions the bidder or proposer feels to be pertinent to the bid or
proposal. Cameron County shall not be required to attempt to anticipate such questions for bidders or proposers. Cameron County will
endeavor to respond promptly to all questions asked.
PURCHASE ORDER AND DELIVERY: The successful offeror shall not deliver products or provide services without a Cameron County
Purchase Order, signed by an authorized agent of the Cameron County Purchasing Department. The fastest, most reasonable delivery time shall
be indicated by the offeror in the proper place on the Pricing/Delivery Information form. Any special information concerning delivery should also
be included, on a separate sheet, if necessary. All items shall be shipped F.O.B. INSIDE DELIVERY unless otherwise stated in the
This shall be understood to include bringing merchandise to the appropriate room or place designated by the using department. Every tender or
delivery of goods must fully comply with all provisions of these requirements and the specifications including time, delivery and quality.
Nonconformance shall constitute a breach which must be rectified prior to expiration of the time for performance. Failure to rectify within the
performance period will be considered cause to reject future deliveries and cancellation of the contract by Cameron County without prejudice to
other remedies provided by law. Where delivery times are critical, Cameron County reserves the right to award accordingly.
NO PLACEMENT OF DEFECTIVE TENDER: Every tender or delivery of goods must fully comply with all provisions of this contract as to
time of delivery, quality and the like. If a tender is made which does not fully conform, this shall constitute a breach and Seller shall not have the
right to substitute a conforming tender provided, where the time for performance has not yet expired, the Seller may seasonably notify Buyer of
their intention to cure and may then make a conforming tender within the contract time but not afterward.
PLACE OF DELIVERY: The place of delivery shall be that set forth on the purchase order. Any change thereto shall be effected by
modification as provided for in clause 20, “Modifications”, hereof. The terms of this agreement are “no arrival, no sale”.
DELIVERY TERMS AND TRANSPORTATION CHARGES: Bid must show number of days required to place material in receiving
agency’s designated location under normal conditions. Failure to state delivery time obligates bidder to complete delivery in 14 calendar days. A
five day difference in delivery promise may break a tie. Unrealistically short or long delivery promises may cause bid to be disregarded.
Consistent failure to meet delivery promises without valid reason may cause removal from bidder list.
An accurate delivery date must be quoted on the “Bid Form”. When there are various items, a delivery date must be included with each item
quoted. Freight and shipping charges to Cameron County must be included in the bid price. Final location will be supplied to the vendor on
award of bid, F.O.B. destination. Delivery locations will be: Various County Building locations. Delivery days after receipt of order (ARO).
Specify all (various) dates by categories or item if different ______________.
If delay is foreseen, contractor shall give written notice to Director of Purchasing. The County has the right to extend delivery date if reasons
appear valid. Contractor must keep County advised at all times of status of order. Default in promised delivery (without accepted reasons) or
failure to meet specifications, authorized the County to purchase supplies elsewhere and charge full increase in cost and handling to defaulting
Delivery shall be made during normal working hours only, 8:00 a.m. to 5:00 p.m. unless otherwise noted in bid.
VARIATON IN QUANTITY: The County assumes no liability for commodities produced, processed or shipped in excess of the amount
SELLER TO PACKAGE GOODS: Seller will package goods in accordance with good commercial practice. Each shipping container shall be
clearly and permanently packed as follows: (a) Seller’s name and address; (b) Consignee’s name, address and purchase order or purchase release
number and the supply agreement number if applicable; (c) Container number and total number of containers, e.g. box 1 of 4 boxes; and (d) the
number of the container bearing the packing slip. Seller shall bear cost of packaging unless otherwise provided. Goods shall be suitably packed to
secure lowest transportation costs and to conform with requirements of common carriers and any applicable specifications. Buyer’s count or
weight shall be final and conclusive on shipments not accompanied by packing lists.
SHIPMENT UNDER RESERVATION PROHIBITED: Seller is not authorized to ship the goods under reservation, and no tender of a bill of
lading will operate as a tender of goods.
TITLE AND RISK OF LOSS: The title and risk of loss of the goods shall not pass to Buyer until Buyer actually receives and takes possession
of the goods at the point or points of delivery.
INSPECTION: Upon receiving item(s), they will be inspected for compliance with the Bid Specifications. If the item(s) do not pass inspection,
the vendor will be required to pick up the rejected item(s) at the delivery point, provide the necessary replacement, and return the item(s) to the
original point of delivery.
All items proposed shall be new, in first class condition, including containers suitable for shipment and storage (Cameron County prefers recycled
packaging whenever possible), unless otherwise indicated in bid. Verbal agreements to the contrary will not be recognized. All materials and
services shall be subject to Purchaser’s approval. Unsatisfactory material will be returned at Seller’s expense.
Cameron County reserves the right to inspect any item(s) or service location for compliance with specifications and requirements and needs of the
using department. If an offeror cannot furnish a sample of a bid item, where applicable, for review, or fails to satisfactorily show an ability to
perform, the County can reject the bid as inadequate.
TESTING: Cameron County reserves the right to test equipment, supplies, material and goods bid for quality, compliance with specifications and
ability to meet the needs of the user. Demonstration units must be available for review. Should the goods or services fail to meet requirements
and/or be unavailable for evaluation, the bid is subject to rejection.
SPECIAL TOOLS AND TEST EQUIPMENT: If the price stated on the face hereof includes the cost of any special tooling or special test
equipment fabricated or required by Seller for the purpose of filling this order, such special tooling equipment and any process sheets related
thereto shall become the property of the Buyer and to the extent feasible shall be identified by the Seller as such.
INVOICES AND PAYMENTS: (a) The vendor shall submit separate invoices, in duplicate, on each purchase order after each delivery.
Invoices shall indicate the purchase order number, shall be itemized and transportation charges, if any, shall be listed separately. A copy of the bill
of lading and the freight weigh bill when applicable, should be attached to the invoice. Mail to: Cameron County, ATTN: Auditor’s Office, 1100
East Monroe St., Brownsville, Texas 78520. Payment shall not be due until the above instruments are submitted after delivery or services
rendered. Our Vendors must keep the Auditor advised of any changes in your remittance addresses. (b) County’s only obligation to pay Vendor
is to pay from funds budgeted and available for the purpose of the purchase. Lack of funds shall render this contract null and void to the extent
funds are not available and any delivered but unpaid for goods will be returned to Vendor by the County. (c) Do not include Federal Excise, State
or City Sales Tax. County shall furnish tax exemption certificate if required.
Any invoice, which cannot be verified by the contract price and/or is otherwise incorrect, will be returned to the Vendor for correction. Under
term contracts, when multiple deliveries and/or services are required, the Vendor may invoice following each delivery and the County will pay on
invoice. Contracts providing for a monthly charge will be billed and paid on a monthly basis only. Prior to any and all payments made for good
and/or services provided under this contract, the Vendor should provide his Taxpayer Identification Number or social security number as
applicable. This information must be on file with the Cameron County Auditor’s office. Failure to provide this information may result in a delay
in payment and/or back-up withholding as required by the Internal Revenue Services.
Vendor shall submit seven (7) copies of an itemized invoice showing BID number and purchase order number to:
CAMERON COUNTY AUDITOR
1100 EAST MONROE ST.,
BROWNSVILLE, TEXAS 78520
Please note that any payment due under this bid award will be applied towards any debt, including but not limited to delinquent taxes that is owed
to Cameron County.