INVITATION TO BID
BID NUMBER: # 1380
BID TITLE: ELEVATOR MAINTENANCE
DATE DUE: OCTOBER 30, 2018
DUE NO LATER THAN 11:00 A.M.
Bid 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.
Bids received later than the date and time above will not be considered.
Please return bid ORIGINAL ONE (1) in sealed envelope. Be sure that return envelope shows the Bid Number, Description and is
marked “SEALED BID”.
RETURN BID TO:
by U.S. mail 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 contact: Mike Forbes or Beverly Findley at (956) 544-0871, E-mail:
firstname.lastname@example.org or email@example.com.
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: ____________________________________________________________________________
Historically Underutilized Business (State of Texas) Certification VID Number:_________________________________
Telephone No.____________________________Fax No._____________________e-mail_________________________
How did you find out about this Bid? ________________________________________(ex: Newspaper, Web, Mail)
Is Bidder’s principal place of Business within Cameron County? Yes - No
(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.
Offerors 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 Offeror’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 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 www.co.cameron.tx.us/purchasing/specs_notices.htm for any
If not interested in Bidding please let us know why by feedback at: www.co.cameron.tx.us/purchasing/feedback.htm
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.
Carefully read all instructions, requirements and specifications. Fill out all forms properly and completely. Submit your bid with all appropriate
supplements and/or samples. Prior to returning your sealed bid response / submittal, all Addendums - if issued - should be reviewed and downloaded
by entering the County Purchasing web
Addendums Column (updated Addendums). These Addendums must be signed and returned with your bid in order to avoid disqualification. All
Tabulations can also be viewed and downloaded at this site. Annual Bid award information can be accessed at:
Review this document in its entirety. Be sure your Bid is complete, and double check your Bid for accuracy.
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
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.
Verbal changes to Bids must be backed-up by written addendum or written Q/A clarifications which would be posted on County Purchasing Web
site. Without written Addendum or written Q / A clarification, verbal changes to Bids will not apply.
Sign the Vendor’s Affidavit Notice, complete answers to Attachments A,B, C, D, E , F , G, H, I and return all with your Bid.
CONFLICT OF INTEREST QUESTIONNAIRE:
For vendor or other person doing business with local governmental entity
This questionnaire must be filed in accordance with chapter 176 of the Local Government Code by a person doing business with the
By law this questionnaire must be filed with the records administrator (County Clerk’s Office) of the local government not later than the
7th business day after the date the person becomes aware of facts that require the statement to be filed. See Section 176.006, Local
A person commits an offense if the person violates Section 176.006, Local Government Code. An offense under this section is a Class C
The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than September 1 of the year for
which an activity described in Section 176.006(a), Local Government Code, is pending and not later than the 7th business day after the date the
originally filed questionnaire becomes incomplete or inaccurate.
Please review this entire document, if for any reason there is any information to disclose, relative to any questions in this Conflict of Interest form,
you must file with County Clerk’s Office subject to above instructions.
can be downloaded at the following web site:
DISCLOSURE OF INTERESTS:
This questionnaire must be filed with the records administrator (County Clerk’s Office) of the local government and no later than the 7th business
day after the person becomes aware of facts that require this statement to be filed. Cameron County, Texas requires all persons or firms seeking to
do business with the County to provide the following information if the person becomes aware of facts that require this statement to be filed.
Every question must be answered. If the question is not applicable, answer with “N/A.”
Please review this entire document, if for any reason there is any information to disclose, relative to any questions in this disclosure of interest form,
you must file with County Clerk’s Office subject to above instructions.
can be downloaded at the following web site:
TEXAS ETHICS COMMISSION FORM 1295
All Bids prior to award or award of Contract by Commissioner’s Court will require that the Texas Ethics Commission (TEC) Form 1295 Electronic
(on line) Vendor filing procedure be completed by Vendor.
All Vendors being recommended to Commissioners Court for award or renewal of award on Agenda must register and obtain a TEC Certification
for the specific award . This Certification Form 1295 must be electronically submitted, printed and notarized. Notarized form must be emailed or
delivered to County Purchasing Department making the request for form. This process must be completed prior to Commissioners Court Agenda for
approval consideration of Bid award. There is no charge for this TEC online process.
Texas Ethics Commission (TEC) Form 1295 must be completed (by firm - on line“New Form 1295 Certificate of Interested Parties Electronic Filing
Application” Site at:
If any Vendors have questions as to TEC Form 1295 visit the County Purchasing Web site left column tab “ Vendor – TEC Form 1295” for more
information. TEC Web site links can be found at this location including Question / Answers and Video instructions.
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. Bids will be opened at the Cameron County Courthouse, 1100 East Monroe Street, Brownsville, Texas in the Purchasing
Department – 3rd Floor – Room # 345 (as per Purchasing Dept. time clock.
BIDS SUBMITTED AFTER THE SUBMISSION DEADLINE SHALL BE RETURNED UNOPENED AND WILL BE CONSIDERED VOID
BIDDERS / PROPOSERS MAY ATTEND PUBLICLY HELD COMM COURT MEETING FOR AWARD OF THIS SOLICITATION. All
responding bidders/ proposers are welcome to attend the publicly held Commissioners Court meeting relative to the outcome / award of this
solicitation. Court Meeting agenda date and times may be obtained at the following web site:
BIDDERS MAY ATTEND PUBLICLY HELD COMM COURT MEETING FOR AWARD OF THIS SOLICITATION. All responding bidders
are welcome to attend the publicly held Commissioners Court meeting relative to the outcome / award of this solicitation. Court Meeting agenda
date and times may be obtained at the following web site: http://www.co.cameron.tx.us/judge/agenda.htm
SUCCESSFUL VENDOR WILL BE NOTIFIED BY MAIL. All responding vendors will receive written notification regarding the outcome of the
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 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. The County also reserves the right to consider CO-OP Interlocal pricing.
Bid unit price on quantity specified – extend and show total. In case or errors in extension, UNIT prices shall govern. . If both alphabetic
and numeric (unit prices) are required and a discrepancy is found between both on the same line item whichever unit price confirms the
line total will govern. If neither confirms then the alphabetic price will govern. If there is no line total requested then the alphabetic unit
price shall govern. If combined / sum of line totals do not match the Bid total then the Bid total will be corrected to reflect the sum of the
line totals. If there is a discrepancy between the alphabetic and numeric Base Bid Total / Total Bid amount, the alphabetic Base Bid
Total / Total Bid will take precedence. Bids subject to unlimited price increase will not be considered, but limited to Preventive
Maintenance Annual Local Labor Union Wage Rate adjustments. ALL PRICING WILL REMAIN FIRM UNLESS THIS BID ALLOWS
FOR OPEN MARET PRICE INCREASES (AS SO SPECIFIED WITHIN) . When inserting number of days or percentage % in Bid (ex:
number of days to deliver or install or complete work, etc or percentage over vendor’s cost or percentage discount off list price) avoid
using a range (ex: 30-90 days or 15% to 20 % cost plus ) but use only only one number for number of days or percentage. If a range is
used the County will consider the higher number or worst case senario from the County’s standpoint in making bid comparisons /
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
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”.