COUNTY OF EL PASO
800 E. Overland, Suite 300
El Paso, Texas 79901
(915) 546-2048 (915) 546-8180 Fax
Notice to Interested Parties
Sealed Request for Proposals (RFP) will be received at the County Purchasing Department, 800
E. Overland, RM 300, El Paso, Texas 79901 before 2:00 p.m., Thursday, April 23, 2020 to be
opened at the County Purchasing Office the same date for Insurance Broker for the County of El
Proposals must be in a sealed envelope and marked:
“Proposals to be opened Thursday, April 23, 2020
Insurance Broker for the County of El Paso
RFP Number 20-028
Do not contact the requesting department. Any questions or additional information
required by interested vendors must be e-mailed to: firstname.lastname@example.org before
Thursday, April 9, 2020, at 12:00 p.m. Proposal number and title must be on the “Subject
Line” of the e-mail. Attempts to circumvent this requirement may result in rejection of the
proposal as non-compliant.
Any changes in the specifications will be posted on the County website as an addendum. It shall
be the proposer’s responsibility to check the website prior to the bid opening date to verify whether
any addendums have been posted. Website: www.epcounty.com ; click button labeled
“Directory”, search for and select “Purchasing”, click on button labeled “List of Bids”.
Award will be made based on a review of qualifications, scope of services and price.
COMMISSIONER’S COURT RESERVES THE RIGHT TO REJECT ANY AND ALL
PROPOSALS AND WAIVE TECHNICALITIES. Only proposals that conform to specifications
will be considered. Successful Proposer shall not order items or services until a Purchasing Order
is received from the County Purchasing Office. Payment will not be made on items delivered
without an Agreement. Payment shall be made through County funds after completion of goods
or services. Purchase Orders will be issued as required. Successful proposer must comply with
all bonding requirements as stated in the Texas Local Government Code §262.032.
In order to remain active on the El Paso County Vendor list, each Vendor receiving this proposal
must respond in some form. Vendors submitting a proposal must meet or exceed all
DEBRA CARREJO-TRULL CPPO, CPPB
El Paso County Code of Ethics Training Affidavit
(This form must be signed by an officer, principal, or individual authorized to bind the company under a
contract with the County.)
IN COMPLIANCE WITH CHAPTER 161 OF THE TEXAS LOCAL GOVERNMENT CODE,
ANY VENDOR INVOLVED IN A SINGLE PROCUREMENT EXCEEDING $50,000 MUST
COMPLETE THE ENCLOSED ETHICS TRAINING BEFORE SUBMITTING A BID OR
PROPOSAL WITH THE COUNTY OF EL PASO.
Purpose: The stability of democracy depends upon the continuing consent of the
governed, which in turn depends upon the trust the electorate holds for its government.
The Ethics Commission of the County of El Paso, Texas, in concert with elected county
officials, as well as leaders of the various county departments, recognizes the need to
maintain the public trust and confidence in the workings of county government and thus
adopts this Code of Ethics.
What is a vendor:
Any person or their representative or employee whose goods and services are purchased
under the terms of a purchase order or contractual agreement with the county; and any
other persons doing business with the County.
Procurement: In advising upon, discussing, recommending, and/or granting any
County purchases, bids or contracts, County public servants shall inform themselves
about their financial interests, and shall make a reasonable effort to inform themselves
about the financial interest of their family members.
County public servants shall excuse themselves from exercising influence,
participating in, discussing, recommending, and/or granting of any County purchases,
bids, or contracts if they or a family member have a substantial financial interest.
Private Communication: No member of the El Paso County Commissioners Court,
County Elected Officials/Department Heads or the El Paso County Hospital District Board
of Managers shall permit any vendor, its lobbyists, representative, or employee to
communicate with him privately regarding any procurement of items by the County or the
Hospital District from the date that the bid, RFP, or RFQ is authorized or released,
whichever is first. No private communication regarding the purchase shall be permitted
by a member of the Commissioners Court, a county elected official/department head, or
El Paso County Code of Ethics Training Affidavit (continued)
the hospital district board of managers until the procurement process is complete and a
purchase order is granted or a contract is entered into.
Members of the Commissioners Court, county elected officials/department heads and the
board of managers shall make a reasonable effort to inform themselves regarding
procurements and shall have a duty to inquire of vendors, their lobbyists, representatives,
or employees, the nature of the private communication being sought prior to engaging in
This prohibition against private communication with vendors, their lobbyists,
representatives, or employees shall apply to commissioners court approval of hospital
I ___________________________________ am an officer, principal, or individual
authorized to bind the company, known as
By reading and signing this document, I confirm that I have been trained in the County of
El Paso’s Code of Ethics regarding Vendors. I understand that any contact by myself or
any representative of the company with a County of El Paso official or county employee,
other than those shown on the RFP or bid documents shall cause the bid or proposal to
be immediately disqualified from consideration of award.
EL PASO COUNTY PURCHASING DEPARTMENT
800 E. OVERLAND AVE., ROOM 300
EL PASO, TEXAS 79901
FAX: (915) 546-8180
Subject: County Purchasing New Vendor/Bid System & Online Vendor Registration
The Purchasing Department has implemented its new bid processing vendor
notification/registration system. The new system will allow vendors to register and
maintain their vendor file in real time without the intervention of the Purchasing
Department. Vendors will maintain their address information and contact information; as
well as the commodity information that the vendor wants to be considered for on County
bid solicitations. Vendors will be given a choice of receiving hard copy bid notifications,
or electronic notifications to the vendors designated email and/or cellular telephone text
number. We hope that the changes will help our vendors receive their solicitations in a
more effective and efficient manner that will benefit both the County and the vendor with
more timely, accurate, competitive bids.
All vendors wishing to receive or continue to receive bid notifications must register in this
new system at www.epcounty.com. /Bids & More/Vendors List. Thank you for your
cooperation. If you have any questions please contact us at (915)546-2048.
EL PASO COUNTY SIGNATURE PAGE
Insurance Broker for the County of El Paso
Vendor must meet or exceed specifications
Please do not include tax, as the County is tax-exempt. We will sign tax exemption certificates covering
these items. Please submit one (1) original copy and six (6) electronic versions of the complete
proposal (CD/DVD/Flashdrive) in Word/PDF Format. Electronic copies must reflect the original hard
I or we agree to furnish the following described equipment, supplies, or services for the
prices shown in accordance with specifications listed below or attached. By execution of
this proposal, I hereby represent and warrant to El Paso County that I have read and
understood the Proposal Documents and the Contract Documents and this proposal is
made in accordance with the Proposal Documents.
Please quote prices and discounts on the following items:
F. O. B. El Paso County
Federal Tax Identification No.
DUNS Number (Applicable to Grant Funded
City, State, Zip Code
Representative Name & Title
Telephone Number include area code
Fax Number include area code
***THIS MUST BE THE FIRST PAGE ON THE PROPOSAL SUBMITTED***