INVITATION TO BID
BID NUMBER : 200101
BID TITLE: PICK-UP TRUCKS (QTY. – 19) SUV (QTY. - 1 ) VANS (QTY. - 2 )
DATE DUE: FEBRUARY 19, 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.
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:
email@example.com or firstname.lastname@example.org
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
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.
Items checked below represent components which comprise this bid/proposal package. If the item
IS NOT checked, it is NOT APPLICABLE to this bid/proposal. 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 complete and submit attachments A,B,C,D,E , F, G, H, I ?
____ 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 by feedback at: 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.
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, δ262.021 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.
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
Government Code. A person commits an offense if the person violates Section 176.006, Local Government Code. An offense under this
section is a Class C misdemeanor.
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, for opening at up coming Commissioner’s Court meeting. 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 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:
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
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
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 δ151.309, 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. County
user Dept.(s) reserves the right to make the final determination as to equivalents.
Written and verbal inquires pertaining to bids must give Bid Number and Company.
NO substitutions or cancellations permitted without written approval of Purchasing Agent.
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. Cameron County retains the option to re-bid at any time if in its best
interest and is not automatically bound to renewal or re-bid. The County reserves the right to add additional County
Departments (at a later time during this bid award) as the need arises. The County also reserves the right to consider
CO-OP Interlocal Agreements / 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 / tabulations.
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
Partial bids will not be accepted unless awarded by complete category or line item. To be awarded by Category.
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 to ask any and all questions the bidder feels to be pertinent to the bid. Cameron County shall not be
required to attempt to anticipate such questions for bidders. 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.