Request for Proposals for Arbitrage Rebate Calculation Services for Cameron County

Agency:	Cameron County
State:	Texas
Type of Government:	State & Local
NAICS Category:	541512 - Computer Systems Design Services
Posted Date:	Apr 4, 2024
Due Date:	Apr 10, 2024
Solicitation No:	RFP #240402
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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CAMERON COUNTY

PURCHASING DEPARTMENT

INVITATION TO RFP

RFP NUMBER # 240402

RFP TITLE: REQUEST FOR PROPOSALS FOR ARBITRAGE REBATE CALCULATION

SERVICES FOR CAMERON COUNTY

DATE DUE: APRIL 10, 2024

DUE NO LATER THAN 3:00 P.M.

RFP’s will be opened at the Cameron County Courthouse, 1100 East Monroe Street, Brownsville, Texas in the Purchasing

Department – 3rd Floor – Room # 345 at 3:01 p.m. (as per Purchasing Dept. time clock) on deadline due date. RFPs received later

than the date and time above will not be considered.

Please return RFP ORIGINAL (marked “ORIGINAL”) AND ONE (1) COPY (marked “COPY”) sets and an electronic

(PDF format file only) of your RFP submittal for review by evaluation committee in a sealed envelope. Be sure that return

envelope shows the RFP Number, Description and is marked “SEALED RFP”.

RETURN RFP 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.

Proposal questions/clarifications must be submitted by: Wednesday, March 27, 2024, before 5:00 pm C.S.T.

(e-mail to purchasing@co.cameron.tx.us or fax 956-550-7219 attention to Roberto C. Luna, Purchasing Agent)

For additional information or to request addendum email: Roberto C. Luna and/or Dalia Loera at roberto.luna@co.cameron.tx.us

or dalia.loera@co.cameron.tx.us

YOU MUST SIGN BELOW IN INK; FAILURE TO SIGN WILL DISQUALIFY THE OFFER.

All prices must be typewritten or written in ink.

Company Name: ___________________________________________________________________________________

Company Address:

____________________________________________________________________________

City, State, Zip Code: ____________________________________________________________________________

Telephone No. ____________________________ Fax No. _____________________ e-mail _________________________

Historically Underutilized Business (State of Texas) Certification VID Number: _________________________________

How did you find out about this RFP? ________________________________________(ex: Newspaper, Web, mailout)

SIGNATURE:________________________________ Print Name:______________________________

Is Proposer’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 RFP according to the published provision of this RFP. When an

award letter is issued, this RFP becomes the contract. If a RFP required specific Contract is to be utilized in addition to this RFP, this signed RFP

will become part of that contract. When an additional Contract is required a RFP award does not constitute a contract award and RFP Contract is

not valid until contract is awarded by Commissioners Court (when applicable) signed by County Judge) and Purchase Order is issued.

Responders must sign each bid/proposal page to ensure you have read each page’s information, terms, conditions and/or required forms. Failure to sign or

initial each bid page will disqualify the BID/PROPOSAL offer.

ACKNOWLEDGMENT OF RECEIPT

REQUEST FOR PROPOSALS FOR ARBITRAGE REBATE CALCULATION SERVICES

FOR CAMERON COUNTY

RFP # 240402

Please submit this page upon receipt

For any clarifications, please contact Mr. Roberto C. Luna, Purchasing Agent and/or Dalia Loera, Assistant Purchasing Agent at

the Cameron County Purchasing Department office at: (956) 544-0871 or e-mail at: purchasing@co.cameron.tx.us

Please fax or e-mail this page upon receipt of RFP package no later than Friday, March 29, 2024 before 3:00 p.m. CST. All

questions regarding this RFP should also be submitted no later than the stated date and time on RFP cover page.

Fax: (956) 550-7219 or E-mail: purchasing@co.cameron.tx.us

If you are unable to respond on this RFP solicitation, kindly indicate your reason for “Not Responding/No-Participation” below

and fax or e-mail back to Cameron County Purchasing Department. This will ensure you remain active on our vendor list.

Date: _______________

(___) Yes, I will be able to submit an RFP submittal.

(___) No, I will not be able to submit an RFP submittal for the following reason:

_________________________________________________________________________________________________________

________________________________________________________________________.

Company Name: _______________________________________________________

Company Representative Name: __________________________________________

Company Address: _____________________________________________________

Phone #: ______________________

Fax #” ___________________________

E-mail Address: ________________________________________________________

RFP # 2404002 Arbitrage Rebate Calculation Services

Page 2 of 44

Responder’s Initials: _____

CHECK LIST

Proposers 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 Proposer’s responsibility to be familiar

with all the Requirements and Specifications. Be sure you understand the following before you return your RFP

packet.

_X__

Cover Sheet

Your company name, address and your signature (IN INK) should appear on this page.

Instructions to Proposers

You should be familiar with all of the Instructions to Proposers.

Special Requirements

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.

Attachments

_X__ Attachments A, B, C, D, E, F, G, H, & I

Be sure to complete these forms and return with packet.

__X__ Minimum Insurance Requirements

Included when applicable

____ Worker’s Compensation Insurance Coverage Rule 110.110

This requirement is applicable for a building or construction contract.

____ Financial Statement

When this information is required, you must use this form.

Other - Final reminders to double check before submitting RFP

____ Is your RFP sealed with RFP #, title, Proposer’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? https://www.cameroncounty.us/purchasing-bids-rfpq-addms-tabs/

If not interested in responding please let us know why e-mail to: Purchasing@co.cameron.tx.us

RFP # 2404002 Arbitrage Rebate Calculation Services

Page 3 of 44

Responder’s Initials: _____

CAMERON COUNTY, TEXAS

REQUEST FOR PROPOSALS

ARBITRAGE REBATE CALCULATION SERVICES

FOR CAMERON COUNTY

RFP # 240402

INSTRUCTIONS FOR SUBMITTING RFP’S

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 “Proposers”) on behalf of Solicitations including, but not limited to, Invitations to RFP and Requests for Quotes.

Carefully read all instructions, requirements and specifications. Fill out all forms properly and completely. Submit your RFP with all

appropriate supplements and/or samples. Prior to returning your sealed RFP response / submittal, all Addendums - if issued - should be reviewed

and downloaded by entering the County Purchasing web https://www.cameroncounty.us/purchasing-bids-rfpq-addms-tabs/

Addendums Column (updated Addendums). These Addendums must be signed and returned with your RFP in order to avoid disqualification.

All Tabulations can also be viewed and downloaded at this site. Annual RFP award information can be accessed at:

https://www.cameroncounty.us/purchasing-bids-rfpq-addms-tabs/

Review this document in its entirety. Be sure your RFP is complete, and double check your RFP for accuracy.

Cameron County is an Equal Employment Opportunity Employer. Review this document in its entirety. Be sure your RFP is complete, and

double check your RFP 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 Proposer 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 RFP NOT MEETING the Minimum Requirements specified will be rejected.

GOVERNING LAW: This invitation to RFP is governed by the competitive RFP 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 RFP, 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 RFP’s 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 RFP 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 RFP.

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 governmental entity.

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:

https://www.cameroncounty.us/wp-content/uploads/Purchasing/docs/Conflict_of_Interest_Questionnaire_New_2015__.pdf

RFP # 2404002 Arbitrage Rebate Calculation Services

Page 4 of 44

Responder’s Initials: _____

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:

https://www.cameroncounty.us/wp-content/uploads/Purchasing/CIS.pdf

TEXAS ETHICS COMMISSION FORM 1295

All RFPs 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 and printed. 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 RFP 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: https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm )

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.

tab Link: https://www.cameroncounty.us/vendors-tec-form-1295/

PROPOSER SHALL SUBMIT RFP ON THE FORM PROVIDED, SIGN THE VENDOR AFFIDAVIT, AND RETURN ENTIRE RFP

PACKET. In the event of inclement weather and County Offices are officially closed on a Proposal deadline day, RFP’s will be received unit

2:00 p.m. of the next business day. Proposals 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.

RFP’s SUBMITTED AFTER THE SUBMISSION DEADLINE SHALL BE RETURNED UNOPENED AND WILL BE CONSIDERED VOID

AND UNACCEPTABLE.

PRESENTATIONS SEQUENCE TO EVALUATION COMMITTEE. Presentations to Evaluation Committee will be sequenced (in order) as

determined by the utilization of RANDOM.ORG. Process will be conducted in the Purchasing Dept. with Auditor’s designee present.

SUCCESSFUL PROPOSERS WILL BE NOTIFIED BY MAIL. All responding vendors will receive written notification regarding outcome of

award.

PROPOSERS MAY ATTEND PUBLICLY HELD COMM COURT MEETING FOR AWARD OF THIS SOLICITATION. All responding

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: https://www.cameroncountytx.gov/commissioners-court-agendas/

OPEN RECORDS ACCESS TO ALL INFORMATION SUBMITTED. All information included will be open to the public, other proposers,

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 RFP package.

PLEASE NOTE CAREFULLY

THIS IS THE ONLY APPROVED INSTRUCTION FOR USE ON SUMBITTING YOUR REPONSE

ORIGINAL (marked “ORIGINAL”) AND ONE (1) COPY (marked “COPY”) sets and an electronic (PDF format file only)

MUST BE SUBMITTED. Each RFP shall be placed in a separate envelope completely and properly identified with the name and

number of the bid. Proposals must be in the Purchasing Department BEFORE the hour and date specified.

Proposals MUST give full firm name and address of the proposer. Failure to manually sign RFP will disqualify it. Person signing

RFP should show TITLE or AUTHORITY TO BIND THE FIRM IN A CONTRACT.

Proposals CANNOT be altered or amended after deadline time. Any alterations made before deadline time must be initiated by

Proposer or his authorized agent. No RFP can be withdrawn after opening time without approval by the Commissioners Court based

on a written acceptable reason.

Written and verbal inquires pertaining to bids must give RFP Number and Company.

NO changes or cancellations permitted without written approval of Purchasing Agent. The County reserves the right to accept or reject

all or any part of any RFP and waive minor technicalities.

RFP # 2404002 Arbitrage Rebate Calculation Services

Page 5 of 44

Responder’s Initials: _____

Bid/RFP/RFQ #	Name	Addemdum	Deadline Date	Bid Results
RFP #240402	Request for Proposals for Arbitrage Rebate Calculation Services for Cameron County	Addm 1	April 10, 2024	—

Request for Proposals for Arbitrage Rebate Calculation Services for Cameron County

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