Water / Wastewater Inventory Materials & Supplies IDIQ

Location:	Texas
Posted:	Jan 7, 2026
Due:	Feb 12, 2026
Agency:	City of San Marcos
Type of Government:	State & Local
Category:	45 - Plumbing, Heating, and Sanitation Equipment
Solicitation No:	2025-208
Publication URL:	To access bid details, please log in.

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INVITATION FOR BID

ISSUED BY THE CITY OF SAN MARCOS, TEXAS

PURCHASING & CONTRACTING

Solicitation No.:

Project Title:

Bid Issue Date:

Bid Due Date:

Due prior to:

2025-208

Water & Wastewater Inventory Materials & Supplies IDIQ

January 7, 2026

February 12, 2026

2:00 PM Local Time

This solicitation is comprised of the following sections. Please read each section including those

incorporated by reference. By signing this document, you agree to be bound by all terms and

conditions.

TABLE OF CONTENTS

SEC.

TITLE

PAGE

1 STANDARD TERMS AND CONDITIONS

2 INSTRUCTIONS TO BIDDERS

2-8

3 SUPPLEMENTAL TERMS AND CONDITIONS

9-11

4 SCOPE OF WORK/SPECIFICATIONS

12-14

5 BID FORM

6 BID CHECKLIST

7 EXHIBIT A

8 EXHIBIT B - ** NOT REQUIRED WITH SUBMISSION OF BID

ATTACHMENTS

A. VENDOR REFERENCES AND QUALIFICATIONS

B. VENDOR INFORMATION QUESTIONNAIRE AND ASSURANCES

C. W-9 TAXPAYER IDENTIFICATION FORM

D. HB-89 VERIFICATION

E. CONTRACT AMENDMENT FORM

F. FORM CIQ (CONFLICT OF INTEREST QUESTIONNAIRE)

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Page 1 of 16

1. STANDARD TERMS AND CONDITIONS

By submission of a bid/offer to this Invitation, Vendor/Contractor agrees to the City of San Marcos Standard

Terms and Conditions hereby incorporated by reference, with the same force and effect as if they were

incorporated in full text. “Standard Terms and Conditions” are available online at

sanmarcostx.gov/StandardTermsandConditions.

2. INSTRUCTIONS TO BIDDERS

A. The City of San Marcos, hereafter referred to as “Owner”, is requesting bids for furnishing all labor,

materials, equipment, supervision, and incidentals, and for performing all Work required and stated herein.

Bidder is cautioned to refer to the Bid Form, for further details.

B. BID SUBMITTAL: Submit one (1) original signed and sealed bid on the Bid Form, of this Solicitation

to the Office of the Purchasing Manager, Purchasing & Contracting Division, Building 3, 630 East

Hopkins Street, San Marcos, Texas 78666, by the date and time specified herein. The Owner will not

accept bids after the submittal deadline.

It is the sole responsibility of the Bidder to ensure that its bid reaches the Office of the Purchasing

Manager. Bids may be dropped off in-person in the Bid/Proposal drop box at the Office of the Purchasing

Manager specified address only. If submitting a bid via express mail carrier or by any other means, it is the

Bidder’s responsibility to ensure delivery. The Owner is not responsible for deliveries made to any place

other than the Office of the Purchasing Manager. The Owner is under no obligation to return bids.

Bids and bid addenda will be enclosed in a sealed envelope and submitted to the Office of the Purchasing

Manager. The outside of the outermost envelope, package, or container must clearly list the name and

address of the Bidder, date of the bid opening, and the bid name. Bids are required to be submitted on the

forms provided in this bid document. If not submitted on the forms provided, the bid will be rejected.

Revised bids must be received before the bid submission deadline. Revised bids must bear the original

signature of the Bidder or the Bidder’s authorized representative. Revised bids in fax and email form are

unacceptable.

Bids will be opened and read aloud in the Finance Department Conference Room, Building 3, 630 East

Hopkins Street, San Marcos, Texas 78666, immediately following the 2:00 PM submission deadline on the

bid Due Date via videoconference. Instructions for access to the video-conference bid opening can be

located at the top of the www.sanmarcostx.gov/eprocurement site. Registration for the videoconference

must be made thirty (30) minutes prior to the time of the opening. Attendance opportunity is not guaranteed

for late registrations. In-person attendance at the opening is discouraged; therefore, attendance by

online video conference is provided.

C. BID FORM: The Bid Form determines the bids based on three specific pricing components, a) Sections

1-10, b) Lowest Manufacturer’s Suggested Retail Price (MSRP) and c) Total overall price.

To clarify any conflict resolution for pricing alternatives, a bid addendum approved by the department

which will resolve conflicts with their review and approval.

Unit Price Bids shall include pro rata share of overhead for each bid item so that the sum of the products

obtained by multiplying the quantity shown for each item by the unit price bid, together with any lump sum

amounts contained in your bid, represents your total bid. All such work and materials must be furnished at

no added cost to the Owner. Please note The City may award multiple contracts to ensure the best value,

provided as long as enough competition participants and provide competitive pricing.

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D. APPROVED EQUAL: “Or approved equal" clause is intended to establish a level of quality and is

not to be interpreted as a preference for a particular brand. The items offered will be equivalent to function,

basic design, type / quality of material, method of construction, and any required dimensions. Alternate

brands meeting the above minimum requirements must be approved prior to bid submission by submitting

a request for substitution to cosmpurchasing@sanmarcostx.gov by the Q&A deadline.

E. ADDITIONAL INFORMATION: Inquiries regarding this solicitation will be in written form only to

the following Purchasing & Contracting Point of Contact, and must be received by 5:00 PM Local Time,

ten (10) business days prior to the bid due date. Inquiries will be emailed to the Point of Contact, and they

must include the Inquirer’s name, address, and telephone number. Bidders must ensure to include the bid

solicitation number in the subject line and sending to Cosmpurchasing@sanmarcostx.gov

F. ADDENDA: Any changes resulting from the questions submitted affecting specifications, the scope

of work, or which may require an extension to the bid due date will be reduced to writing in the form of an

addendum to this solicitation. It is the Bidder’s responsibility to check the above site to determine if the

Owner has issued any addenda. The City will consider all inquiries received at least ten (10) business days

prior to the bid opening date. Any clarification or interpretation will be included in an addendum to the

Contract Documents and will be posted to www.sanmarcostx.gov/eprocurement (5) business days before

the bid opening date.

G . REFERENCES AND QUALIFICATIONS: On Attachment “A”, the Bidder will provide references

of or other publicly owned departments. If none are available, provide references for commercial customers

with whom the Bidder is currently under contract, or has contracted with in the past References should

demonstrate experience comparable to the size, scope, complexity, and scale of this solicitation. The Owner

may utilize other sources of reference to determine a vendor’s performance history. A single negative

reference, in the Owner’s sole discretion, may be cause for disqualification of a vendor. The vendor will

not use the Owner as a reference.

H. VENDOR INFORMATION QUESTIONNAIRE AND ASSURANCES: Bidder will submit

Vendor Information Questionnaire and Assurances with its bid to be considered responsive.

I.W-9 TAXPAYER IDENTIFICATION NUMBER AND CERTIFICATION FORM: A valid Federal

Tax Identification number will be provided to the Owner following notification of contract award. If the

Bidder fails to provide this form, the Owner will award to the second lowest responsive, responsible Bidder.

J. PREPARATION OF BIDS: Bidders will prepare bids in accordance with the following:

1. All information required by the bid documents will be furnished.

2. Unit prices will be shown when called for on the bid sheet, and where there is a conflict between

the unit price and total price, the unit price will govern.

3. Alternate bids will not be considered unless expressly authorized by the bid documents.

4. The Owner is exempt from payment of State and Local sales, excise and use taxes under section

151.309 of the Texas Tax Code.

5. By submitting a bid, each Bidder certifies that it is a duly qualified, capable, and bondable business

entity, that it is not in or contemplating bankruptcy or receivership and that it is not currently

delinquent with respect to payment of taxes assessed by any political subdivision.

K. LATE BIDS OR AMENDMENTS: Bids and amendments received after the time set for the bid

opening will not be considered.

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L. REJECTION OF BIDS: The Owner reserves the right to reject any bids, and to waive any and all

informalities and irregularities in bids, whenever the Owner deems the rejection or waiver to be in its best

interest. Other causes for the Owner to disqualify a Bidder or reject its bid include:

a) The bid has any omission, alteration of form, addition, or condition not called for, or

unreasonable or unbalanced unit bid prices.

b) The bid is incomplete or is not accompanied by an acceptable bid guaranty, if required.

c) More than one (1) bid is submitted by the Bidder.

d) There is evidence of collusion among Bidders.

e) There is evidence of unsatisfactory performance, default, or litigation with an owner by the

Bidder under a previous contract, either with this Owner or with another owner.

f) There is evidence that the Bidder is behind schedule, in arrears in payment to an employee,

subcontractor, or material supplier, in default, or in litigation with an owner under an existing

contract.

g) The Bidder is not responsible due to evidence that the Bidder does not have sufficient

qualifications (including without limitation, lack of experience, poor safety record, insufficient

personnel, equipment, financial resources, or other attribute) to assure the satisfactory

completion of the Project.

h) The Bidder has been convicted of a criminal offense committed in the United States involving

fraud, theft, bribery, kickbacks, or unlawful gifts to a public official if the conviction occurred

within three (3) years immediately preceding either the date of submission of your bid, the

submission of your Statement of Bidder’s Qualifications, or the advertised contract award date.

i) The Bidder does not meet the minimum 3-5 years’ experience qualifications established in the

solicitation.

j) The Bidder is debarred, suspended, or otherwise excluded from or ineligible for participation

in federal assistance programs.

k) Unbalanced Unit Price Bid: “Unbalanced Bid” means a bid, which includes a bid that is

based on unit prices which are significantly less than cost for some Bid items and significantly

more than cost for others. This may be evidenced by submission of unit price bid items where

the costs are significantly higher/lower than the cost of the same bid items submitted by other

Bidders on the project.

l) The Bidder or principals are currently debarred or suspended by Federal, State, or Owner

governmental agencies. (Applicable for bid amounts equal to or in excess of $25,000.)

m) The Bidder is identified on a list maintained by the Texas Comptroller of Public Accounts as a

company known to have contracts with or provide supplies or services to a foreign terrorist

organization, unless otherwise exempted from sanctions by the United States government.

n) The Bidder failed to sign and submit a completed Vendor Information Questionnaire and

Assurances form.

M. ACCEPTANCE OF BID: Upon acceptance of a bid by City Council, if over $100,000, and issuance

of a Contract Award by the Purchasing Manager, the successful Bidder will deliver the goods and services

as specified at the stated prices, within the time specified, and in accordance with all provisions of the bid

documents.

N. ESTIMATED QUANTITIES: It is estimated that the Owner will purchase the quantity stated in the

Bid Form, on an as-needed basis, during the term of the contract. This represents a realistic estimate based

on historical data for purposes of securing a quote. The quantities are not firm and are not hereby called

for or ordered. These estimates do not constitute an order.

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O. ADDITIONAL QUANTITIES: The Owner anticipates that it may require additional quantities of the

goods described in the Bid Form. The bid price will apply to any additional quantities, including quantity

discounts applied to the initial purchase. The Owner is not obligated to purchase any additional goods under

this solicitation.

P. TECHNICAL REPRESENTATIVES: Any advice, approvals, or instructions given by the Owner's

staff, technical personnel, or other representatives to any Bidder are expressions of personal opinion only

and do not alter or amend the bid documents unless included in an addendum.

Q. PROTEST PROCEDURES: The purpose of the protest procedures is to protect the public interest in

the purchasing process. This section is intended to give a Bidder, Proposer, or Contractor who is aggrieved

in connection with the solicitation, evaluation, or award of a contract the opportunity to protest. The

Owner’s objective is to resolve protests as soon as practical.

Any protest or complaint to the Owner's consideration must be submitted in writing and received by the

Purchasing Manager no later than 5:00 PM on the fifth (5th) calendar day after the Owner notifies the Bidder

or Proposer: 1) that it is deemed non-responsive; 2) that it is deemed not responsible; 3) the name of the

apparent winning Bidder; or 4) the Owner’s intent to award a contract. If the protest or complaint does not

contain the following information, it may be dismissed by the Purchasing Manager:

• Protestor’s name, address, telephone number, and email address.

• The solicitation number.

• Identification of the statute or policy that is alleged to have been violated.

• A precise statement of the relevant facts.

• Identification of the issues to be resolved; and

• Supporting documentation.

The protest must be concise and presented logically and factually to help with the Owner’s review and

determination as to whether the grounds for the protest are sufficient. The Purchasing Manager will notify

the protesting party that the protest has been received and make every effort to resolve the protest before

contract award.

If it is determined that the grounds for the protest are insufficient and no violation of a statute or policy has

occurred, the Purchasing Manager will provide a written decision to the protesting party setting forth the

reasons for the determination.

If, after conferring with the City Attorney’s Office, it is decided that the grounds for the protest are sufficient

and it is determined that a violation of a statute or policy has occurred, the Purchasing Manager will inform

the protesting party by letter setting forth the reasons for the determination and the remedial action that will

be taken.

When a protest is filed, the Owner will not make an award until a decision on the protest is made except,

as determined by the City Manager, when a delay would jeopardize urgently needed goods or services, or

a delay in making an award will unduly delay delivery or performance of urgently needed services.

R. DISCOUNTS: Prompt payment discounts will not be considered in determining low bids and making

awards.

Rev 06.10.2024

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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Bid Number:	2025-208
Bid Title:	Water / Wastewater Inventory Materials & Supplies IDIQ
Category:	Pipe, Tubing, and Accessories, Not Fittings
Status:	Open

Water / Wastewater Inventory Materials & Supplies IDIQ

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See also