Airboats for Jefferson County Sheriff's Office

Agency:	Jefferson County
State:	Texas
Type of Government:	State & Local
Category:	71 - Furniture
Posted:	Jan 23, 2024
Due:	Feb 7, 2024
Solicitation No:	IFB 23-078/MR
Publication URL:	To access bid details, please log in.

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JEFFERSON COUNTY PURCHASING DEPARTMENT

Deborah L. Clark, Purchasing Agent

1149 Pearl Street

1st Floor, Beaumont, TX 77701

OFFICE MAIN: (409) 835-8593

FAX: (409) 835-8456

LEGAL NOTICE

Advertisement for Invitation for Bids

January 9, 2024

Notice is hereby given that sealed bids will be accepted by the Jefferson County Purchasing Department for Invitation

for Bid (IFB 23-078/MR) Airboats for Jefferson County Sheriff’s Office. Specifications for this project may be obtained

from the Jefferson County website, https://www.co.jefferson.tx.us/Purchasing/ or by calling 409-835-8593.

Bids are to be sealed and addressed to the Purchasing Agent with the bid number and name marked on the outside

of the envelope or box. Bidders shall forward an original and two (2) copies of their bid to the address shown below.

Jefferson County does not accept bids submitted electronically. Late bids will be rejected as non-responsive. Bids will

be publicly opened and read aloud in the Jefferson County Engineering Department Conference Room (5th Floor,

Historic Courthouse) 1149 Pearl Street, Beaumont, Texas 77701, at the time and date below. Bidders are invited to

attend the sealed bid opening.

BID NAME:

Airboats for Jefferson County Sheriff’s Office

BID NUMBER:

IFB 23-078/MR

DUE BY TIME/DATE:

11:00 AM CT, Wednesday, February 7, 2024

MAIL OR DELIVER TO:

Jefferson County Purchasing Department

1149 Pearl Street, 1st Floor

Beaumont, Texas 77701

Any questions relating to these bid requirements should be directed to Mistey Reeves, Assistant Purchasing

Agent at 409-835-8593 or via email at: mistey.reeves@jeffcotx.us. If no response in 72 hours, contact Deborah

Clark, Purchasing Agent at 409-835-8593 or via email at: deb.clark@jeffcotx.us.

Jefferson County encourages Disadvantaged Business Enterprises (DBEs), Minority/Women Business Enterprises

(M/WBEs), and Historically Underutilized Businesses (HUBs) to participate in the bidding process. Jefferson County

does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in employment, or the

provisions of services. Individuals requiring special accommodations are requested to contact our office at least seven

(7) days prior to the bid due date at 409-835-8593.

All interested firms are invited to submit a bid in accordance with the terms and conditions stated in this bid.

Bidders are strongly encouraged to carefully read the entire invitation, as failure to return and/or complete all

required documentation will result in a response being declared as non-responsive.

Deborah L. Clark, Purchasing Agent

Jefferson County, Texas

PUBLISH:

Beaumont Enterprise & Pt. Arthur News:

January 10, 2024 & January 17, 2024

Examiner:

January 11, 2024

TABLE OF CONTENTS

TABLE OF CONTENTS .................................................................................................................................................................1

SECTION 1: GENERAL CONDITIONS OF BIDDING AND TERMS OF CONTRACT .........................................................................2

SECTION 2: FEMA MANDATED CONTRACT PROVISIONS ........................................................................................................12

BYRD ANTI-LOBBYING CERTIFICATION FORM ................................................................................................................................ 22

DEBARMENT/SUSPENSION CERTIFICATION ................................................................................................................................... 23

CIVIL RIGHTS COMPLIANCE PROVISIONS ....................................................................................................................................... 24

SECTION 3: SPECIAL REQUIREMENTS/BID SUBMISSION REQUIREMENTS ..............................................................................26

INSERTION PAGE: SYSTEM FOR AWARD MANAGEMENT (SAM) REGISTRATION PROOF ........................................................28

SAMPLE FORM 1295................................................................................................................................................................30

INSERTION PAGE: FORM 1295 ................................................................................................................................................31

SECTION 3 (CONTINUED): SPECIAL REQUIREMENTS/BID SUBMISSION REQUIREMENTS .......................................................32

INSERTION PAGE: CERTIFICATE OF INSURANCE (COI) PROOF.................................................................................................35

BIDDER INFORMATION FORM.................................................................................................................................................36

SECTION 4: MINIMUM SPECIFICATIONS.................................................................................................................................37

OFFER TO CONTRACT FORM ...................................................................................................................................................41

ACCEPTANCE OF OFFER FORM ................................................................................................................................................42

INSERTION PAGE: ADDENDA ...................................................................................................................................................43

BID FORM ................................................................................................................................................................................44

VENDOR REFERENCES .............................................................................................................................................................45

SIGNATURE PAGE ....................................................................................................................................................................46

CERTIFICATION REGARDING LOBBYING ..................................................................................................................................47

CONFLICT OF INTEREST QUESTIONAIRE .................................................................................................................................48

LOCAL GOVERNMENT OFFICER: CONFLICT DISCLOSURE STATEMENT FORM (OFFICE USE ONLY) .........................................49

GOOD FAITH EFFORT DETERMINATION CHECKLIST ................................................................................................................50

NOTICE OF INTENT ..................................................................................................................................................................51

HUB SUBCONTRACTING PARTICIPATION DECLARATION FORM..............................................................................................52

RESIDENCE CERTIFICATION/TAX FORM...................................................................................................................................56

HOUSE BILL 89 VERIFICATION .................................................................................................................................................57

SENATE BILL 252 CERTIFICATION ............................................................................................................................................58

BID AFFIDAVIT .........................................................................................................................................................................59

BID SUBMISSIONS:

One (1) Original and two (2) Bid Copies; with all copies to include a Completed Copy of this specifications packet in its

entirety.

Each Bidder shall ensure that required parts of their bid submission are completed with accuracy and submitted as per the

requirements within this specifications packet, including any addenda.

Additionally, Bidder shall monitor the Jefferson County Purchasing Department Website for any addenda, additional

instructions, or bid updates. https://www.co.jefferson.tx.us/Purchasing/

Failure to return and/or complete all required documentation will result in a response being declared as non-responsive.

(IFB 23-078/MR) Airboats for Jefferson County Sheriff’s Office

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SECTION 1: GENERAL CONDITIONS OF BIDDING AND TERMS OF CONTRACT

By execution of this document, the Vendor accepts all general and special conditions of the contract as outlined

below and, in the specifications, and plans.

1. BIDDING.

1.1 BIDS.

All bids must be submitted on the bid form furnished in this package.

1.2 AUTHORIZED SIGNATURES.

The bid must be executed personally by the Vendor, duly authorized partner of the partnership, or duly authorized

officer of the corporation. If executed by an agent, a power of attorney or other evidence of authority to act on behalf

of the Vendor shall accompany the bid to become a valid bid.

1.3 LATE BIDS.

Bids must be in the office of the Jefferson County Purchasing Agent before or at the specified time and date bids are

due. Bids received after the submission deadline shall be rejected as non-responsive and returned unopened.

1.4 WITHDRAWAL OF BID PRIOR TO OPENING.

A bid may be withdrawn before the opening date by submitting a written request to the Purchasing Agent. If time

allows, the Bidder may submit a new bid. Bidder assumes full responsibility for submitting a new bid before or at the

specified time and date bids are due. Jefferson County reserves the right to withdraw a request for bids before the

opening date.

1.5 WITHDRAWAL OF BID AFTER OPENING.

Bidder agrees that its offer may not be withdrawn or cancelled by the Vendor for a period of ninety (90) days following

the date and time designated for the receipt of bids unless otherwise stated in the bid and/or specifications.

1.6 BID AMOUNTS.

Bids shall show net prices, extensions where applicable and net total. In case of conflict between unit price and

extension, the unit price will govern. Any ambiguity in the bid as a result of omission, error, unintelligible or illegible

wording shall be interpreted in the favor of Jefferson County.

1.7 EXCEPTIONS AND/OR SUBSTITUTIONS.

All bids meeting the intent of the specifications and plans will be considered for award. Vendors taking exception to

the specifications and plans, or offering substitutions, shall state these exceptions in the section provided. If bid is

made on an article other than the one specified, which a Bidder considers comparable, the name and grade of said

article must be specified in the bid and sufficient specifications and descriptive data must accompany same to permit

thorough evaluation. The absence of stated exceptions and/or substitutions shall indicate that the Vendor has not

taken any exceptions to the specifications and shall be responsible to perform in strict accordance with the

specifications. As a matter of practice, Jefferson County rejects exception(s) and /or substitutions as non-responsive

but reserves the right to accept any and/or all of the exception(s) and/or substitution(s) deemed to be in the best

interest of Jefferson County.

1.8 ALTERNATES.

The Invitation for Bid and/or specifications may expressly allow Bidder to submit an alternate bid. Presence of such

an offer shall not be considered an indication of non-responsiveness.

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1.9 DESCRIPTIONS.

Unless otherwise specified, any reference to make, manufacturer and/or model used in the bid specifications

is merely descriptive and not restrictive, and is used only to indicate type, style, or quality of material desired.

1.10 BID ALTERATIONS.

Bids cannot be altered or amended after submission deadline. Any interlineations, alterations, or erasures made

before opening time must be initialed by the signer of the bid, guaranteeing authenticity.

1.11 TAX EXEMPT STATUS.

Jefferson County is exempt from federal excise tax and state sales tax. Unless the bid form or specifications specifically

indicate otherwise, the bid price must be net, exclusive of above-mentioned taxes and will be so construed.

Therefore, the bid price shall not include taxes.

1.12 QUANTITIES.

Quantities indicated are estimated quantities only and are not a commitment to buy. Approximate usage does not

constitute an order, but only implies the probable quantity that will be used. Commodities will be ordered on an

as-needed basis. Bidder is responsible for accurate final counts.

1.13 BID AWARD.

Award of contract shall be made to the most responsible, responsive Bidder, whose offer is determined to be the best

value, taking into consideration the relative importance of price. Jefferson County reserves the right to be the sole

judge as to whether items bid will serve the purpose intended.

Jefferson County reserves the right to award based upon individual line items, sections or total bid.

1.14 SILENCE OF SPECIFICATIONS FOR COMPLETE UNITS.

All materials, equipment and/or parts that will become a portion of the completed work, including items not

specifically stated herein but, necessary to render the service(s) complete and operational per the specifications, are

to be included in the bid price. Vendor may be required to furnish evidence that the service, as bid, will meet or

exceed these requirements.

1.15 ADDENDA.

Any interpretations, corrections or changes to the specifications and plans will be made by addenda no later than

forty-eight (48) hours prior to the bid opening. Addenda will be posted on the Purchasing web site. Vendors are

responsible for monitoring the web site in order to remain informed on addenda. Vendors shall acknowledge receipt

of all addenda with submission of bid.

1.16 GENERAL BID BOND/SURETY REQUIREMENTS.

Failure to furnish bid bond/surety, if requested, will result in bid being declared non-responsive. Non-responsive bids

will not be considered for award.

1.17 GENERAL INSURANCE REQUIREMENTS.

Failure to furnish Affidavit of Insurance, if required in these specifications, will result in bid being declared

non-responsive. Non-responsive bids will not be considered for award.

1.18 RESPONSIVENESS.

A responsive bid shall substantially conform to the requirements of this Invitation to Bid and/or specifications

contained herein. Bidders who substitute any other terms, conditions, specifications and/or requirements or who

qualify their bids in such a manner as to nullify or limit their liability to the contracting entity shall have their bids

deemed non-responsive. Also, bids containing any clause that would limit contracting authority shall be considered

non-responsive. Examples of non-responsive bids include but shall not be limited to: a) bids that fail to conform to

(IFB 23-078/MR) Airboats for Jefferson County Sheriff’s Office

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required delivery schedules as set forth in the bid request; b) bids with prices qualified in such a manner that the bid

price cannot be determined, such as with vague wording that may include “price in effect at the time of delivery,”

and c) bids made contingent upon award of other bids currently under consideration.

1.19 RESPONSIBLE STANDING OF BIDDER.

To be considered for award, Bidder must at least: have the ability to obtain adequate financial resources, be able to

comply with required or proposed delivery/completion schedule, have a satisfactory record of performance;

have a satisfactory record of integrity and ethics, and be otherwise qualified and eligible to receive award.

1.20 CONFIDENTIAL/PROPRIETARY INFORMATION.

If any material in the bid submission is considered by Bidder to be confidential or proprietary information (including

manufacturing and/or design processes exclusive to the Bidder), Bidder must clearly mark the applicable pages of bid

submission to indicate each claim of confidentiality. Additionally, Bidder must include a statement on company

letterhead identifying all Bid Submission section(s) and page(s) that have been marked as confidential. Jefferson

County will protect from public disclosure such portions of a bid, unless directed otherwise by legal authority,

including existing open records acts. Merely making a blanket claim that the entire bid submission is protected from

disclosure because it contains some proprietary information is not acceptable, and will make the entire bid submission

subject to release under the Texas Public Information Act.

By submitting a bid, Bidder agrees to reproduction by Jefferson County, without cost or liability, of any copyrighted

portions of Bidder’s bid submission or other information submitted by Bidder.

1.21 PUBLIC BID OPENING.

Bidders are invited to be present at the opening of bids. After the official opening of bids, a period of not less than

one week is necessary to evaluate bids. The amount of time necessary for bid evaluation may vary and is determined

solely by the County. Following the bid evaluation, all bids submitted are available for public review.

2. PERFORMANCE.

2.1 DESIGN, STRENGTH, AND QUALITY.

Design, strength, and quality of materials and workmanship must conform to the highest standards of manufacturing

and engineering practices. The apparent silence of specifications and/or plans as to any detailed description

concerning any point shall be regarded as meaning that only the best commercial practices are to prevail.

All interpretations of these specifications and/or plans shall be made on the basis of this statement.

2.2 AGE AND MANUFACTURE.

All tangible goods being bid must be new and unused, unless otherwise specified, in first-class condition, of current

manufacture, and furnished ready to use. All items not specifically mentioned that are required for a complete unit

shall be furnished.

2.3 DELIVERY LOCATION.

All deliveries will be made to the address(es) specified on the purchase order during normal office working hours of

8:00 am CT to 4:00 pm CT, Monday through Friday, unless otherwise authorized by the Purchasing Agent or designee.

2.4 DELIVERY SCHEDULE.

Delivery time may be an important consideration in the evaluation of best value. The maximum number of days

necessary for delivery ARO shall be stated in the space, if provided, on the bid form.

2.5 DELIVERY CHARGES.

All delivery and freight charges, F.O.B. destination shown on Jefferson County purchase order, as necessary to

perform contract are to be included in the bid price.

(IFB 23-078/MR) Airboats for Jefferson County Sheriff’s Office

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Airboats for Jefferson County Sheriff's Office

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