Purchase of Vehicles for Cameron County Departments

Agency:	Cameron County
State:	Texas
Type of Government:	State & Local
Category:	23 - Ground Effect Vehicles, Motor Vehicles, Trailers, and Cycles
Posted:	Oct 26, 2023
Due:	Oct 31, 2023
Solicitation No:	Bid #231002
Publication URL:	To access bid details, please log in.

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CAMERON COUNTY

PURCHASING DEPARTMENT

INVITATION TO BID

BID NUMBER: 231002

BID TITLE: PURCHASE OF VEHICLES FOR CAMERON COUNTY DEPARTMENTS

DATE DUE: October 31, 2023

DUE NO LATER THAN 3:00 P.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 3:00 p.m. (as per Purchasing Dept. time clock) on deadline due date. All Bidders are welcome to attend Bid

opening.

Bids received later than the date and time above will not be considered.

Please return bid ORIGINAL (marked “ORIGINAL”) and an electronic (PDF format file only) copy of your BID submittal in

sealed envelope. Be sure that return envelope shows the Bid Number, Description and is marked “SEALED BID”.

RETURN BID TO:

mailed 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 email: Roberto C. Luna and/or Dalia Loera at purchasing@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: ____________________________________________________________________________

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

Telephone No.____________________________ Fax No. ________________ e-mail_________________________

SIGNATURE:______________________________________ Print Name:_____________________

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.

Bidders/Participants 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/proposal page will disqualify the BID/PROPOSAL offer.

ACKNOWLEDGMENT OF RECEIPT

Bid # 231002 PURCHASE OF VEHICLES FOR CAMERON COUNTY DEPARTMENTS

Please submit this page upon receipt

For any clarifications, please contact Mr. Roberto C. Luna, Interim Purchasing Agent and/or Dalia Loera, Bids & Proposals

Coordinator 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 BID package no later than Tuesday, October 24, 2023 before 3:00 p.m. CST. All

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

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

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

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

Date: _______________

(___) Yes, I will be able to submit a BID submittal.

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

__________________________________________________________________________________________________________

_____________________________________________________________________.

Company Name: _______________________________________________________

Company Representative Name: __________________________________________

Company Address: _____________________________________________________

Phone #: ______________________

Fax #” ___________________________

E-mail Address: ________________________________________________________

BID # 231002 – Purchase of Vehicles for Cameron County Departments

Page 2 of 74

Bidder’s signature/initials: _______

CHECK LIST

Bidders 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 Bidder’s responsibility to be familiar with all the

Requirements and Specifications. Be sure you understand the following before you return your bid packet.

_X__

Cover Sheet

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.

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.

Other - Final Reminders To double check before submitting BID

____

Is your bid sealed with bid #, title, Bidder’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 Bidding please let us know why e-mail to: Purchasing@co.cameron.tx.us

BID # 231002 – Purchase of Vehicles for Cameron County Departments

Page 3 of 74

Bidder’s signature/initials: _______

INSTRUCTIONS FOR SUBMITTING BIDS

Bid # 231002 PURCHASE OF VEHICLES FOR CAMERON COUNTY DEPARTMENTS

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 “Bidder”) 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 https://www.cameroncounty.us/purchasing-bids-rfpq-addms-tabs/ 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:

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

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.

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. Bidders shall comply with all applicable federal, state and local laws and

regulations. Bidders are 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 result 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.

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 upcoming Commissioner’s Court meeting.

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

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.

BID # 231002 – Purchase of Vehicles for Cameron County Departments

Page 4 of 74

Bidder’s signature/initials: _______

can be downloaded at the following web site:

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

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 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 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: 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/

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. 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

AND UNACCEPTABLE.

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

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/

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

the award.

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 bid

package.

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.

ORIGINAL (marked “ORIGINAL”) and an electronic (PDF format file only) copy of your BID submittal in sealed envelope MUST

BE SUBMITTED. Bid shall be placed in an envelope completely closed 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

acceptable reason.

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, Bid

must show manufacturer, brand or trade name, lot number, etc., of article offered. If other than brand(s) specified is offered, illustrations

BID # 231002 – Purchase of Vehicles for Cameron County Departments

Page 5 of 74

Bidder’s signature/initials: _______

This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

Bid/RFP/RFQ #	Name	Addemdum	Deadline Date	Bid Results
Bid #231002	Purchase of Vehicles for Cameron County Departments	Addm 1	October 31, 2023	—

Purchase of Vehicles for Cameron County Departments

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