county of victoriavctx.org/pdf/dump truck pct4.pdf · 2017-02-27 · county of victoria ....

COUNTY OF VICTORIA

INVITATION TO BID, BID SPECIFICATIONS AND BID FORMS

FOR

ONE (1) USED 2010 – 2014 DUMP TRUCK

BIDS WILL BE RECEIVED UNTIL

10:00 A.M. MONDAY, MARCH 20, 2017

AT THE OFFICE OF

BEN ZELLER, COUNTY JUDGE, ROOM 102

VICTORIA COUNTY COURTHOUSE

PUBLIC BID OPENING WILL BE CONDUCTED IN COMMISSIONERS’ COURTROOM

SECOND FLOOR, COURTHOUSE VICTORIA, TEXAS

INVITATION TO BID

The Commissioners’ Court of Victoria County, Texas is accepting sealed bids for the following:

ONE (1) USED 2010 - 2014 DUMP TRUCK

Specifications may be obtained at the office of Judy McAdams, County Auditor, 115 N. Bridge, Room 122, Victoria, Texas, 77901. County Website: victoriacountytx.org The bidder shall use unit pricing. The method of payment shall be from Operating Funds. No bidders bond required. Bids shall be received by Ben Zeller, County Judge, 101 N. Bridge, Room 102, Victoria, Texas, 77901, until, 10:00 A.M. Monday, March 20, 2017, at which time Commissioners’ Court shall convene in the Commissioners’ Courtroom in order to open such bids. The outside of the envelope shall be plainly marked: “BID FOR ONE (1) USED 2010 – 2014 DUMP TRUCK” The Commissioners’ Court shall have the right to reject any and all bids, or to waive any informality in bid or bids as may be deemed in the best interest of Victoria County. ________________________________ Judy McAdams, CPA Victoria County Auditor Publish on: 03-05-17 03-12-17

PAGE NUMBER INVITATION FOR BID 1 BID INSTRUCTIONS/TERMS OF CONTRACT 2-4 GENERAL SPECIFICATIONS 5 PREFERENTIAL REQUIREMENT 6 SPECIFICATIONS AND BID SHEETS 7-9 BID AFFIDAVIT 10 CONFLICT OF INTEREST QUESTIONAIRE 11-12 CERTIFICATE OF INTERESTED PARTIES FORM 1295 13-14

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INVITATION FOR BID

BY ORDER OF the Commissioners’ Court of Victoria County, Texas, sealed bids will be received for:

ONE (1) USED 2010 - 2014 DUMP TRUCK

SUBMISSION OF BIDS: Sealed bid shall be submitted to: Ben Zeller, County Judge, 101 N. Bridge, Room 102, Victoria, Texas 77901. Deadline for bid submission is:

March 20, 2017 ,10:00 A.M. Sealed envelope containing bid should be marked:

BID: PURCHASE OF ONE (1) USED 2010 - 2014 DUMP TRUCK This INVITATION FOR BID and accompanying SPECIFICATIONS AND BID SHEET(S) are for your convenience in bidding the enclosed referenced products and/or services for Victoria County. All bids must be received in the Victoria County Judge’s Office before the opening date and time. Victoria County appreciates your time and effort in preparing a bid. Please note that all bids must be received at the designated location by the deadline shown. Bids received after deadline will be returned unopened and shall be considered void and unacceptable. Opening is scheduled to be held in Commissioners’ Courtroom, Second Floor, Courthouse, Victoria, Texas. Victoria County is always very conscious and extremely appreciative of the time and effort you must have expended to submit a bid. We would appreciate you indicating on your “NO BID” response any requirements of this bid request which may have influenced your decision to “NO BID.” If bids are awarded, awards may be made within 60 days after bid opening date. To obtain results, or if you have any questions, please contact the Victoria County Clerk’s Office, 115 N. Bridge, Victoria, Texas 77901 at (361) 575-1478. IT IS UNDERSTOOD that the Commissioners’ Court of Victoria County, Texas reserves the right to accept or reject any and/or all bids for any or all products and/or services covered in this bid request and to waive informalities or defects in bids or to accept such bids as it shall deem to be in the best interest of Victoria County. BIDS MUST BE submitted on enclosed Bid Documents. Each bid shall be placed in a separate sealed envelope, manually signed in ink by a person having the authority to bind the firm in a contract, and marked clearly on the outside as outlined in specifications.


BID INSTRUCTIONS/TERMS OF CONTRACT LATE BIDS: Bids received in County Judge’s office after submission deadline shall be returned unopened and will be considered void and unacceptable. Victoria County is not responsible for delivery of bids, lateness of mail, carrier, etc. and time/date stamp clock in the Victoria County Judge’s office shall be the official time of receipt. ALTERING BIDS: Bids cannot be altered or amended after submission deadline. Any interlineation, alteration, or erasure made before opening time must be initialed by the signer of the bid, guaranteeing authenticity. WITHDRAWAL OF BID: A bid may not be withdrawn or canceled by the bidder for a period of sixty (60) days following the date designated for the receipt of bids, and bidder so agrees upon submittal of their bid. SALES TAX: Victoria County is, by statute, exempt from the State Sales Tax and Federal Excise Tax; therefore, the bid price shall not include taxes. BID AWARD: Victoria County reserves the right to award bid to one or more vendors as it deems to be in the best interest of the County. CONTRACT: This bid, when properly accepted by Victoria County, shall constitute a contract equally binding between the successful bidder and Victoria County. No different or additional terms will become part of this contract with the exception of a Change Order. CHANGE ORDERS: No oral statement of any person shall modify or otherwise change, or affect the terms, conditions or specifications stated in the resulting contract. All change orders to the contract will be made in writing by Victoria County. EXCEPTION/SUBSTITUTIONS: All bids meeting the intent of this invitation to bid will be considered for award. Bidders taking exception to the specifications, or offering substitutions, shall state these exceptions in the section provided or by attachment as part of the bid. The absence of such a list shall indicate that the bidder has not taken exceptions and shall hold the bidder responsible to perform in strict accordance with the specifications of the invitation. Victoria County Commissioners’ Court reserves the right to accept any and/or all/none of the exception(s), substitution(s) deemed to be in the best interest of the County. DESCRIPTIONS: Any reference to model and/or make/manufacturer used in bid specifications is descriptive, not restrictive. It is used to indicate the type and quality desired. Bids on items of like quality will be considered. ADDENDA: Any interpretations, corrections, or changes to this Invitation For Bid and Specifications will be made by addenda. Sole issuing authority of addenda shall be vested in Victoria County Auditor’s Office. Addenda will be mailed to all who are known to have received a copy of this Invitation For Bid. Bidders shall acknowledge receipt of all addenda. DESIGN, STRENGTH, QUALITY of materials and workmanship must conform to the highest standards of manufacturing and engineering practice. BID MUST COMPLY with all federal, state, county, and local laws. The unit shall contain all standard safety equipment and all extra equipment specified. Bidder may be required to furnish evidence that


the unit, as bid, will meet or exceed these requirements. An on-site inspection of the unit, at the successful bidder’s location, may be made prior to acceptance. SUCCESSFUL BIDDER SHALL defend, indemnify, and save harmless Victoria County and all its officers, agents, and employees from all suits, actions, or other claims of any character, name, and description brought for or on account of any injuries or damages received or sustained by any person, persons, or property on account of any negligent act or fault of the successful bidder or of any agent, employee, subcontractor or supplier in the execution of, or performance under, any contract which may result from bid award. Successful bidder shall pay any judgment, with cost, which may be obtained against Victoria County growing out of such injury or damages. TERMINATION OF CONTRACT: This contract shall remain in effect until contract expires, delivery/completion and acceptance of item(s) ordered, or terminated by either party with a thirty (30) day written notice prior to any cancellation. The successful bidder must state therein the reasons for such cancellation. In the event said contract is canceled as stated, Victoria County reserves the right to award contract to next lowest and best bidder as it deems to be in the best interest of the County. TERMINATION FOR DEFAULT: Victoria County reserves the right to enforce the performance of this contract in any manner prescribed by law or deemed to be in the best interest of the County in the event of breach or default of this contract. Victoria County reserves the right to terminate the contract immediately in the event the successful bidder fails to: 1. meet delivery or completion schedules, or 2. otherwise perform in accordance with these specifications. Breach of contract or default authorizes the County to award to another bidder, purchase elsewhere, and charge the full increase in cost and handling to the defaulting successful bidder. PATENTS/COPYRIGHTS: The successful bidder agrees to protect Victoria County from claims involving infringements of patents and/or copyrights. PURCHASE ORDER: A purchase order(s) shall be generated by Victoria County to the successful bidder. The purchase order number must appear on all itemized invoices and packing slips. Victoria County will not be held responsible for any orders placed/delivered without a valid current purchase order number. PACKING SLIPS or other suitable shipping documents shall accompany each shipment and shall show: (a) name and address of successful bidder, (b) name and address of receiving department and/or delivery location, (c) Victoria County Purchase Order number, and (d) descriptive information as to the vehicles delivered, including product code, model number, item number, serial number, quantity, etc. INVOICES shall show all information as stated above and shall be mailed directly to Victoria County 115 N. Bridge, Room 122, Victoria, Texas 77901. PAYMENT will be made upon receipt and acceptance by the County of the item(s) ordered and receipt of a valid invoice, in accordance with the State of Texas Prompt Payment Act, V.T.C.A. Government Code § 2251. Item(s) supplied under this contract shall be subject to the County’s approval. REMEDIES: The successful bidder and Victoria County agree that both parties have all rights, duties, and remedies available as stated in the Uniform Commercial Code.


VENUE: This agreement will be governed and construed according to the laws of the State of Texas. This agreement is performable in Victoria County, Texas. ASSIGNMENT: The successful bidder shall not sell, assign, transfer, or convey this contract, in whole or in part, without the prior written consent of Victoria County. SILENCE OF SPECIFICATION: The apparent silence of these specifications as to any detail or to the apparent omission from it of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of these specifications shall be made on the basis of this statement. BIDS MUST COMPLY with all federal, state, county, and local laws concerning this type of item(s). The equipment shall contain all standard safety, emission, and noise control equipment required for this type and size of equipment at the time of its manufacture and all extra equipment specified. All materials, equipment, and/or parts not specifically stated herein but necessary to render the unit(s) complete and operational per the specifications are to be included in the bid price. Bidder may be required to furnish evidence that each unit, as bid, will meet or exceed these requirements. An inspection of the equipment shall be made before acceptance. ANY QUESTION concerning this process should be directed to the County Judge’s Office, 115 N. Bridge, Room 102, Victoria, Texas 77901, (361) 575-4558 or Commissioner Precinct #4, (361) 649-2068.


GENERAL SPECIFICATIONS THE SPECIFICATIONS listed below are minimum requirements and are intended to govern, in general, the item(s) desired. THE SPECIFIED ITEM(S), including all necessary equipment, shall be furnished complete and ready to use. All components not specifically mentioned that are required for a complete unit shall be furnished. Any items appearing in the manufacturer’s published specifications are to be included. Any additions, deletions, or variations from the manufacturer’s published specifications must be outlined in the space provided under exceptions or an attachment to this bid. TITLE TO ITEM(S) and/or Certificates of Origin and other associated paperwork shall be issued to: Victoria County 115 N. Bridge, Room 122 Victoria, Texas 77901 and must either be hand delivered or mailed directly to the Victoria County Auditor’s Office, 115 N. Bridge, Room 122, Victoria, Texas 77901. EVALUATION AND AWARD: Victoria County will evaluate and award bid based on lowest and best bid meeting specifications. Maintenance, performance, and service history will be an important evaluation factor. Victoria County reserves the right to accept and/or reject any/all of the options bid as it deems to be in the best interest of the County.


PREFERENTIAL REQUIREMENT

The County of Victoria, as a governmental agency of the State of Texas, may not award a contract for general construction, improvements, services or public works projects or purchases of supplies, materials, or equipment to a nonresident bidder unless the nonresident’s bid is lower than the lowest bid submitted by a responsible Texas resident bidder by the same amount that a Texas resident bidder would be required to underbid a nonresident bidder to obtain a comparable contract in the state in which the nonresident’s principal place of business is located (Article 601g V.T.C.S.). Bidder shall make answer to the following questions by encircling the appropriate response or completing the blank provided: 1. Is your principal place of business in the State of Texas? yes no 2. If the answer to question 1 is “yes”, no further information is necessary; if “no”, please indicate: a.) In which state is your principal place of business located? ________________________________ b.) Does that state favor resident bidders (bidders in your state) by some dollar increment or percentage? yes no c.) If “yes”, what is the dollar increment or percentage?____________


SPECIFICATIONS AND BID SHEETS

Victoria County will purchase One (1) USED 2010 - 2014 DUMP Truck for Victoria County Precinct #4 based on availability of funds. It is the intent of these specifications to describe in sufficient detail the product named above, to assure product design integrity, technical soundness, reliability, and performance. The fact that a manufacturer chooses not to produce a product to meet these specifications will not be considered sufficient cause to adjudge the specifications as restrictive.

Compliance To Specifications

The bidder shall indicate the bidders compliance with a “yes” or non-compliance with a “no” for each line item specification. Any space left blank shall be considered non-compliance. Any deviations from the specifications must be clearly cited in writing by the bidder, but no deviation below minimum specifications will be accepted. SPECIFICATIONS FOR TRUCK 1. Make/Model: Used 2010 – 2014 Compliance_______________________ 2. Minimum GVWR: 30,001 to 150,000 Lbs. Compliance_______________________ 3. Cab: Standard Cab Compliance_______________________ 4. Interior Cab: Manufacturer’s Standard with Heater,

Factory Air Conditioner Compliance_______________________

5. Exterior Cab: To Have All Standard Features Included Compliance_______________________ 6. Engine Diesel: Minimum of 200 To 330 HP Compliance_______________________ 7. Transmission: Automatic Compliance_______________________ 8. Single Rear Axle: 20,000 To 23,000 Lb. Capacity Gear Ratio of 4.30/5.86 Compliance_______________________ 9. Rear Spring: Manufacturer’s Standard Compliance_______________________ 10. Steering: Power Steering Compliance_______________________ 11. Shocks: Compatible With GVW Compliance_______________________ 12. Brakes: Compatible With GVW; Air Compliance_______________________ 14. Tires: Each 11R22.5 14 Ply Compliance_______________________


DIMENSIONS: 15. Dump: Tandem Axel Dump 15 Foot Dump With Electric Tarp Compliance________________________

16. Mileage:

Under 250,000 Compliance________________________

17. Additional Equipment: ICC Clearance Lights and Reflectors Meet Federal Motor Vehicle Safety Standard Number 108. 18. Must Current State Inspection or able to pass inspection. FIRM/BIDDER:_________________________________________________________ PREPARED BY:__________________________________________________________________ ADDRESS: ___________________________________________________________ _____________________________________________________________________ PHONE:______________________________________________________________ BIDDER MUST SIGN BID AFFIDAVIT AS PART OF THIS BID. RETURN SPECIFICATIONS AND BID SHEETS OF BID PACKAGE WITH ALL DOCUMENTATION REQUIRED.


COUNTY OF VICTORIA, TEXAS

INVITATION TO BID AND BID QUOTATION FORM

THIS IS A QUOTATION FORM ONLY AND DOES NOT REPRESENT AN ORDER FOR A PURCHASE BY VICTORIA COUNTY.

VENDOR’S NAME AND ADDRESS: BID PROPOSAL FOR: ONE (1) USED 2010-2014 DUMP TRUCK ______________________________________________________________ DATE OF BID OPENING: 10:00 a.m., Monday, March 20, 2017

ITEM ESTIMATED QUANTITY

DESCRIPTION UNIT PRICE

1

1

One (1) Used 2010-2014 Dump Truck Make___________________ Model_____________________ Serial Number_______________________________ Please furnish descriptive literature and warranty information if any on the unit you propose. ALL TAXES TO BE EXCLUDED FROM BID

TOTAL BID

TERMS________%______ DAYS, F.O.B. VICTORIA. DELIVERY IN______DAYS FROM RECEIPT OF ORDER. The County of Victoria reserves the right to reject any and/or all bids and to waive any and/or all formalities and to award purchase on individual item basis.

Acceptance of the successful bid shall obligate the bidder to provide up to the amount bid at the bid terms and conditions stated herein. Acceptance of the successful bid shall only obligate the County to purchase some of the items from that bidder. The County reserves the right to require any successful bidder to enter a separate written contract containing the terms herein and other reasonable conditions. PER: _____________________________________________ TITLE: ____________________________________________ DATE: ____________________________________________


STATE OF TEXAS }{ AFFIDAVIT COUNTY OF VICTORIA }{ BEFORE ME, the undersigned authority, on this day personally appeared ________________________________________ known to me to be the person whose name is subscribed to the following, who, upon oath, says: I am the Manager, Secretary or other agent or officer or the principal of the Bidder in the matter of the bids to which this affidavit is attached, and I have full knowledge of the relations of the Bidder with the other firms in this same line of business, and the Bidder is not a member of any trust, pool or combination to control the price of supplies bid on, or to influence any person to bid or not to bid thereon. I further affirm that the Bidder has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted bid.

_______________________________ Affiant

SWORN TO AND SUBSCRIBED BEFORE ME by the above Affiant, who, on oath states that the facts contained in the above are true and correct, this ___________ day of ___________, 20_____. ________________________________ Notary Public in and for ______________ County, Texas Name of Bidder___________________________________________________ Signed by _______________________________________________________ (Sign Name in Writing) (Title) Address_________________________________________________________ (Zip Code) Telephone Number________________________ Date___________________ NOTE: BIDS NOT ACCOMPANIED BY THIS AFFIDAVIT WILL NOT BE CONSIDERED The County of Victoria does not discriminate on the basis of race, color, national origin, sex, religion, age, and disability in employment or the provision of services.