KEN BASS DIRECTOR OF PURCHASING Phone: NORTH 5 TH STREET Fax: NOTICE TO BIDDERS

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1 KEN BASS DIRECTOR OF PURCHASING Phone: NORTH 5 TH STREET Fax: WACO, TEXAS ken.bass@co.mclennan.tx.us NOTICE TO BIDDERS Sealed bids will be received by the McLennan County Purchasing Department until 2:00 P.M., Wednesday, October 25, 2017, at which time bids will be opened and read aloud. Bid opening will take place in the Purchasing Department, 214 N. 5 th Street, Waco, TX Bids must be placed in a sealed envelope and be plainly marked with your company name, address and BID , Truck for R & B Pct. 3, and delivered or mailed to the Purchasing Department at the address above. Late bids or bids delivered to the wrong address will not be considered. Specifications may be obtained from the McLennan County Purchasing Department, Phone (254) The bid will be for furnishing the following: No faxed bid responses will be accepted. BID Truck for Road & Bridge, Pct. 3 Please submit an original bid response and two (2) copies of the bid response. Bidders may withdraw bids at any time prior to the official opening. Bidder, to guarantee the authenticity of the change, must initial alterations made before opening time. After the official opening, bids may not be amended or altered, and may not be withdrawn without the approval of Commissioners Court. The County is exempt from Federal Excise Tax and State Sales Tax. Therefore, such taxes must not be included in bid proposals. The undersigned agrees, if this bid is accepted, to furnish any and all items upon which prices are offered, at the price(s) and upon the terms and conditions contained in the specifications. The period for acceptance of this bid proposal will be thirty (30) calendar days unless the bidder notes a different period. The County reserves the right to accept or reject, in part or in whole, any bids submitted; and to waive any technicalities for the best interest of the County. The County may cancel this contract at any time for any reason, provided a 30-day notice is given. BID Page 1 of 6

2 When providing quotes/bids for projects in which the County is receiving grant funding, the vendor understands and agrees that it must follow all grant requirements and must provide the County with all documentation necessary to comply with those requirements. McLennan County reserves the right to award separately based on low bids received. GENERAL SPECIFICATIONS: McLennan County is requesting firm price bids for a NEW TRUCK FOR ROAD & BRIDGE PRECINCT 3. Bids must be submitted on the attached bidding form. By returning the bid, bidders certify agreement to the following: 1. Bid prices must include all charges for transportation to: McLennan County R & B Pct N. Snider Road West, TX Invoices must be addressed directly to McLennan County, 214 North 4th St, Suite 100, Waco, Texas Invoices will be processed after notification that vehicles have been received satisfactorily, no unauthorized substitutions have been made and we have received all title paperwork for each piece of equipment. Invoices must be itemized and must reference the McLennan County Purchase Order Number in order to be processed. A monthly statement is required for any account with an open balance at the end of any month. Payments will usually be made within 30 days from the time McLennan County Auditor s Office receives the invoice, provided all equipment and paperwork have been received or completed in accordance with specifications. 3. Any invoice covering items purchased under this bid proposal may include only items delivered to one address, and may not include items not covered by this bid proposal. Separate invoices must be used for purchases made under different purchase authorizations. 4. All insurance requirements, including Worker s Compensation, as outlined in Texas Sate Statutes must be met by successful bidder prior to any delivery and must remain in effect during the life of this contract. 5. Any catalog number, brand name, or manufacturer s reference used is considered to be descriptive not restrictive, and is indicative of the type and quality the County desires to purchase. Bids on similar items of like quality will be considered if the bid is properly noted and fully descriptive information is enclosed. If a notation of substitution is not made, it is assumed that the vendor is bidding the exact item specified. 6. Continuing non-performance of the bidder in terms of specifications will be a basis for the termination of the contract by the County. The County will not pay for work, equipment or supplies, which are unsatisfactory. Vendors will be given a reasonable opportunity before termination to correct the deficiencies. This, however, must in no way be construed as negating the basis for termination for non-performance. 7. McLennan County retains the option to transfer the award of this bid to the next lowest bidder that meets specifications in the event awarded vendor defaults. BID Page 2 of 6

3 8. The bid award will be based on, but not necessarily limited to, the following factors: a. Unit and/or Total Price b. Quality of Vendor s Goods and/or Services c. Delivery d. Reputation of the Vendor and Vendor s Goods and/or Services e. Location and/or Availability of Materials f. The Extent to Which the Goods and/or Services Meet the County s Needs g. Vendor s Past Performance Record/Past Relationship with the County h. Vendor s Compliance with the RFP/Bid Specifications i. Vendor s Experience j. Vendor s Ability to Perform 9. For further information, bidders may Becky Stephens at (254) SCANNED OR RE-TYPED RESPONSE: If, in its response, the Proposer either electronically scans, re-types, or in some way reproduces the County s published proposal package, then in the event of any conflict between the terms and provisions of the County s published proposal package, or any portion thereof, and the terms and provisions of the response made by the Proposer, the County s proposal package as published shall control. Furthermore, if an alteration of any kind to the County s published proposal package is only discovered after the contract is executed and is or is not being performed, the contract is subject to immediate cancellation. Chapter 176 of the Local Government Code creates a new filing requirement for persons who contract or are seeking to do business with local government entities to make financial and business disclosures. A vendor or other person who contracts or seeks to contract for the sale or purchase of property, goods, or services with a local government entity, or is an agent of a vendor or person who is seeking to contract with the county must file a Conflict Disclosure Questionnaire within 7 business days of: Beginning contract discussions or negotiations Or submitting an application, response to a request for proposal or bid Or other communication related to a potential contract Failure to file a questionnaire is a class C misdemeanor Note: As part of this bid or proposal packet, please mark Not Applicable on any questions that do not apply to your affiliation or business relationship with a McLennan County officer and return with the response package. Please submit the Conflict of Interest Questionnaire with your proposal. If you do not have access to the links provided above please contact Becky Stephens at or becky.stephens@co.mclennan.tx.us and we will provide you with a list of BID Page 3 of 6

4 County Officers that must be considered in the Conflict Disclosure and the Conflict Disclosure Questionnaire. Suspension and Debarment The Vendor certifies, to the best of its knowledge and belief, that the Vendor and/or any of its Principals: (a) Are not presently debarred, suspended, proposed for debarment, or declared ineligible for the award of contracts by any Federal agency; (b) Are not listed on the Excluded Parties List System (EPLS) maintained by the General Service Administration (GSA). Note: McLennan County Purchasing Department will check the Excluded Parties List before award of any contract; (c) Have not, within a 3-year period preceding this offer, been convicted of or had a civil judgment rendered against them for: commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state or local) contract or subcontract; violation of Federal or state antitrust statutes relating to the submission of offers; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, tax evasion or receiving stolen property; (d) Are not presently indicted for, or otherwise criminally or civilly charged by a governmental entity with, commission of any of the offenses enumerated above; (e) The vendor has not, within a 3-year period preceding this offer, had one or more contracts terminated for default by any Federal agency. Interested Parties Disclosure House Bill 1295 creates a new filing requirement for persons who contract with local government entities. This may be found in Chapter 2252 of the Government Code. The County may not enter into a contract with a business entity unless the business entity submits a disclosure of interested parties to the County at the time the business entity submits the signed contract to the County. This applies to a contract of the County that requires an action or vote by the governing body of the County before the contract may be signed. The McLennan County Commissioners Court must approve every contract submitted to the County. The disclosure of interested parties must be submitted on a form prescribed by the Texas Ethics Commission A contract will not be considered complete until this form is completed and submitted to the County. USE OF AGREEMENT BY THIRD PARTIES PURCHASES TO OTHER GOVERNMENTAL AGENCIES: BID Page 4 of 6

5 If the blank marked "Yes" below is checked, the successful bidder agrees to furnish materials, equipment and/or services listed in the bid invitation to those governmental agencies that have an Inter-Local agreement with McLennan County. Under this program, local government agencies may participate in the McLennan County contracts by piggybacking. Under the piggyback and joint purchase programs, the participating governmental agency will be responsible for ordering, acceptance inspection and payment directly to the contractor. All terms and conditions of the Bid will apply. Warranty service, repairs and returns will be the responsibility of the participating government agency and contractor respectively. McLennan County makes no claim of responsibility to the contractor for actions of any cooperative partners. Yes: No: Company Name: Printed Name: Date: Authorized Signature: SPECIFICATIONS FOR TRUCK McLennan County may purchase one (1) Glider for Road & Bridge Precinct 3. The bid must include all expenses, such as DOT inspections, any freight or make ready charges and delivery to the specified location. The delivery address for Precinct 3 is 133 N. Snider Road, West, TX Specifications are as follows: Truck One (1) Each for Pct Model Freightliner Truck (or equivalent) Steel Frame 220 W/B (approximately) Set Forward Axle Conventional Day Cab Air Suspended Cab Mounting DDC L RPM RPM 98 Reliabilt (or equivalent) DDC 50/55/60 DDEC4 J1939/1922/1587 Pre-EGR Engine Control Unit (or equivalent) Dual Axles with Dual Lockers Air Ride Suspension Transmission 10 Speed Eaton Fuller ( or equivalent) All Aluminum Wheels Tires - 11R 24.5 Factory Air Conditioning/Heat Power Steering Air Ride Drivers Seat Stationary Passenger Ratio 3.90 Rear Axle Ratio BID Page 5 of 6

6 AM/FM Radio Air Slide 5 th Wheel Passenger Side Split 60/60 Hydraulic/Fuel Tank No Diesel Exhaust Fluid Tank Wet Kit to Pull End Dump Trailer Half Fenders Total per Unit, (1) Truck Each for Pct. 3: $ If you are bidding a truck that does not exactly meet these specifications, please list all exceptions here: How long after receipt of order do you estimate McLennan County will receive this unit: Signature: Date: Printed Name: Company: Address: Address: Phone: Check the McLennan County web site periodically for any updates/addenda to our bids/proposals. BID Page 6 of 6