1-RFQ Architectural.Engineering Services for Law Enforcement Complex Center 25-018.pdf

Reeves County Purchasing Department 1714 Schmidt Dr. Pecos, TX 79772

NOTICE TO INTERESTED PARTIES

The Reeves County Purchasing Department is receiving sealed qualifications at 1714 Schmidt Drive. Pecos, Texas 79772 any time before 11 A.M (CST) Thursday, October 16, 2025 to be opened in Conference Room 212 at 11:05 AM (CST) on the same day. The County of Reeves is not responsible for late deliveries of any kind or any reason.

Mark Sealed Envelope:

“Bid No. 25-018”

Law Enforcement Complex Center

Bids should be typed or printed in ink. Bids shall be placed in a sealed envelope, with the cover page manually signed by a person having the authority to bind the firm in a contract and marked clearly on the outside as shown above.

Facsimile transmittals and email submitted proposals will not be accepted. You may also utilize Bonfire portal to submit online.

https://reevescounty.bonfirehub.com/portal/?tab=openOpportunities

Do not contact the requesting department. Any questions or additional information required by interested vendors must be emailed to bidquestions@reevescounty.org before Wednesday, October 8, 2025. RFQ number and title must be on the “Subject Line” of the email. Attempts to circumvent this requirement may result in rejection of the response as non-compliant.

Any changes in the specifications will be posted on the bonfire portal. It shall be the Vendor’s responsibility to check the portal prior to the opening date to verify whether any addendums have been posted.

Reeves County appreciates your time and effort in preparing a bid. The Purchasing Department must receive all proposals any time before opening date and time. Bids received after the deadline will not be considered for the contract, and shall be considered void and unacceptable.

Award of the proposals is tentatively scheduled for 9:00 a.m. (CST), in Commissioners’ Court, Monday, December 8, 2025, Third Floor Courtroom of the Reeves County Courthouse. You are invited to attend, but attendance is not required for award.

Successful proposer shall not order items or services until a Purchase Order is received from the County

Purchasing Office. Payment will not be made on items delivered without a Purchase Order. Payment shall be made through County funds after completion of goods or services are received. Purchase Orders will be issued as required.

Lucero Sandoval Purchasing Agent https://reevescounty.bonfirehub.com/portal/?tab=openOpportunities mailto:bidquestions@reevescounty.org

REQUEST FOR PROPOSALS

No. 25-018

Issued by: Lucero Sandoval, Purchasing Agent

Purchasing Department 1714 Schmidt Drive Pecos, TX 79772

SCHEDULE

Notices Published: September 18 & 25 2025 Questions Due: October 8, 2025 12PM Proposals Due: October 16, 2025 before 11 AM CST Tentative Award Date: December 8, 2025 Issued by: Lucero Sandoval, Purchasing Agent

The County of Reeves does not discriminate on the basis of race, color national origin, sex, religion, age and disability in employment or the provision of services.

The County reserves the right to terminate this process at any time and no guarantee is expressed or implied that obligates the County to contract for the proposed project.

OFFEROR’S NOTE

1. Carefully read all instructions, requirements and specifications.

2. Fill out all forms properly and completely.

3. Submit the SOQ with all appropriate required documents.

VENDOR ACKNOWELEDGEMENT

RFQ 25-018

Please submit one 1 electronic copy of the SOQ, if submitting a paper copy.

The undersigned hereby certifies that he/she understands the specifications and any addendums, has read the document in its entirety and the prices submitted in this bid/proposal have been carefully reviewed and are submitted as correct and final. If Bid/Proposal is accepted, proposer further certifies and agrees to furnish any or all products/services upon which prices are extended at the price offered, and upon conditions in the specifications of the Invitation for Bid/Proposal.

The undersigned hereby certifies the foregoing proposal submitted by the company listed below hereinafter called "Bidder" is the duly authorized agent of said company and the person signing said proposal has been duly authorized to execute the same. Bidder affirms that they are duly authorized to execute this contract; this company, corporation, firm, partnership or individual has not prepared this bid in collusion with any other Bidder; and that the contents of this bid as to prices, terms or conditions of said bid have not been communicated by the undersigned nor by any employee or agent to any other person engaged in this type of business prior to the official opening of this bid.

Company Name

Address of Principal Place of Business

City, State, Zip

Remittance Address

City, State, Zip

Phone of Principal Place of Business

Active Sam Registration Y N

Acknowledgement of Addenda

(Please circle EACH acknowledged Addendum(s))

#1 #2 #3 #4 #5

Authorized Representative Name

Email Address of Representative

Authorized Representative Title

Authorized Signature

Date

***THIS MUST BE THE FIRST PAGE ON ALL BIDS***

Reeves County (the “County” or “Owner”) is requesting statement of qualifications for the design of our law enforcement complex center. The complex shall be built at 52 County Road 201, Pecos, TX 79772. The complex center shall house offices for deputies and jail staff, we are seeking approximately 192 inmate beds.

The complex may also house an indoor firing range.

Scope of Services The architectural services contract will encompass all project-related architectural services towards the design and construction of a Reeves County Law Enforcement Complex. Potential work would include but is not limited to the following:

Program with the Reeves County Sheriff’s Department to assess the needs and space requirements of the Jail and additional amenities.

Work with the Reeves County Sheriff’s Department, Reeves County Commissioners Court and Justice

Center Committee towards the completion of a final design. A review at different stages will be made and approved towards 100% completion of documents.

Present the agreed upon 100% design to the Reeves County Commissioners' Court along with cost estimates.

Work with the Purchasing Department to develop bid documents/specifications/contracts for the Formal

Bidding of the Project.

Have weekly progress inspections/meetings during construction to advise the County that specifications are being met and any additional inspections/meetings as needed by owner.

Help the County with final acceptance of the project and close the project out.

Qualification Statements The County wants to contract with a competent architectural or engineering firm, registered to practice in the State of Texas, which has a demonstrated experience in the following areas:

Design and Specification Development of the Correctional Facilities

Developing Bid Specifications for a Government Formal Bid process

Project Inspections and Closeout Experience

Must have prior experience in design of jail/detention center.

Must meet all requirements of the Texas Commission on Jail Standards.

As such, please provide with your response a list of past and present clients, as well as resumes of all relevant staff and/or subcontractors who will or may be working for you on this project.

Evaluation Criteria The proposals received will be evaluated and ranked according to the following criteria:

Criteria Maximum Points

1 Related Experience 30

2 Work Performance/References 20

3 Team Experience 20

4 Knowledge of Jail Commission Standards 10

5 Experience in West Texas Region 10

6 Walk through of One Completed Jail Site 10

Total 100

Definition of Criteria:

Related Experience: speaks to the level of experience (past/present projects) the responding firm or individual has with working on similar projects. (Pod system experience) Satisfaction of the appearance and functionality of past/present projects.

Include a list of Jails designed in the last 10 years.

Work Performance: speaks to the level of satisfaction that the responding firm or individual has with present/past client’s As part of the evaluation process, three projects will be randomly selected, and references associated with those projects may be contacted.

Verify Knowledge of Jail Commission Standards: speaks to the ability of designing a facility that will meet approval of Jail Commission Standards and Requirements

Team/Staff Experience: speaks to the knowledge/experience of the proposed team; provide experience of each team member

Organizational chart that explains team member roles and responsibilities.

Listing of any services that will be outsourced and name of provider if known at this time.

Resume of all in house staff assigned to the project. Provide graph or chart which outlines the projects that various team members have worked on together over the past five (5) to seven (7) years.

Briefly describe the rationale for the key team members for this project and the qualities and attributes they bring to the team.

List all related awards and recognition that the lead architect or key team members has received.

List all major projects firm has in progress, providing location, owner, percent completed and scheduled

Experience in West Texas Region:

• Describe previous work experience in the West Texas Region. List West Texas communities or entities that the firm has worked with over the last seven (7) years and briefly describe the work performed.

• List West Texas lead contractors that the firm has worked with over the last seven (7) years, including project name or type and location.

Jail Site Interview:

Top 5 scoring firms will be asked to showcase a jail site as part of the final interview/evaluation. One shall be selected by the evaluation committee for each Respondent.

Information in your Statement of Qualifications shall be limited to information requested in the list above.

Limit of 20 Pages (This page limit does not include all statutory required documents.)

7 RFQ #25-018

PURCHASING CODE OF ETHICS

Public employment is a public trust. It is the policy of Reeves County to promote and balance the objective of protecting government integrity and the objective to facilitate the recruitment and retention of personnel needed by Reeves County. Such policy is implemented by prescribing essential standards of ethical conduct without creating unnecessary obstacles to entering public service.

Public employees must discharge their duties impartially to assure fair competitive access to County procurement by responsible contractors. In addition, public employees should conduct themselves in such a manner that fosters public confidence in the Reeves County procurement department. To achieve the purpose of the policy, it is essential that those doing business with the Reeves County purchasing office also observe the ethical standards prescribed here.

General Ethical Standards

1. It shall be a breach of ethics to attempt to realize personal gain through public employment with Reeves County by any conduct inconsistent with the proper discharge of the employee’s duties.

2. It shall be a breach of ethics to attempt to influence any public employee of Reeves County to breach the standards of ethical conduct set forth in this code.

3. It shall be a breach of ethics for any employee of Reeves County to participate directly or indirectly in a procurement when the employee knows that:

a. The employee or any member of the employee’s immediate family has financial interest pertaining to the procurement;

b. A business or organization in which the employee or any member of the employee’s immediate family, has financial interest pertaining to the procurement; or

c. Any other person, business or organization with whom the employee or any member of the employee’s immediate family is negotiating or has an arrangement concerning prospective employment is involved in the procurement.

4. Gratuities It shall be a breach of ethics to offer, give or agree to give any employee or former employee of Reeves County or to solicit, demand, accept or disagree to accept from another person, a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, and preparation of any part of a program requirement or purchase request. Influencing the content of any others in an advisory capacity in any proceeding or application, request for ruling, determination, claim or controversy, or other particular matter pertaining to any program requirement or a contract or subcontract, or to any solicitation or proposal pending before this government, shall also constitute a breach of ethics.

5. Kickbacks It shall be a breach of ethics for any payment, gratuity or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime contractor or higher tier subcontractor for any contract for Reeves County, or any person associated therewith, as an inducement for the award of a subcontract or order.

6. Contract Clause The prohibition against gratuities and kickbacks prescribed above shall be conspicuously set forth in every contract and solicitation therefore.

7. It shall be a breach of ethics for any employee or former employee of Reeves County to knowingly use confidential information for actual or anticipated personal gain, or for the actual or anticipated gain of any person.

General Provisions Reeves County, Texas

These General Provisions are considered standard language for all Reeves County BIDS and Request for Proposal documents. If any “specific bid requirements” differ from the General Provisions listed here, the “specific bid requirements” shall prevail.

1. BID/PROPOSAL PACKAGE

a. The request for bid/proposal, general and special provisions, drawings, specifications/line item details, contract documents and the bid/proposal sheet are all considered part of the bid/proposal package. Bids/Proposals must be submitted on the forms provided by the County, including the bid/proposal sheet completed in its entirety and signed by an authorized representative by original signature. Failure to complete and sign the bid/proposal sheet/contract page (s) may disqualify the bid/proposal from being considered by Commissioners’ Court. Any individual signing on behalf of the proposer expressly affirms that he or she is duly authorized to tender this bid/proposal and to sign the bid/proposal sheet/contract under the terms and conditions in this bid/proposal. Proposer further understands that the signing of the contract shall be of no effect unless subsequently awarded and the contract properly executed by Commissioners’ Court. All figures must be written in ink or typed. Figures written in pencil or with erasures are not acceptable. However, mistakes may be crossed out, corrections inserted, and initialed in ink by the individual signing the bid/proposal. Changes must also be made to any electronic copies submitted. If there are discrepancies between unit prices quoted and extensions, the unit price will prevail. Each bidder/proposer is required to thoroughly review this entire bid/proposal packet to familiarize themselves with the bid/proposal procedures, the plans and specifications for the requested work as well as the terms, and conditions of the contract the successful proposer will execute with the County.

b. Bid/Proposal must be in the Purchasing Department BEFORE the hour and date specified.

Faxed or e-mailed bids/proposals will not be accepted. Late bids/proposals will not be considered under any circumstances.

c. Any bid/proposal sent via express mail or overnight delivery must have the BID/RFP number and title clearly marked on the outside of the envelope or package. Failure to clearly identify your bid/proposal may be cause for disqualification.

2. COMPETITIVENESS AND INTEGRITY

To prevent biased evaluations and to preserve the competitiveness and integrity of such acquisition efforts, proposers are to direct all communications regarding this bid/proposal to the Reeves County Purchasing Agent or assigned designee, unless otherwise specifically noted.

An authorized person from the submitting firm must sign all bids/proposals. The signature acknowledges that the proposer has read the bid/proposal documents thoroughly before submitting a bid/proposal and will fulfill the obligations in accordance to the terms, conditions, and specifications.

Please carefully review this Request for Bid/Proposal. It provides specific information necessary to aid participating firms in formulating a thorough response.

3. BIDDERS’S/PROPOSER’S RESPONSIBILITY

The Bidder/Proposer must affirmatively demonstrate its responsibility. The Bidder/Proposer must also meet the following minimum requirements:

a. Have been in business of providing services for a minimum of one (1) years;

b. Have adequate financial resources or the ability to obtain such resources as required;

c. Be able to comply with all federal, state, and local laws, rules, regulations, ordinances and orders regarding this Request for Bid/Proposal;

d. Have satisfactory record of performance;

e. Have a satisfactory record of integrity and ethics; and

f. Be otherwise qualified and eligible to receive an award.

4. REJECTION OF BIDS/PROPOSALS

The County, acting through its Commissioners’ Court reserves the right to: (1) reject any and all bids/proposals and waive any informality in the bids/proposals received; (2) disregard the bid/proposal of any proposer determined to be not responsible. The County further reserves the right to reject any bid/proposal due to failure of performance on deliveries as determined in writing by the County Purchasing Agent.

5. RESTRICTIVE OR AMBIGUOUS SPECIFICATIONS

It is the responsibility of the prospective proposer to review the entire invitation to bid/proposal packet and to notify the Purchasing Department if the specifications are formulated in a manner that would restrict competition or appear ambiguous. Any such protest or question(s) regarding the specifications or bid/proposal procedures must be received in the Purchasing Department no less than seventy-two hours prior to the time set for bid/proposal opening. Vendors are to propose as specified herein or propose an approved equal. The mention of any brand name in the specifications is not intended to be restrictive, but is intended to describe the general features and requirements (or equivalent) that Reeves County is seeking.

Under Local Gov’t Code Section 262.005 and Health & Safety Code Section 361.426, the County is required to give preference to products made of recycled materials if they meet specs. The County is also required to encourage the use of recycled products in developing new procedures and specs. They are also required to eliminate procedures and specifications that explicitly discriminate against products made of recycled materials.

6. SUBSTITUTES

It is not the County’s intent to discriminate against any material of equal merit to those specified however, should the proposer desire to use any substitutions, prior written approval shall be obtained from the County Purchasing Agent sufficiently in advance in order that an addendum might be issued.

7. EXCEPTIONS TO BID/PROPOSAL

The proposer will list on a separate sheet of paper any exceptions to the conditions of the bid/proposal. This sheet will be labeled, “Exceptions to Bid/Proposal Conditions”, and will be attached to the bid/proposal. If no exceptions are stated, it will be understood that all general and specific conditions will be complied with, without exception.

The Bidder/Proposer must specify in its bid/proposal any alternatives it wishes to propose for consideration by the County. Each alternative should be sufficiently described and labeled within the bid/proposal and should indicate its possible or actual advantage to the program being offered.

The County reserved the right to offer these alternatives to other proposers.

8. PRICING

BID/RFP subject to unlimited price increases will not be accepted.

The County is tax exempt and no taxes should be included in your bid/proposal. If the bidder’s price is to be adjusted during the period covered by this contract, the terms and conditions of such price adjustments must be clearly stated in the bid. If price adjustment conditions are not clearly stated, the price as quoted will be guaranteed by the bidder not to increase for the duration of the contract.

Unless prices and all information requested are complete, bid/proposal may be disregarded and given no consideration.

In case of default by the contractor, the County may procure the articles or services from other sources and may deduct from any monies due, or that may thereafter become due to the contractor, the difference between the price named in the contract of purchase order and the actual cost thereof to the County. Prices paid by the County shall be considered the prevailing market price at the time such purchase is made. Periods of performance may be extended if the facts as to the cause of delay justify such extension in the opinion of the Purchasing Agent and the Commissioners’ Court.

9. TAX EXEMPTION

Pursuant to Section 151.309 of the Texas Tax Code, Reeves County qualifies for exemption from sales, excise and use taxes imposed under the Limited Sales, Excise, and Use Tax Act, which is codified at Chapter 151 of the Texas Tax Code. In accordance with Section 151.309, a taxable item sold, leased, or rented to, or stored, used, or consumed by the County is exempt from the taxes imposed under Chapter 151.

10. MODIFICATION OF BIDS/PROPOSALS

A bidder/proposer may modify a bid/proposal by letter at any time prior to the submission deadline for receipt of bids/proposals. Modification requests must be received prior to the submission deadline.

Modifications made before opening time must be initialed by bidder/proposer guaranteeing authenticity. Bids/Proposals may not be amended or altered after the official opening with the single exception that any product literature and/or supporting data required by the actual specifications, if any, will be accepted at any time prior to the Commissioners’ Court consideration of same. No substitutions or cancellations for merchandise will be permitted without written approval of the County Purchasing Agent.

11. SIGNATURE OF BIDS/PROPOSALS

Each bid/proposal shall give the complete mailing address of the Bidder/Proposer and be signed by an authorized representative by original signature with the authorized representative’s name and legal title typed below the signature line. Each bid/proposal shall include the Bidder’s/Proposer’s Federal Employer Identification Number (FEIN), 19 failure to sign the Contract page(s) and bid/proposal response sheet will disqualify the bid/proposal from being considered by the County. The person signing on behalf of the Bidder/Proposer expressly affirms that the person is duly authorized to render the bid/proposal and to sign the bid/proposal sheets and contract under the terms and conditions of this BID/RFP and to bind the Bidder/Proposer thereto and further understands that the signing of the contract shall be of no effect until it is properly placed on the Commissioner’s Court agenda, approved in open Court, authorized to be executed by the County Judge, and fully executed by both parties.

12. AWARD OF BID/PROPOSALS-EVALUTATION CRITERIA AND FACTORS

Pursuant to the Texas Local Government Code Bids shall be awarded to the responsible bidder that submits the lowest and best bid. Bid/Proposals will be made to the responsible proposer whose bid/proposal is determined to be the best evaluated offer demonstrating the best ability to fulfill the requirements set forth in this Request for Bid/Proposal. The prices proposed will be considered firm and cannot be altered after the submission deadline. The proposed cost to the County will be considered firm, unless the County invokes its right to request a best and final offer and cannot be altered after the submission deadline. The County reserves the right to reject any or all bids/proposals in whole or in part received by reason of this BID/RFP and may discontinue its efforts under this BID/RFP for any reason or no reason or solely for the County’s convenience at any time prior to actual execution of the contract by the County. County reserves the right to accept or reject all or any part of the bid/proposal, waive minor technicalities, or to award by item or by total bid/proposal. Price should be itemized. A Bidder/Proposer whose bid/proposal does not meet the mandatory requirements set forth in this BID/RFP will be considered noncompliant. Each Bidder/Proposer, by submitting a bid/proposal, agrees that if its bid/proposal is accepted by the Commissioners’ Court, such Bidder/Proposer will furnish all items and services upon the terms and conditions in this BID/RFP and contract. Contractor shall submit to the County, for approval, within ten (10) days from notice of contract award, all Certificates of Insurance evidencing the required coverage as described under Insurance in the schedule of the Requests for Bids/Proposals.

Lowest and best bid will be presented to the Reeves County Commissioners Court for approval.

In determining a responsive and responsible vendor, in addition to price, the Purchasing Agent, Department Head, and/or the County Administrator or designee shall consider

a. Whether the vendor can provide the material promptly, or within the time specified, without delay or interference;

b. The character, integrity, reputation, judgment, experience, and efficiency of the vendor;

c. The quality of performance of previous contracts or materials provided by the vendor;

d. The previous and existing compliance by the vendor with laws and ordinances relating to the contract;

e. The sufficiency of the financial resources and ability of the vendor to provide the materials specified

f. Whether the vendor has met the criteria of the bid/proposal requirements, terms and conditions

13. PUBLIC INFORMATION ACT

The parties agree that the County is a governmental body for purposes of the Public Information Act, codified as Chapter 552 of the Texas Government Code and as such is required to release information in accordance with the Public Information Act. Bidder/Proposer agrees that it has marked any information that it considers to be confidential, proprietary, and/or trade secret in its bid/proposal.

County agrees to provide notice to Bidder/Proposer in accordance with the Public Information Act in the event the County receives a request for information under the Public Information Act for information that the Proposer has marked as confidential, proprietary, and/or trade secret.

14. RESULTANT CONTRACT

The resultant contract shall become effective upon the Commissioners’ Court execution of the same.

The contract documents shall consist of the contract, the general and special provisions, the drawings, bid/proposal package, any addenda issued, and any change orders issued during the work.

The criteria utilized for determining responsibility of bidder/proposer(s) includes, but is not limited to, the proposer’s experience, skill, ability, business judgment, financial capacity, integrity, honesty, possession of the necessary facilities or equipment, previous performance, reputation, promptness, and any other factor deemed relevant by the County to determine whether a bidder/proposer is responsible The term of the resultant contract will begin as stated in the contract executed by the Commissioners’ Court and will terminate on the date specified in the contract unless terminated earlier as herein set forth.

15. ESTIMATED QUANTITIES

Any reference to quantities shown in the Request for Bids/Proposals are an estimate only. Since the exact quantities cannot be predetermined, the County reserves the right to adjust quantities as deemed necessary to meet its requirements.

16. CONTRACTOR INVESTIGATION

Before submitting a bid/proposal, each contractor shall make all investigations and examinations necessary to ascertain all site conditions and requirements affecting the full performance of the contract and to verify any representations made by the County upon which the contractor will rely. If the contractor receives an award as a result of its bid/proposal submission, failure to have made such investigations and examinations will in no way relieve the contractor from its obligation to comply in every detail with all provisions and requirements of the contract, nor will a plea of ignorance of such conditions and requirements be accepted as a basis for any claim whatsoever by the contractor for additional compensation.

17. NO COMMITMENT BY COUNTY

This Request for Bid/Proposal does not commit the County to award any costs or pay any costs, or to award any contract, or to pay any costs associated with or incurred in the preparation of a bid/proposal to this request, or to procure or contract for services or supplies.

18. BEST AND FINAL OFFERS

In acceptance proposals, the County reserves the right to negotiate further with one or more of the contractors as to any features of their proposals and to accept modifications of the work and price when such action will be in the best interest of the County. This includes solicitations of a Best and Final Offer from one or more of the proposers. If invoked, it allows acceptable proposers the opportunity to amend, change or supplement their original proposal. Proposers may be contacted in writing requesting that they submit their best and final offer. Any such best and final offer must include discussed and negotiated changes.

19. SINGLE BID/PROPOSAL RESPONSE

If only one (1) bid/proposal is received in response to the Request for Bids/Proposals, a detailed cost bid/proposal may be requested of the single contractor. A cost/price analysis and evaluation and/or audit may be performed of the cost bid/proposal in order to determine if the price is fair and reasonable.

20. REJECTION/DISQUALIFICATION OF BIDS/PROPOSALS

Reeves County reserves the right to reject any or all bids/proposals in whole or in part received by reason of this bid/proposal package and may discontinue its efforts for any reason under this bid/proposal package at any time prior to actual execution of the Contract by the County.

Bidders/Proposers may be disqualified and rejection of bid/proposals may be recommended to the Commissioners’ Court for any of (but not limited to) the following causes:

A. Failure to use the bid/proposal form(s) furnished by the County, if applicable.

B. Lack of signature by an authorized representative that can legally bind the company on the bid/proposal form.

C. Failure to properly complete the bid/proposal.

D. Bids/proposals that do not meet the mandatory requirements.

E. Evidence of collusion among bidders/proposers.

F. Other appropriate reason as determined by County.

21. CHANGES IN SPECIFICATIONS

If it becomes necessary to revise any part of this bid/proposal, a written notice of such revision will be posted on the County Purchasing website. The County is not bound by any oral representations, clarifications, or changes made in the written specifications by the County’s employees, unless such clarification or change is posted on the County Purchasing website. It shall be Bidder’s/Proposer’s responsibility to check the website prior to the bid/proposal opening date to verify whether any addendums have been posted.

22. BID/PROPOSAL IDEAS AND CONCEPTS

The County reserves the right to adopt or use for its benefits, any concept, plan, or idea contained in any bid/proposal.

23. BID/PROPOSAL DISCLOSURES

Results of bids/proposals for the purchase of goods, materials, general services and construction are considered public information at the time of the bid/proposal opening. All information contained in the bid/proposal response is available for public review. The Proposal for Services: Only the names of those who submitted proposals will be made public information until an award is made by Commissioners’ Court and contract executed by the parties. No price, staffing or other proposal information will be released. Proposers are requested to withhold all inquiries regarding their proposal or other submissions until after an award is made. No communication is to be had with any County employee, other than the Purchasing Agent, regarding whether a proposal was received. Violations of this provision may result in the rejection of a proposal.

24. WITHDRAWAL OF BID/PROPOSAL

Bidders/Proposers may request withdrawal of a sealed bid/proposal prior to the scheduled bid/proposal opening time provided the request for withdrawal is submitted to the Purchasing Agent in writing. No bids/proposals may be withdrawn for a period of sixty (60) calendar days after opening of the bids/proposals.

25. INDEMNIFICATION

A. The contractor shall agree to assume all risks and responsibility for, and agrees to indemnify, defend, and save harmless, the County, its elected and appointed officials and department heads, and its agents and employees from and against all claims, demands, suits, actions, recoveries, judgments, and costs and expenses including reasonable attorney’s fees for the defense thereof in connection therewith on account of the loss of life property or injury or damage to the person which shall arise from contractor’s operations under this contract, its use of County facilities and/or equipment or from any other breach on the part of the contractor, its employees, agents or any person(s) in or about the County’s facilities with the expressed or implied consent of the County. Contractor shall pay any judgment with cost which may be obtained against Reeves County resulting from contractor’s operations under this contract.

Contractor agrees to indemnify and hold the County harmless from all claims of subcontractors, laborers incurred in the performance of this contract. Contractor shall furnish satisfactory evidence that all obligations of this nature herein above designated have been paid, discharged or waived. If Contractor fails to do so, then the County reserves the right to pay unpaid bills of which County has written notice direct and withhold from Contractor’s unpaid compensations a sum of money reasonably sufficient to liquidate any and all such lawful claims.

B. Pursuant to Texas Local Government Code Section 262.032(b), any successful bidder who is awarded any contract in excess of $50,000 may be required to execute a performance bond to the County. Said bond shall be in the full amount of the contract and must be furnished within 30 days after the date a purchase order is issued or the contract is signed and prior to commencement of the actual work. A performance bond required pursuant to this section shall be noted in the attached detailed bid specifications or scope of work. This section does not apply to a performance bond required by Chapter 2253, Texas Government Code.

26. PROOF OF INSURANCE

Successful proposer agrees to keep in full force and effect, a policy of public liability and property damage insurance issued by a casualty company authorized to do business in the State of Texas, and in standard form approved by the Board of Insurance Commissioners’ of the State of Texas, with coverage provision insuring the public from any loss or damage that may arise to any person or property by reason of services limits of not less than the following sums:

INSURANCE REQUIREMENTS FOR CONSTRUCTION AND OTHER SERVICES PROVIDED

TO REEVES COUNTY

GENERAL LIABILITY:

$1,000,000 – Each Occurrence $1,000,000 – General Aggregate $1,000,000 – Personal & Advertising Injury $1,000,000 – Products/Completed Operations – Aggregate $5,000 – Premises Medical Expense $500,000 – Fire Legal Damage Liability County named as “Additional Insured” Waiver of Subrogation

AUTOMOBILE:

$1,000,000 – Each Occurrence County named as “Additional Insured” Waiver of Subrogation

WORKERS COMPENSATION:

$1,000,000 – Employers Liability – Each Accident $1,000,000 – Employers Liability – Each Employee $1,000,000 – Employers Liability – Disease – Policy Limit Statutory Limits Waiver of Subrogation

CONSTRUCTION PROJECTS additional requirements: Builders Risk Policy for total amount of completed project Bid Bond Performance & Payment Bond PROFESSIONAL SERVICES additional requirements: Limit of $1,000,000 for E&O/Professional Insurance.

CERTIFICATE OF LIABILITY INSURANCE

In the remarks section should include job description or project name and/or number. Current insurance certificates certifying that such policies as specified above are in full force and effect shall be furnished by successful bidder to the County. Insurance is to be placed with insurers having a best rating of no less than A. The Bidder shall furnish the County with certificates of insurance and original endorsements affecting coverage required by these insurance clauses within ten (10) business days of execution of this contract. The certificates and endorsements for each insurance policy are to be signed by a person authorized by the insurer to bind coverage on its behalf. The Bidder shall be required to submit annual renewals for the term of this contract prior to expiration of any policy.

In addition to the remedies stated herein, the County has the right to pursue other remedies permitted by law or in equity. The County agrees to provide Bidder with reasonable and timely notice of any claim, demand, or cause of action made or brought against the County arising out of or related to utilization of the property. Proposer shall have the right to defend any such claim, demand or cause of action at its sole cost and expense and within its sole and exclusive discretion. The County agrees not to compromise or settle any claim or cause of action arising out of or related to the utilization of the property without the prior written consent of the Bidder. In no event shall the County be liable for any damage to or destruction of any property belonging to the Bidder.

Reeves County shall be listed as the additional insured on policy certificates and shall be notified of changes to the policy during the contractual period. The County reserves the right to review the insurance requirements during the effective period of the contract and to require adjustment of insurance coverage and their limits when deemed necessary and prudent by the County based upon changes in statutory law, court decisions, or the claims history of the industry as well as the contractor.

27. WORKERS COMPENSATION

Successful bidder shall carry in full force Workers’ Compensation Insurance Policy (ies), If there is more than one employee, for all employees, including but not limited to full time, part time, and emergency employees employed by the successful bidder.

The Texas Workers’ Compensation Commission has adopted Rule 110.110 effective with all bids after September 1, 1994 and this does affect your bid on this project.

The TWCC has stated that it is aware that statutory requirements for workers’ compensation insurance coverage is not being met, Rule 10.110 is designed to achieve compliance from both contractors and governmental entities. This affects both of us on this project.

Providing false or misleading certificates of coverage, failing to provide or maintain required coverage, or failing to report any change that materially affects the coverage may subject the contractor(s) or other persons providing services on this project to legal penalties. This also affects your subcontractors.

Therefore, the attached pages are provided in accordance with the requirements on governmental entities. Please read carefully and prepare your bid in full compliance to TWCC Rule 110.110. Failure to provide the required certificates upon submission of a bid could result in your bid being declared non-responsive.

According to TWCC, “This rule does not create any duty or burden on anyone which the law does not establish.” Therefore, the County should not experience any increase in cost because of the need to comply with the Texas Workers Compensation laws.

28. RIGHT TO BE PAID PREVAILING WAGE RATES - PREVAILING WAGES CHAPTER 2258

(a) A worker employed on a public work by or on behalf of the state or a political subdivision of the state shall be paid:

(1) not less than the general prevailing rate of per diem wages for work of a similar character in the locality in which the work is performed; and

(2) not less than the general prevailing rate of per diem wages for legal holiday and overtime work.

(b) Subsection (a) does not apply to maintenance work.

(c) A worker is employed on a public work for the purposes of this section if the worker is employed by a contractor or subcontractor in the execution of a contract for the public work with the state, a political subdivision of the state, or any officer or public body of the state or a political subdivision of the state.

29. DAVIS BACON ACT

If a survey of the wages received by classes of workers employed on projects of a character similar to the contract work in the political subdivision of the state in which the public work is to be performed is not completed then the prevailing wage rate as determined by the United States Department of Labor in accordance with the Davis-Bacon Act (40 U.S.C. Section 276a et seq.), and its subsequent amendments shall be used.

30. BOYCOTT OF ISRAEL HOUSE BILL 89

In accordance with Chapter 2270 of the Texas Government Code, a company, other than a sole proprietorship, with ten or more full time employees is required to certify in writing that it does not boycott Israel and will not boycott Israel during the term of the contract, if the contract has a value of $100,000 or more.

31. BUSINESS WITH FOREIGN TERRORISTS SENATE BILL 252

The 85th Texas Legislature (2017) approved Senate Bill 252, that forbids a state agency and a political subdivision (which includes a County) in any Contracts and Investments with Companies doing business with the Sudanese and Iranian governments or any foreign terrorist organization.

This bill became effective September 1, 2017. This is for any goods or services during the term of the contract.

a. The law requires the Comptroller’s office to publish and maintain lists of these entities to assist and guide the County in any of our investment and/or contracting activities.

b. The County will verify and complete this information with our internal form.

32. MANDATORY DISCLOSURES

Texas law requires the following disclosures by vendors:

Conflict of Interest Disclosure Reporting (required of all vendors responding to the Bid/RFP/RFQ)

Chapter 176 of the Texas Local Government Code requires that any vendor or person considering doing business with a local government entity make certain disclosures. In 2015, the Texas Legislature updated the law and the Texas Ethics Commission made corresponding changes to the Conflict of Interest Questionnaire (CIQ Form), in which the vendor must disclose any covered affiliation or business relationship with County personnel that might cause a conflict of interest with a local government entity. A list of County elected officials and employees that will award the bid/proposal and/or make recommendations for award are included in this bid/proposal. By law, a completed questionnaire must be filed with Reeves County, Texas. If no conflict of interest exists, write “N/A” or “None” in Box 3 of the CIQ Form

Disclosure of Interested Parties (only required of vendors who are awarded the Bid/RFP/RFQ)

In 2015, the Texas Legislature added Section 2252.908 to Chapter 2252 of the Texas Government Code. Pursuant to Section 2252.908, for contracts entered into January 1, 2016 and after, the awarded vendor must submit to the County a completed “Certificate of Interested Parties” form, which will be included in the Commissioners Court agenda at the time the contract is approved and sent to the Texas Ethics Commission within 30 days thereafter.

Compliance with this new requirement requires logging into the Texas Ethics Commission website, at: https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm Several instructional videos are available there.

33. NON-COLLUSION AFFIDAVIT

The contractor declares, by signing and submitting a bid/proposal, that the bid/proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the bid/proposal is genuine and not collusive or sham; that the contractor has not directly or indirectly induced or solicited 25 another contractor to put in a false or sham bid/proposal, and has not directly or indirectly colluded, conspired, connived, or agreed with any contractor or anyone else to put in a sham bid/proposal, of that anyone shall refrain from bidding;

that the contractor has not in any manner, directly or indirectly, sought by agreement, communications, or conference with anyone to fix the bid/proposal price of the contractor of any other bidder/proposer, or to fix any overhead, profit or cost element of the bid/proposal price, or of that of any other contractor, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract, that all statements contained in the bid/proposal are true;

and further, that the contractor has not, directly or indirectly, submitted his or her bid/proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any cooperation, partnership, company association, organization, bid/proposal depository, or to any member or agent thereof to effectuate a collusive or sham bid/proposal. Non negotiations, decisions, or cautions shall be initiated by any company as a result of any result of any verbal discussion with any County employee prior to the opening of responses to this Request for Bid/Proposal. No officer or employee of the County, and no other public or elected official, or employee, who may exercise any function or responsibilities in the review or approval of this undertaking, shall have any personal or financial interest, direct or indirect, in any contract or negotiation process thereof. The above compliance request will be part of all County contracts for this service.

34. SOVEREIGN IMMUNITY

The County specifically reserves any claim it may have to sovereign, qualified, or official immunity as a defense to any action arising in conjunction with this contract.

35. MERGERS, ACQUISITIONS

The Bidder/Proposer shall be required to notify the County of any potential for merger or acquisition of which there is knowledge at the time that a bid/proposal is submitted.

If subsequent to the award of any contact resulting from this BID/RFP the Bidder/Proposer shall merge or be acquired by another firm, the following documents must be submitted to the County.

a. Corporate resolutions prepared by the awarded Proposer and the new entity ratifying acceptance of the original contract, terms, conditions and prices;

b. New Bidder’s/Proposer’s Federal Identification Number (FEIN); and https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

c. New Bidder’s/Proposer’s proposed operating plans.

Moreover, Bidder/Proposer is required to provide the County with notice of any anticipated merger or acquisition as soon as Bidder/Proposer has actual knowledge of the anticipated merger or acquisition. The new Bidder’s/Proposer’s proposed plan of operation must be submitted prior to merger to allow time for submission of such plan to the Commissioners’ Court for its approval.

36. DELAYS

The County reserves the right to delay the scheduled commencement date of the contract if it is to the advantage of the County. There shall be no additional costs attributed to these delays should any occur. Bidder/Proposer agrees it will make no claim for damages, for damages for lost revenues, for damages caused by breach of contract with third parties, or any other claim by Bidder/Proposer attributed to these delays, should any occur. In addition, Bidder/Proposer agrees that any contract it enters into with any third party in anticipation of the commencement of the contract will contain a statement that the third party will similarly make no claim for damages based on delay of the scheduled commencement date of the contract.

37. ACCURACY OF DATA

Information and data provided through this BID/RFP are believed to be reasonably accurate.

38. SUBCONTRACTING/ASSIGNMENT

Bidder/Proposer shall not assign, sell, or otherwise transfer its contact in whole or in part without prior written permission of Commissioners’ Court. Such consent, if granted, shall not relieve the Bidder/Proposer of any of its responsibilities under this contract.

39. INDEPENDENT CONTRACTOR

Bidder/Proposer expressly acknowledges that it is an independent contractor. Nothing in this agreement is intended nor shall be construed to create an agency relationship, an employer/employee relationship, a joint venture relationship, or any other relationship allowing County to exercise control or direction over the manner or method by which Bidder/Proposer or its subcontractors perform in providing the requirements stated in the Request for Bid/Proposal.

40. MONITORING PERFORMANCE

The County shall have the unfettered right to monitor and audit the Vendor’s work in every respect. In this regard, the Vendor shall provide its full cooperation and insure the cooperation of its employees, agents, assigns, and subcontractors. Further, the Vendor shall make available for inspection and/or copying when requested, original data, records, and accounts relating to the Bidder’s/Proposer’s work and performance under this contract. In the event any such material is not held by the vendor in its original form, a true copy shall be provided.

Reeves County is an equal opportunity employer.

40. COUNTY RESERVES THE RIGHT TO

a. terminate the submittal process at any time;

b. change the schedule and dates for responses, interviews and other dates; and

c. waive formalities and minor irregularities in the submittals received.

d. The County further reserves the right to cancel or amend…