26-003 Repair Services for Equipment Bid Docs.pdf

BID SOLICITATION DOCUMENTS

FOR

REPAIR SERVICES FOR

COMPRESSORS AND BLOWERS

ELECTRIC MOTORS (25 TO 600 HP)

GEAR BOXES AND MIXER DRIVES

VERTICAL TURBINE PUMPS (10 TO 20-INCH)

Bid No. 26-003

Bid Due Date and Opening Time:

2:00 p.m. on Tuesday, July 28, 2026

TABLE OF CONTENTS

INVITATION TO BID

INSTRUCTIONS TO BIDDERS

ACKNOWLEDGEMENT OF ADDENDA

CERTIFICATE OF INTERESTED PARTIES (Form 1295)

DISCLOSURE OF CONFLICT OF INTEREST

FORM W-9

VENDOR AGREEMENT

SUPPLEMENTAL PROVISIONS

EXHIBIT A REPAIR OF COMPRESSORS AND BLOWERS

SPECIFICATIONS

BID SHEET

EXHIBIT B REPAIR OF ELECTRIC MOTORS (25 TO 600 HP)

SPECIFICATIONS

BID SHEET

EXHIBIT C REPAIR OF GEAR BOXES AND MIXER DRIVES

SPECIFICATIONS

BID SHEET

EXHIBIT D REPAIR OF VERTICAL TURBINE PUMPS (10 TO 20-INCH)

SPECIFICATIONS

BID SHEET

CERTIFICATION AND AUTHORIZATION OF BID

ALL DOCUMENTS LISTED ABOVE, INCLUDED HEREIN, OR SUBSEQUENTLY

REVISED VIA ADDENDA COMPRISE THE “BID SOLICITATION DOCUMENTS”

Repair Services for Equipment, Bid #26-003

INVITATION TO BID

Date: July 13, 2026

Harlingen Waterworks System (HWWS) invites qualified vendors to submit bids for:

ELECTRIC MOTORS (25 TO 600 HP)

Bid No. 26-003

The service contract(s) resulting from this solicitation is intended to be awarded for a one-year term with two (2) one-year extension options.

Detailed specifications and bid forms may downloaded from the “BIDS” link on HWWS’s website at www.hwws.com.

HWWS will receive Sealed Bids addressed to the Purchasing Manager until 2:00 p.m. on Tuesday, July 28, 2026 at 114 North “L” Street Harlingen, Texas 78551. No late bids will be accepted. Bids will be publicly opened and read aloud. All bidders are invited to attend the opening.

HWWS requests that you carefully read the accompanying Instructions to Bidders. Questions concerning this Bid Solicitation Documents may be directed via e-mail to:

Michael Chamberlain Purchasing Manager machamberlian@hwws.com

HWWS reserves the right to refuse and reject any or all bids, waive any or all formalities or technicalities, hold bids for a period of ninety (90) days without taking action, and accept the bid(s) determined to be the best and most advantageous to HWWS.

http://www.hwws.com/

INSTRUCTIONS TO BIDDERS

1. BID SUBMITTAL DEADLINE

a. Competitive sealed bids will be received for:

ELECTRIC MOTORS (25 TO 600 HP)

(hereinafter referred to as “Repair Services”) at the Purchasing Office, until 2:00 p.m. on Tuesday, July 28, 2026. No late bids will be accepted.

b. The anticipated schedule for this bid solicitation is as follows:

Bid Advertisement ................................................................ July 12, and July 19, 2026 Deadline for Submission of Questions ...................................... Tuesday, July 21, 2026 Bid Submittal Deadline ......................................... 2:00 p.m. on Tuesday, July 28, 2026 Target Award Date ................................................................................ August 26, 2026 Bid Expiration ...................................................................................... October 26, 2026

2. BID SOLICITATION DOCUMENTS

Detailed specifications and bid forms may be downloaded from the “BIDS” link on the HWWS website at www.hwws.com, and unless otherwise indicated, all documents posted thereon related to this bid solicitation comprise the “Bid Solicitation Documents”.

3. DESCRIPTION OF SERVICES

The requested Repair Services to be provided under this bid solicitation shall be of the type specified. All specifications shown are minimum. There is no intention to disqualify any bidder who cannot meet the specifications. Bidders are welcome to bid for one or the four repair services requested filling out the documents accordingly.

4. BIDDER’S RESPONSIBILITIES

a. Bids must be submitted on the attached “Bid Sheet(s)”. All the requested information must be filled in clearly and completely to avoid possible disqualification of the bid submitted.

b. Bidders must include with bid, two (2) executed (signed) originals of the Vendor Agreement.

c. Bidders will be required to hold their prices firm for the contract period. Bidders must read the specifications thoroughly and ensure that their bids for Repair Services comply with all requirements.

d. Bidder shall carefully examine all the Bid Solicitation Documents. Should the bidder find discrepancies or omissions therein, or should the Bidder be in doubt as to their meaning, the Bidder shall immediately notify the HWWS Purchasing Manager and obtain clarification by addendum prior to submitting any bid.

e. Bidder shall verify the service requirements prior to submittal of bid and ensure ability to pick up and deliver proposed material or equipment to be serviced in a vehicle compatible with the HWWS’s loading and unloading dock at the Warehouse.

f. Bidder shall pay all royalties and charges which are legal and equitable for or on account of the use of patented appliances, products, or processes. Evidence of such payment or satisfaction shall be submitted upon request of HWWS as a necessary requirement in connection with the final estimate for payment in which such patented appliance, products, or processes are used.

5. BID PREPARATION

a. Use of Forms. All bids must be submitted on the forms provided in, and are subject to all requirements of, the Bid Solicitation Documents.

b. Irregularities. All bids must be regular in every respect with no interlineations. HWWS may consider as irregular any bid on which there is an alteration of or departure from the Bid Sheet and Certification and Authorization of Bid, and at its option, may reject any irregular bid.

c. Corrections. Erasures or other corrections made on the bid prior to submission must be noted accompanied by initials of the authorized bidder’s representative.

d. Bid Sheets. Bid pricing must be submitted on the “Bid Sheet” in each Exhibit for the respective equipment repair service categories for which the bidder is qualified and wishes to bid. Bidders are not required to submit bids for more than one (1) equipment repair service category. All the requested information must be filled in clearly and completely to avoid possible disqualification of the bid submitted.

e. Bid Pricing. Bid prices must include all costs, including shipping, and remain firm for the full term of an awarded contract.

f. Exceptions. Any special conditions or exceptions and variations from the specifications must be clearly stated on a separate sheet, attached to, and made a part of the bid. If there are no exceptions, the successful bidder(s) will be required to provide services, materials, and equipment as specified.

g. Dates of Delivery. The dates of delivery of service, materials, or equipment stated in the bid, as applicable, are an important part of the bid. In many cases, dates of delivery may be the deciding factor in the award of bid.

6. SUBMISSION OF BID

a. Bids must be delivered or mailed to the HWWS Purchasing Office at 114 North “L” Street, Harlingen, TX 78550 in a sealed envelope on or before the bid opening date and time. No late bids will be accepted.

b. Prior to evaluation, each bid will be reviewed to determine whether or not it is complete.

Bids that do not contain the information requested will not be considered.

c. The sealed Bid Envelope must include the following documents:

i. Acknowledgement of Addenda

ii. Ethics Compliance Statement

iii. Certificate of Interested Parties (Form 1295)

iv. Conflict of Interest Questionnaire (Form CIQ)

v. W9 or W8 Tax Identification Form

vi. Two (2) completed and executed originals of the Vendor Agreement for each bid

(except for signatures and dates, all entries must be typed, not handwritten)

vii. Bid Sheet(s) from Exhibits A, B, C, and D relevant to the equipment repair service categories for which the bidder is qualified and wishes to bid

viii. Certification and Authorization of Bid

d. The sealed Bid Envelope must be clearly marked as follows:

SEALED BID – 26-003

REPAIR SERVICES FOR

COMPRESSORS AND BLOWERS

ELECTRIC MOTORS (25 TO 600 HP)

GEAR BOXES AND MIXER DRIVES

VERTICAL TURBINE PUMPS (10 TO 20-INCH)

BID DEADLINE: 2:00 p.m. on Tuesday, July 28, 2026

7. EXCEPTIONS AND CHANGES

a. No bid may be altered or amended after the bid date, although any bid may be withdrawn and resubmitted before that date. Any bids received after the bid date and time specified in the bid packet will be returned unopened.

b. No changes or alterations will be allowed to the Bid Solicitation Documents unless specifically changed by an addendum.

8. RIGHTS RESERVATIONS AND BASIS OF AWARD

a. HWWS reserves the right to hold all bids for a period of ninety (90) days without taking any action. Bidders are required to hold their bids firm for same period of time. If no action is taken within ninety (90) days, all bids and bid deposits will be rejected and returned to the bidders.

b. HWWS reserves the right to reject any or all bids, to waive defects and formalities in such bids, and to award contract(s) to the bidder(s) which it considers to have submitted the best and most advantageous bid(s).

c. A contract may be awarded to the bidder who provides goods or services at the best value to HWWS. In determining the best value, HWWS may consider:

(1) Conformity to specifications.

(2) Pricing, including payment discount terms.

(3) Reputation of the bidder and of the bidder’s goods or services.

(4) Quality of the bidder’s goods or services.

(5) Extent to which the goods or services meet HWWS’s needs.

(6) Bidder’s past relationship with HWWS.

(7) Total long-term cost to HWWS to acquire the bidder’s goods or services.

(8) Any relevant criteria specifically listed in this request for bid.

(9) Availability of product or service.

(10) Delivery terms.

(11) Payment terms.

(12) Vendor’s safety record.

d. HWWS reserves the right to waive or make exception to any part of the bid specifications when in the best interest of HWWS.

e. All items in multiple-item bids will be evaluated and may be awarded individually or in any combination thereof.

f. Bids will be evaluated in light of the information presented in the bid and not on the basis of what is inferred.

9. MINIMUM REQUIREMENTS

The requirements specified herein define the minimum standard acceptable to HWWS. Any bid that does not meet the minimum requirements specified is subject to rejection.

10. SUBSTITUTIONS

Unless substitutions are expressly prohibited, reference to a specific manufacturer or model shall be understood as an indication of type and quality desired, and “or equal” substitutions of equivalent nature and quality will be considered. HWWS reserves the right to judge the quality of any substitution. If bidding an item other than the named make and model, bid must show manufacturer, brand, model, and any other uniquely defining characteristics of item being bid.

11. INTERPRETATIONS AND CLARIFICATIONS BY ADDENDA ONLY

No oral interpretations or clarifications will be made to any bidder. Each request for an interpretation or clarification shall be made in writing no less than seventy-two (72) hours prior to the bid opening. Each interpretation or clarification made will be in the form of an Addendum and will be distributed via email only to the registered bid portal users who downloaded the Bid Solicitation Documents. It is, however, the bidder’s responsibility make inquiry as to any addenda issued. All such addenda shall become part of the Bid Solicitation Documents and all bidders shall be bound by such addenda, whether or not received by the bidders.

12. BID PRICING

Bidders must ensure that all calculations are correct. Calculation errors may be cause for rejection of a bid. Bid prices shall be F.O.B. (Free on Board) at the designated HWWS location. Estimated quantity bids shall be made on the basis of unit price, extended and totaled.

The equipment stated on the Bid Sheet(s) are based upon existing equipment and is for reference only and does not bind HWWS to a specific piece of equipment being serviced. In the event of discrepancies in extension, unit prices will govern. Bids subject to price increase will not be considered except for Force Majeure circumstances. HWWS will honor only the unit prices stated on the Bid Sheets. Therefore, unit prices should incorporate any and all costs at time of submittal.

13. TAXES

HWWS is exempt from Federal Excise Tax, State Tax, and Local Taxes. Do not include tax in the bid. If it is determined that tax was included in the bid it will not be included in the tabulation of any awards. Tax exemption certificates will be furnished upon request.

14. TAX IDENTIFICATION NUMBER (TIN)

In accordance with IRA Publication 1220, a W-9 Form, or a W-8BEN Form in cases of a foreign vendor, will be required of all vendors doing business with HWWS. If a W9 or W8 form is not made available to HWWS, the first payment will be subject to income tax withholding at a rate of 28% or 30% depending on the U.S. status and the source of income as per IRS Publication 1220. The bidders’ W9 or W8 form must be included with their bids.

Sample forms are provided herein.

15. LOCAL SERVICE CENTER REQUIREMENT

Bidders must demonstrate ability to perform the required services locally. Throughout the Bid Solicitation Documents, the terms “local” or “locally” means the service center responsible for performance of Repair Services is located within a 60-mile radius of Harlingen Texas. The geographical location(s) of bidder’s facilities will be given due consideration in the evaluation of bids and award of contract.

16. TIME FOR RECEIVING BIDS

Bids received prior to the advertised hour of opening shall be securely sealed. The HWWS representative appointed to open the bids shall decide when the specified time has arrived and no bid received thereafter will be considered.

17. OPENING OF BIDS

HWWS shall, at the time and place established for the opening of bids, open each bid and publicly read it aloud, irrespective of any irregularities therein. Bidders and other interested individuals may be present.

18. WITHDRAWAL OF BIDS

Bids may be withdrawn by written request dispatched for delivery in the normal course of business prior to the bid opening.

ACKNOWLEDGEMENT OF ADDENDA

REPAIR SERVICES

No. 26-003

Any interpretation, correction, or change to the Bid Solicitation documents will be made only by addenda. Addenda will be distributed via email only to the registered bid portal users who downloaded the Bid Solicitation Documents. However, it is the bidder’s responsibility to check the bid portal under the “BIDS” link on the HWWS website, at www.hwws.com, to ascertain if any addenda have been issued.

Bidder acknowledges receipt of the following addendum or addenda:

No. 1 ________ No. 2 _________ No. 3 ________ No. 4 ________ No. 5 ________

By: _________________________________________________________ Signature of Duly Authorized Representative

Printed Name: ________________________________________________

Title: _______________________________________________________

Company Name: ______________________________________________

Date: _______________________________________________________

ETHICS COMPLIANCE STATEMENT

The undersigned bidder, by signing and executing this bid, certifies and represents to HWWS that bidder has not offered, conferred or agreed to confer any pecuniary benefit, as defined by (1.07 (a)

(6) of the Texas Penal Code, or any other thing of value as consideration for the receipt of information or any special treatment or advantage relating to this bid. The bidder certifies and represents that the bidder has not offered, conferred or agreed to confer any pecuniary benefit or other thing of value as consideration for the recipient’s decision, opinion, recommendation, vote or other exercise of discretion concerning this bid, the bidder certifies and represents that bidder has neither coerced nor attempted to influence the exercise of discretion by any officer, trustee, agent or employee of HWWS concerning this bid on the basis of any consideration not authorized by law. The bidder also certifies and represents that bidder has not received any information not available to other bidders so as to give the undersigned a preferential advantage with respect to this bid. The bidder further certifies and represents that bidder has not violated any state, federal, or local law, regulation or ordinance relating to bribery, improper influence, collusion or the like, and that bidder will not in the future offer, confer, or agree to confer any pecuniary benefit or other thing of value of any officer, trustee, agent or employee of HWWS in return for the person having exercised their official discretion, power or duty with respect to this bid. The bidder certifies and represents that it has not now and will not in the future offer, confer, or agree to confer a pecuniary benefit or other thing of value to any officer, trustee, agent, or employee of HWWS in connection with information regarding this bid, the submission of this bid, the award of this bid or the performance, delivery or sale pursuant to this bid.

FIRM’S REPRESENTATIVE: ________________________________________________________

(Signature)

TYPE/PRINT NAME: ________________________________________________________

TITLE: ________________________________________________________

COMPANY NAME: ________________________________________________________

MAILING ADDRESS: ________________________________________________________

CITY, STATE, & ZIP CODE: ________________________________________________________

TELEPHONE: ________________________________________________________

EMAIL: ________________________________________________________

FEDERAL ID# AND/OR S/S#: ________________________________________________________

DATE: ________________________________________________________

CERTIFICATE OF INTERESTED PARTIES (Form 1295)

Texas Government Code §2252.908 (H.B. 1295) prohibits a Texas governmental entity from entering into a contract that either (1) requires an action or vote by the governing body of the entity, or (2) has a value of at least $1 million, unless the business entity with which the governmental entity is contracting submits a disclosure of interested parties at the time the business entity submits the signed contract to the governmental entity.

The selected Bidder with which HWWS intends to contract under this bid solicitation is anticipated to fall under the filing requirements of §2252.908. The Texas Ethics Commission (“Commission”) has adopted a certificate of interested parties form (Form 1295) and rules requiring the business entity to complete Form 1295 electronically and submit an executed copy to the governmental entity. Respondents are advised that HWWS will require the bidder to complete Form 1295 and submit it to the Purchasing Manager with Bid Submission. Bidders should complete and include Form 1295 with their bid response.

Information and instructions regarding the filing requirements are available on the Commission’s website at the following links:

https://www.ethics.state.tx.us/tec/1295-Info.htm https://www.ethics.state.tx.us/whatsnew/FAQ_Form1295.html https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

The filing process requires filers to:

• Register and create an account on the Commission’s website.

• Click the password setup link in the email from the Commission and create password.

• Enter email address, password, and user type (Business Entity) to log in to the filing application section to enter the required information on Form 1295.

• In Section 3 enter the Contract Identification Number and Project Name. The HWWS Bid Number is to be used as the contract identification number.

• Print a copy of the completed form which includes a unique certification of filing number assigned by the application.

• An authorized agent of the respondent must sign the form. The completed, executed Form 1295 with the certification of filing must be submitted before the Board of Trustees meets to consider approval of a contract.

HWWS must notify the commission, using the commission’s filing application, of the receipt of the filed Form 1295 with the certification of filing not later than the 30th day after the date the contract binds all parties to the contract. The Commission will post the completed Form 1295 to its website within seven business days after receiving notice from HWWS.

DISCLOSURE OF CONFLICT OF INTEREST

In accordance with Chapter 176 of the Texas Local Government Code, Respondent shall submit a Conflict of Interest Questionnaire as detailed below:

1. The CONFLICT OF INTEREST QUESTIONNAIRE (FORM CIQ) is required to be filed within 7 business days of:

i. Beginning contract discussions or negotiations with HWWS; or

ii. Responding to a Request for Proposal, Invitation to Bid, or a correspondence or other writing related to a potential agreement with HWWS.

2. A person required to disclose a conflict of interest must file an updated questionnaire not later than September 1st of each year that a contractual relationship or negotiation is pending with HWWS.

The CONFLICT OF INTEREST QUESTIONNAIRE (FORM CIQ) is to be completed and submitted to the attention of the Purchasing Manager at PO Box 1950, Harlingen, Texas 78551 (if by USPS), or 114 North “L” Street Harlingen, Texas 78551 (if by courier).

COMPLETION AND SUBMISSION OF FORM CIQ IS THE SOLE RESPONSIBILITY OF

THE PROSPECTIVE BIDDER.

Revised 8/14/2024

CONFLICT OF INTEREST QUESTIONNAIRE

For vendor doing business with local governmental entity

FORM CIQ

This questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session.

This questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor who has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the vendor meets requirements under Section 176.006(a).

By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the vendor becomes aware of facts that require the statement to be filed. See Section 176.006(a-1), Local Government Code.

A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code. An

OFFICE USE ONLY

Date Received

1 Name of vendor who has a business relationship with local governmental entity.

Check this box if you are filing an update to a previously filed questionnaire. (The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which you became aware that the originally filed questionnaire was incomplete or inaccurate.)

3 Name of local government officer about whom the information is being disclosed.

Name of Officer 4 Describe each employment or other business relationship with the local government officer, or a family member of the officer, as described by Section 176.003(a)(2)(A). Also describe any family relationship with the local government officer.

Complete subparts A and B for each employment or business relationship described. Attach additional pages to this Form CIQ as necessary.

A. Is the local government officer or a family member of the officer receiving or likely to receive taxable income, other than investment income, from the vendor?

Yes No

B. Is the vendor receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer or a family member of the officer AND the taxable income is not received from the local governmental entity?

Yes No

5 Describe each employment or business relationship that the vendor named in Section 1 maintains with a corporation or other business entity with respect to which the local government officer serves as an officer or director or holds an ownership interest of one percent or more.

Check this box if the vendor has given the local government officer or a family member of the officer one or more gifts as described in Section 176.003(a)(2)(B), excluding gifts described in Section 176.003(a-1).

Name of signatory Signature

Date Form provided by Texas Ethics Commission www.ethics.state.tx.us http://www.ethics.state.tx.us/

FORM W-9

VENDOR AGREEMENT

ELECTRIC MOTORS (25 TO 600 HP)

CONTRACT NO. 26-003

THIS AGREEMENT by and between the City of Harlingen Waterworks System, hereinafter referred to as “HWWS”, and , hereinafter referred to as “Vendor”, evidences the following:

1.00 PARTIES − The parties to this Agreement are:

(a) HARLINGEN WATERWORKS SYSTEM

Physical Address: Mailing Address:

121 E. Harrison P.O. Box 1950 Harlingen, Texas 78550 Harlingen, Texas 78551-1950 Phone: (956) 430-6100

Authorized Representative: Roel “Roy” Rodriguez, P.E Title: Interim General Manager Phone: (956) 430-6155

(b) VENDOR: _______________________________________________________

Address: _______________________________________________________

Authorized Representative: ________________________________________ Title: ________________________________________ Phone Number: ________________________________________ Email: ________________________________________

The Vendor’s complete name and a street address are required (above). Vendor may designate a post office box address for mailing purposes only.

1.01 Vendor, including its employees and suppliers, will at all times remain independent contractors and will not be considered representatives or agents of HWWS. The method and manner of performance of Vendor’s undertaking under this Agreement will be under the exclusive control of Vendor.

2.00 SCOPE OF SERVICE − Vendor agrees to provide all services, materials, and equipment in conformance with the:

(a) Special Provisions;

(b) Specifications attached hereto;

(c) Vendor’s Bid Sheet; and

(d) Instructions to Bidders.

2.01 At HWWS’s request, Vendor shall provide:

(a) Factual information as to the financial stability of Vendor;

(b) A list of other municipalities being served by Vendor; and

(c) As applicable, laboratory test reports from an accredited laboratory showing the quality of the materials or work provided under this Agreement.

3.00 TERM

(a) This Agreement shall commence on October 1, 2026 and expire on September 30, 2027.

(b) The term of the Agreement may be extended for additional one-year periods by agreement of both parties for up to TWO (2) years beyond the initial term.

4.00 PAYMENT TO VENDOR

(a) Contract Sum − Vendor will be paid the for Repair Services based on unit prices as established on the Bid Sheet for the Vendor’s performance of this Agreement subject to additions and deductions agreed by HWWS and Vendor. As applicable, payments will be made monthly based on the quantity of service, materials or equipment invoiced by Vendor. The equipment stated in the Bid Sheet is based upon existing equipment and is for reference only and does not bind HWWS to a specific piece of equipment being serviced.

(b) Request for Payment − Vendor will submit an invoice to HWWS for services, materials and equipment provided. Submission of an invoice by Vendor is a representation that the service, materials or equipment invoiced have been delivered in accordance with the terms of this Agreement and meet all specifications and requirements.

(c) Payment by HWWS does not imply that the serviced, materials, and equipment invoiced meet applicable specifications or that the quantity of materials, equipment or services invoiced has been received by HWWS. HWWS reserves the right to test the materials or equipment received for conformance with the contract documents, and to bill Vendor for tests demonstrating non-conformance with the contract documents.

5.00 INSURANCE REQUIREMENTS − Vendor is responsible for procuring and maintaining insurance coverage for the following claims:

(a) Claims for workers’ compensation, which will be in the amount required by the laws of the State of Texas;

(b) Claims by Vendor's employees for bodily injury, sickness, disease, or death;

(c) Claims by any person other than Vendor's employees for bodily injury, sickness, disease, or death;

(d) Claims for personal injury sustained by any person as a direct or indirect result of

Vendor's employment of the person or sustained by any other person;

(e) Claims for damage to property (other than the work) because of injury to or destruction of tangible property, including loss of use;

(f) Claims for damages for personal injury, death, or property damage resulting from

Vendor's use and/or maintenance of any motor vehicle; and

(g) Claims for contractual liability arising from Vendor's obligations under this

Agreement.

5.01 Vendor will, at its expense, purchase and maintain insurance on all of its operations including the following:

(a) Comprehensive General Liability:

$1,000,000 each occurrence, $1,000,000 aggregate coverage $1,000,000 for products and completed operations

(b) Commercial Automobile Liability:

$500,000 each occurrence, $500,000 aggregate coverage

(c) Excess/Umbrella Liability:

$1,000,000 each occurrence

5.02 All insurance coverage will be occurrence coverage and will be with an insurance carrier rated A-1 or better in the most current edition of A.M. Best's ratings guides.

5.03 Certificates of Insurance

(a) Vendor will provide HWWS with Certificates of Insurance before commencing work on the Project or delivering materials or equipment, as applicable.

(b) The Certificates will provide that no coverage will be canceled, renewal refused, or materially changed for the duration of this Agreement unless at least thirty days prior written notice is given to HWWS.

5.04 Vendor will be responsible for any delay caused by failure to provide the required insurance and will not be entitled to any extensions of time for any such delay.

5.05 Waiver of Subrogation − HWWS and Vendor waive all rights against each other for damages caused by perils to the extent such perils are covered by insurance, except such rights as they may have to the insurance proceeds.

5.06 Waiver of Subrogation Endorsement − Vendor will require the insurance policies provided pursuant to this agreement to contain a provision waiving subrogation, whether in the policy or by endorsement.

6.00 WARRANTIES

(a) Vendor warrants that all service, materials, and equipment provided will be performed and/or delivered in a good and workmanlike manner in compliance with all applicable statutes, regulations, industry standards, and applicable codes.

(b) With regard to services, materials, and equipment provided, Vendor warrants that:

(1) All services, materials, and equipment procured from others will be paid for in accordance with the terms for the purchase of services, materials or equipment from the provider and that the materials or equipment will be free of the rightful claim of any provider or other third person;

(2) All materials and equipment provided or serviced will meet or exceed the requirements of this Agreement including all applicable statutes, regulations, industry standards, and applicable codes;

(3) All materials and equipment provided or serviced will be merchantable with respect to goods of that kind as defined by § 2.314, Texas Business & Commerce Code; and

(4) All material and equipment provided or serviced will be suitable and fit for their intended purpose in compliance with § 2.315, Texas Business & Commerce Code.

(c) Vendor hereby assigns to HWWS any warranty for any materials and equipment provided or serviced by the manufacturer and/or provider of such materials or equipment, which assignment is in addition to Vendor's warranties set forth herein.

(d) Vendor will provide to HWWS the name and address of each manufacturer and provider of materials or equipment specifying which materials or equipment have been manufactured or provided by the person or entity named.

(e) Vendor warrants its work and the materials and equipment provided or serviced for a period of twelve (12) months from the date of delivery.

6.01 Warranty Performance Standards

(a) Vendor recognizes that: (1) HWWS is a public utility that operates its facilities 24 hours every day; (2) the potable water and sewage treatment services it provides are critical to public health; (3) a delay in providing those services can have serious consequences; and (4) HWWS is regulated by the Texas Commission on Environmental Quality and is subject to fines and penalties for failure to comply with applicable statutes and regulations.

(b) Vendor will be available to perform non-emergency repair service no more than

24 hours after notice by HWWS of a request for repair service.

(c) Repair service will be performed expeditiously and the equipment made ready for return to service at HWWS facilities within a reasonable time. Vendor will provide to HWWS an estimate of the time required for the service to be performed and will keep HWWS reasonably informed of the status of the service repair. Vendor will provide an estimate of the cost of the service to be performed and will not incur any expense until expressly authorized by HWWS.

(d) All parts required for repair service will be new and the same or better quality of the original parts in the equipment serviced.

7.00 EEOC GUIDELINES − During the performance of this the Vendor Agreement, the vendor agrees not to discriminate against any employee or applicant for employment because of race, national origin, age, religion, gender, marital or veteran status, or disability for which accommodation can reasonably be made.

8.00 TERMINATION OR SUSPENSION − HWWS may terminate or suspend this

Agreement for the following reasons:

(a) Non-compliant Performance. When, in the sole opinion of HWWS, the services, materials, or equipment provided do not conform to the requirements herein or the Vendor is materially non-compliant with any other terms of this Agreement, HWWS shall have the right to terminate this Agreement by giving written notice to Vendor and specifying the date thereof. In lieu of termination of this Agreement for non-compliant performance, HWWS may, in its sole discretion, elect to order suspension of delivery of materials or equipment until deficiencies in the materials or equipment are corrected. If HWWS, in its sole discretion, determines that deficiencies are not being corrected, HWWS may terminate this Agreement.

(b) Misrepresentations. If material misrepresentations are discovered in the bid documents submitted by the Vendor, HWWS may terminate this agreement by giving written notice to Vendor.

(c) Non-Appropriation. This Agreement may be terminated by either party if funds sufficient for payment of Vendor’s goods and services cease to be appropriated by

HWWS.

(d) Convenience. HWWS may terminate this Agreement at any time for any reason upon written notice to the Vendor.

A decision by HWWS to terminate the Agreement is not subject to the dispute resolution process set forth in the Section herein titled Resolution of Disputes.

9.00 RESOLUTION OF DISPUTES

(a) In the event a dispute arises, except a decision by HWWS to terminate the Agree-ment, delivery of materials or equipment will continue to the extent possible.

(b) In the event of a dispute that cannot be resolved between the parties, the parties agree to select a mediator to assist in resolving the dispute. Each party to the mediation will pay an equal share of the cost of the mediation.

(c) In the event the dispute cannot be resolved by mediation, the parties may agree to a binding or nonbinding arbitration or may choose to litigate the dispute. Each party to an arbitration proceeding will pay an equal share of the cost.

10.00 INDEMNIFICATION

(a) VENDOR AGREES TO INDEMNIFY, DEFEND, AND HOLD HARMLESS

HWWS, THE CITY OF HARLINGEN, THEIR TRUSTEES, COMMISSIONERS,

OFFICERS, EMPLOYEES, AFFILIATES, SUBSIDIARIES, AGENTS, AND

REPRESENTATIVES FROM AND AGAINST ANY AND ALL CLAIMS,

LIABILITIES, LOSSES, DAMAGES, COSTS, AND EXPENSES (INCLUDING

BUT NOT LIMITED TO REASONABLE ATTORNEY’S FEES) ARISING OUT

OF, RESULTING FROM, OR OCCURRING IN CONNECTION WITH THE

SERVICES TO BE PERFORMED, EQUIPMENT TO BE PROVIDED, OR

EQUIPMENT OR MATERIALS TO BE DELIVERED THAT ARE:

(1) ATTRIBUTABLE TO ANY BODILY OR PERSONAL INJURY, SICK-

NESS, DISEASE, OR DEATH OF ANY PERSON;

(2) ATTRIBUTABLE TO ANY DAMAGE OR INJURY TO OR DESTRUC-

TION OF REAL OR PERSONAL PROPERTY INCLUDING THE LOSS

OF USE THEREOF; AND

(3) CAUSED IN WHOLE OR IN PART BY ANY NEGLIGENCE, STRICT

LIABILITY, OR OTHER ACT OR OMISSION OF:

(i) VENDOR AND VENDOR’S SUPPLIERS, SUBCONTRAC-

TORS, OR THEIR RESPECTIVE AGENTS, REPRESENTA-

TIVES, EMPLOYEES AND/OR

(ii) HWWS AND/OR THE CITY OF HARLINGEN AND THEIR

TRUSTEES, COMMISSIONERS, OFFICERS, EMPLOYEES,

AFFILIATES, SUBSIDIARIES, AGENTS, AND REPRESENTA-

TIVES OR ANY OTHER PARTY FOR WHOM THEY MAY BE

LIABLE REGARDLESS OF WHETHER SUCH LIABILITY IS

CAUSED IN WHOLE OR PART BY THE NEGLIGENCE,

STRICT LIABILITY, OR OTHER ACT OR OMISSION OF THE

PARTIES SO INDEMNIFIED.

(b) THIS INDEMNIFICATION OBLIGATION SHALL NOT BE LIMITED IN WAY

BY LIMITATION ON THE AMOUNT OR TYPE OF DAMAGES,

COMPENSATION, OR BENEFITS PAYABLE UNDER ANY WORKERS'

COMPENSATION ACT, LIABILITY BENEFIT ACTS, OR OTHER

EMPLOYEE BENEFIT ACTS

11.00 NOTICES

(a) Any notice required by this agreement will be given at the address shown above in

Section 1.00.

(b) Notices sent by mail or courier will be deemed delivered when received.

(c) Notices sent by email will be deemed delivered when received except that such notices sent after 5:00 p.m. at the location of the recipient will be deemed delivered the following business day.

12.00 GENERAL PROVISIONS

(a) Construction and Place of Performance − This Agreement will be construed under and in accord with the laws of the State of Texas, and all obligations of the Parties created hereunder are performable in Cameron County, Texas.

(b) Execution of Other Instruments − The Parties hereto agree that they will execute such other and further instruments and documents as are or may become necessary or convenient to effectuate this Agreement.

(c) Paragraph Headings − Paragraph headings used in this Agreement are for convenience only and are not to be considered in construing its terms.

(d) Parties and Successors Bound − This Agreement will be binding upon and inure to the benefit of the Parties hereto and their respective heirs, executors, administrators, legal representatives, successors, and assigns, as may be applicable.

(e) Entire Agreement – This Agreement, together with the Bid Solicitation Documents as amended and the bid documents submitted by the Vendor including, without limitation, the Bid Sheet, all of which are incorporated herein by reference for all purposes, constitutes the entire agreement between HWWS and Vendor as of the date of its execution and supersedes all prior communications, representations, and agreements, either written or oral. Should any conflict arise between the terms of this document and the Bid Solicitation Documents, this document shall be controlling.

(f) Modification − This Agreement may be modified only in writing subscribed by the

Parties hereto.

DULY EXECUTED and delivered by the parties to this Agreement, effective on the date last counter signed.

(Vendor Company Name)

By:

Name:

Title:

Date:

CITY OF HARLINGEN WATERWORKS SYSTEM

By:

Name: Roel “Roy” Rodriguez, P.E.

Title: Interim General Manager

Date:

SUPPLEMENTAL PROVISIONS

CONTRACT NO. 26-003

The following provisions supplement the Vendor Agreement and are incorporated therein for all purposes:

1. VENDOR PERFORMANCE

HWWS will require the successful bidder to meet all specifications. In the event a bidder with whom HWWS contracts is unable to meet all specified obligations of the Contract, HWWS may award contract to other bidders whose bid is considered to be the next best and most advantageous to HWWS. Service vendors must also provide proper training as applicable for new equipment, acceptable to HWWS, in the operation of equipment.

2. VENDOR RESPONSIBILITY

Vendor will be required to assume total responsibility for all services bid and shall be considered the prime contractor and the sole point of contact with regard to all contractual matters. Vendor shall also be responsible for compliance with all applicable codes and statutes.

All engineering, design, installation and construction work shall be performed by contractors licensed in the State of Texas.

3. ORDERING, PERFORMANCE, SHIPPING, HANDLING AND DELIVERY

a. Repair Services will be ordered on an as-needed basis and invoiced accordingly. The contracted vendor will be required to provide HWWS with a Scope of Work before any service work is performed. The Scope of Work shall include a schedule of service and a good-faith delivery estimate.

b. A Purchase Order Number must accompany all orders at time of order. The contracted vendor shall agree to make deliveries only upon receipt of duly signed and approved Purchase Orders issued by HWWS. Deliveries without such Purchase Order Numbers shall be at vendor’s risk and be subject to cancellation, at HWWS’s option, of any contract implied or expressed herein.

c. It is emphasized that HWWS does not guarantee it will order any specific quantity of services, materials, equipment, or items listed during the period of the contract; rather, the quantities may vary depending upon actual needs.

d. Service vendors shall agree to ensure that its carrier has all appropriate equipment such as tools, hoses, valves and suitable hydraulic or electrical devices capable of ensuring a timely loading and unloading without any dependence on HWWS for assistance.

e. If a delay in service or delivery can be foreseen prior to receipt of an order, the vendor shall give advance notice to HWWS. Failure to perform or to meet stated delivery schedule (without acceptable reasons), or failure to meet specifications, shall constitute a default for which the contract may be terminated or to release HWWS to procure Repair Services elsewhere and charge the increase in cost and handling to defaulting bidder.

f. The only acceptable reasons for delayed delivery include: Acts of God, (floods, tornadoes, hurricanes, etc.), acts of government, fire, strikes, and war (actions beyond the control of the Vendor).

g. All deliveries shall be coordinated by the vendor to the locations designated by the ordering HWWS personnel at time of order.

h. Pick up and Deliveries will only be accepted Monday through Friday, between the hours of 8:00 a.m. to 3:00 p.m.

i. All delivery tickets must be signed by the receiving HWWS employee and have a description of the equipment delivered.

4. INVOICING

All invoices must be submitted itemized by service performed and items delivered including descriptions and any applicable discounts. In addition, invoices must show the Location Address where service was performed or to which the material or equipment was delivered, and must include the HWWS Purchase Order Number.

EXHIBIT A

REPAIR OF COMPRESSORS AND BLOWERS

SPECIFICATIONS

BID NO. 26-003

I. GENERAL

a. The following specifications define the requirements for REPAIR OF COMPRES- SORS AND BLOWERS, hereinafter referred to as “equipment”.

b. Vendor must have a minimum of ten (10) years of experience in the performance of repair of equipment of similar nature.

c. HWWS will provide loading/unloading of equipment at HWWS facilities and Vendor will provide for unloading/loading of equipment at Vendor’s shop.

d. If Vendor’s repair shop is located within a 50-mile radius of Harlingen, TX, HWWS will provide round-trip transportation of equipment to Vendor’s shop. If Vendor’s shop is located further than a 50-mile radius from Harlingen, Vendor will provide round-trip transportation.

e. Vendor will repair equipment utilizing OEM replacement parts.

f. Vendor will oversee installation of repaired equipment and test equipment before put into continuous use.

g. The Vendor is required to provide HWWS with a Scope of Work and estimate before any work is performed. The Scope of Work shall include a schedule of service and a good-faith estimate of repair time.

h. If repaired equipment does not operate properly upon re-installation within the repair warranty period, Vendor shall uninstall, provide loading/unloading at HWWS facility and Vendor’s shop, and provide round-trip transportation of equipment.

i. Immediately after inspection, Vendor shall advise HWWS if equipment repairs are not cost effective.

j. Time is of the Essence. Operable equipment is critical to the mission of HWWS.

Inoperable equipment strains remaining equipment, increases vulnerability to process shut downs, and can impair efficiency and HWWS’s ability to meet the needs of its customers. Vendor shall provide quotation of the time and cost of repair within 48 hours of receipt of inoperable equipment. Once a purchase order has been issued, Vendor shall work with diligence to ensure repairs are made as quickly as feasibly possible.

BID SHEET

REPAIR OF COMPRESSORS AND BLOWERS

All bids must be in strict accordance with all terms, conditions and specifications in the Bid Solicitation Documents. For a bid to be accepted, Bidder must thoroughly complete all blanks in this section. (Please type or write legibly in ink).

Bidder agrees to provide REPAIR SERVICES listed below meeting the stated minimum requirements as set forth in the Bid Solicitation Documents, for the bid prices submitted below, inclusive of all costs.

ITEM

NO. DESCRIPTION UNIT

PRICE

REPAIR OF COMPRESSORS AND BLOWERS

Manufacturers include but are not limited to Quincey Compressors and Spencer Blowers.

$ /hr

Straight Time Rate $ /hr

Overtime Rate $ /hr

Parts (+/- Cost) %

Service for REPAIR OF COMPRESSORS AND BLOWERS will be applicable on an “as needed” basis for the following location(s):

• Downtown Water Treatment Plant, 412 N. 3rd Street, Harlingen, Texas

• M.F. Runnion Water Treatment Plant, 2525 Dixieland Road, Harlingen, Texas

• Wastewater Treatment Plant No. 2, 4736 E. Harrison Ave., Harlingen, Texas

Pick up or Deliveries shall be made Monday through Friday, between the hours of 8:00 a.m. to 3:00 p.m., unless otherwise requested.

Submitted this day of _______________________________ 2026.

Company Name:

Representative’s Signature:

Phone Number:

E-Mail Address:

EXHIBIT B

REPAIR OF ELECTRIC MOTORS (25 TO 600 HP)

a. The following specifications define the requirements for REPAIR OF ELECTRIC

MOTORS (25 TO 600 HP), hereinafter referred to as “equipment”.

b. Vendor must have a minimum of ten (10) years of experience in the performance of repair of equipment of similar nature.

c. HWWS will provide loading/unloading of equipment at HWWS facilities and Vendor will provide for unloading/loading of equipment at Vendor’s shop.

d. If Vendor’s repair shop is located within a 50-mile radius of Harlingen, TX, HWWS will provide round-trip transportation of equipment to Vendor’s shop. If Vendor’s shop is continuous use.

g. The Vendor is required to provide HWWS with a Scope of Work and estimate before

h. Immediately after inspection, Vendor shall advise HWWS if equipment repairs are not

i. Time is of the Essence. Operable equipment is critical to the mission of HWWS.

Inoperable equipment strains remaining equipment, increases vulnerability to process shut downs, and can impair efficiency and HWWS’s ability to meet the needs of its customers. Vendor shall provide quotation of the time and cost of repair within 48 hours

II. TECHNICAL

At a minimum, Vendor shall:

a. Perform a vibration test onsite.

b. Uninstall and pick up rotating equipment if Electric Motor is not operating properly after repairs.

c. Check alignment run out.

d. Provide equipment roundtrip transportation of Electric Motor between HWWS facilities and repair shop if repaired Electric Motor is not operating properly after initial repairs are made.

e. Replace bearings.

f. Replace sleeves.

g. Replace brush assembly.

h. Replace seals.

i. Replace all gaskets if applicable.

j. Replace bushings.

k. Replace or build-up and re-machine and balance shaft.

l. Clean up, sand blast, and re-coat Electric Motor housing.

m. Restore/Replace Electric Motor housing to match manufacturer’s specifications if applicable.

n. Balance motor.

o. Precision alignment.

p. Rewind if necessary

q. Repair or replace commutator

r. Repair or replace armature

REPAIR OF ELECTRIC MOTORS (25 to 600 HP)

Solicitation Documents. For a bid to be accepted, Bidder must thoroughly complete all blanks in this section. (Please type or write legibly in ink).

Bidder agrees to provide REPAIR SERVICES listed below meeting the stated minimum

PRICE

REPAIR OF ELECTRIC MOTORS (25 to 600 HP) Manufacturers include but are not limited to U.S. Motors, GE Motors, Westinghouse and Morse.

$ /hr

Straight Time Rate $ /hr

Service for REPAIR OF ELECTRIC MOTORS (25 to 600 HP) will be applicable on an “as

Submitted this day of _______________________________ 2026.

Company Name:

Representative’s Signature:

EXHIBIT C

REPAIR OF GEAR BOXES AND MIXER DRIVES

a. The following specifications define the requirements for REPAIR OF GEAR BOXES AND MIXER DRIVES, hereinafter referred to as “equipment”.

b. Vendor must have a minimum of ten (10) years of experience in the performance of repair of equipment of similar nature.

c. HWWS will provide loading/unloading of equipment at HWWS facilities and Vendor will provide for unloading/loading of equipment at Vendor’s shop.

d. If Vendor’s repair shop is located within a 50-mile radius of Harlingen, TX, HWWS will provide round-trip transportation of equipment to Vendor’s shop. If Vendor’s shop is continuous use.

g. The Vendor is required to provide HWWS with a Scope of Work and estimate before

i. Time is of the Essence. Operable equipment is critical to the mission of HWWS.

Inoperable equipment strains remaining equipment, increases vulnerability to process shut downs, and can impair efficiency and HWWS’s ability to meet the needs of its customers. Vendor shall provide quotation of the time and cost of repair within 48 hours

b. Uninstall and pick up rotating equipment if gear box/mixer drive is not operating properly after repairs.

c. Check alignment run out.

d. Provide equipment roundtrip transportation of gear box/mixer drive between HWWS facilities and repair shop if repaired gear box/mixer drive is not operating properly after initial repairs are made.

e. Replace bearings.

f. Replace sleeves.

g. Replace bushings.

h. Replace mechanical seals and/ or packing.

i. Replace…