7-1. Notice to Bidders BVB 417-26 YM Utility Billing Door Tag Placement Services.pdf

CITY OF AMARILLO

PROJECT SPECIFICATIONS

CONTRACT AND BIDDING DOCUMENTS FOR

BEST VALUE BID

UTILITY BILLING DOOR TAG PLACEMENT SERVICES

FOR

THE CITY OF AMARILLO, TEXAS

Bid No. BVB 417-26 YM

Bid Closing:

October 1, 2026 @ 3:00 PM

BVB 417-26 YM Utility Billing Door Tag Placement Services

REQUEST FOR BEST VALUE BID

FOR BID NO. BVB 417-26 YM

UTILITY BILLING DOOR TAG PLACEMENT SERVICES

Introduction

The City of Amarillo (City) is soliciting a Request for Bid from respondents who are interested in and qualified for Utility Billing Door Tag Placement Services. It is the intent of the City to award this bid based on the Bidder that can provide the goods or services at the Best Value to the City of Amarillo. The instructions for the Best Value Bid begin on page three of this bid and are included in the Instructions for Best Value Bid section. For more information about the City of Amarillo, visit www.amarillo.gov

1. Bid Due Date And Delivery Location

1.1. Proposers may submit bids electronically by uploading required documents at the City of Amarillo’s partner’s website, Euna Procurement. This is for your convenience in submitting an offer for the specified services.

1.2. Bids will be opened via teleconference as shown below at 3:00 p.m. October 1, 2026, or as changed by the issuance of formal addenda to all plan holders, to furnish all labor and materials and perform all work for the service of the above referenced.

1.3. After the expiration of the time and date above first written, said sealed bids will be opened at the scheduled location per the bid documents and publicly read aloud. Bids will be opened via teleconference if date/time stamped on or before the deadline stated at the office listed above. The Microsoft Teams meeting information is as follows:

Website: https://teams.microsoft.com/meet/246052991941761?p=xMKq0elZhvSDDq4eBs Meeting ID: 246 052 991 941 761 Passcode: w6zH3pA2

1.4. Bids may be withdrawn prior to the above scheduled time set for closing. Alteration made before BVB closing must be initialed by offeror guaranteeing authenticity.

1.5. Please allow time to upload required documentation. 24 hours in advance is recommended.

1.6. Plans and specifications can be viewed online and downloaded from City of Amarillo

(bonfirehub.com) at no cost. In the event of a large file size, please be patient when downloading or viewing. Businesses without internet access may use computers available at most public libraries.

1.7. It shall be each offeror’s sole responsibility to inspect the site of the work and to inform http://www.amarillo.gov/ offeror regarding all local conditions under which the work is to be done. It shall be understood and agreed that all such factors have been thoroughly investigated and considered in the preparation of the bid submitted.

2. General Conditions

Legal Addresses All notices, letters, and other communications to the respondent will be mailed, faxed, emailed or delivered to the respondent's business address, fax number or email address listed in your response. The bidder may change the address or contact information at any time by notice in writing to the City.

3. Confidential or Proprietary Information

If you consider any portion of your response to be confidential and/or proprietary and that disclosure of its contents to competitors would cause you substantial competitive harm, you must clearly identify those portions of your response by putting the term CONFIDENTIAL OR PROPRIETARY in bold letters on the applicable page(s). The City will attempt to protect the identified portions from disclosure to the extent possible under the law. You will be given notice of any request for disclosure of the identified information and given the opportunity to support your claim of confidentiality before the Texas Attorney General.

5. Cancellation

The Bid may be cancelled (in part or in its entirety) at any time with written notice by the City.

6. Disputes In case of any doubt or difference of opinion as to the services and deliverables herein, the decisions of the City shall be final and binding on both parties. The laws of the State of Texas will govern interpretation and performance of the obligations imposed on the parties pursuant to this order. Further, the successful respondent agrees that the courts of the State of Texas shall have jurisdiction over the successful respondent with respect to any action brought by the City relating to the performance of the respondent’s obligation hereunder. Venue and jurisdiction of any suit, right or cause of action arising under or in connection with these specifications, shall lie exclusively in Potter County, Texas.

7. Evaluation Of Bid

After the responses are opened on the established date and time, they will be reviewed for responsiveness. In order for a bid to be considered responsive, it must conform to all the substantial material terms and conditions required in the bid. A response that does not conform to all the substantial material terms and conditions in the bid will be declared non-responsive and will not be further evaluated.

Responses will undergo an evaluation process conducted by Senior members of management of the City of Amarillo. The vendor selected for award will be chosen on the basis of the best value responses to the City. The committee will evaluate the responses based upon the following evaluation criteria and scoring matrix:

8. Evaluation Criteria

This bid will be awarded to the bidder who provides goods or services at the best value for the City.

The following scoring will be used to evaluate each proposer’s response to the Bid. Points to be awarded based on requested information provided by the vendor including pricing, service, support capability, experience, references or any other pertinent information the vendor would like the City to consider. Vendor must include a description of why any additional information is pertinent.

Criteria Points

Price — evaluated based on the lowest overall cost to the City (Bid Form) 40

Vendor Service and Support Capability 30

Experience with Local Government, Municipalities, or Governmental Entities 25

References 5

Total Maximum Possible Points 100

9. Debarment Certification Respondent will be required to certify that neither it nor its principals are currently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in the Contract resulting from these specifications by any federal department or agency. A ‘No Award to Debarred or Suspended Vendor’s Assurance’ form is attached

10. Description of Work:

These specifications are for the Utility Billing Door Tag Placement Services in Amarillo, Texas.

A. This bid is to be awarded as one lot.

B. The bidder will provide all the work, superintendence, labor, tools, equipment, machinery and apparatus and whatever else may be necessary to complete the service as stated in this bid. The Contractor will be supplying all materials, equipment and labor.

D. In case of discrepancy between unit price and the extension, the unit price will be taken.

E. The successful vendor will not start work until the Independent Contractor Agreement from the City of Amarillo is executed. After the bid has been awarded by the governing body, the Purchasing Department will send the awarded contractor the Agreement and award letter. Upon receipt of the notice of intent, the vendor will have 10 calendar days to provide the Purchasing Department with all of the insurance, signed contract and any other documentation that is required by the terms and conditions of the bid. The Contracts must be signed by the City, insurance must be approved and all other conditions required by the terms and conditions of the bid, such as a required pre- service conference must also be met before the Award Letter can be issued.

F. This is a Best Value Bid as described in the attached documents.

G. Effective January 1, 2016, The Texas Legislature adopted House Bill 1295, which added section 2252.908 of the Government Code. The law states that a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties (Form 1295) to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. The Texas Ethics Commission has adopted rules requiring the business entity to file form 1295 electronically with the Commission. Before the City of Amarillo will enter into a binding agreement with a business, that said business must submit form 1295. The said business must go to www.ethics.state.tx.us to file Reports Electronically. Once the said business has filed the report electronically the said business will print a copy of the form and submit back to the City with the signed copy of the contracts. Once the City has received the copy of the submitted form 1295 and http://www.ethics.state.tx.us/ acknowledged the form on the Texas Ethics Commission website the City will execute the contract.

H. A person authorized to bind the company in a contract must sign all bid documents in the appropriate places. Incomplete or unsigned bids are non-responsive and will not be considered.

I. Bidders must acknowledge receipt of addendums. All addendums must be acknowledged where indicated in Amarillo’s Bidding Platform, Euna Procurement.

J. All bids submitted must remain valid for a minimum of one hundred twenty (120) days. Bid validity may be extended beyond one hundred twenty (120) days through mutual consent of the City and the bidder in writing.

K. All bidders are highly encouraged to submit their bids via Euna Procurement. We also require that all Requested Documents be included at the time of submission; bids submitted via other methods may experience significant delays.

1. Vendor Qualifications After the bids have been opened and the apparent highest‑evaluated bidder has been identified, that bidder must provide any information or documentation requested by the Purchasing Agent. This information is required to confirm that the highest‑evaluated bidder is also a responsible bidder.

2. Indemnification Contractor shall indemnify and hold harmless City and its officers, employees, agents, successors, and assigns from and against all claims, demands, suits, judgments, damages of every kind and type (bodily injury, death, property loss or destruction), attorney fees, costs, and interest that arise out of or relate to acts or omissions of Contractor or Contractor’s officers, agents, employees, or subcontractors in the course of performing the contract.

3. Questions, Clarifications and Correspondence:

3.1 It is the intent and purpose of the City of Amarillo that this request permits competitive bids. It shall be the Proposers responsibility to advise the Director of Purchasing if any language, requirements, etc., or any combinations thereof, inadvertently restricts or limits the requirements stated in this BVB to a single source. Such notification must be submitted via Euna Procurement and must be received by the Purchasing Department no later than ten (10) calendar days before the bid closing date. A review of such notifications will be made.

3.2 No Offeror shall request any information verbally. All requests for additional information or clarification concerning this best value bid (BVB) must be submitted no later than ten (10) calendar days prior to the bid closing date via bidding portal:

Website: City of Amarillo (bonfirehub.com)

4. Indebtedness To The City of Amarillo:

Per city ordinance no. 6706, the City of Amarillo will not award a bid or contract to vendors who are delinquent in the indebtedness to this city.

5. Conflict of Interest Reporting:

Per the terms of Chapter 176 of the Local Government Code, should any vendor be awarded all or any part of the goods or services on which this Bid or Proposal solicits a return, then it is the vendor’s sole responsibility to provide the City of Amarillo, with an updated Conflict of Interest Questionnaire, Form CIQ.

The vendor must file the updated form within 7 days after learning that a prior filing (if any) is no longer accurate. This form and the names of the City Council Members, Mayor, City Manager, Deputy City Manager and Assistant City Managers is available on the City’s website located at www.amarillo.gov http://www.amarillo.gov/

6. Bidder's Knowledge of Conditions:

Prior to submission of any bids, each bidder shall have made a thorough inspection of each site of the work, and to have read and made a thorough examination of the plans, standard specifications, and service specifications. Each bidder shall become informed as to the nature of the work, labor conditions, and other matters that may affect the cost and time of completion of the work. The failure or omission of any bidder to examine any form, instrument or document shall in no way relieve any bidder from any obligation in respect to his bid.

7. Specific Performance:

This contract will require specific performance on all criteria as stated in your bid. All specifications as written unless specifically taken exception is made by you, and that exception accepted by the City will be strictly adhered to. Any unauthorized substitution or substandard products or construction will not be tolerated.

8. Non-Texas Resident Bidders:

The City of Amarillo may not award a contract for general construction, improvements, services, or public works projects or purchases of supplies, materials, or equipment to a nonresident bidder unless the nonresident's bid is lower than the lowest bid submitted by a responsible Texas resident bidder by the same amount that a Texas resident bidder would be required to underbid a nonresident bidder to obtain a comparable contract in the state in which the nonresident's principal place of business is located. This subsection does not apply to a contract involving federal funds.

9. Acceptance Or Rejection of Bids/Proposals:

The City of Amarillo reserves the right to accept or reject any or all bids/proposals or parts of bids/proposals and to waive any formalities and technicalities and to accept the bid/proposal most advantageous to the City. Certain projects do require longer time periods from bid date to award. These projects will be dutifully noted in their bid books.

10. Contract Document Requirements:

The Contractor shall provide the Purchasing Department with all documentation necessary for the processing of the contract documents within ten (10) calendar days of the Notice of Award. Necessary documentation shall include, and not be limited to, proper insurance certificates, contractor's statement of materials and other charges. After all necessary documentation is received; the service contract will be executed.

11. Tax Exemption:

Materials, which are incorporated into or become part of the project(s), are exempt from sales tax. The successful low bidder that is awarded the contract shall separate the total cost for the incorporated materials from all other cost for each project and include those amounts in the spaces provided on each project sheet provided with the agreement. The sum of the cost of materials and other cost must equal the total price bid for each project. The contract issued by the City of Amarillo shall include those separate amounts for each project. The Contractor shall execute the City of Amarillo exemption certificate for materials that will only become part of each project in the bid book. The contractor shall issue a resale certificate instead of paying the sales tax at the time of purchase.

12. City Excluded Parties List:

Please note the City’s Excluded Parties List attached and submit your bid accordingly.

13. Explanation of Specifications:

13.1. Scope: These specifications with the accompanying drawings are intended to describe and illustrate all material, labor and equipment necessary to construct the work named in this project as described in this Section, Item 1.

13.2. Specification Format: In many cases, the specifications, as written, are of abbreviated or short form type and include incomplete sentences. Omission of words or phrases such as “The Contractor shall”, “in conformity therewith”, “shall be”, “as noted on drawings”, “A”, “an”, “the”, and “all” are intentional. Omitted words and phrases shall be supplied by inference.

14. Owners Designated Representative (ODR) See General Conditions, Articles 1.15 and 3.1.2.

15. Supervision See General Conditions, Articles 1.25 and 1.26.

16. General Conditions:

Where any article of the General Conditions is supplemented hereby, the Provisions of such articles shall remain in effect. All supplemental provisions shall be considered as added thereto. Any such article is amended, voided, or superseded by provision on these Special Conditions, the provisions of such General Conditions articles not so specifically amended, voided, or superseded shall remain in effect.

17. Liens:

It is distinctly understood that by virtue of this contract, no mechanic, contractor, material man, artisan or laborer, whether skilled or unskilled, shall ever in any manner have claim or acquire any lien upon the building or buildings, or any of the improvements of whatever nature or kinds so erected or to be erected by virtue of this contract, nor upon any of the land on which said building or any of the improvements are so erected, built or situated, except as set forth in the McGregor Act as amended by the Act of the 56th Legislature, 1959.

18. Contract Form:

The “Independent Contractor Agreement”, for use in a contract of stipulated sum. All other documents including the original bid package together with all bid addendums and clarifications and the successful bidders bid documents will be included by reference.