8-1. Bidders Notice BVB 401-26 JLO Well Field Pump Motor and Service Contract.pdf

CITY OF AMARILLO

PROJECT SPECIFICATIONS

CONTRACT AND BIDDING DOCUMENTS FOR

BEST VALUE BID

Well Field Pump, Motor, Electrical Cable and Service Contract

FOR THE CITY OF AMARILLO, TEXAS

Bid No. BVB 401-26 JLO

Bid Closing:

December 4, 2025, at 3:00 P.M.

BVB 401-26 Well Field Pump, Motor, Electrical Cable and Service Contract

REQUEST FOR BEST VALUE BID

Well Field Pump, Motor, Electrical Cable and Service Contract

Introduction

The City of Amarillo (City) is soliciting a Request for Bid from respondents who are interested in and qualified for Well Field Pump, Motor, Electrical Cable and Service Contract. 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 fourteen 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 proposals electronically by uploading required documents to the City of Amarillo’s partner’s website, Euna Procurement. This Request for Proposals is for your convenience in submitting an offer for the specified services.

Proposals will be opened via teleconference as shown below at 3:00 pm December 4, 2025, or as changed by the issuance of formal addenda.

1.2. After the expiration of the time and date above first written, said sealed proposals 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 Teams' meeting information is as follows:

Join the meeting now Meeting ID: 276 458 683 480 4 Passcode: hY76fv3M

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 Proposals may be withdrawn prior to the above scheduled time set for closing.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

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

1.5. 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.

2. Contract Term

The contract shall be for a term of one (1) year, with the option of four (4), one (1) year extensions, said date of term beginning upon formal approval. This Contract will renew automatically for the additional terms, unless either Party gives 30-day written notice to terminate the Contract. All stated annual quantities are approximations of usage during the time to be covered by pricing established by this bid.

Actual usage may be more or less. Order quantities will be determined by actual need. The City of http://www.amarillo.gov/ https://teams.microsoft.com/l/meetup-join/19%3ameeting_OWUyMDQzZDAtNjViZC00N2Y1LTlkMGItYTg0N2RhZTMwODQ1%40thread.v2/0?context=%7b%22Tid%22%3a%223e001d7e-c816-4807-8ad2-4ce5a96c292d%22%2c%22Oid%22%3a%2200a20055-148e-4e50-8a5e-a9ea34b8b5b5%22%7d

Amarillo does not guarantee any specific amount of compensation, volume, minimum, or maximum number of services under this bid and resulting contract. The Contractor must maintain the insurance coverage required during the term of this contract including any extensions. It is the responsibility of the Contractor to ensure that valid insurance is on file with the Purchasing and Contract Management Department as required by contract or contract may be terminated for non-compliance.

3. Pre-Proposal Meeting

3.1. For the purpose of familiarizing Proposers with the requirements, answering questions, and issuing addenda as needed for the clarification of the Best Value Bid (BVB) documents, a mandatory pre-proposal conference will be held Iin the Ozone Meeting Room at 3701 S. Osage Street Amarillo, TX. 79118 and will begin promptly at 10:00 am on November 20, 2025.

3.2. All persons attending the meeting will be asked to sign in and identify themselves and the prospective offeror they represent. In the event of a mandatory pre-proposal meeting, no late arrivals will be permitted to participate in the bidding process.

3.3. The City will not be responsible for providing information discussed at the pre-proposal meeting to Proposers who do not attend the pre-proposal meeting.

3.4. The City of Amarillo hereby notifies all Proposers that in regard to any contract entered into pursuant to this advertisement, minority and women business enterprises will be afforded equal opportunities to submit proposals in response to this invitation and will not be discriminated against on the grounds of race, color, sex, disability, or national origin in consideration for an award.

3.5. The City of Amarillo does not discriminate against persons with disabilities. City of Amarillo pre-proposal meetings and proposal openings are available to all persons regardless of disability. If you require special assistance, please contact the Purchasing Department at (806) 378-3028.

4. 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 contacting the Purchasing Department at purchasing.email@amarillo.gov.

5. 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 City’s decisions 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 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, qualification information provided with the bid, construction time 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.

8. Evaluation Of Proposals After the responses are opened on the established date and time, they will be reviewed for responsiveness. In order for a proposal to be considered responsive, it must conform to all the substantial material terms and conditions required in the proposal. A response that does not conform to all the substantial material terms and conditions in the proposal 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:

A. Purchase Price (40 Possible Points): (Attachment).

1. Submit pricing with your bid response on the form of proposal form provided with in this bid document.

2. Line(s) 1-12 are for the purchase of an item or service to be performed with the bid.

3. Please be sure to give a total at end of pricing page.

B. The Reputation of The Bidder and of The Bidder's Goods and Services (15 Possible Points):

Demonstrate the reputation of the goods and services that you are offering as part of your Company's bid submittal.

C. The Quality of Bidder's Goods or Services (15 Possible Points):

1. Provide information in your submittal that describes the quality of the goods or services and how The goods or services meet the City's needs.

2. Provide information on the organization's written quality philosophy and/or principles that exemplifies their work and gives details.

3. Provide information in your submittal that states if your organization has ever received an award or have been recognized for doing "quality" work on a project and if so, provide details in your response.

D. The Extent to Which the Goods or Services Meet The City of Amarillo's Needs (10 Possible Points):

Provide information in your submittal that will describe the way your company's goods or services would meet the City of Amarillo's needs.

E. The Bidder's Past Relationship With The City Of Amarillo or other municipalities (10 Possible Points):

Provide information in your submittal that will describe your company's past relationship with the City of Amarillo, or other municipalities or local governments

F. Delivery Time (10 Possible Points):

Provide information in your submittal that will describe the delivery time of goods and services for the water well motors, pumps, and electrical cables as it relates to this bid.

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.

Purchase Price 40 Reputation of the bidder's goods or services 15 Quality of bidder's goods or services 15 The extent to which the goods or services meet the City of Amarillo's needs 10 The bidder's past relationship with the City of Amarillo or other Municipalities 10 Delivery time of goods and services for products 10

10. Description of Work:

These specifications and accompanying drawings are for the Well Field Pump, Motor, Electrical Cable and Service Contract 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 project as stated in this bid. The Contractor will be supplying all materials, equipment and labor.

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

D. After the bid has been awarded by the governing body, the Purchasing Department will send the awarded contractor an “Executed Award Letter “.

F. 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 it back to the City with the signed copy of the contracts. Once the City has received the copy of the submitted form 1295 and acknowledged the form on the Texas Ethics Commission website the City will execute the contract.

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

H. 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.

I. All bids must be submitted via Euna Procurement, and all Requested Documents must be submitted at time of submission. Bids submitted in any other method will not be considered.

12. Vendor Qualifications

After the bids have opened and the apparent low bidder has been identified. The low bidder, in order to document and prove that they are also the “low responsible bidder” shall provide to the Purchasing Agent any requested information and documentation.

13. 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.

14. Questions, Clarifications and Correspondence:

14.1 It is the intent and purpose of the City of Amarillo that this request permits competitive proposals.

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 http://www.ethics.state.tx.us/ 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 proposal closing date. A review of such notifications will be made.

14.2 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 proposal closing date via bidding portal:

Website: City of Amarillo (bonfirehub.com)

15. 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.

16. 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 are available on the City’s website located at www.amarillo.gov

17. Bidder's Knowledge of Conditions:

Prior to submission of any proposals, 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 project 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.

18. Specific Performance:

This contract will require specific performance on all criteria as stated in your proposal. All specifications as written unless specifically exception by you, and that exception accepted by the City will be strictly adhered to.

19. 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.

20. 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.

21. 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, and bonds. After all necessary documentation is received; the project contract will be executed.

22. 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 costs 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 costs 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 should issue a resale certificate instead of paying the sales tax at the time of purchase.

23. City Excluded Parties List:

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