9-01. Notice to Bidders ITB 101-27 MRH Document Shredding Services.pdf

CITY OF AMARILLO

PROJECT SPECIFICATIONS

Contract and Bidding Documents for

INVITATION TO BID

Document Shredding Services

FOR

THE CITY OF AMARILLO, TEXAS

Bid Number: ITB 101-27 MRH

Bid Closing:

November 19th, 2026, at 3:00PM

ITB 101-27 MRH - Document Shredding Services - MRH

INVITATION TO BID

ITB 101-27 MRH

1. NOTICE TO PROPOSERS

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

1.2. Proposals will be opened via teleconference as shown below at 3PM on November 19th, 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 construction of the above referenced.

1.3. 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 Zoom meeting information is as follows:

Website:https://teams.microsoft.com/meet/2496466878287519?p=LdHVsN79x Lny1HUYXC

Meeting ID: 249 646 687 828 751 9 Passcode: jX3eV9cF

1.4. Proposals may be withdrawn prior to the above scheduled time set for closing.

Alteration made before ITB closing must be initiated by offeror guaranteeing authenticity.

1.5. The City of Amarillo Council members will consider the proposals on November

26th,2026 at the 623 S. Johnson St, Amarillo, Texas, or as soon thereafter as may be reasonably convenient, subject to the right to reject any or all proposals and waive any formalities.

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

1.11. Proposers are required, whether or not a payment or performance bond is required, to submit a proposal bond from a reliable surety company, payable without recourse to the order of the City of Amarillo in an amount not less than 5% of the total amount of the proposal submitted as a guarantee that offeror will enter into a contract. A copy of your proposal bond can be included with your proposal at the time of submission in Bonfire.

Failure of the offeror to include proposal security with the proposal submittal shall constitute a non-responsive proposal and result in disqualification of the proposal submittal.

1.12. 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.

1.13. It shall be each offeror’s sole responsibility to inspect the site of the work and to inform 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 proposal submitted.

2. PRE-PROPOSAL MEETING

2.1. For the purpose of familiarizing Proposers with the requirements, answering questions, and issuing addenda as needed for the clarification of the ITB documents, a non-mandatory pre-proposal conference will be held via teleconference on November 4th, 2026, at 12:30pm.

Website:https://teams.microsoft.com/meet/21434596664040?p=XKZ06ewRQxi D1AaP2s

Meeting ID: 214 345 966 640 40 Passcode: RT7pC7D4

2.2. All persons attending the meeting will be asked to identify themselves and the prospective offeror they represent.

2.3. It is the offeror’s responsibility to attend the pre-proposal meeting though the meeting is not mandatory. 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. Attention of each offeror is particularly called to the schedule of general prevailing rate of per diem wages included in the contract documents on file in the office of the Purchasing Department of the City of Amarillo, which document is specifically referred to in this notice to Proposers. Each Proposers attention is further directed to Texas Government Code, Chapter 2258, Prevailing Wage Rates, and the requirements contained therein concerning the above wage scale and payment by the contractor of the prevailing rates of wages as heretofore established by owner in said wage scale.

3. 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.

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

3. Insurance Specification Attached

Please read carefully

3.1. The successful bidder will not receive a purchase order until an insurance certificate is on file in the purchasing department that is in compliance with the attached city insurance specification 2.04.

3.2. Upon receiving the Notice of Award letter, the contractor must make a good faith effort to provide the insurance required for issuance of the purchase order within 10 calendar days of notice.

3.3. If there is failure to demonstrate this good faith effort, then the contractor will be considered to have abandoned his bid. The bid will then be considered as non-responsive and will be promptly re-awarded to the next low bidder.

3.4. The contractor shall carry insurance in the types and amounts indicated in the bid for the duration of the contract. The insurance shall be evidenced by delivery to the purchasing department of the owner of certificates of insurance executed by the insurer or its authorized agent stating coverage’s, limits, expiration dates and compliance with all applicable required provisions. Upon request, the owner, and/or its agents, shall be entitled to receive without expense, copies of the policies and all endorsements. The contractor shall insure continuous and uninterrupted insurance coverage and shall provide evidence of any renewals and updates all prior to submission for payment in the month of expiration.

Failure to update policies shall be a material breach of the contract. In the event contractor permits its coverage to lapse, contractor’s work shall immediately be suspended, and owner shall be entitled to withhold all payments to contractor until contractor provides evidence of coverage.

3.5. 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 Manager is available on the City's website located at www.amarillo.gov

4. Bid Security

4.1. For all contracts above $50,000.00, bidders must submit cashier's or certified check issued by a bank satisfactory to the owner or a bid bond from a reliable surety company holding a permit from the State of Texas, to act as surety, payable without recourse to the order of the City of Amarillo, Texas in an amount not less than five percent (5%) of the bidder's total bid submitted as a guaranty that the bidder will enter into an agreement, execute required bonds and guaranty in the forms provided and provide required certificate of insurance within ten (10) calendar days after notice of award of contract to him. The bond must be original as no copies or faxed copies will be accepted. Bids without required check or bid bond are considered non-responsive and will not be considered. A separate bid security is required for each proposal submitted.

4.2. Checks posted by unsuccessful bidders will be returned after the standard form of agreement has been properly executed by the awarded bidder. Checks will be returned by certified mail or may be picked up by a properly identified person after signing a receipt.

5. Cooperative Purchasing

5.1. The contract resulting form this solicitation will be available for use by all governmental entities, providing there is no conflict with any applicable statutes, rules, policies, or procedures. The governmental entities will have the option to use the pricing as agreed to within the resulting contract.

5.2. Governmental entities will issue their internal purchase orders directly to the contractor(s), however, shall reference and cite the City of Amarillo contract number (Solicitation number) within the purchase order document.

6. Ethics-energy boycott

6.1. Texas Government Code, Chapter 809, prohibits a governmental entity from entering into a contract for goods and services with a company that has 10 or more employees, and the contract is of $100,000 value or greater. Vendor certifies that it (1) does not boycott energy companies; and (2) will not boycott energy companies during the term of the contract.

7. Ethics- firearms discrimination

7.1. Texas Government Code, Chapter 2274, prohibits a governmental entity from entering into a contract for goods and services with a company that has 10 or more employees, and the contract is of $100,00 value or greater. Vendor certifies that it: (1) does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association; and (2) will not discriminate during the term of the contract against a firearm entity or firearm trade association.

8. Funding out clause

8.1. Notwithstanding any contrary provision of this agreement, each payment obligation of the City created by this agreement is conditioned upon the availability of funds that are appropriated or allocated by the Amarillo City Council for the payment of the product of functionally similar products. If sufficient funds are not allocated and available for any subsequent fiscal year (October 1 to September 30) during the term of this agreement, the City may terminate this agreement or reduce its obligation to match the appropriated funding. The City shall notify the vendor that funds have not been appropriated by the City Council at the earliest possible time and this agreement will terminate or be reduced at the beginning of the fiscal year for which no funds or reduced funds have been appropriated by the City Council. No penalty shall accrue to the City in the event this provision is exercised, and the City shall not be obligated or liable for any future payments due or for any damages as a result of termination or reduction under this section. This provision shall not be construed so as to permit the City to terminate or reduce this agreement in order to purchase, lease or rent similar equipment from another entity.

9. Local Preference Consideration - City of Amarillo

9.1. Section 271.9051 of the Texas Local Government Code “consideration of location of respondents principal place of business”: In accordance with SECTION 271.9051 OF THE Texas Local Government Code, if a local government receives one or more competitive sealed bids from a vendor whose principal place of business is in the municipality and whose bid is within five (5%) percent of the lowest bid price received from a vendor who is not a resident of the municipality, on contracts less than $500,000 the municipality may enter into a contract with (a) the lowest vendor or (b) the vendor whose principal place of business is in the municipality if the governing body of the local government determines, in writing, that the local vendor offers the local government the best combination of contract price and additional economic development opportunities for the local government created by the contract award, including the employment of residents of the local government and increased tax revenues to the local government.

9.2. Please note when an item is part of a lot and no response is entered for that item, then the whole lot will be deemed unresponsive.

9.3. The City of Amarillo will not award a bid to vendors who are delinquent in the indebtedness to this city.

10. Award of contract:

10.1. This contract will be awarded to the highest evaluated bidder. Bid will be awarded as one lot.

11. Texas ethics commission form 1295

11.1. 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 the 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 acknowledged the form on the Texas Ethics Commission website the City will execute the Contract.

12. Notice - Unit of Measure Warning

12.1. When submitting a response to this bid you must submit your bid with a unit price in the unit of measure as shown on the bid sheet for your bid to be considered. It doesn't matter if the extended price is correct if the unit price is submitted incorrectly the bid will be deemed as non-responsive for that item. If the item is part of a lot then the lot will be deemed unresponsive.

Example: if we request a unit price per pound do not submit a price per 50# bag as your unit price. If we request a price per round of ammunition do not use the price per box or the price per case as your unit.

GENERAL CONDITIONS OF BIDDING - READ CAREFULLY

1. All bids must be quoted F.O.B. destination when necessary.

2. Show unit prices as requested in bid documents or bid table.

3. State on face of bid exactly what you are furnishing (brand or manufacturer's name) when necessary.

4. Any catalog or manufacture’s reference in this quotation is descriptive, but not restrictive, and is used only to indicate type and grade, unless otherwise specified.

5. Note: The City of Amarillo is exempt from all federal excise and state taxes. Do not include tax in your bid price or invoice. The purchase order issued to the successful bidder contains the required statute to be filed as a tax exemption certificate.

6. The City of Amarillo reserves the right to accept or reject any or all bids or parts of bids and to waive any formalities and technicalities.

7. If your bid is figured on an "all or none" basis, please state so. The city reserves the right to award a bid on this basis. In order to be considered on an all or none basis, bidder is responsible for submitting pricing for all items on the bid.

8. Cash discounts will be figured from date complete shipment of order is received, or date invoice is received by the purchasing department, whichever is later. Purchase order number must appear on all invoices and delivery tickets. Send invoice to mailing address listed at the top of this page.

3. Payment for the material will be made after complete shipment and the entire order has been received by the city, and after the using department has certified receipt of the material and verified that the material is in accordance with the bid submitted.

City of Amarillo, TX

ITB 101-27 MRH

Specifications

02. Attachment A – Pricing Sheet ITB 101-27 MRH Document Shredding Services

03. Attachment B – Scope of Work ITB 101-27 MRH Document Shredding Services

05. Attachment D- Shredding Locations

09. Attachment H - Certification for ITB 101-27 MRH