ITB 2027-03 Electrical Supplies.pdf

Invitation to Bid (ITB)

ITB 2027-03

“Annual Contract for Electrical Supplies”

WEBB COUNTY CLERK - INDEX

Due: August 4, 2026 at/or before 3 pm (CT)

Webb County is seeking to award a contract with a successful bidder(s) for an Annual Contract for Electrical Supplies. This document outlines the requirements, selection process, and documentation necessary to submit a formal Bid in response to this ITB. This solicitation will comply with the Texas Local Government Code, Sub-Chapter C. (Competitive Bidding in General), Section 262.021 (County Purchasing Act).

The accompanying ITB with its terms, conditions, attachments and all other forms in this ITB package are due by or before 3 p.m. (Central Time) on, August 4, 2026. ITB received after the due date and time will not be accepted. All ITB meeting the required deadline will be read publicly at the following location in accordance with Federal and State Procurement rules:

Webb County Purchasing Department 1110 Washington St., Ste. 101

Laredo, Texas 78040

This ITB solicitation can be viewed at the following online address. Interested Offerors/individuals may submit their Statement of Qualifications by registering on Webb County’s e-Bid site and uploading their file to our “Response Attachments” tab. All new supplier registrations must be completed one workday prior to official due date of submittal. Should anyone need assistance please contact Mr. Juan Guerrero, Contract Administrator at (956) 523-4125.

https://webbcountyebid.ionwave.net/Login.aspx

WEBB COUNTY reserves the right to reject any and all ITB, to waive informalities in the ITB process, or to terminate the ITB process at any time, if deemed in the best interest for WEBB COUNTY. In addition, WEBB COUNTY shall not, under any circumstances, be bound by or be liable for any obligations with respect to this public solicitation until such time (if at all) a construction contract been awarded and all approvals obtained in form and substance satisfactory to the WEBB COUNTY have been executed and authorized by the WEBB COUNTY Commissioners Court, and then only to the extent of such fully executed agreements.

THIS FORM MUST BE INCLUDED WITH ITB PACKAGE; PLEASE CHECK OFF EACH

ITEM INCLUDED WITH ITB PACKAGE AND SIGN BELOW TO COMPLETE

SUBMITTAL / COMPLETION OF EACH REQUIRED ITEM.

Invitation to Bid (ITB)

ITB 2027-03

“Annual Contract for Electrical Supplies”

Bidder Information

Bid Price Sheet “Form A”

Reference Form

Conflict of Interest Form (CIQ)

Certification regarding Debarment (Form H2048)

Certification regarding Federal lobbying (Form 2049)

Code of Ethics Affidavit

House Bill 89 Form

Senate Bill 252 Form

Proof of No Delinquent Tax Owed to Webb County

Signature of Person Completing this Package Date

Table of Contents

Bid Submittal Checklist Section 1. Introduction to Respondants

1.1 Offeror Instructions

1.2 Governing Law

1.3 Ambiguity, Conflict, or Other Errors in ITB

1.4 Notification of Most Current Address

1.5 Bid Preparation Cost ………

1.6 Signature of Respondent

1.7 Economy of Presentation

1.8 Offeror Obligation ……

1.9 Governing Terms

1.10 Implied Requirements

1.11 Compliance with ITB Specifications

1.12 Awarded Vendors: Submission of FORM 1295 (Texas Ethics Commission)

1.13 Acceptance of Sealed Hard Copy PROPOSAL………

1.14 Evaluation………………………

1.15 Withdrawal of Bid Proposal

1.16 Small Business Enterprises, Minority Business Enterprises & Women’s Business Enterprises…8

1.17 Award

1.18 Ownership of Bid

1.19 Disqualification of Bidder

1.20 Contractual Development

1.21 Term of Contract ……..…

1.22 Contract Obligation

1.23 Termination

1.24 Inspections

1.25 Testing ……

1.26 Taxes

1.27 Non-Discrimination

1.28 Acknowledgment of Insurance Requirements

1.29 Insurance………………………………………

1.30 Special Accommodations

1.31 Webb County Purchasing Code of Ethics Policy

Table of Contents (Continued)

1.32 Bid Submission During Time of Inclement Weather, Disaster, or Emergency

1.33 Questions

1.34 ITB Schedule of Events

Section 2. Scope of Work……

3. Conflict of Interest……

3.1 Confidential/Proprietary Information …

Section 1. Introduction to Offerors

This ITB solicitation is a public invitation to all parties interested in submitting a formal Bid for the scope of services stipulated herein. The word “Bidder” “Offeror” and “Respondent” may be interchanged throughout the document, but have the same meaning as it pertains to this ITB; An individual, Offeror, corporation or other entity supplying information/responding to a public solicitation.

The following items are provided as general information and instructions as required by Webb County.

1.1 Offeror Instructions

Read the document carefully. Follow all instructions. You are responsible for fulfilling all requirements of this ITB. Be sure you have a clear understanding of the ITB.

1.2 Governing Law

Offeror is advised that these requirements shall be fully governed by the laws of the State of Texas and that Webb County may request and rely on advice, decisions, and opinions of the Attorney General of Texas and General Counsel for Webb County concerning any portion of these requirements.

1.3 Ambiguity, Conflict, or other errors in the ITB

If Offeror discovers any ambiguity, conflict, discrepancy, omission or other error in the ITB, Offeror shall immediately notify the Webb County Purchasing Agent of such error in writing and request modification or clarification of the document. Modifications will be made by issuing Addenda. Written notice will be given to all parties who have been furnished with the ITB without divulging the source of the request for the same. If the Offeror fails to notify the Webb County Purchasing Agent prior to the date and time fixed for submission of Bid, an error or ambiguity in the ITB known to Offeror, or an error or ambiguity that reasonably should have been known to Offeror, then Offeror shall not be entitled to compensation or additional time by reason of the error or ambiguity or its later resolution.

The County may also modify the ITB, no later than 48 hours prior to the date and time fixed for submission of proposals, by issuance of an Addendum to all parties who have received the ITB. All addenda will be numbered consecutively, beginning with number one (1).

1.4 Notification of Most Current Address

Offerors in receipt of this ITB shall notify Mr. Juan Guerrero, Contract Administrator, of any address changes, contact person changes, and/or telephone number changes no later than 48 hours prior to the date and time fixed for submission of proposals. All electronic submittals can be retracted and resubmitted for same purpose prior to deadline. For instructions or additional information Mr.

Guerrero can be reached at (956) 523-4149 or via email at juguerrero@webbcountytx.gov

1.5 BID Preparation Cost

Respondents submitting BID do so entirely at their expense. There is no express or implied obligation by the Webb County to reimburse a Respondent for any costs incurred in preparing or submitting Bid proposal, providing additional information when requested by the Scoring Committee or Commissioners Court, participating in any selection interviews, site visits, or participating in this procurement, when applicable.

1.6 Signature of Respondent

A transmittal letter, which shall be considered an integral part of the Bid proposal, shall be signed by an individual who is authorized to bind the Bidder contractually. If the Offeror is a corporation, the legal name of the corporation shall be provided together with the signature of the officer or officers authorized to sign on behalf of the corporation. If applicable to Bid package.

mailto:juguerrero@webbcountytx.gov

If the Offeror is a partnership, the true name of the Offeror shall be provided with the signature of the partner or partners authorized to sign. If the Offeror is an individual, that individual shall sign. If signature is by an agent, other than an officer of a corporation or a member of a partnership, a power of attorney or equivalent document must be submitted prior to the deadline of ITB.

1.7 Economy of Presentation

BID shall not contain promotional or display materials, except as they may directly answer in whole or in part questions contained in the ITB. Such exhibits shall be clearly marked with the applicable reference number of the question in the ITB. Bids must address the technical requirements as specified in the ITB. All questions posed by the ITB must be answered concisely and clearly. BIDs that do not address each criterion may be rejected and not considered.

1.8 Offeror Obligation

The contents of the response to ITB and any clarification thereof submitted by the selected Offeror shall become part of the contractual obligation and incorporated by reference into the ensuing contract.

1.9 Governing Terms

In the event of any conflict of interpretation of any part of this overall document, Webb County’s interpretation shall govern. To include any Addendum(s) published.

1.10 Implied Requirements

Products and services not specifically mentioned in the ITB, but which are necessary to provide the functional capabilities described by the Offeror, shall be included in the PROPOSAL, if applicable.

1.11 Compliance with ITB Specifications

It is intended that this ITB describe the requirements and the response format in sufficient detail to secure comparable PROPOSAL. Failure to comply with all provisions of the ITB may result in disqualification.

1.12 Awarded Vendor(s): Submission of FORM 1295 (Texas Ethics Commission)

In accordance with House Bill 1295 (passed January 1, 2016), Vendors entering into contracts and professional agreements with Webb County will be required to complete a Certificate of Interested Parties (FORM 1295), unless contract is considered exempt as described below.

In 2017, the Texas legislature amended the law to require Form 1295 to include an “unsworn declaration” which includes, among other things, the date of birth and address of the authorized representative signing the form. The unsworn declaration, including the date of birth and address of the signatory, replaces the notary requirement that applied to contracts entered into before January 1, 2018. The TEC filing application does not capture the date of birth or street address of the signatory and it will not appear on forms that are filed using the TEC filing application.

Changes to the law requiring certain businesses to file a Form 1295 are in effect for contracts entered into or amended on or after January 1, 2018. The changes exempt businesses from filing a Form 1295 for certain types of contracts and replace the need for a completed Form 1295 to be notarized. Instead, the person filing a 1295 needs to complete an “unsworn declaration.”

FORM 1295 Exemptions: What type of contracts are exempt from the Form 1295 filing requirement under the amended law? The amended law adds to the list of types of contract exempt from the Form 1295 filing requirement. A completed Form 1295 is not required for:

a. a sponsored research contract of an institution of higher education

b. an interagency contract of a state agency or an institution of higher education

c. a contract related to health and human services if: the value of the contract cannot be determined at the time the contract is executed; and or any qualified Offeror is eligible for the contract

d. a contract with a publicly traded business entity, including a wholly owned subsidiary of the business entity

e. a contract with an electric utility, as that term is defined by Section 31.002, Utilities Code

f. a contract with a gas utility, as that term is defined by Section 121.001, Utilities Code

Upon entering into a contract or professional agreement, the Civil Legal Department will submit a request to the awarded Offeror to both:

1. Submit a FORM 1295 online via the Texas Ethics Commission website link below.

Vendors must enter the required information on Form 1295, and print a copy of the completed form.

The form will include a certification of filing that will contain a unique certification number.

2. Submit a FORM 1295 hard copy (completed & signed by an Authorized Agent of the

Awarded Offeror), to the Civil Legal Department.

FORM 1295, Completion Instructions, and Login Instructions are available via the Texas Ethics Commission Website at: https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

1.13 Acceptance of Sealed Hard Copy BID

Webb County will accept hard copy Bid PROPOSALs, Bidders must provide one original copiy in a sealed envelope. Sealed envelope must contain the name and number of ITB on the top right corner of envelope and be delivered sealed to the following address prior to deadline (See ITB Schedule – Section 1.34)

Webb County Purchasing Agent’s Office 1110 Washington Street, Suite 101 Laredo, Texas 78045 Attn: Juan Guerrero, Contract Administrator

BIDs received after the published deadline to submit will not be accepted and will be returned to Bidder unopened. Webb County encourages all interested parties to register on our e-bid portal https://webbcountyebid.ionwave.net/Login.aspx Click on “Supplier Registration” and submit your BID online. For assistance on supplier registration please contact Mr. Juan Guerrero, Contract Administrator with the Purchasing Department at (956) 523-4125 or email at juguerrero@webbcountytx.gov https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

1.14 Evaluation

Webb County reserves the right to use all pertinent information (also learned from sources other than disclosed in the ITB process) that might affect the County’s judgment as to the appropriateness of an award to the best evaluated Offeror. This information may be appended to the BID evaluation process results. Information on a service provider from reliable sources, and not within the service provider’s Bid proposal, may also be noted and made part of the evaluation file. Webb County shall have sole responsibility for determining a reliable source. If applicable.

1.15 Withdrawal of Bid

For hard copy submittals, the Bidder may withdraw its BID by submitting a written request over the signature of an authorized individual, as described in paragraph 1.6, to the Purchasing Agent any time prior to the submission deadline. The Offeror may thereafter submit a new BID prior to the deadline. If Bidder submitted BID electronically (https://webbcountyebid.ionwave.net/Login.aspx) Bidder may retract and resubmit BID prior to deadline without notification to the Purchasing Agent.

Modification or withdrawal of the Bid in any manner, oral or written, will not be considered if submitted after the deadline.

1.16 Small Business Enterprises, Minority Business Enterprises & Women’s Business Enterprises Webb County encourages all Small Business Enterprises (SBE), Minority Business Enterprises (MBE), and Women’s Business Enterprises (WBEs) to participate in this solicitation. Webb County will email the corresponding information to further promote participation of all SBEs, MBEs, and WBEs to the following email address MWBE@texasagriculture.gov

1.17 Award

Webb County may contract for the construction, alteration, rehabilitation, or repair of a facility only after the entity advertises for bids for the contract in a manner prescribed by law, receives competitive bids, and awards the ITB to the lowest responsible bidder by official action taken by the Webb County Commissioners Court.

1.18 Ownership of Bid

All BIDs become the property of Webb County and will not be returned to Respondents.

1.19 Disqualification of Bidder

Upon submission of Bid proposals, a Bidder offering to sell supplies, materials, services, or equipment to Webb County certifies that the Offeror has not violated the antitrust laws of this state codified in Section 15.01, et seq, Business & Commerce Code, or the Federal Antitrust Laws, and has not communicated directly or indirectly the offer made to any competitor or any other person engaged in such line of business. Any or all BID may be rejected if the County believes that collusion exists among the Bidders/Respondents.

1.20 Contractual Development

The contents of the ITB and the selected BID will become an integral part of the contract, but may be modified by provisions of the contract as negotiated and in accordance with any and all applicable Local, State, and Federal regulations/provisions. Therefore, the Bidder must be amenable to inclusion in a contract of any information provided (in writing) either in response to this ITB or subsequently during the selection and negotiation process, if any.

mailto:MWBE@texasagriculture.gov

1.21 Term of Contract

Term of contract shall be for Fiscal Year 2026-2027: October 1, 2026 – September 30, 2027

1.22 Contract Obligation

Webb County Commissioners’ Court must award the contract, and the County Judge or other County Official authorized by Webb County Commissioners Court must sign the contract before it becomes binding on Webb County or the Offeror. Elected Officials and Department heads are not authorized to sign contracts/agreements for Webb County for the exception of General Counsel with final approval and signature by the Webb County Judge. Binding agreements shall remain in effect until all products and/or services covered by an executed agreement/contract have been satisfactorily delivered and accepted by Webb County.

1.23 Termination

Webb County reserves the right to terminate the agreement/contract for default if the awarded Offeror breached any of the terms stipulated on final executed agreement / contract between awarded Offeror and County, including warranties of Offeror, or if the Offeror becomes insolvent or commits acts of bankruptcy. Such right of termination is in addition to and not in lieu of any other remedies Webb County may have in law or equity. Default may be construed as, but not limited to, failure to deliver the proper goods and/or services within the proper amount of time, and/or to properly perform any and all other requirements to Webb County’s satisfaction, and/or to meet all other obligations and requirements. Contracts may be terminated without cause in accordance with final contract/agreement termination provisions with a written notice to either party unless otherwise specified.

1.24 Inspections

Webb County reserves the right to inspect any item(s) or service location(s) for compliance with specifications and requirements and needs of the using department. If a BID cannot furnish a sample of a proposed item for review, or fails to satisfactorily show an ability to perform, the County can reject the Offeror as inadequate.

1.25 Testing

Webb County reserves the right to test equipment, supplies, material and goods proposed for quality, compliance with specifications, and ability to meet the needs of the user. Demonstration units must be available for review. Should the goods or services fail to meet requirements and/or be unavailable for evaluation, the offer is subject to rejection, if applicable.

1.26 Taxes

The Offeror and its sub-offerors, agents and employees, as the case may be, will be responsible for the payment of all federal, state and local taxes, and deposits or contributions imposed or required by Local, State or Federal law.

1.27 Non-Discrimination

The successful offeror will be required to comply with the Americans with Disabilities Act and with all provisions of federal, state, county and local laws and regulations to ensure that no employee or applicant for employment is discriminated against because of race, color, religion, sex, age, handicap or national origin.

1.28 Acknowledgment of Insurance Requirements

By signing its PROPOSAL, Bidder acknowledges that it has read and understands the insurance requirements for this Bid as stipulated under Section 1.29 (Insurance). Offeror also understands that evidence of required insurance must be submitted within five (5) working days following notification of award of its offer; otherwise, Webb County may rescind its acceptance of the Offeror’s PROPOSAL. Proof of required minimum insurance will need to be submitted directly to the Webb County Civil Legal Department.

1.29 Insurance (Not Applicable)

1.30 Special Accommodations

To request special accommodations pursuant to the Americans with Disabilities Act (ADA), please notify the contact shown below, a minimum of 48 hours prior to a scheduled meeting.

Mr. Juan Guerrero, Contract Administrator at 956) 523-4149 or email at juguerrero@webbcountytx.gov

1.31 Webb County Purchasing Code of Ethics Policy

The County of Webb will ensure that it will promote and enforce proper ethical conduct by all Vendors, Procurement Officials, Elected Officials and County employees directly or indirectly involved in the procurement process. All vendors wishing to participate in any solicitation must sign and notarize the affidavit form included as part of this solicitation package and upload with your electronic submission or included with your hard copy sealed submission. Failure to submit form will disqualify your bid package from being considered.

The Ethics Policy can be viewed at the Webb County Purchasing Agents website listed below for vendors to read prior to signing and submitting the affidavit form.

http://www.webbcountytx.gov/PurchasingAgent/PurchasingEthicsPolicy.pdf The Webb County Purchasing Board approved the Code of Ethics policy on April 19, 2018 and adopted by the Webb County Commissioners Court on May 14, 2018.

When responding to an Active Solicitation, Vendors shall be required to disclose donations and campaign contributions by the Vendor or any individual or entity acting on the Vendor’s behalf to the Purchasing Agent or his designee made within six (6) months prior to the date of the Active Solicitation. Failure by a Vendor to accurately disclose such contributions may result in the Vendor’s disqualification, debarment, or contract voidance as per Section 18 of the Ethics Policy.

1.32 Bid Submissions During Time of Inclement Weather, Disaster, or Emergency In case of inclement weather or any other unforeseen event causing the County to close for business on the date of a bid/proposal/request for statement of qualifications submission deadline, the bid/proposal/request closing will automatically be postponed until the next business day that County offices are open to the public. Should inclement weather conditions or any other unforeseen event cause delays in courier service operations, the County may issue an addendum to all known vendors interested in the project to extend the deadline. It will be the responsibility of the Offeror to notify the County of their interest in the project should these conditions impact their ability to submit a bid/proposal/statement of qualifications submission before the stated deadline. The Webb County Purchasing Agent reserves the right to make the final judgement call to extend any deadline.

Should an emergency or unanticipated event interrupt normal County processes, and bid/proposal/statement of qualifications submissions cannot be received by the Webb County Purchasing Department’s office by the exact time specified in the ITB and urgent County requirements preclude amendment to the ITB, the time specified for receipt of Bidwill be deemed to be extended to http://www.webbcountytx.gov/PurchasingAgent/PurchasingEthicsPolicy.pdf the same time of day specified in the solicitation on the first business day on which normal County processes resume.

1.33 Questions

Questions may be submitted by Respondents by signing in to our e-bid portal and using the “Questions” tab for submission by published deadline. All questions requiring an official response will be posted on e-bids for all interested parties to read in accordance with deadlines published under Section 1.34 (ITB Schedule of Events).

1.34 ITB Schedule of Events

Activity Time Date Responsible Party

Public Notice/Newspaper n/a

July 16th , July 23rd

County Purchasing Office

Posted ITB on Website n/a July 14th - Until awarded County Purchasing Office

Pre-Bid Meeting n/a N/A County Purchasing Office Questions Due to County No later than 5pm N/A Respondent Posting of Answers No later than 5pm N/A County Purchasing Office Sealed Bids Due 3 pm (CT) Aug. 4th Respondent Evaluation of Bids TBD Aug. 4th – Aug. 5th County Purchasing Office Award of Contract TBD TBD Governing Body Finalization of Contract

TBD TBD Governing Body

Footnote: County reserves the right to adjust time and dates on above projected schedule if it is in the best interest for Webb County. Addendum will be issued to inform the Public and all interested parties.

2. Scope of Work Webb County is seeking to award a contract with a successful bidder(s) for an Annual Contract for Electrical Supplies. This contract is to be used by Webb County Offices throughout Fiscal Year starting October 1, 2026 through September 30, 2027.

Please complete the attached “Form A” bid price sheet and submit along with all required documentation.

Webb County reserves the right to select a primary and secondary vendor, and or to select multiple vendors for this contract. Contract Terms and Conditions are subject to change.

Space Intentionally Left Blank

3. Conflict of Interest Each Offeror must disclose any existing or potential conflict of interest relative to the performance of the requirements of this ITB. Examples of potential conflicts may include an existing business or personal relationship between the Offeror, its principal, or any affiliate or sub-offeror, with the County or any other entity or person involved in any way in the project that is the subject of this ITB.

Similarly, any personal or business relationship between the Offeror, the principals, or any affiliate or sub-offeror, with any employee of the County or its suppliers must be disclosed. Any such relationship that might be perceived or represented as a conflict must be disclosed. Failure to disclose any such relationship or reveal personal relationships with state employees may be cause for contract termination. The County will decide if an actual or perceived conflict should result in Bid disqualification.

Each Offeror must reveal any past or existing relationship between the Offeror, its principal, employees, or any affiliate or sub-offeror, with any county agency, entity, county employee, or other person in anyway involved in the county’s procurement and/or contracting processes. It shall be the sole prerogative of the County to determine if such relationship constitutes a conflict of interest.

By submitting a Bid in response to this ITB, all Offerors affirm that they have not given, nor intend to give, at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant or any employee or representative of same, in connection with this procurement and more specifically to any member of the Webb County Governing Body. The contract or contracts in this solicitation are subject to Texas Govt. Code Sec.

2261.252(b), which prohibits the Webb County from entering into contracts with certain private vendors in which certain Webb County officers and employees have a financial interest. Each respondent shall include in its BID a statement that it is not prohibited from entering into a contract with Webb County as a result of a financial interest as defined under Texas Govt. Code Sec.

2261.252(b).

3.1 Confidential/Proprietary Information

If any material in the Bid submission is considered by Offeror to be confidential or proprietary information (including manufacturing and/or design processes exclusive to the Offeror), Offeror must clearly mark the applicable pages of Offeror’s Bid submission to indicate each claim of confidentiality.

Additionally, Offeror must include a statement on Offeror letterhead identifying all Bid section(s) and page(s) that have been marked as confidential. Webb County will protect from public disclosure such portions of a proposal, unless directed otherwise by legal authority, including existing open records acts. Merely making a blanket claim that the entire Bid submission is protected from disclosure because it contains some proprietary information is not acceptable, and will make the entire Bid submission subject to release under the Texas Public Information Act. By submitting a PROPOSAL, Offeror agrees to reproduction by Webb County, without cost or liability, of any copyrighted portions of Offeror’s Bid submission or other information submitted by Offeror.