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CITY OF SEGUIN

205 N. RIVER

SEGUIN, TEXAS 78155

REQUEST FOR BIDS – Bid No. Li-2026-52

Generator Maintenance

Bids Due:

August 19, 2026, by 10:00 AM

Invitation for Bids

Bid No: Li-2026-52 Bid Title: Annual Contract for On-Site Generator Maintenance Bids Due: Wednesday, August 19, 2026 by 10:00 A.M. Central Time

The City of Seguin is soliciting bids for an annual contract for On-Site Generator Maintenance, in accordance with the specifications contained herein. Bids will be received by the City of Seguin until the date and time indicated above. Bids shall remain valid for sixty (60) days.

Bids MUST be sent electronically through http://www.bidnetdirect.com/texas/cityofseguin until 10:00 A.M., Wednesday, August 19, 2026.

Bids received after the time and date set for submission will be disqualified.

The City of Seguin reserves the right to reject or accept any and all proposals and to waive informalities.

Respondents are encouraged to read the entire document prior to submitting a response. For questions regarding this Bid please submit them through BidNet no later than the Question Acceptance Deadline noted in BidNet. Any clarification or interpretation of the specifications, if made, will be made only by written addendum issued by the City of Seguin Purchasing Department. Once issued, an addendum becomes a part of the bid documents. The City will not be responsible for any verbal explanation or interpretation of the bid made or given prior to the award of the contract.

http://www.bidnetdirect.com/texas/cityofseguin%20until%2010:00 http://www.bidnetdirect.com/texas/cityofseguin%20until%2010:00

SPECIFICATIONS

ANNUAL CONTRACT FOR ON-SITE GENERATOR MAINTENANCE

1. PURPOSE

The City of Seguin requests quotes from qualified vendors to provide on-site maintenance for generators at various City locations, in accordance with the specifications, terms and conditions set forth herein. All services described shall be performed in compliance with all applicable Federal, State, City, and County laws and ordinances, including Environmental Protection Agency regulations.

2. PRE-BID MEETING

A walk-through of facilities subject to this contract will be scheduled upon request. Prior arrangements must be made. Appointments can be scheduled with the Facilities Maintenance office at 830-401-2487 or 830-401-2489.

3. QUALIFICATIONS

a. Bids will only be considered from firms normally engaged in providing the types of services and products specified herein.

b. Respondents shall have adequate organization, facilities, equipment and personnel to ensure prompt and efficient service to the City.

c. Respondents shall identify any subcontractors to be used for this contract. Experience, qualifications, and references of the subcontractors shall be submitted. The City reserves the right to approve or disapprove all subcontractors prior to any work being performed.

d. Service technicians shall be fully qualified to work on the listed equipment and employed by the successful respondent on the effective date of the contract. Respondent shall verify that service personnel have had training with a minimum of one year of “hands on” experience working on the listed equipment.

e. Respondents shall provide the name, address, telephone number and e-mail address of at least three firms that have utilized similar service for at least two (2) years. NOTE: reference form provided. E-mail addresses are required.

f. The City reserves the right to reject bids where evidence or evaluation is determined to indicate inability to perform.

4. CONTRACT TERM

a. The term of the contract shall be for one (1) year beginning October 1, 2026, through September 30, 2027. The contract may be extended, subject to written notice of agreement between the City and the successful bidders for optionally three (3) additional one-year (1) periods beyond the initial contract period.

b. Either party may terminate this agreement with a thirty (30) day written notice.

c. If the agreement is terminated for any reason, the respondent shall turn over all records of service to the City within fifteen (15) working days after completion of duties contained in the agreement.

5. PRICING

a. Bidders shall quote pricing, per site, in accordance with the enclosed BID FORM.

b. Price increases will not be accepted during the term of the contract.

c. Pricing for Preventive Maintenance services shall include all travel to and from sites. No additional travel, fuel, transportation charges will be accepted for Preventive Maintenance trips to generator sites.

d. The cost of “as needed” materials such as engine fluids and air filters may be added to the invoice when they are used.

e. Bidders shall quote a flat service fee for mileage/travel costs to and from sites for repair services as well as a labor hourly rate quote for repair services. No additional fuel charges or “per mile” fees will be accepted at the time of invoice. The flat service fee and hourly labor rate are exclusive of parts cost(s).

6. RESERVATIONS

The City reserves the right to select any, all, or a combination, of the Service Levels which are described in this specification. The City reserves the right to use any vendor available and as needed for repairs.

7. INSURANCE REQUIREMENTS

The vendor shall, at all times during the period in which contract is in force and effect, provide and maintain insurance of the type and in limits as set forth in Attachment A. Such insurance shall name the parties required to secure same as insured and shall include the City of Seguin as an "additional insured" and provide City of Seguin with waiver of subrogation.

8. SCOPE OF WORK

Provide on-site preventive maintenance for generators at various City locations noted on Bid Form herein. All maintenance and testing should occur during normal working hours, Monday through Friday. Respondents shall be responsible for the servicing of generators in accordance with manufacturers’ recommendations to ensure each unit is operating as designed for the intended application.

9. ADDITIONS, DELETIONS, OR REPLACEMENTS

The City reserves the right to add or delete locations according to its needs. Additional locations should be quoted on the same cost basis as other locations. Deletions will be made without penalty to the City.

10. DETAILED DESCRIPTION OF SERVICE LEVELS

All maintenance shall be performed as per the manufacturer’s recommendations. If in the event of any conflict, the manufacturer’s recommendations shall prevail. A trained service representative shall visit a site on mutually agreed dates and times to perform preventive maintenance work. All work shall be performed in a safe and professional manner, and the work area shall be left in a neat and clean condition.

13.1 PREVENTIVE MAINTENANCE (PM) LEVEL 1 – QUARTERLY

A. GENERAL

• Visual inspection - Carefully inspect engine for leaks or deterioration. Visually inspect overall condition of unit to identify foreign objects, loose or broken fittings, guards, and components.

• Clean off oil, coolant, fuel and acid deposits.

• Make note of any unusual sounds during walk-around inspections.

• Check and adjust voltage and frequency.

• Add engine fluids as required.

• Grease necessary fittings.

B. AIR INDUCTION AND EXHAUST SYSTEM

• Air filter service indicator – Inspect for proper operation, note reading, reset indicator.

• Air filter – Inspect and clean or replace as necessary.

• Air inlet system – Inspect piping and air filter housing for damage, loose connections, and evidence of leaks. Clean air filter housing if air filter is cleaned or replaced. Check housing seals and gaskets.

• Turbocharger – Check for unusual noises and proper operation. Inspect for oil leakage or exhaust leakage.

• Exhaust manifold – Inspect for damage, loose or missing hardware, evidence of exhaust leakage. Inspect for oil slobbering.

• Exhaust system – Inspect silencer and piping for damage, corrosion, or leakage. Check rain cap. Check supports for vibration damage and loose connections.

C. COOLING SYSTEM

• Radiator/heat exchanger – visually inspect for leaks, damage, and debris. Inspect louvers for correct operation.

• Coolant – visually inspect coolant for correct level and signs of contamination. Check coolant conditioner concentration and temperature protection. Check filler cap gasket and sealing surfaces.

• Hoses and connections – visually inspect all hoses for deterioration. Check tightness of connections.

• Fan drive pulley and fan – Check for loose or worn pulleys and lube fan drive bearing.

Check fan operation and clearance.

• Fan belts – inspect for wear or deterioration. Check tension and adjust as necessary.

• Jack water heater – Inspect for proper operation. Check thermostat settings for proper coolant temperature.

• Water pump – Visual and operational inspection for leaks and/or unusual noises.

D. FUEL SYSTEM

• Fuel lines and connections – inspect for leaks and tight connections. Check support brackets.

• Governor and engine controls – Inspect governor lube oil level. Inspect controls and linkage for proper operation. Add lube oil as necessary.

• Fuel filters (primary and secondary) – inspect for leaks and tight connections. Check support brackets.

• Fuel tank – visually inspect tank system for leaks and fuel level. Test day tank pump for proper operation. Inspect fuel condition for contaminants.

• Water trap/separator – note if water was found in water separator. Drain water from fuel tank or water separator.

• Fuel pressure – operational check of gauge and correct pressure.

E. LUBE OIL SYSTEM

• Oil level – inspect for correct oil level and for signs of contamination. Visually inspect unit for leaks.

• Oil pressure – operational check of oil pressure gauge for correct pressure. Note engine oil pressure at rated speed.

• Oil pressure – operational and visual inspection of the pre-lube pump.

• Crankcase breather - inspect for proper operation. Check connections and inspect hose for deterioration. Check crankcase and note and excessive blow-by.

F. ENGINE STARTING SYSTEM

• Batteries – clean and tighten all battery cable connections. Inspect batteries for damage or leakage. Clean battery with acid neutralizer.

• Batteries – measure and record specific gravity readings for each battery cell. Check for correct electrolyte level.

• Battery charger – inspect for proper operation, loose terminals, and deteriorated wiring.

• Starting motor – inspect electrical connections and wiring. For air starters, inspect oil jar and feeder operation. Operational check for abnormal engagement and cranking noises.

• Alternator - inspect for proper operation, loose connections, and mounting hardware.

Check belts, pulley and voltage output.

G. MONITORS AND SAFETY CONTROLS

• Safety controls – inspect for proper operation, loose connections, and wiring deterioration.

• Remote annunciator and alarms – inspect all panel and system alarms for proper operation.

H. GENERATOR AC POWER GENERATOR

• Visual inspection – general inspection of all electrical connections on regulator and generator. Check for presence of foreign objects, loose or broken fittings, guards, and components.

I. GENERATOR CONTROL PANEL

• Start controls (manual and automatic) – check for proper operation. Check automatic start.

• Voltmeter – check for correct readings. Check voltage level, voltage gain, and voltage drop adjustment.

• Ammeter – check for correct readings, if load is available.

• Frequency meter – Check for correct readings; load and no load readings, if possible.

13.2 PREVENTIVE MAINTENANCE (PM) LEVEL 2 – ANNUALLY

Includes all services listed under PM Level 1, as well as the following. Recommended annually.

A. AIR INDUCTION AND EXHAUST SYSTEM

• Air filters – change air filters and clean filter housing (as needed).

• Turbocharger – Inspect turbocharger for proper endplay of the rotating assembly. Check for oil leakage or unusual noises.

• Valve adjustment – check adjust valves. Note findings (as needed).

• Valve rotators – inspect to insure proper valve rotation (as needed).

B. FUEL SYSTEM

• Fuel filters (primary and secondary) – replace fuel filter. Clean primary filter. Inspect for damage, leaks, and proper operation. Inspect for proper sealing and operation.

C. COOLING SYSTEM

• Radiator cap – check radiator cap for correct pressure rating. Check radiator cap pressure with pressure test. Check sealing gasket and neck sealing surfaces for signs of deterioration.

Note condition.

D. LUBE OIL SYSTEM

• Oil and filters – change crankcase oil and filters. Inspect all gaskets and seals.

• Oil sample – obtain oil sample for analyses.

• Crankcase breather – inspect and clean.

E. MONITORS AND SAFETY CONTROLS

• Sending unit switches – check coolant temperature and oil pressure sending unit switches.

F. GENERATOR AC POWER GENERATOR

• Generator end bearing – lubricate generator end bearing.

G. GENERATOR MECHANICAL

• Bearings – inspect bearings for grease leakage and external discoloration.

• Exciter – check exciter clearances (air gap) (if accessible).

• Conductors – inspect AC and DC conductors for insulation damage within the generator enclosure.

• Generator fan – inspect fan hardware.

• Vibration isolators – check for proper adjustment and condition.

H. GENERATOR CONTROL PANEL

• Circuit breakers – inspect for free movement and tight connections.

• Control panel – vacuum/clean engine generator set control panel

• Connection enclosure – vacuum/clean engine generator set connection enclosure.

13.3 PREVENTIVE MAINTENANCE (PM) LEVEL 3 – EVERY THREE YEARS

Includes all services listed under PM Level 1 and 2, as well as the following.

A. COOLING SYSTEM

• Coolant – drain, flush and replace coolant.

• Thermostats – replace thermostats.

• Fan Belts – replace fan belts.

• Hoses – Replace all cooling system hoses including jacket water heater hose.

B. ENGINE STARTING SYSTEM

• Batteries – replace lead acid only.

• Alternator belt – replace alternator belt.

C. AIR INDUCTION AND EXHAUST SYSTEM

• Air filters – replace air filter

• Adjust – adjust valves and replace cover gaskets (as dictated by engine manufacturer’s

Operation and Maintenance Guide).

13.4 TRANSFER SWITCH PREVENTIVE MAINTENANCE - ANNUALLY

A. INTERIOR WIRING COMPONENTS

• Perform visual inspection of all wiring and connections for signs of tracking, overheating, and insulation deterioration.

• Check and tighten, where necessary, all control circuit wiring terminals.

• Check manual switches for free movement and contact continuity.

• Check all time delay settings and adjust to customer’s specifications.

• Check condition of main and arcing contacts and auxiliary contacts.

• Check all common and ground wires. Measure and record resistance to ground readings.

• Check lug connections and mounting insulator bolts (de-energized switch).

• Megger test for grounds or leakage.

• Check for proper transfer operation and sequencing of time control relays.

• Calibrate all phase and voltage sensitive relays.

• Perform relative infrared heat scan on all contacts.

B. ENCLOSURE

• Wipe down.

• Clean interior of enclosure and remove accumulated dust and/or dirt.

• Check door closure, locking bar, and mechanism for proper operation.

C. MISCELLANEOUS

• Record findings of inspection. Note corrective action taken.

• Report unsafe conditions.

• Report recommendations for replacement of major components.

13.5 LOAD BANK TESTING - ANNUALLY

• A minimum two-hour load bank test shall be performed annually on each of the generators.

• A copy of the load test results shall be provided to the City within five (5) business days.

RESPONDENT’S REFERENCE SHEET

Please Complete and Return This Form with the Solicitation Response

RESPONDENT’S NAME:

DATE: ____________________

Provide the name, address, telephone number and point of contract of at least three firms that have utilized similar service for at least 2 years. References may be checked prior to award.

Information received from reference checks will be considered during the bid evaluation.

1. Company’s Name Name of Contact Title of Contact E-Mail Address Present Address City, State, Zip Code Telephone Number ( ) Fax Number ( )

2. Company’s Name

Title of Contact E-Mail Address Present Address

3. Company’s Name

Title of Contact E-Mail Address Present Address

FAILURE TO PROVIDE THE REQUIRED INFORMATION WITH THE SOLICITATION RESPONSE MAY

AUTOMATICALLY DISQUALIFY THE RESPONSE FROM CONSIDERATION FOR AWARD.

# LOCATION SCHEDULE QTY UNIT MAKE & MODEL UNIT PRICE EXTENDED PRICE

Quarterly PM Level 1 3 qtr Generac - Mobile Annual PM Level 2 1 ea Model #MD100DF4 Every 3 Yrs PM Level 3 1 ea 208/480 volts Annual Load Test 1 ea Fuel: Diesel Annual Transfer Switch Maint. 1 ea Engine SN: 3006974993 Quarterly PM Level 1 3 qtr Generac , 50 kw Annual PM Level 2 1 ea Model 6JDXL03 Every 3 Yrs PM Level 3 1 ea 120/208 volts Annual Load Test 1 ea Fuel: Diesel Annual Transfer Switch Maint. 1 ea Gen .SN: 2087014 Quarterly PM Level 1 3 qtr Caterpillar, 300 kw Annual PM Level 2 1 ea Model SR4 Every 3 Yrs PM Level 3 1 ea 277/280 volts. Fuel: Diesel Annual Load Test 1 ea Gen. SN: 9CR01437 Annual Transfer Switch Maint. 1 ea Engine SN: 4ZR04477 Quarterly PM Level 1 3 qtr Caterpillar, 350 kw Annual PM Level 2 1 ea Model SR4 Every 3 Yrs PM Level 3 1 ea 277/480 volts Annual Load Test 1 ea Fuel: Diesel Annual Transfer Switch Maint. 1 ea Engine SN: 4ZR04483 Quarterly PM Level 1 3 qtr Cummins, 100 kw Annual PM Level 2 1 ea Model DGDB-5664107 Every 3 Yrs PM Level 3 1 ea 120/208 volts. Fuel Diesel Annual Load Test 1 ea Gen. SN: B040602130 Annual Transfer Switch Maint. 1 ea Engine SN: 46365547 Quarterly PM Level 1 3 qtr Kohler, 60 kw.

Annual PM Level 2 1 ea Model: 60RZG Every 3 Yrs PM Level 3 1 ea 208 volts Annual Load Test 1 ea Fuel: Natural Gas Annual Transfer Switch Maint. 1 ea Gen. SN: 2139090 Quarterly PM Level 1 3 qtr Generac, 100 kw Annual PM Level 2 1 ea Model: 8JDXL06 Every 3 Yrs PM Level 3 1 ea 120 volts. Fuel: Diesel Annual Load Test 1 ea Gen. SN: 2097527 Annual Transfer Switch Maint. 1 ea Eng. SN: 4045HF285H Quarterly PM Level 1 3 qtr Generac, 25kw Annual PM Level 2 1 ea Model QTO252 Every 3 Yrs PM Level 3 1 ea 120/240 volts. Natural Gas Annual Load Test 1 ea Gen SN: 6219379 Annual Transfer Switch Maint. 1 ea Eng. SN: 8GNX802342NN Quarterly PM Level 1 3 qtr IR-Cummins, 402 kw Annual PM Level 2 1 ea Model: G450. Fuel: Diesel Every 3 Yrs PM Level 3 1 ea 480/277 v.-3 P.

Annual Load Test 1 ea 208/120 v.-3 P.

Annual Transfer Switch Maint. 1 ea Gen SN: 4FVGIBLC8U406262 Quarterly PM Level 1 3 qtr Cummins, 60 kw Annual PM Level 2 1 ea Model GGHE-1612829 Every 3 Yrs PM Level 3 1 ea 480 v Annual Load Test 1 ea Fuel: Diesel Annual Transfer Switch Maint. 1 ea S/N D160947983 Spec. M Quarterly PM Level 1 3 qtr Generac, 100kw Annual PM Level 2 1 ea Model:SG0100KG189 Every 3 Yrs PM Level 3 1 ea 277/480 volts, Fuel: Propane Annual Load Test 1 ea Gen SN: 50009921 Annual Transfer Switch Maint. 1 ea Eng SN: FGNXB08.92C2 Quarterly PM Level 1 3 qtr Caterpillar 700kw Annual PM Level 2 1 ea Model 700 480 v.-3P.

Every 3 Yrs PM Level 3 1 ea Fuel: Diesel Annual Load Test 1 ea Gen SN: CAT00C18VT3400699

BID SHEET

CITY OF SEGUIN BID # Li-2026-52

1 Untilies Operation Center 3027 N. Austin

Police Dept.

350 N. Guadalupe St.

Geronimo Creek WWTP

450 Seitz Rd.

Geronimo Creek WWTP

450 Seitz Rd.

Fire Station No. 2

650 S State Hwy 46

Fire Station No. 3

1330 N Hwy 123 ByPass

Central Fire Station

110 Elm St.

City Hall Annex 211

N River St

Utilities Operation Center

3027 N. Austin

Utilities Operation Center

3027 N. Austin

Springs Hill WWTP 135

Pecan Orchard Rd.

Water Plant

603 River Dr. West

Annual Transfer Switch Maint. 1 ea ENG SN: LTH00155 Quarterly PM Level 1 3 qtr Kohler, 240kw Annual PM Level 2 1 ea Model:250REOZJe Every 3 Yrs PM Level 3 1 ea 277/480 volts, Fuel: Diesel Annual Load Test 1 ea Gen SN: 33CFGMJH0008 Annual Transfer Switch Maint. 1 ea Eng SN: RG609L144702 Quarterly PM Level 1 3 qtr Caterpillar, 300kw Annual PM Level 2 1 ea Mode: D300GC Every 3 Yrs PM Level 3 1 ea Fuel: Diesel Annual Load Test 1 ea Gen SN: CAT0D300LRE300294 Annual Transfer Switch Maint. 1 ea ENG SN: S90P02990 Quarterly PM Level 1 3 qtr Caterpillar Annual PM Level 2 1 ea Model:D60GC Every 3 Yrs PM Level 3 1 ea 208/480 volts, Fuel: Diesel Annual Load Test 1 ea Gen SN: CAT00D60CT9400108 Annual Transfer Switch Maint. 1 ea Eng SN: E5G07746

Firm Name:

Signature:

Printed Name:

Date:

Phone No.: E-Mail Address:

The Undersigned affirms that it is duly authorized to submit this bid, that this bid has not been prepared in collusion with any other bidder, and that the content of this bid has not been communicated to any other bidder prior to the official receipt of this bid. The undersigned agrees if this BID is accepted, to furnish all items upon which prices are offered, at the price(s) and upon the terms and conditions contained in the specifications. The City reserves the right to accept or reject, in part or in whole, any BIDs submitted and to waive any technicalities for the best interest of the City.

Navarro Ranch Lift Station

7444 SH 123N.

Cordova Lift Station

4550 SH123 N

Total Extended Prices of Items 1 thru 15

HOURLY RATE FOR SERVICE CALLS OTHER THAN PREVENTIVE MAINTENANCE SERVICES

FLAT FEE FOR TRANSPORTATION/TRAVEL TO & FROM SITES FOR SERVICE CALLS OTHER THAN PREVENTIVE MAINT.

15 Gateshead Lift Station 1586 Gateshead Dr.

ADDENDUM FORM

Bid # Li-2026-52

Receipt is hereby acknowledged of the following Addenda to the Specifications:

ADDENDUM NO. 1 DATED __________________ ADDENDUM NO. 4 DATED __________________

ADDENDUM NO. 2 DATED __________________ ADDENDUM NO. 5 DATED __________________

ADDENDUM NO. 3 DATED __________________ ADDENDUM NO. 6 DATED __________________

• The Undersigned affirms that it is duly authorized to submit this bid, that this bid has not been prepared in collusion with any other bidder, and that the content of this bid as to prices, terms, or conditions of said bid has not been communicated to any other bidder prior to the official opening of this bid.

• The Undersigned certifies that pursuant to Section 2270.002 of the Texas Government Code, Bidder does not boycott Israel and will not boycott Israel during the term of the contract resulting from this solicitation.

• The Undersigned certifies that pursuant to S.B 19, Bidder does not boycott energy companies and will not boycott energy companies during the term of the contract.

• The Undersigned certifies that pursuant to S.B. 13, Bidder does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association; and will not discriminate during the term of the contract against a firearm entity or firearm trade association.

Company Name Authorized Signature

Address Printed Name

City, State, Zip Code Title

Phone No. Date

Email Address: ___________________________________________________

BIDDER’S EXCEPTION FORM

Bid # Li-2026-52

This form must be completed and signed by an authorized representative of the company. Failure to do so may cause total bid to be rejected. If no exceptions are to proposed, indicate by stating “No Exceptions to Specifications” and sign in the appropriate space.

STATEMENT OF BIDDER:

WE PROPOSE THE FOLLOWING EXCEPTIONS TO THE SPECIFICATIONS:

PAGE/

SECTION PARAGRAPH # EXCEPTION

NOTE: If additional pages are needed, attach to the back of this page and note “See Page 2- Deviations” on this page.

Company Name Authorized Signature

ADA Nondiscrimination and Accessibility Compliance

Americans with Disabilities Act (ADA) Compliance

The Contractor agrees to comply with all applicable federal, state, and local laws, regulations, and requirements concerning nondiscrimination and accessibility, including but not limited to the Americans with Disabilities Act of 1990 (42 U.S.C. § 12101 et seq.), as amended, and Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. § 794).

The Contractor shall not discriminate against any qualified individual with a disability in the performance of this Agreement and shall ensure that its services, programs, activities, communications, and facilities are accessible to and usable by individuals with disabilities.

The Contractor agrees to take appropriate steps to ensure that any subcontractors, agents, or vendors engaged in the performance of this Agreement also comply with these nondiscrimination and accessibility requirements.

The City’s ADA Nondiscrimination Policy, including the ADA Coordinator’s contact information and grievance procedures, is incorporated herein by reference and is available on the City’s website.

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ATTACHMENT A

(Revised 5/23/23)

INSURANCE

SECTION A. Prior to the approval of this contract by the City, CONTRACTOR shall furnish a completed Insurance Certificate to the Purchasing office. The certificate shall be completed by an agent authorized to bind the named underwriter(s) to the coverages, limits, and termination provisions shown thereon, and shall furnish and contain all required information referenced or indicated thereon. CITY SHALL HAVE NO DUTY TO PAY OR PERFORM UNDER THIS CONTRACT UNTIL SUCH CERTIFICATE IS RECEIVED BY THE CITY OF SEGUIN'S PURCHASING DEPARTMENT, and no officer or employee of the City shall have authority to waive this requirement.

INSURANCE COVERAGE REQUIRED

SECTION B. CITY reserves the right to review the insurance requirements of this section during the effective period of the contract and to adjust insurance coverages and their limits when deemed necessary and prudent by CITY, based upon changes in statutory law, court decisions, or the claims history of the industry as well as the CONTRACTOR.

SECTION C. Subject to CONTRACTOR'S right to maintain reasonable deductibles in such amounts as are approved by CITY, CONTRACTOR shall obtain and maintain in full force and effect for the duration of this contract, and any extension hereof, at CONTRACTOR'S sole expense, insurance coverage written by companies approved by the State of Texas and acceptable to CITY, in the following type(s) and amount(s):

TYPE AMOUNT

1. Workers' Compensation and Statutory

Employer’s Liability

NOTE: For building or construction projects, and services provided at City-owned facilities, the successful Contractor shall meet the minimum requirements defined in the Texas Workers' Compensation Commission Rule 28 TAC §110.110 which follows this insurance attachment.

2. Commercial General (public) Liability including coverage for the following:

a. Premises operations $1,000,000 per occurrence

b. Independent contractors $2,000,000 aggregate

c. Products/completed operations

d. Personal injury

e. Advertising injury

f. Contractual liability

g. Medical payments

h. Professional liability*

i. Underground hazard*

j. Explosion and collapse hazard*

k. Liquor liability*

l. Fire legal liability*

m. City's property in Contractor's* care, custody, or control

n. Asbestos specific liability*

* Not required for this contract

3. Comprehensive Automobile Liability $1,000,000 per occurrence insurance, including coverage for loading and unloading hazards, for:

a. Owned/leased vehicles

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b. Non-owned vehicles

c. Hired vehicles

4. Errors and Omissions $1,000,000 per occurrence or claim insurance policy $2,000,000 aggregate (when applicable) for the willful or negligent acts or omissions of any no less than officers, employees or agents thereof

5. Cyber $2,000,000 (when applicable)

ADDITIONAL POLICY ENDORSEMENTS

CITY shall be entitled, upon request, and without expense, to receive copies of the policies and all endorsements thereto and may make any reasonable request for deletion, revision, or modification of particular policy terms, conditions, limitations, or exclusions (except where policy provisions are established by law or regulation binding upon either of the parties hereto or the underwriter of any of such policies). Upon such request by CITY, CONTRACTOR shall exercise reasonable efforts to accomplish such changes in policy coverages, and shall pay the cost thereof.

REQUIRED PROVISIONS

CONTRACTOR agrees with respect to the above required insurance, all insurance contracts and certificate(s) of insurance will contain and state, in writing, on the certificate or its attachment, the following required provisions.

a. Name the City of Seguin and its officers, employees, and elected representatives as an Additional Insured(s), (as the interest of each insured may appear) to all applicable coverage.

b. Provide for 30 days notice to City for cancellation, non-renewal, or material change.

c. Provide for notice to City at the address shown below by registered mail.

d. CONTRACTOR agrees to waive subrogation against the City of Seguin, its officers, employees, and elected representatives for injuries, including death, property damage, or any other loss to the extent same may be covered by the proceeds of insurance.

e. Provide that all provisions of this agreement concerning liability, duty, and standard of care together shall be underwritten by contractual liability coverage sufficient to include such obligations within applicable policies.

f. For coverages that are only available with claims made policies, the required period of coverage will be determined by the following formula: Continuous coverage for the life of the contract, plus one year (to provide coverage for the warranty period) and an extended discovery period for a minimum of five years which shall begin at the end of the warranty period.

NOTICES

CONTRACTOR shall notify CITY in the event of any change in coverage and shall give such notices not less than thirty (30) days prior to the change, which notice must be accompanied by a replacement CERTIFICATE OF INSURANCE. All notices shall be given to CITY at the following address:

Purchasing Department City of Seguin P.O. Box 591 Seguin, Texas 78156

SECTION D. Approval, disapproval, or failure to act by CITY regarding any insurance supplied by CONTRACTOR shall not relieve CONTRACTOR of full responsibility or liability for damages and accidents as set forth in the contract documents. Neither shall the bankruptcy, insolvency, or denial of liability by the insurance company exonerate CONTRACTOR from liability.

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WORKERS COMPENSATION INSURANCE

for

Building or Construction Projects and Services Provided at City-Owned Facilities

TEXAS WORKERS' COMPENSATION COMMISSION RULE 28 § 110.110

As required by the Texas Workers' Compensation Rule 28, §110.110, the Contractor shall accept the following definitions and comply with the following provisions:

Workers' Compensation Insurance Coverage

A. Definitions:

1. Certificate of coverage ("certificate")-A copy of a certificate of insurance, a certificate of authority to self-insure issued by the commission, or a coverage agreement (TWCC-81, TWCC-82, TWCC-83, or TWCC-84), showing statutory workers' compensation insurance coverage for the person's or entity's employees providing services on a project, for the duration of the project.

2. Duration of the project-includes the time from the beginning of the work on the project until the Contractor's/person's work on the project has been completed and accepted by the City of Seguin.

3. Persons providing services on the project ("subcontractor" in Section 406.096) - includes all persons or entities performing all or part of the services the Contractor has undertaken to perform on the project, regardless of whether that person contracted directly with the Contractor and regardless of whether that person has employees. This includes, without limitation, independent Contractors, subcontractors, leasing companies, motor carriers, owner-operators, employees of any such entity, or employees of any entity which furnishes persons to provide services on the project.

"Services" include, without limitation, providing, hauling, or delivering equipment or materials, or providing labor, transportation, or other service related to a project. "Services" does not include activities unrelated to the project, such as food/beverage vendors, office supply deliveries, and delivery of portable toilets.

B. The Contractor shall provide coverage, based on proper reporting of classification codes and payroll amounts and filing of any coverage agreements, which meets the statutory requirements of Texas Labor Code, Section 401.011(44) for all employees of the Contractor providing services on the project, for the duration of the project.

C. The Contractor must provide a certificate of coverage to the City of Seguin prior to being awarded the contract.

D. If the coverage period shown on the Contractor's current certificate of coverage ends during the duration of the project, the

Contractor must, prior to the end of the coverage period, file a new certificate of coverage with the City of Seguin showing that coverage has been extended.

E. The Contractor shall obtain from each person providing services on a project, and provide to the City of Seguin:

1. A certificate of coverage, prior to that person beginning work on the project, so the City of Seguin will have on file certificates of coverage showing coverage for all persons providing services on the project; and

2. No later than seven (7) days after receipt by the Contractor, a new certificate of coverage showing extension of coverage, if the coverage period shown on the current certificate of coverage ends during the duration of the project.

F. The Contractor shall retain all required certificates of coverage for the duration of the project and for one (1) year thereafter.

G. The Contractor shall notify the City of Seguin in writing by certified mail or personal delivery, within ten (10) days after the

Contractor knew or should have known, of any change that materially affects the provision of coverage of any person providing services on the project.

H. The Contractor shall post on each project site a notice, in the text, form and manner prescribed by the Texas Workers'

Compensation Commission, informing all persons providing services on the project that they are required to be covered, and stating how a person may verify coverage and report lack of coverage.

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I. The Contractor shall contractually require each person with whom it contracts to provide services on a project, to:

1. Provide coverage, based on proper reporting of classification codes and payroll amounts and filing of any coverage agreements, which meets the statutory requirements of Texas Labor Code, Section 401.011(44) for all of its employees providing services on the project, for the duration of the project;

2. Provide to the Contractor, prior to that person beginning work on the project, a certificate of coverage showing that coverage is being provided for all employees of the person providing services on the project, for the duration of the project.

3. Provide the Contractor, prior to the end of the coverage period, a new certificate of coverage showing extension of coverage, if the coverage period shown on the current certificate of coverage ends during the duration of the project;

4. Obtain from each other person with whom it contracts, and provide to the Contractor:

a. A certificate of coverage, prior to the other person beginning work on the project; and

b. A new certificate of coverage showing extension of coverage, prior to the end of the coverage period, if the coverage period shown on the current certificate of coverage ends during the duration of the project.

5. Retain all required certificates of coverage on file for the duration of the project and for one (1) year thereafter;

6. Notify the City of Seguin in writing by certified mail or personal delivery, within ten (10) days after the person knew or should have known, of any change that materially affects the provision of coverage of any person providing services on the project; and

7. Contractually require each person with whom it contracts, to perform as required by paragraphs (1) -

(7), with the certificates of coverage to be provided to the person for whom they are providing services.

J. By signing this contract or providing or causing to be provided a certificate of coverage, the Contractor is representing to the City of Seguin that all employees of the Contractor who will provide services on the project will be covered by workers' compensation coverage for the duration of the project, that the coverage will be based on proper reporting of classification codes and payroll amounts, and that all coverage agreements will be filed with the appropriate insurance carrier or, in the case of a self-insured, with the commission's Division of Self-Insurance Regulation. Providing false or misleading information may subject the Contractor to administrative penalties, criminal penalties, civil penalties, or other civil actions.

K. The Contractor's failure to comply with any of these provisions is a breach of contract by the Contractor which entitles the City of Seguin to declare the contract void if the Contractor does not remedy the breach within ten

(10) days after receipt of notice of breach from the City of Seguin.

As defined by the Texas Labor Code, Chapter 269, Section 406.096(e), building or construction is defined as:

1. Erecting or preparing to erect a structure, including a building, bridge, roadway, public utility facility, or related appurtenance;

2. Remodeling, extending, repairing, or demolishing a structure; or

3. Otherwise improving real property or an appurtenance to real property through similar activities.

The employment of a maintenance employee who is not engaging in building or construction as the employer's primary business does not constitute engaging in building or construction.

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CITY OF SEGUIN

INSURANCE REQUIREMENT AFFIDAVIT

To be Completed By Appropriate Insurance Agent and submitted with bid proposal.

I, the undersigned Agent/Broker, certify that the insurance requirements contained in this bid document have been reviewed by me with the below identified Contractor. If the below identified Contractor is awarded this contract by the City of Seguin, I will be able to, within ten (10) days after being notified of such award, furnish a valid insurance certificate to the City meeting all of the requirements defined in this bid.

Agent (Signature) Agent (Print)

Name of Agency/Broker:

Address of Agent/Broker:

City/State/Zip:

Agent/Broker Telephone #: ( )

CONTRACTOR'S NAME:

(Print or Type)

NOTE TO AGENT/BROKER

If this time requirement is not met, the City has the right to invalidate the bid award and award the contract to the next lowest bidder meeting specifications. Should an awarded bid be invalidated the Contractor may be liable for breach of contract. If you have any questions concerning these requirements, please contact the Purchasing Manager for the City of Seguin at (830) 401-2451

Revised September 26, 2025

GENERAL CONDITIONS OF BIDDING

These general conditions apply to any procurement of products or services by the City of Seguin.

Failure to comply with these General Conditions of Bidding may result in the bid being disqualified.

1. DEFINITION OF TERMS

A. “Bid documents” mean the entire packet of documents provided to bidders, including, but not limited to the General Conditions of Bidding, General Conditions of Agreement, General and/or Technical Specifications, Special and Supplementary Conditions, Information to Bidders, Bid Form(s) and any Addendum.

B. “Bidder” means a person or firm submitting a bid, proposal, or quote to provide equipment, material, and/or services necessary in the performance of these specifications and competing for award of a contract.

C. “Bid” or “Proposal” means an offer to perform or provide the requirements specified herein.

“Furnish” or “provide” means to supply, equip, and deliver the specified equipment, material and/or services to the Purchaser.

D. “Formal Bid” is a formally advertised solicitation for acquiring goods, services, and construction that requires a public opening of sealed bids or proposals, generally $100,000 or more.

E. “Informal Bid” is a competitive bid or price quotation for supplies or services under $100,000 that is conveyed by letter, telephone, or other means and does not require a sealed bid, public opening, or public reading of bids.

F. “City”, “Purchaser”, or” Owner” shall refer to the City of Seguin, PO Box 591, Seguin, Texas 78156- 0591.

G. “Contract” means the contract awarded pursuant to this solicitation.

H. “Contractor” or “Vendor” means the bidder to which a contract award has been made by the City.

I. “Purchase Order” means the document issued by the City that creates a legal binding contract between the City and the Contractor and authorizes the Contractor to ship goods pursuant to the

2. SUBMISSION OF BIDS

A. All bids must be on blank forms furnished by the Purchasing Department and must be written in ink or typed. Pencil quotations will not be considered. Proposals must be submitted on the forms or in the format called for in specifications. Each must be executed personally by the bidder, or if executed by an agent, a power of attorney or other evidence of his authority to act on behalf of the bidder must accompany the bid. If the bidder is a corporation, the certificate of corporate bidder must be executed under the corporate seal by some duly authorized officer of the corporation other than the officers signing the bid. By execution of the bid, the bidder accepts all general and special conditions of the contract and the specifications.

B. Formal sealed bids and proposals must be received at the date, time, and place specified in the bid document. Bids and proposals will be publicly opened and read followed by evaluation and award at a later date. Formal bids and proposals ($100,000 or higher) may NOT be faxed or submitted via e-mail and should be submitted as outlined in the bid documents.

C. Informal bids are due at the date, time, and place stated in the bid document. Informal bids (less than $100,000) may be submitted as outlined in the bid documents.

D. Each Bidder agrees that its price will remain firm and subject to acceptance by the City for a period of sixty (60) calendar days from the bid opening date. The prices quoted in the bid shall not be subject to escalation except where otherwise clearly indicated by the Bidder or by the City in bid documents. The basis for the escalation shall be clearly indicated in either case.

E. All information required by the bid documents will be furnished. The bidder will print or type its name, in ink, and manually sign the bid sheet. The bid sheet, with original signatures, must be submitted.

F. All prices shall be quoted as required in the specifications. Unit prices will be shown when called for on the bid sheet, and where there is a conflict between the unit price show and the total price shown, the unit price will govern.

G. No change in price will be considered after bids have been opened. The City reserves the right to negotiate prices as submitted by proposal as allowed by state statute.

H. In case of ambiguity or lack of clarity in stating prices in the bid, Purchaser reserves the right to adopt the price written in words or reject the bid. Any ambiguity in the bid as a result of omission, error, unintelligible or illegible wording shall be construed in the favor of the City.

I. If this bid is altered, any erasure or alteration of figures on the item on which the erasure or alteration is made must be initialed by signee of this bid.

J. The City reserves the right to extend the bid closing time and date. Notification will be made by addendum.

K. The City reserves the right to increase or decrease the quantity specified, unless the bidder specified otherwise.

3. WITHDRAWAL OF BIDS

A. A Bidder may withdraw a bid before Council acceptance of the bid without prejudice to himself by a written request addressed to the Purchasing Manager.

B. When the mistake was a result of a bidder’s negligence, and City has no knowledge of the mistake when bids were opened, and awarded a contract based on the bid, bidder will not be released and shall be bound by the bid.

C. If a mistake is not discoverable and verifiable by the City, bidder’s incorrect interpretation of Engineering specifications set forth in a construction contract will not release him from his obligations, once a contract has been awarded by City Council and bidder has received notice of such award.

4. GENERAL CONDITIONS

Bidders will submit their bids or proposals upon the following express conditions:

A. Bidders shall thoroughly examine all drawings, specifications, plans, schedules, instructions, and all other contract documents pertaining to this bid.

B. Bidders shall make all investigations necessary to thoroughly inform themselves regarding plant and facilities for delivery of materials or equipment as required by the bid conditions. No plea of ignorance by the Bidder of conditions that exist or that may hereafter exist as a result of failure or omission on the part of the Bidder to make the necessary examinations and investigations will be accepted as a basis for varying the requirements of the City or the compensation to the vendor.

C. If any bidder is in doubt as to the true meaning of the specifications, other bid documents, or any part thereof, they may submit a written request for clarification to the Purchasing Manager. A request for clarification should be submitted by the deadline, if any, indicated in the specifications.

D. All materials, equipment, supplies which are new, non-standard to the City of Seguin, and/or items which are to be listed as an alternate or exception must be pre-approved PRIOR to placing them on a bid proposal. In order to fairly evaluate all bids, sufficient time requirements for possible field testing or demonstrations should be allowed.

E. Bidders are advised that City contracts are subject to all legal requirements under Local, State and Federal statutes, ordinances, and regulations. Any bid, after being opened, becomes subject to the Public Information Act, Government Code Chapter 552; therefore bidders must clearly indicate any portion of the submitted bid that the bidder claims is not subject to public inspection under the Public Information Act.

F. No officer or employee of the City shall have a financial interest, direct or indirect, in any contract with the City, or shall benefit financially, directly or indirectly, in the sale to the City of any materials, supplies or services, except on behalf of the City as an officer or employee.

G. The City of Seguin is committed to maintaining fair and open competition as required by local, state, and federal laws and statutes. Every effort is made to maintain the highest level of ethical conduct in every aspect of the procurement process. Sharp business practices or high-pressure tactics will not be tolerated. Qualification and selection of vendors is based on those vendors who share the same high standards of ethical conduct.

5. DESCRIPTION OF GOODS

A. Any catalog or manufacturer’s reference in this bid is merely descriptive, and not restrictive, unless otherwise noted, and is used only to indicate type and quality of material. Any such references are made a part of these contract documents as if incorporated verbatim herein.

B. The term “Or Equal”, if used, is intended to allow substitution of a brand which has all the essential performance, features, reliability, and other salient characteristics as the brand name and model stated in the item description. “Or Equal” is intended to establish a level of quality and function and is not to be interpreted as a preference for a particular brand. Other brands meeting these minimum requirements will be accepted. Bid submitted on an “Or Equal” item must clearly identify the proposed product, the quantity of the product, model, and type, as applicable.

C. Alternate bids will not be considered unless expressly authorized by the bid documents.

6. PREPARATION OF BID

Bidders will prepare bids in accordance with the following:

A. Specifications are written to encourage competition. The specifications herein shall be the basis of comparison between bidders. There is no intent to discriminate against any supplier or vendor but rather to set a definite standard of performance. Bidders are required to quote services and/or equipment that will meet or exceed the minimum or maximum specifications herein.

B. Any omission in the specifications of any minor requirement necessary to make each unit complete and functional shall not relieve the Supplier of responsibility to furnish any material or equipment necessary.

C. The City reserves the right to request clarification to assist in evaluating the bidder’s response when the bid response is unclear with respect to product pricing, packaging or other factors. The information provided is not intended to change the bid response in any fashion and such information must be provided within two days from request.

D. Bidders shall not include federal taxes nor State of Texas limited sales, excise and use taxes in bid prices since the City of Seguin is exempt from payment of such taxes under section 151.309 of the Texas Tax Code.

E. By submitting a bid, each bidder certifies that it is a duly qualified, capable, and bondable business entity, that it is not in or contemplating bankruptcy or receivership and that it is not currently delinquent with respect to payment of taxes assessed by any political subdivision.

F. By submitting a bid, each bidder certifies that it does not currently owe any money to the City.

G. The City is exempt from the Federal Excise and Transportation Tax, and the Limited Sales and Use Tax.

Unless the bid form or specification specifically indicates otherwise, the price bid must be net exclusive of the above-mentioned taxes and will be so construed.

H. Prompt payment discounts will not be considered in determining low bids and making awards.

7. BID DEPOSIT

No bid deposit will be expected of bidder UNLESS specifications expressly provide otherwise. If a bid bond is required, the submitted bond may be in the form of a cashier’s check, cash, a certified check made payable to the City of Seguin or an original bond submitted in the form required by the City in the Bid Documents. The bond shall be executed by a surety authorized by the Texas State Insurance Commission and must be signed by both the surety and the bidder.