~~ ~ ~a~alol.~ COMMISSIONERS' COURT AGENDA REQUEST MADE BY: Jannett Pieper MEETING DATE:~~'~U~.y 22, 2010 SUBJECT: (Please Be Specific) Office: County Clerk TIME PREFERRED: Consider, discuss and take appropriate action to approve the Bid Proposal Policy EXECUTIVE SESSION REQUESTED: (PLEASE STATE REASON): NAME OF PERSON ADDRESSING COURT: ESTIMATED LENGTH OF PRESENTATION: IF PERSONNEL MATTER -NAME OF EMPLOYEE Jannett Pieper S minutes Time for submitting this request for Court to assure that the matter is posted in accordance with Title 5, Chapter 551 and 552, Government Code, is as follows: Meeting schedule for Mondays: 5:00 P.M. previous Tuesday THIS REQUEST RECEIVED BY: THIS REQUEST RECEIVED ON: All Agenda Requests will be screened by the County Judge's Office to determine if adequate information has been prepared for the Court's formal consideration and action at time of Court Meetings. Your cooperation will be appreciated and contribute towards your request being addressed at the earliest opportunity. See Agenda Request Rules Adopted by Commissioners' Court, Court Order No. 25722. Make sure any and all back up material is attached to this form. PROPOSAL/BIDDING SUBMISSION PROCEDURES FOR KERR COUNTY ADVERTISEMENT: The Kerr County Clerks Office must receive a copy of the Proposal/Bid that is to be advertised. DEADLINE: Advertisement must state that proposals must be received in the County Clerks Office on or before 4:30 pm on date of the deadline. AGENDA: Proposals will be opened, read and referred to the Elected Official or Department Head for review as stated on the Agenda Item. The Clerk will keep the copy to be included in the Commissioners Court record and the original will be given to the Elected Official or Department Head for review. METHODS: Sealed Proposals may be hand-delivered or mailed to the Kerr County Clerk 700 Main St. #122, Kerrville Texas 78028, in Duplicate (1 Original, 1 Copy) FILE STAMP: The Kerr County Clerk will file stamp the date and time each proposal that is received. FAX/EMAIL: Facsimile and electronic mail transmittals will NOT be accepted. PROPOSAL REQUIREMENTS SUBMITTAL: DUPLICATE: Proposals are to be submitted in duplicate (1 original complete Proposal set and 1 copy of the Proposal set). The Proposal sets should be marked "original" or "copy". A "Proposal set" consists of the COMPLETED AND SIGNED Proposal Form and any other required documentation. All copies should have the same attachments as the original. When more than 1 proposal is published in the same ad, each proposal/job/bid is to be submitted on a separate bid form and in separate envelopes. SEALED: All Proposals must be returned in a sealed envelope with the Firm's name, address, proposal name, and the wording "SEALED BID" along with the wording "original" or "copy" should be clearly marked on the outside of the envelope. (See example of envelope below) Proposals NOT in envelopes or NOT Sealed will NOT be accepted) REFERENCES: Kerr County requires proposer to supply with the proposal, a list of at least three (3) references where like services have been supplied by their firm. Include name of firm, address, telephone number and name of representative. LEGIBLITY: Proposals must be legible and of a quality that can be reproduced. FORMS: All proposals should be submitted on the forms provided in the Proposal document. Changes to proposal forms made by proposers may disqualify the proposal. Proposals cannot be altered or amended after submission deadline. LATE PROPOSAL: Proposals received after submission deadline will not be opened and will be considered void and unacceptable. Kerr County is not responsible for delay of mail, courier service, etc. RESPONSIBILITY: Aprospective proposer must affirmatively demonstrate proposal's responsibility. A prospective proposer must meet the following requirements: a) have adequate financial resources, or the ability to obtain such resources as required; b) be able to comply with the required or proposed delivery schedule; c) have a satisfactory record of performance; d) be otherwise qualified and eligible to receive an award. Kerr County may request representation and other information sufficient to determine proposal's ability to meet these minimum standards listed above. AWARD Awards may or may not be made the same day as the opening date of the proposal. Results may be obtained by calling the Kerr County Clerks Office or the office/department requesting the proposal. REJECTION OR ACCEPTANCE: One or more proposals may be awarded for any item, single department or area. Proposals may be rejected for some items, departments or areas, even though awards are made for others. The convenience of having a single source for similar items will be taken into consideration together with price in determining the lowest and best proposal. It is understood that the Commissioner's Court of Kerr County, Texas, reserves the right to accept or reject any and/or all proposals for any or all materials and/or services covered in this proposal request, and to waive informalities or defects in the proposal or to accept such proposal it shall deem to be in the best interest of Kerr County. CONTRACT: This proposal, when properly accepted by Kerr County, shall constitute a contract equally binding between the successful proposer and Kerr County. The successful proposer may be required to sign an additional agreement containing terms necessary to ensure compliance with the proposal and may be required to put up a performance bond. CONTRACT ADMINISTRATION: Under the contract, the designated elected official or department head shall be the contract administrator with designated responsibility to ensure compliance with contract requirements, such as but not limited to, acceptance, inspection and delivery. The contract administrator will serve as liaison between Kerr County Commissioner's Court and the successful proposer. CONTRACT PERIOD(S): The Initial Contract Period is Date of Award through September 30, of each year, unless stated otherwise and approved by Commissioner's Court. COVER SHEET (Attach this cover sheet to the top of your bid) Proposal For Job NAME OF BIDDER/FIRM: Nature of bid (i.e. Ag Barn Plumbing) Contact Name: Mailing Address: City: Email Address: Telephone: ( ) _ 1. TOTAL Price Quote: $ Fax: ( ) The undersigned, by his/her signature, represents that he/she is authorized to bind the proposer to fully comply with the terms and conditions of the attached Request for Proposal, Specifications, and Special Provisions for the amount(s) shown on the accompanying Proposal sheet(s). By signing below, you have read the entire document and agreed to the terms therein. Signature of Person Authorized to Sign Proposal date: Printed Name and Title of Signer: DO NOT SIGN OR SUBMIT WITHOUT READING ENTIRE DOCUMENT State: Zip: THIS FORM MUST BE COMPLETED, SIGNED, AND RETURNED WITH PROPOSAL ENVELOPE EXAMPLES John Doe, ABC Company 123 Somewhere Any town, TX 12345 SEALED BID JOB NAME: Ag Barn Plumbing COPY John Doe, ABC Company 123 Somewhere Any town, TX 12345 SEALED BID JOB NAME: Ag Barn Plumbing ORIGINAL Kerr County Clerk 700 Main St. #122 Kerrville TX. 78028 Kerr County Clerk 700 Main St. #122 Kerrville TX. 78028 ~t~~, .,.t~ '~`