Questions: Whom to Call & How to Get Answers
The City will provide information/clarification as to whom to contact and/or how to obtain bid or proposal specifications information. Each department is available to answer questions during normal business hours.
How to Obtain Specifications
To obtain a copy of a bid or proposal package follow the instructions on the City’s bid posting. Click here to go to the city bid postings.
At a minimum, notices are posted on the City's website and in the Seguin Gazette local newspaper. Other locations may include national plans rooms.
Vendors who wish to be notified of new bids, must sign up for notifications on the City bid page. Click here to register online. (Ensure Cibolo Bids is selected)
It is the responsibility of the bidder/proponent to read all documents contained in the specifications carefully and follow the directions in the packet. Bidders/proponents are responsible for the timely submission of their bid/proposal.
Bidders/proponents are responsible for reporting any errors or omissions, in writing, to the Finance Department, or the Design Professional Firm responsible for issuing the bidding documents.
Contents of Bid or Proposal Document
Each packet contains at the minimum:
- Bid/Proposal forms
- Instructions to bidders/proponents
- The name and/or number of the bid or proposal
- Time and date on which the bid or proposal is due
The City is required, under Local Government Code, to obtain public bids for goods and services that meet or exceed predetermined cost thresholds. A formal, publicly advertised bid is required when the acquisition of goods or services can reasonably be anticipated to meet or exceed $50,000. Formal bids may also be required for lessor amounts at the discretion of the City Manager.
The City is further required to obtain written quotes for any product and material purchases in excess of $3,000.
Pre-bid conferences may be scheduled when a particular good or service is complex or technical as to need visual clarification. If the pre-bid conference is mandatory and the vendor fails to attend, and sign in, that vendor will not be allowed to participate in the bid. If said vendor submits a bid, it will be returned unopened with the explanation that they failed to attend the required pre-bid conference. In no case will this requirement be waived.
Receipt & Opening of Bids
The time and date of all public openings is stated in the letter to the prospective bidder, on the Bid Form, and is published in the Seguin Gazette. All bids will be sealed and distinctly marked with the bid name and number and the bid opening date and time. All sealed bids will be received in the Office of the City Secretary, 200 S. Main St, Cibolo, Tx 78108, on or before the date and time specified in the bid documents. All bids are clocked in on the official time/date stamp located in the Office of the City Secretary.
Bid Opening Procedures
Each bid document contains detailed specifications of the goods or services required. The package includes a boiler plate containing instructions and information for bidders; the time, date, and place of the opening; and bid form. Each part of the bid package is vital to the correct and complete submission of the bid and should be regarded as such.
Proposal Acknowledgment Procedures
Proposals are publicly acknowledged at the time, date and place stated in the proposal packet. Proposals are not public record until the award of a contract by City Council.
All bid openings are public and anyone is permitted to attend. When all bids have been opened and read aloud they are available for public view. Anyone not present at the public opening may look at the bids during normal business hours. Please contact the City Secretary to schedule a time to do so.
Selection of a Winning Bid
The bid will be awarded to the lowest responsible bidder. A responsible bidder is a contractor, manufacturer, producer, dealer, vendor, or bona fide manufacturer’s agent who has demonstrated judgment and integrity, is of good reputation, is experienced, and has a record of satisfactory performance and financial security.
Rejection of Bid
The City reserves the right to reject any and all bids, or all bids for any one or more goods or services included in the proposal when such rejection is in the best interest of the taxpayers of the City.
Causes for rejection include, but are not limited to; incomplete bid package, poor past performance, non-compliance with any portion of the specifications, and/or failure to provide a bid bond/ performance bond.
Notification of Award
The city or city's representative will tabulate all bids received and accepted and shall determine the low bidder(s). The city shall determine lowest responsible bidder and base a recommendation to award the contract to said bidder.
References & Bonding Issues
Bids and projects that involve a service require at least 3 different references. Completion of a statement of bidder’s qualification form as part of the bid package is also required for construction bids.
A bid bond or certified check in the amount of 5% of the bid amount will also be required. A bid bond is a guarantee that the vendor can provide a performance bond in 100% of the dollar amount of the bid. If the vendor cannot provide the performance bond, the bid bond is forfeited and the next lowest bidder is awarded the contract. The bid bond requirement may also be waived if it is in the best interest of the City to do so.
The performance bond is used as a guarantee that the work will be performed satisfactorily. If the vendor does not perform, the bond may be used as liquidated damages in the amount of the difference between the vendor’s price and the next low bidder’s price.
Bidder Default - Consequences
If a bidder fails to fulfill the terms and conditions of the bid, they may forfeit their bid/performance bond and may be removed from the bidder’s list for future bid solicitation. In addition, penalties may be incurred for late delivery or frequent back orders. With documentation, a vendor may have the contract terminated and be subject to liquidated damages for the remainder of the contract term.
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