Collin County is seeking to establish a contract for vending services at designated County facilities. The County requires a qualified vendor capable of furnishing, stocking, maintaining, and servicing vending equipment to provide convenient access to snacks and beverage products for employees and visitors.
- TERMS OF CONTRACT —
- A bid, when properly accepted by Collin County, shall constitute a contract equally binding between the Vendor/Contractor/Provider and Collin County. No different or additional terms will become part of this contract with the exception of a Change Order.
- No oral statement of any person shall modify or otherwise change, or affect the terms, conditions or specifications stated in the resulting contract. All Amendments and/or Change Orders to the contract will be made in writing by Collin County Purchasing Agent.
- No public official shall have interest in the contract, in accordance with Local Government Code Title 5, Subtitle C, Chapter 171.
- The Vendor/Contractor/Provider shall comply with Commissioners Court Order No. 96-680-10-28, Establishment of Guidelines & Restrictions Regarding the Acceptance of Gifts by County Officials & County Employees.
- Design, strength, quality of materials and workmanship must conform to the highest standards of manufacturing and engineering practice.
- Bids must comply with all federal, state, county and local laws concerning the type(s) of product(s)/service(s)/equipment/project(s) contracted for, and the fulfillment of all ADA (Americans with Disabilities Act) requirements.
- All products must be new and unused, unless otherwise specified, in first-class condition and of current manufacture. Obsolete products, including products or any parts not compatible with existing hardware/software configurations will not be accepted.
- Vendor/Contractor/Provider shall provide any and all notices as may be required under the Drug-Free Work Place Act of 1988, 28 CFR Part 67, Subpart F, to its employees and all sub-contractors to insure that Collin County maintains a drug-free work place.
- Vendor/Contractor/Provider shall defend, indemnify and save harmless Collin County and all its officers, agents and employees and all entities, their officers, agents and employees who are participating in this contract from all suits, claims, actions, damages (including personal injury and or property damages), or demands of any character, name and description, (including attorneys’ fees, expenses and other defense costs of any nature) brought for or on account of any injuries or damages received or sustained by any person, persons, or property on account of Vendor/Contractor/Provider’s breach of the contract arising from an award, and/or any negligent act, error, omission or fault of the Vendor/Contractor/Provider, or of any agent, employee, subcontractor or supplier of Vendor/Contractor/Provider in the execution of, or performance under, any contract which may result from an award. Vendor/Contractor/Provider shall pay in full any judgment with costs, including attorneys’ fees and expenses which are rendered against Collin County and/or participating entities arising out of such breach, act, error, omission and/or fault.
- Expenses for Enforcement. In the event either Party hereto is required to employ an attorney to enforce the provisions of this Agreement or is required to commence legal proceedings to enforce the provisions hereof, the prevailing Party shall be entitled to recover from the other, reasonable attorney's fees and court costs incurred in connection with such enforcement, including collection.
- If a contract, resulting from a Collin County IFB is for the execution of a public work, the following shall apply:
- In accordance with Section 2253.021 of the Texas Government Code, a governmental agency that makes a public work contract with a prime contractor shall require the contractor, before beginning work, to execute to the governmental entity a Payment Bond if the contract is in excess of $25,000.00. Such bond shall be in the amount of the contract payable to the governmental entity and must be executed by a corporate surety in accordance with Section 1, Chapter 87, Acts of the 56th Legislature, Regular Session, 1959 (Article 7.19-1 Vernon’s Texas Insurance Code).
- In accordance with Section 2253.021 of the Texas Government Code, a governmental agency that makes a public work contract with a prime contractor shall require the contractor, before beginning work, to execute to the governmental entity a Performance Bond if the contract is in excess of $100,000.00. Such bond shall be in the amount of the contract payable to the governmental entity and must be executed by a corporate surety in accordance with Section 1, Chapter 87, Acts of the 56th Legislature, Regular Session, 1959 (Article 7.19-1 Vernon’s Texas Insurance Code).
- Purchase Order(s) shall be generated by Collin County to the vendor. Collin County will not be responsible for any orders placed/delivered without a valid purchase order number.
- The contract shall remain in effect until any of the following occurs: delivery of product(s) and/or completion and acceptance by Collin County of product(s) and/or service(s), contract expires or is terminated by either party with thirty (30) days written notice prior to cancellation and notice must state therein the reasons for such cancellation. Collin County reserves the right to terminate the contract immediately in the event the Vendor/Contractor/Provider fails to meet delivery or completion schedules, or otherwise perform in accordance with the specifications. Breach of contract or default authorizes the County to purchase elsewhere and charge the full increase in cost and handling to the defaulting Vendor/Contractor/Provider.
- Collin County Purchasing Department shall serve as Contract Administrator or shall supervise agents designated by Collin County.
- All delivery and freight charges (FOB Inside delivery at Collin County designated locations) are to be included as part of the bid price. All components required to render the item complete, installed and operational shall be included in the total bid price. Collin County will pay no additional freight/delivery/installation/setup fees.
- Vendor/Contractor/Provider shall notify the Purchasing Department immediately if delivery/completion schedule cannot be met. If delay is foreseen, the Vendor/Contractor/Provider shall give written notice to the Purchasing Agent. The County has the right to extend delivery/completion time if reason appears valid.
- The title and risk of loss of the product(s) shall not pass to Collin County until Collin County actually receives and takes possession of the product(s) at the point or points of delivery. Collin County shall generate a purchase order(s) to the Vendor/Contractor/Provider and the purchase order number must appear on all itemized invoices.
- Invoices shall be mailed directly to the Collin County Auditor's Office, 2300 Bloomdale Road, Suite 3100, McKinney, Texas 75071. All invoices shall show:
- Collin County Purchase Order Number;
- Vendor’s/Contractor’s/Provider’s Name, Address and Tax Identification Number;
- Detailed breakdown of all charges for the product(s) and/or service(s) including applicable time frames.
- Payment will be made in accordance with Government Code, Title 10, Subtitle F, Chapter 2251.
- All warranties shall be stated as required in the Uniform Commercial Code.
- The Vendor/Contractor/Provider and Collin County agree that both parties have all rights, duties, and remedies available as stated in the Uniform Commercial Code.
- The Vendor/Contractor/Provider agree to protect Collin County from any claims involving infringements of patents and/or copyrights.
- The contract will be governed by the laws of the State of Texas. Should any portion of the contract be in conflict with the laws of the State of Texas, the State laws shall invalidate only that portion. The remaining portion of the contract shall remain in effect. The contract is performable in Collin County, Texas.
- The Vendor/Contractor/Provider shall not sell, assign, transfer or convey the contract, in whole or in part, without the prior written approval from Collin County.
- The apparent silence of any part of the specification as to any detail or to the apparent omission from it of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of the specification shall be made on the basis of this statement.
- Vendor/Contractor/Provider shall not fraudulently advertise, publish or otherwise make reference to the existence of a contract between Collin County and Vendor/Contractor/Provider for purposes of solicitation. As exception, Vendor/Contractor/Provider may refer to Collin County as an evaluating reference for purposes of establishing a contract with other entities.
- The Vendor/Contractor/Provider understands, acknowledges and agrees that if the Vendor/Contractor/Provider subcontracts with a third party for services and/or material, the primary Vendor/Contractor/Provider (awardee) accepts responsibility for full and prompt payment to the third party. Any dispute between the primary Vendor/Contractor/Provider and the third party, including any payment dispute, will be promptly remedied by the primary vendor. Failure to promptly render a remedy or to make prompt payment to the third party (subcontractor) may result in the withholding of funds from the primary Vendor/Contractor/Provider by Collin County for any payments owed to the third party.
- Vendor/Contractor/Provider shall provide Collin County with diagnostic access tools at no additional cost to Collin County, for all Electrical and Mechanical systems, components, etc., procured through this contract.
- Criminal History Background Check: If required, ALL individuals may be subject to a criminal history background check performed by Collin County prior to access being granted to Collin County facilities. Upon request, Vendor/Contractor/Provider shall provide list of individuals to the Collin County Purchasing Department within five (5) working days.
- Non-Disclosure Agreement: Where applicable, vendor shall be required to sign a non-disclosure agreement acknowledging that all information to be furnished is in all respects confidential in nature, other than information which is in the public domain through other means and that any disclosure or use of same by vendor, except as provided in the contract/agreement, may cause serious harm or damage to Collin County. Therefore, Vendor agrees that Vendor will not use the information furnished for any purpose other than that stated in contract/agreement, and agrees that Vendor will not either directly or indirectly by agent, employee, or representative disclose this information, either in whole or in part, to any third party, except on a need to know basis for the purpose of evaluating any possible transaction. This agreement shall be binding upon Collin County and Vendor, and upon the directors, officers, employees and agents of each.
- Vendors/Contractors/Providers must be in compliance with the Immigration and Reform Act of 1986 and all employees specific to this solicitation must be legally eligible to work in the United States of America.
- Certification of Eligibility: This provision applies if the anticipated Contract exceeds $100,000.00 and as it relates to the expenditure of federal grant funds. By submitting a bid or proposal in response to this solicitation, the Bidder certifies that at the time of submission, he/she is not on the Federal Government’s list of suspended, ineligible, or debarred contractors. In the event of placement on the list between the time of bid/proposal submission and time of award, the Bidder will notify the Collin County Purchasing Agent. Failure to do so may result in terminating this contract for default.
- Notice to Vendors/Contractors/Providers delivering goods or performing services within the Collin County Detention Facility: The Collin County Detention Facility houses persons who have been charged with and/or convicted of serious criminal offenses. When entering the Detention Facility, you could: (1) hear obscene or graphic language; (2) view partially clothed male inmates; (3) be subjected to verbal abuse or taunting; (4) risk physical altercations or physical contact, which could be minimal or possibly serious; (5) be exposed to communicable or infectious diseases; (6) be temporarily detained or prevented from immediately leaving the Detention Facility in the case of an emergency or “lockdown”; and (7) subjected to a search of your person or property. While the Collin County Sheriff’s Office takes every reasonable precaution to protect the safety of visitors to the Detention Facility, because of the inherently dangerous nature of a Detention Facility and the type of the persons incarcerated therein, please be advised of the possibility of such situations exist and you should carefully consider such risks when entering the Detention Facility. By entering the Collin County Detention Facility, you acknowledge that you are aware of such potential risks and willingly and knowingly choose to enter the Collin County Detention Facility.
- Delays and Extensions of Time when applicable:
- If the Vendor/Contractor/Provider is delayed at any time in the commence or progress of the Work by an act or neglect of the Owner or Architect/Engineer, or of an employee of either, or of a separate contractor employed by the Owner, or by changes ordered in the Work, or by labor disputes, fire, unusual delay in deliveries, unavoidable casualties or other causes beyond the Vendor/Contractor/Provider's control, or by delay authorized by the Owner pending mediation and arbitration, or by other causes which the Owner or Architect/Engineer determines may justify delay, then the Contract Time shall be extended by Change Order for such reasonable time as the Owner/Architect may determine.
- If adverse weather conditions are the basis for a Claim for additional time, such Claim shall be documented by data substantiating that weather conditions were abnormal for the period of time and could not have been reasonably anticipated, and that the weather conditions had an adverse effect on the scheduled construction.
- Disclosure of Certain Relationships: Chapter 176 of the Texas Local Government Code requires that any vendor considering doing business with a local government entity disclose the vendor’s affiliation or business relationship that might cause a conflict of interest with a local government entity. Subchapter 6 of the code requires a vendor to file a conflict of interest questionnaire (CIQ) if a conflict exists. By law this questionnaire must be filed with the records administrator of Collin County no later than the 7th business day after the date the vendor becomes aware of an event that requires the statement to be filed. A vendor commits an offense if the vendor knowingly violates the code. An offense under this section is a misdemeanor. By submitting a response to this request, the vendor represents that it is in compliance with the requirements of Chapter 176 of the Texas Local Government Code. Please send completed forms to the Collin County, County Clerk's Office located at 2300 Bloomdale Rd., Suite 2104, McKinney, TX 75071.
- Disclosure of Interested Parties: Section 2252.908 of the Texas Government Code requires a business entity entering into certain contracts with a governmental entity to file with the governmental entity a disclosure of interested parties at the time the business entity submits the signed contract to the governmental entity. Section 2252.908 requires the disclosure form (Form 1295) to be signed by the authorized agent of the contracting business entity, acknowledging that the disclosure is made under oath and under penalty of perjury. Section 2252.908 applies only to a contract that requires an action or vote by the governing body of the governmental entity before the contract may be signed or has a value of at least $1 million. Section 2252.908 provides definitions of certain terms occurring in the section. Section 2252.908 applies only to a contract entered into on or after January 1, 2016.
- Vendors/Contractors/Providers must be in compliance with the provisions of Section 2252.152 and Section 2252.153 of the Texas Government Code which states, in part, contracts with companies engaged in business with Iran, Sudan, or Foreign Terrorist Organizations are prohibited. A governmental entity may not enter into a contract with a company that is listed on the Comptroller of the State of Texas website identified under Section 806.051, Section 807.051 or Section 2253.253 which do business with Iran, Sudan or any Foreign Terrorist Organization. This Act is effective September 1, 2017.
- Force Majeure: No party shall be liable or responsible to the other party, nor be deemed to have defaulted under or breached this Agreement, for any failure or delay in fulfilling or performing any term of this Agreement, when and to the extent such failure or delay is caused by or results from acts beyond the affected party’s reasonable control, including, without limitation: acts of God; flood, fire or explosion; war, invasion, riot or other civil unrest; actions, embargoes or blockades in effect on or after the date of this Agreement; or national or regional emergency (each of the foregoing, a “Force Majeure Event”). A party whose performance is affected by a Force Majeure Event shall give notice to the other party, stating the period of time the occurrence is expected to continue and shall use diligent efforts to end the failure or delay and minimize the effects of such Force Majeure Event.
NOTE: All other terms and conditions (i.e. Insurance Requirements, Bond Requirements, etc.) shall be stated in the individual IFB Solicitation documents as Special Terms, Conditions and Specifications.
- AUTHORIZATION —
By order of the Commissioners Court of Collin County, Texas sealed bids will be received for Vending Services.
- SUMMARY —
IFB No. 2026-325: Vending Services
Collin County is soliciting sealed bids from qualified vendors to provide vending services for various County facilities. The successful bidder shall furnish any equipment, fixtures, stocking, maintenance, and related services necessary for the operation of vending services at designated County locations. These services are intended to provide convenient access to vending services for County employees and visitors. The resulting contract will be awarded to the lowest responsive and responsible bidder meeting specifications and requirements outlined in this IFB. Bids must be submitted by Thursday, August 6, 2026 at 2PM, CST. All inquiries should be directed to Jingna Lyu in the Purchasing Office.
- DEFINITIONS —
- Bidder: refers to submitter.
- Vendor/Contractor/Provider: refers to a Successful Bidder/Contractor/Service Provider.
- Submittal: refers to those documents required to be submitted to Collin County, by a Bidder.
- IFB: refers to Invitation For Bid.
- VENDING SERVICES SCOPE OF WORK —
The successful bidder shall provide complete vending services for designated County facilities, including furnishing, installation, stocking, maintenance, servicing, and repair of vending equipment. Services shall be performed in accordance with all requirements, specifications, and conditions contained within this Invitation for Bid.
- PURPOSE —
The intended use/purpose for this Invitation For Bid:
IFB No. 2026-325: Vending Services
Collin County is soliciting sealed bids from qualified vendors to provide vending services for various County facilities. The successful bidder shall furnish any equipment, fixtures, stocking, maintenance, and related services necessary for the operation of vending services at designated County locations. These services are intended to provide convenient access to vending services for County employees and visitors. The resulting contract will be awarded to the lowest responsive and responsible bidder meeting specifications and requirements outlined in this IFB. Bids must be submitted by Thursday, August 6, 2026 at 2PM, CST. All inquiries should be directed to Jingna Lyu in the Purchasing Office.
- GENERAL INSTRUCTIONS —
- If Bidder does not wish to submit an offer at this time, please submit a No Bid.
- Awards shall be made not more than ninety (90) days after the time set for opening of Submittals.
- Collin County is always conscious and extremely appreciative of your time and effort in preparing your Submittal.
- Collin County exclusively uses OpenGov eProcurement for the notification and dissemination of all solicitations. The receipt of solicitations through any other company may result in your receipt of incomplete specifications and/or addenda which could ultimately render your bid non-compliant. Collin County accepts no responsibility for the receipt and/or notification of solicitations through any other company.
- A bid may not be withdrawn or canceled by the bidder prior to the ninety-first (91st) day following public opening of Submittals and only prior to award.
- It is understood that Collin County, Texas reserves the right to accept or reject any and/or all Bids for any or all products and/or services covered in an Invitation For Bid (IFB), and to waive informalities or defects in Submittals or to accept such Submittals as it shall deem to be in the best interest of Collin County.
- All IFBs submitted in hard copy paper form shall be submitted in a sealed envelope, plainly marked on the outside with the IFB number and name. A hard copy paper form Submittal shall be manually signed in ink by a person having the authority to bind the firm in a contract. Submittals shall be mailed or hand delivered to the Collin County Purchasing Department.
- Submittals via email, oral, telegraphic or telephonic will not be accepted. IFBs may be submitted in electronic format via https://procurement.opengov.com/portal/collincountytx/projects/266179.
- All IFBs submitted electronically via the eProcurement Portal shall remain locked until official date and time of opening as stated in the Special Terms and Conditions of the IFB.
- Time/date stamp clock in Collin County Purchasing Department shall be the official time of receipt for all IFBs submitted in hard copy paper form only, no flash drives, CD-ROMs or any other form of “plug and play” portable storage device will be accepted as a Submittal. IFBs received in the Collin County Purchasing Department after submission deadline shall be considered void and unacceptable. Absolutely no late Submittals will be considered. Collin County accepts no responsibility for technical difficulties related to electronic Submittals.
- For hard copy paper form Submittals, any alterations made prior to opening date and time must be initialed by the signer of the IFB guaranteeing authenticity. Submittals cannot be altered or amended after submission deadline.
- Collin County is by statute exempt from the State Sales Tax and Federal Excise Tax; therefore, the prices submitted shall not include taxes.
- Any interpretations, corrections and/or changes to an IFB, and related Specifications or extensions to the opening/receipt date will be made by addenda to the respective document by the Collin County Purchasing Department. Questions and/or clarification requests must be submitted no later than the date specified in the solicitation. Those received at a later date may not be addressed prior to the public opening. Sole authority to authorize addenda shall be vested in Collin County Purchasing Agent as entrusted by the Collin County Commissioners Court. Addenda may be transmitted electronically via Collin County eProcurement Portal.
- Addenda will be transmitted to all that are known to have received a copy of the IFB/RFQ/RFP/RFI/CSP and related Specifications. However, it shall be the sole responsibility of the Bidder/Quoter/Offeror to verify issuance/non-issuance of addenda and to check all avenues of document availability (i.e. the eProcurement portal, telephoning Purchasing Department directly, etc.) prior to opening/receipt date and time to insure Bidder’s/Quoter’s/Offeror’s receipt of any addenda issued. Bidder/Quoter/Offeror shall acknowledge receipt of all addenda.
- All materials and services shall be subject to Collin County approval.
- Collin County reserves the right to make award in whole or in part as it deems to be in the best interest of the County.
- Any reference to model/make and/or manufacturer used in specifications is for descriptive purposes only. Products/materials of like quality will be considered.
- Bidders offering substitutions to the specifications shall do so at their own risk. By offering substitutions, Bidder shall state these in the section provided in the IFB or by attachment. Substitution, if accepted, must meet or exceed specifications stated therein. Collin County reserves the right to accept or reject any and/or all of the substitution(s) deemed to be in the best interest of the County.
- Minimum Standards for Responsible Prospective Bidders: A prospective Bidder must meet the following minimum requirements:
- have adequate financial resources, or the ability to obtain such resources as required;
- be able to comply with the required or proposed delivery/completion schedule;
- have a satisfactory record of performance;
- have a satisfactory record of integrity and ethics;
- be otherwise qualified and eligible to receive an award.
- Collin County may request documentation and other information sufficient to determine Bidder's ability to meet these minimum standards listed above.
- Vendor shall bear any/all costs associated with its preparation of an IFB.
- Public Information Act: Collin County is governed by the Texas Public Information Act, Chapter 552 of the Texas Government Code. All information submitted by prospective Bidders during the bidding process is subject to release under the Act.
- The Bidder shall comply with Commissioners Court Order No. 2004-167-03-11, County Logo Policy.
- Interlocal Agreement: Successful Bidder agrees to extend prices and terms to all entities that has entered into or will enter into joint purchasing interlocal cooperation agreements with Collin County. Delivery to governmental entities located within Collin County will be at no additional charge or as otherwise provided for in the award document. Delivery charges, if any, for governmental entities located outside of Collin County shall be negotiated between the Vendor and each governmental entity.
- Bid Openings: All bids submitted will be read at the County’s regularly scheduled bid opening for the designated project. However, the reading of a bid at bid opening should be not construed as a comment on the responsiveness of such bid or as any indication that the County accepts such bid as responsive.
- The County will make a determination as to the responsiveness of bids submitted based upon compliance with all applicable laws, Collin County Purchasing Guidelines, and project documents, including but not limited to the project specifications and contract documents. The County will notify the successful Bidder upon award of the contract and, according to state law; all bids received will be available for inspection at that time.
- Bidder shall comply with all local, state and federal employment and discrimination laws and shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, age, national origin or any other class protected by law.
- MACHINE/PRODUCT REQUIREMENTS —
The successful bidder shall provide, install, stock, maintain, and service vending equipment at designated County facilities. Anticipated equipment types may include, but are not limited to:
- Cold can and/or bottle beverage machine
- Snack machine
Cold beverage machines should include a variety of carbonated beverages and an assortment of 100% fruit juices as well as water. The beverages should include both traditional and diet sodas with a caffeine free option.
The snack machine should include a variety of bagged snacks such as cookies, crackers, candy and pastries. The proposed selections should emphasize a wide variety of items and brands including some of the generally recognized healthy snack food choices such as those items with less than 30% fat content.
- BACKGROUND —
Collin County is seeking to establish a contract for vending services at designated County facilities. The County requires a qualified vendor capable of furnishing, stocking, maintaining, and servicing vending equipment to provide convenient access to snacks and beverage products for employees and visitors.
- PRE-BID CONFERENCE —
A pre-bid conference will be held NO VALUE, NO VALUE at NO VALUE. All prospective bidders are requested to have a representative present. It is the bidder’s responsibility to review the site and documents to gain a full understanding of the requirements of the bid.
- TIMELINE —
| Release Project Date: | June 30, 2026 |
| Question Submission Deadline: | July 23, 2026, 2:00pm |
| Response Submission Deadline: | August 6, 2026, 2:00pm |
- SERVICING REQUIREMENTS —
All machine locations listed as “PRIORITY” are used twenty-four (24) hours per day, seven (7) days per week, or are characterized as heavy-traffic areas. They shall be serviced a minimum of three (3) days per business week (Monday through Friday, 8am to 5pm), and as necessary to maintain proper stocking of machines.
All other machine locations shall be serviced once weekly or as necessary to maintain machines and to stock sufficient product during standard business hours (Monday through Friday 8am to 5pm).
Collin County reserves the right to increase or decrease the number of days for servicing based on usage at each location. Successful bidder must service and/or repair breakdown of machines within forty-eight (48) hours of notification by County.
Holiday Schedule: In the event a scheduled service day falls on a County-recognized holiday, service shall be performed on the preceding or following business day. Successful bidder shall make all reasonable efforts to maintain adequate product inventory levels at all locations during holiday periods. Priority locations shall receive adjusted service schedules as necessary to ensure machines remain properly stocked and operational.
- TERM —
Successful vendor will be awarded a twelve (12) month contract, effective from date of award or upon expiration of the current contract, whichever is later. At Collin County’s option and approval by the vendor, the contract may be renewed for four (4) additional one (1) year periods.
- VENDING LOCATIONS —
Locations with a “PRIORITY” designation must be kept stocked twenty-four (24) hours per day, seven (7) days per week. (See 3.3 SERVICING REQUIREMENTS) Collin County reserves the right to add, delete or relocate machines required as it deems to be in the best interest of the County, upon up to fourteen (14) business days written notice to the successful bidder, without change in the percentage of commissions to be paid to the County. It is the bidder’s responsibility to review all locations and documents to gain a full understanding of the requirements of the bid.
The locations are:
- COURTHOUSE**PRIORITY**
2100 Bloomdale Road, McKinney, TX 75071
• Bottle cold beverage machine (3 – at least 1 must be glass front)
• Snack machine (1) - ADMINISTRATION**PRIORITY**
2300 Bloomdale Road, McKinney, TX 75071
• Bottle cold beverage machine (1 - with glass front)
• Snack machine (1) - ADULT DETENTION CENTER (JAIL STAFF AREA) **PRIORITY**
4300 Community Ave., McKinney, TX 75071
• Bottle cold beverage machine (2)
• Snack machine (1) - SHERIFF’S ADMINISTRATION **PRIORITY**
4300 Community Ave., McKinney, Texas 75071
• Bottle cold beverage machine (1)
• Snack machine (1) - FACILITIES CENTRAL PLANT **PRIORITY**
4600 Community Ave., McKinney, Texas 75071
• Bottle cold beverage machine (1)
• Snack machine (1) - FIRE MARSHALL
4690 Community Ave., McKinney, Texas 75071
• Bottle cold beverage machine (1)
• Snack machine (1) - JUVENILE PROBATION-McKinney/JJAEP **PRIORITY**
4690 Community Ave., McKinney, Texas 75071
• Bottle cold beverage machine (1)
• Snack machine (1) - JUVENILE DETENTION **PRIORITY**
4700 Community Ave., McKinney, Texas 75071
• Bottle cold beverage machine (1)
• Snack machine (1) - ANIMAL CONTROL FACILITY
4750 Community Ave., McKinney, Texas 75071
Machines at this location must be smaller units due to doorway size.
• Bottle cold beverage machine (1)
• Snack machine (1) - MINIMUM SECURITY **PRIORITY**
4800 Community Ave., McKinney, Texas 75071
• Bottle cold beverage machine (1)
• Snack machine (1) - PUBLIC WORKS/EQUIPMENT SERVICES
700 Wilmeth Rd., McKinney, Texas 75069
• Bottle cold beverage machine (1)
• Snack machine (1) - RED BARN (behind Public Works)
700 Wilmeth Rd., McKinney, Texas 75069
• Bottle cold beverage machine (1)
• Snack machine (1) - MEYERS PARK & EVENT CENTER
7117 Co Road 166, McKinney, Texas 75071
• Bottle cold beverage machine (1)
• Snack machine (1) - HEALTHCARE
2330 Bloomdale Road, McKinney, Texas 75071
• Bottle cold beverage machine (1)
• Snack machine (1) - ELECTIONS
2010 Redbud Blvd, #1052, McKinney, TX 75069
• Bottle cold beverage machine (1)
• Snack machine (1) - JUVENILE PROBATION - Plano
920 E. Park, Plano, Texas 75074
• Bottle cold beverage machine (1) - ADULT PROBATION - Plano
900 E. Park, Plano, Texas 75074
• Bottle cold beverage machine (1)
• Snack machine (1) - MUNICIPAL COURT - JP and Constable 3 - Plano
920 E. Park, Plano, Texas 75074
• Bottle cold beverage machine (1)
• Snack machine (1)
- PRICE REDUCTION —
If during the life of the contract, the vendor's net prices to its customers for the same product(s) and/or services shall be reduced below the contracted price, it is understood and agreed that Collin County shall receive such price reduction.
- PRICE REDETERMINATION —
A price redetermination may be considered by Collin County only at the twelve (12), twenty-four (24), thirty-six (36), and forty-eight (48) month anniversary date of the contract. The anniversary date for this contract will be December 1st of each year. All requests for price redetermination shall be in written form and shall include documents supporting price redetermination such as Manufacturer's direct cost, postage rates, Railroad Commission rates, Federal/State minimum wage law, Federal/State unemployment taxes, F.I.C.A, Insurance Coverage Rates, etc. The bidder's past experience of honoring contracts at the bid price will be an important consideration in the evaluation of the lowest and best bid. Collin County reserves the right to accept or reject any/all of the price redetermination as it deems to be in the best interest of the County.
- TRANSITIONAL PERIOD —
Upon normal completion of this contract, not to include termination for default, and in the event that no new contract has been awarded by the original expiration date of the existing contract including any extension thereof, it shall be incumbent upon the Contractor to continue the contract under the same terms and conditions until a new contract can be completely operational. At no time shall this transition period extend more than ninety (90) days beyond the original expiration date of the existing contract and any extension thereof.
- FUNDING —
Funds for payment for Collin County expenditures have been provided through the Collin County budget approved by the Commissioners Court for this fiscal year only. All other participating entities expenditures have been provided through their entity’s governing body for this fiscal year only. State of Texas statutes prohibit any obligation of public funds beyond the fiscal year for which a budget has been approved. Therefore, anticipated orders or other obligations that arise past the end of the current fiscal year shall be subject to budget approval.
- BOND/CASHIERS CHECK —
Within ten (10) days after notification of award and prior to the installation of any machines on Collin County's designated premises, the successful bidder shall deposit with Collin County the sum of Five thousand ($5,000.00) dollars in cash, cashiers check or surety bond made out to Collin County, out of which sum Collin County may either during or at the end of the term of this contract replace or repair to the satisfaction of Collin County, any equipment and/or building damaged and to pay any fees that may be in arrears. Bond shall be issued by a surety company authorized to do business in the State of Texas. Successful bidder will, upon demand, replace and repay into such deposit any amount paid there from during the term of this contract by Collin County for such purposes and shall maintain the total amount intact at all times. Failure of the successful bidder to maintain the security deposit will be a breach of this contract. Such deposit, or unused portion thereof, will be returned to successful bidder after this contract expires or is terminated and proper replacement or repair cost and fees have been deducted.
- DELIVERY/SCHEDULING TIME —
Within 30 days of award or no later than 30 days before the commencement of the contract, the successful bidder shall be required to schedule installation of the machines with the County and current provider. This schedule, to be approved by the County representative, shall coincide with the scheduled removal of the current provider’s vending machines that corresponds with the new contract term commencing December 1, 2026. Collin County anticipates that the successful bidder shall install machines on a schedule that provides uninterrupted services if at all possible. Bidder shall state in the space provided on the bid form the number of days required after receipt of order (ARO) to install machines at the County’s designated locations. Collin County must be notified and approve of intended installation schedule.
- INSTALLATION/MACHINE LOCATION/MACHINE REQUIREMENTS —
Vending locations and/or machine requirements listed herein are to be considered MINIMUM. Collin County may add or relocate offices in the future and it is anticipated that machines will be added and deleted from various buildings. Collin County may require successful bidder to equip additional vending locations not specified in this IFB. Additional vending machines or vending machine types may also be required and installed at locations listed herein. Collin County reserves the right to add, delete or relocate machines required as it deems to be in the best interest of the County, upon up to fourteen (14) business days written notice to the successful bidder, without change in the percentage of commissions to be paid to the County. All terms, conditions and fees contained in this bid shall apply.
Collin County reserves the right to approve all vending machines before installation and require replacement or removal of machines which for any reason are not considered acceptable. All machines shall be current models and in good working condition. If machine cannot be maintained in operational order or if constantly in need of repair, machine shall be replaced. No old, outdated or obsolete machines shall be used in any areas. Machines with dents, cracks, paint chips, etc. shall not be acceptable. Successful bidder shall repair or replace such equipment at their expense and there will be no fee to Collin County.
When requesting placement of new vending machines or the removal of existing machines, Collin County will send a request in writing to successful bidder. This request will include the type of machine, location of installation, and the account to which the vending fees for that machine shall be paid.
The vendor may ask Collin County for permission to add or remove machines from the locations specified. For each request, Vendor must provide supporting information and justification for the change. County will then decide whether to grant permission or deny the request. Vendor must adhere to the decision of the County.
- UTILITIES AND OTHER CONSIDERATIONS —
Collin County will provide water service, electricity, lighting, heating and air conditioning to designated premises, but without liability on Collin County's part arising from temporary interruption thereof on account of breakdown, power failure or like causes. Successful bidder agrees that in the use of such utilities, they will exercise the same degree of care and economy as would be exercised if they were paying for such utilities. No service herein enumerated shall include janitorial service.
- CONTRACT LIEN —
Contractor will not suffer any mechanic's lien to be filed against the Locations or the adjoining facilities by reason of any work, labor, services, or materials performed at or furnished to the Locations for Contractor. Nothing in this Agreement will be construed as the consent of Collin County to subject its estate in the Locations or adjoining facilities to any lien.
- SIGNS/ADVERTISEMENT —
Successful bidder shall neither place, nor cause to be placed, any sign projection, advertisement or device of any kind at or upon the premises, or upon the sidewalks or streets adjacent thereto, or upon the roof or any of the outside walls of buildings containing Collin County’s designated premises.
- ADDITIONAL PROVISIONS —
Except for utilities, successful bidder shall be responsible for all bills for materials, supplies, equipment, taxes, etc., to or at such designated premises, or of any person employed or claiming to have been employed by the successful bidder.
- Prices shall be plainly posted on each vending machine. The County shall be the sole judge for sign quality and size of letter and propriety of any price signs posted.
- All merchandise kept for sale shall be subject to inspection and approval or rejection by the County during all times that vending service is in operation. Rejected merchandise shall be immediately removed from vending machines and shall not be returned for sale.
- Successful bidder accepts full responsibility for the installation and efficient operation of all equipment used.
- Successful bidder shall not employ any person or persons in or about any Collin County facility who shall use inappropriate language or act in an unprofessional manner, and shall, upon request of the County, immediately remove any employee deemed unsuitable.
- Successful bidder’s employees shall at all times be polite and courteous in their dealing with patrons of Collin County.
- Successful bidder shall provide adequate resources and personnel to properly service and stock vending machines. Collin County anticipates that the successful bidder will employ an organized and documented merchandising plan for servicing all Collin County locations to ensure minimal disruption in service including issues such as stock-outs and products that are not up to industry standard such as products left in the machine past the expiration date.
- Successful bidder shall provide a means for Collin County patrons to receive refunds for faulty working machines and any products that are not up to standard. The means of refunds must be immediate and available at the same location where the product was purchased or funds were lost. Instructions must be placed on each machine that detail how to report malfunctions, and how to request refunds
- Once awarded the contract, a mandatory background check performed by Collin County will be required for all persons who will be coming onsite to service and/or repair vending machines in the County buildings.
- The prices for all vended items as specified herein are to be considered firm for this period. All revisions to the prices stated herein after contract award, or in prices to be established for additional items or services recommended by the Contractor shall be subject to the approval of the County. No cost or price may be increased or decreased without prior written approval by the County, and subject to backup data presented and consistency of such charges in force at all locations.
- EVALUATION AND AWARD —
This bid will be evaluated by adding the total of Product Sampling food items listed multiplied by the Commission to be paid to Collin County (Line item 1). The County intends to award the bidder with the highest commission based on this evaluation. Collin County reserves the right to award this bid in the best interest of the County. See Attachment A for a partial listing of current pricing for Collin County products.
- TESTING —
Testing may be performed at the request of Collin County, by an agent so designated by the County, without expense to Collin County or the Collin County Governmental Purchasers Forum.
- SAMPLES/DEMOS —
When requested, samples/demos shall be furnished to the County at no expense.
- VENDING SERVICES FEE/COMMISSION —
The successful bidder shall pay Collin County, without demand, a percentage of gross sales, (excluding Texas State Sales Tax) which will be calculated as a percentage of gross sales from all current and/or future locations and installations. The exact percentage of sales will be stated on the bid form in the space provided. See Attachment B for estimated gross sales.
- Successful bidder shall remit payment on or before the twentieth (20th) day of each month for the preceding calendar month.
- Payment shall be sent to: Collin County Purchasing, 2300 Bloomdale Road, Suite 3160, McKinney, TX 75071. Payment must have a monthly sales report which includes the monthly total sales for each location.
- Successful bidder shall furnish to Collin County any and/or all reports (including sales reports) that the County may require. Successful bidder agrees that Collin County has the right to audit or examine successful bidder’s books and/or other records pertaining to this contract at any reasonable time.
- Contractor is to provide services by company employees only. Sub-contractors are not acceptable, unless prior approval is granted in writing by Collin County.
- Sub-contractors – Contractor shall state names of all sub-contractors and the type of work they will be performing. If a Contractor fails to specify a sub-contractor, then he shall be deemed to have agreed that he is fully qualified to perform the contract himself, and that he will fully perform the contract himself.
- The successful Contractor further agrees that Collin County and its agents, servants and employees shall not be liable for any loss or damage resulting from personal injury, physical loss, harassment of or discrimination against employee or other violations of the provisions of this contract occasioned by the acts or omissions of the successful Contractor’s sub-contractors, their agents or employees. The indemnification provisions of this contract shall apply to all sub-contractors.
- GENERAL REQUIREMENT —
All machines must have Credit Card Reader capability in addition to a bill/coin acceptor.
- Product pricing must be the same to the consumer whether using cash, credit, or debit. No additional service fees are allowed for credit or debit.
- If credit or debit causes a “pricing hold” to the consumer by a banking or credit institution, a sign, with wording approved by County, must be created and affixed to machines by the Contractor so consumers are aware of the hold.
- APPROXIMATE VALUE —
Estimated annual value of this contract is one hundred and forty two dollars ($142,000.00) but varies per year based on usage.
- Company Profile
- Is your firm? (required) —
Choose One:
- List Legal Names in Company (required)
- Bid Forms
- Bid Bond (required) —
Attach Bid Bond
- Vendor Responses
- Bid Proposal (required) —
Please upload your bid proposal.
- Exceptions (required) —
If you take any exceptions to the specifications, bid lines, sample contracts, other attachments, or any other part of this solicitation as written, you must submit the exception/s as a Question via the public portal before the Question Cutoff Date for County consideration. The County will review and publish a response via OpenGov. If you would like to offer any substitutions, please review the General Instructions Document and submit by separate attachment. Please confirm.
- Notice (required) —
Collin County exclusively uses OpenGov eProcurement Portal for the notification and dissemination of all solicitations. The receipt of solicitations through any other means may result in your receipt of incomplete specifications and/or addendums which could ultimately render your bid/proposal non-compliant. Collin County accepts no responsibility for the receipt and/or notification of solicitations through any other means.
- Contact Information (required) —
List the contact name, email address and phone number of the main person(s) Collin County should contact in reference to this solicitation. Contact(s) shall be duly authorized List authorized by the company, corporation, firm, partnership or individual to respond to any questions, clarification, and/or offers in response to this solicitation.
- Insurance Acknowledgement (required) —
I understand that the insurance requirements of this solicitation are required and are included in the submitted pricing. A certificate of insurance shall be submitted to the Purchasing department if I am awarded all or a portion of the resulting contract.
- Bonding Requirement Acknowledgement (required) —
I understand that the bonding requirements of this solicitation are required and are included in the submitted pricing. A bond certificate (payment, performance, and/or maintenance) as stated in the specification document shall be submitted to the Purchasing department if I am awarded all or a portion of the resulting contract.
- Technology Security Breach Acknowledgement (required) —
When VENDOR experiences a data breach or unauthorized access to the Collin County Data, VENDOR will immediately notify the End-User Department Director, the Chief Information Officer (CIO), and the Purchasing Agent. Within two weeks of such breach, a detailed notification is required and shall include the nature of the breach, the data comprised, the involving parties, mitigation efforts, and corrective actions to be taken by VENDOR. Unless Collin County or any of their affiliates is directly responsible for such breach, VENDOR shall be solely responsible for all expenses related to any data breach or unauthorized access to the Collin County data and shall be by liable for all damages, fines, to include litigation cost. Except as set forth above, Collin County shall not be responsible for any expense associated with data breaches or unauthorized access while the Collin County Data is residing in VENDOR cloud services.
- Subcontractors (required) —
State the business name of all subcontractors and the type of work they will be performing under this contract. If you are fully qualified to self-perform the entire contract, please respond with "Not Applicable-Self Perform".
- Reference No. 1 (required) —
List a company or governmental agency, other than Collin County, where these same/like products/services, as stated herein, have been provided. Texas references are preferred.
Include the following: Company/Entity, Contact, Address, City/State/Zip, Phone, and E-Mail.
It is the responsibility of the Bidder/Proposer to ensure submitted references will be responsive to the County’s requests. The County reserves the right to contact references other than those listed, and to consider any information acquired from all references during the evaluation process.
- Reference No. 2 (required) —
List a company or governmental agency, other than Collin County, where these same/like products/services, as stated herein, have been provided. Texas references are preferred.
Include the following: Company/Entity, Contact, Address, City/State/Zip, Phone, and E-Mail.
It is the responsibility of the Bidder/Proposer to ensure submitted references will be responsive to the County’s requests. The County reserves the right to contact references other than those listed, and to consider any information acquired from all references during the evaluation process.
- Reference No. 3 (required) —
List a company or governmental agency, other than Collin County, where these same/like products/services, as stated herein, have been provided. Texas references are preferred.
Include the following: Company/Entity, Contact, Address, City/State/Zip, Phone, and E-Mail.
It is the responsibility of the Bidder/Proposer to ensure submitted references will be responsive to the County’s requests. The County reserves the right to contact references other than those listed, and to consider any information acquired from all references during the evaluation process.
- Cooperative Contracts (required) —
As permitted under Texas Local Government Code Sections 271.101 and 271.102 and Texas Government Code Section 791.025, other local governmental entities may wish to also participate under the same terms and conditions contained in this contract. Each entity wishing to participate must enter into an inter- local agreement with Collin County and have prior authorization from vendor. If such participation is authorized, all purchase orders will be issued directly from and shipped directly to the local governmental entity requiring supplies/services. Collin County shall not be held responsible for any orders placed, deliveries made or payment for supplies/services ordered by these entities. Each entity reserves the right to determine their participation in this contract.
Would bidder be willing to allow other local governmental entities to participate in this contract, if awarded, under the same terms and conditions?
- Preferential Treatment (required) —
The County of Collin, as a governmental agency of the State of Texas, may not award a contract to a nonresident bidder unless the nonresident's bid is lower than the lowest bid submitted by a responsible Texas resident bidder by the same amount that a Texas resident bidder would be required to underbid a nonresident bidder to obtain a comparable contract in the state in which the nonresident's principal place of business is located or a state in which the nonresident is a resident manufacturer.(Texas Government Code, Title 10, Subtitle F., Chapter 2252, Subchapter A.).
- Is your principal place of business in the State of Texas?
- If your principal place of business is not in Texas, in which State is your principal place of business?
- If your principal place of business is not in Texas, does your state favor resident bidders (bidders in your state) by some dollar increment or percentage?
- If your state favors resident bidders, state by what dollar amount or percentage.
- Debarment Certifications (required) —
I certify that neither my company nor an owner or principal of my company has been debarred, suspended or otherwise made ineligible for participation in Federal Assistance programs under Executive Order 12549, “Debarment and Suspension,” as described in the Federal Register and Rules and Regulations.
- Immigration and Reform Act (required) —
I declare and affirm that my company is in compliance with the Immigration and Reform Act of 1986 and all employees are legally eligible to work in the United States of America. I further understand and acknowledge that any non-compliance with the Immigration and Reform Act of 1986 at any time during the term of this contract will render the contract voidable by Collin County.
- Anti-Collusion Statement (required) —
Bidder certifies that its Bid/Proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a Bid/Proposal for the same materials, services, supplies, or equipment and is in all respects fair and without collusion or fraud. No premiums, rebates or gratuities permitted; either with, prior to, or after any delivery of material or provision of services. Any such violation may result in Agreement cancellation, return of materials or discontinuation of services and the possible removal from bidders list.
- Disclosure of Interested Parties (required) —
Section 2252.908 of the Texas Government Code requires a business entity entering into certain contracts with a governmental entity to file with the governmental entity a disclosure of interested parties at the time the business entity submits the signed contract to the governmental entity. Section 2252.908 requires the disclosure form (Form 1295) to be signed by the authorized agent of the contracting business entity, acknowledging that the disclosure is made under oath and under penalty of perjury. Section 2252.908 applies only to a contract that requires an action or vote by the governing body of the governmental entity before the contract may be signed or has a value of at least $1 million. Section 2252.908 provides definitions of certain terms occurring in the section. Section 2252.908 applies only to a contract entered into on or after January 1, 2016.
- Notification Survey (required) —
In order to better serve our offerors, the Collin County Purchasing Department is conducting the following survey. We appreciate your time and effort expended to submit your bid. Should you have any questions or require more information please call (972) 548-4165. How did you receive notice of this request?
- Critical Infrastructure Affirmation (required) —
Pursuant to section 2275.0102 of the Texas Government Code, Respondent certifies that neither it nor its parent company, nor any affiliate of Respondent or its parent company, is: (1) majority owned or controlled by citizens or governmental entities of China, Iran, North Korea, Russia, or any other country designated by the Governor under Government Code Section 2275.0103, or (2) headquartered in any of those countries.
- Energy Company Boycotts (required) —
Pursuant to Section 2276.002 of the Texas Government Code, should the contract have a value of $100,000 or more and the company employs 10 or more full-time employees, Respondent represents and warrants that: (1) it does not, and will not for the duration of the contract, boycott energy companies, and (2) will not boycott energy companies during the term of the contract. If circumstances relevant to this provision change during the course of the contract, Respondent shall promptly notify Agency.
- Firearm Entities and Trade Associations Discrimination (required) —
Pursuant to section 2274.002 of the Texas Government Code, should the contract have a value of $100,000 or more and the company employs 10 or more full-time employees, Respondent verifies that:
- It does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association and (2) will not discriminate during the term of the contract against a firearm entity or firearm trade association. If circumstances relevant to this provision change during the course of the contract, Respondent shall promptly notify Agency.
- Recycling Preference (please skip if not applicable) —
IF applicable:
Pursuant to Texas LGC 262.005, Health and Safety Code 361.426 and Texas Administrative Code 328.203 the County shall give preference in purchasing to products made of recycled materials in certain solicitations. To participate in the County’s Purchasing Preference for Recycled Products Program, Suppliers must sign and complete the Recycled Content Questionnaire and Affidavit provided in the Solicitation, and submit this form in the response to the Solicitation.
- AI Acknowledgement (required) —
The County requires that all submitted content be the product of human authorship or have undergone substantial human review and modification. This is to ensure that the final proposal accurately reflects the Bidder’s capabilities, experience, and understanding of the requirements. The Bidder is ultimately responsible for the accuracy, truthfulness, and completeness of their submission. Any submission found to contain misleading information, whether from AI or otherwise, may be subject to penalties or disqualification.
Please confirm all submitted content was either authored by or substantially reviewed a human and not AI and the submission accurately reflects company’s/firm’s capabilities, experience, and understanding of the requirements.
- W-9 (required) —
Please download the W-9 attachment, complete, and upload.
- Disclosure of Certain Relationships (required) —
Chapter 176 of the Texas Local Government Code requires that any vendor considering doing business with a local government entity disclose the vendor’s affiliation or business relationship that might cause a conflict of interest with a local government entity. Subchapter 6 of the code requires a vendor to file a conflict of interest questionnaire (CIQ) if a conflict exists. By law this questionnaire must be filed with the records administrator of Collin County no later than the 7th business day after the date the vendor becomes aware of an event that requires the statement to be filed. A vendor commits an offense if the vendor knowingly violates the code. An offense under this section is a misdemeanor. By submitting a response to this request, the vendor represents that it is in compliance with the requirements of Chapter 176 of the Texas Local Government Code. Please send completed forms to the Collin County County Clerk's Office located at 2300 Bloomdale Rd., Suite 2104, McKinney, TX 75071.
- Information Regarding Conflict of Interest —
During the 79th Legislative Session, House Bill 914 was signed into law effective September 1, 2015, which added Chapter 176 to the Texas Local Government Code. Recent changes have been made to Chapter 176 pursuant to HB23, which passed the
84th Legislative Session. Chapter 176 mandates the public disclosure of certain information concerning persons doing business or seeking to do business with Collin County, including family, business, and financial relationships such persons may have with Collin County officers or employees involved in the planning, recommending, selecting and contracting of a vendor for this procurement.
For a copy of Form CIQ and CIS: https://www.ethics.state.tx.us/forms/conflict/
The vendor acknowledges by doing business or seeking to do business with Collin County that they have been notified of the requirements under Chapter 176 of the Texas Local Government Code and that they are solely responsible for complying with the terms and conditions therein. Furthermore, any individual or business entity seeking to do business with Collin County who does not comply with this practice may risk award consideration of any County contract.
For a listing of current Collin County Officers: https://www.collincountytx.gov/Contact/county-officials
At the time of this solicitation being released, the following are known to be involved in the planning, recommending, selecting, and/or contracting for the attached procurement:
Department:
Facilities:
Luis Palma – Director Of Facilities
Jayson Hopper – Superintendent Facilities
Administration Services:
Yoon Kim – County Administrator
Purchasing:
Michelle Charnoski, NIGP-CPP, CPPB – Purchasing Agent
Marci Chrismon, CPPB – Assistant Purchasing Agent
Jingna Lyu – Buyer II
Commissioners Court:
Chris Hill – County Judge
Susan Fletcher – Commissioner Precinct No. 1
Cheryl Williams – Commissioner Precinct No. 2
Darrell Hale – Commissioner Precinct No. 3
Duncan Webb – Commissioner Precinct No. 4
Download the CIQ attachment, complete, and upload if applicable.
- Conflict of Interest Confirmation (required) —
I have read the conflict of interest information above and will file the CIQ form if a conflict exists.
- RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT (required) —
If the Federal award meets the definition of “funding agreement” under 37 CFR §401.2 (a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the recipient or subrecipient must comply with the requirements of 37 CFR Part 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency.
Pursuant to Federal Rule above, when federal funds are expended by COLLIN COUNTY, the vendor certifies that during the term of an award for all contracts by COLLIN COUNTY resulting from this procurement process, the vendor agrees to comply with all applicable requirements as referenced in Federal Rule above.
- CLEAN AIR ACT AND FEDERAL WATER POLLUTION CONTROL ACT COMPLIANCE (required) —
- The Supplier agrees to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act, as amended, 42 U.S.C. § 7401 et seq.
- The Supplier agrees to report each violation to the COUNTY and understands and agrees that the COUNTY will, in turn, report each violation as required to assure notification to the Federal Emergency Management Agency, and the appropriate Environmental Protection Agency Regional Office.
- The Supplier agrees to include these requirements in each subcontract exceeding $150,000 financed in whole or in part with Federal assistance provided by FEMA.
- The Supplier agrees to comply with all applicable standards, orders, or regulations issued pursuant to the Federal Water Pollution Control Act, as amended, 33 U.S.C. 1251 et seq.
- The Supplier agrees to report each violation to the COUNTY and understands and agrees that the COUNTY will, in turn, report each violation as required to assure notification to the Federal Emergency Management Agency, and the appropriate Environmental Protection Agency Regional Office.
- The Supplier agrees to include these requirements in each subcontract exceeding $150,000 financed in whole or in part with Federal assistance provided by FEMA.
- DEBARMENT AND SUSPENSION (required) —
- This Contract is a covered transaction for purposes of 2 C.F.R. pt. 180 and 2 C.F.R. pt. 3000. As such, the Supplier is required to verify that none of the Supplier’s principals (defined at 2 C.F.R. § 180.995) or its affiliates (defined at 2 C.F.R. § 180.905) are excluded (defined at 2 C.F.R. § 180.940) or disqualified (defined at 2 C.F.R. § 180.935).
- The Supplier must comply with 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C, and must include a requirement to comply with these regulations in any lower tier covered transaction it enters into.
- This certification is a material representation of fact relied upon by COLLIN COUNTY. If it is later determined that the Supplier did not comply with 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C, in addition to remedies available to COLLIN COUNTY, the Federal Government may pursue available remedies, including but not limited to suspension and/or debarment.
- The Supplier to comply with the requirements of 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C throughout the term of this Contract.
- BYRD ANTI-LOBBYING AMENDMENT (31 U.S.C.1352) (required) —
Contractors that apply or bid for an award exceeding $100,000 must file the required certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Each tier must also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the non-Federal award.
Pursuant to Federal Rule (I) above, when federal funds are expended by COLLIN COUNTY, the vendor certifies that during the term and after the awarded term of an award for all contracts by COLLIN COUNTY resulting from this procurement process, the vendor certifies that it is in compliance with all applicable provisions of the Byrd AntiLobbying Amendment (31 U.S.C. 1352). The undersigned further certifies that:
- No Federal appropriated funds have been paid or will be paid for on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of congress, or an employee of a Member of Congress in connection with the awarding of a Federal contract, the making of a Federal grant, the making of a Federal loan, the entering into a cooperative agreement, and the extension, continuation, renewal, amendment, or modification of a Federal contract, grant, loan, or cooperative agreement.
- If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of congress, or an employee of a Member of Congress in connection with this Federal grant or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying", in accordance with its instructions.
- The undersigned shall require that the language of this certification be included in the award documents for all covered sub-awards exceeding $100,000 in Federal funds at all appropriate tiers and that all subrecipients shall certify and disclose accordingly.
- PROCUREMENT OF RECOVERED MATERIALS (required) —
To comply with CFR 200.322, bidder acknowledges that Suppliers must comply with section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 CFR part 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management Services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines. COLLIN COUNTY requires that when practicable, recycled materials and sustainable products are used.
- DOMESTIC PREFERENCE (required) —
- Consistent with 2 C.F.R 200.322, COLLIN COUNTY requires the “domestic preferences” to be incorporated in all solicitations when COLLIN COUNTY expends federal funds. This shall be enforced to the greatest extent practicable under a Federal award, and provides a preference for the purchase, acquisition, or use of goods, products, or materials produced in the United States (including but not limited to iron, aluminum, steel, cement, and other manufactured products). The requirements of this section must be included in all sub awards including all contracts and purchase orders for work or products under this award.
- For the purposes of this section:
- “Produced in the United States” means, for iron and steel products, that all manufacturing processes, from the initial melting stage through the application of coatings, occurred in the United States.
- “Manufactured products” means items and construction materials composed in whole or in part of non-ferrous metals such as aluminum; plastics and polymer-based products such as polyvinyl chloride pipe; aggregates such as concrete; glass, including optical fiber; and lumber.
- RECORD RETENTION REQUIREMENTS FOR CONTRACTS INVOLVING FEDERAL FUNDS (required) —
When federal funds are expended by COLLIN COUNTY for any contract resulting from this procurement process, Vendor certifies that it will comply with the record retention requirements detailed in 2 CFR § 200.333. The Vendor further certifies that Vendor will retain all records as required by 2 CFR § 200.333 for a period of three years after grantees or subgrantees submit final expenditure reports or quarterly or annual financial reports, as applicable, and all other pending matters are closed.
- HEALTH AND SAFETY STANDARD (required) —
COLLIN COUNTY requires that all suppliers and subcontractors comply with the safety and health standards published in 41 CFR part 50-204, including any matters incorporated by reference therein. Additionally, every Supplier or subcontractor shall comply with the recordkeeping requirements of 29 CFR part 1904.
- CERTIFICATION OF COMPLIANCE WITH THE ENERGY POLICY AND CONSERVATION ACT (required) —
When COLLIN COUNTY expends federal funds for any contract resulting from this procurement process, Vendor certifies that it will comply with the mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act (42 U.S.C. 6321 et seq.; 49 C.F.R. Part 18).
- CERTIFICATION OF COMPLIANCE WITH BUY AMERICA PROVISIONS (required) —
Vendor certifies that Vendor is in compliance with all applicable provisions of the Buy America Act. Purchases made in accordance with the Buy America Act must still follow the applicable procurement rules calling for free and open competition.
- CERTIFICATION OF ACCESS TO RECORDS - 2 C.F.R. § 200.336 (required) —
Vendor agrees that the Inspector General of the Agency or any of their duly authorized representatives shall have access to any books, documents, papers and records of Vendor that are directly pertinent to Vendor's discharge of its obligations under the Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The right also includes timely and reasonable access to Vendor's personnel for the purpose of interview and discussion relating to such documents.
- FEDERAL FAIR LABOR STANDARDS ACT (FEDERAL MINIMUM WAGE) (required) —
All contracts and subcontracts that result from this solicitation incorporate by reference the provisions of 29 CFR part 201, the Federal Fair Labor Standards Act (FLSA). with the same force and effect as if given in full text. The FLSA sets minimum wage. overtime pay, recordkeeping, and child labor standards for full and part time workers. The Supplier has full responsibility to monitor compliance to the referenced statute or regulation. The Supplier must address any claims or disputes that arise from this requirement directly with the U.S. Department of Labor – Wage and Hour Division.
- OCCUPATIONAL SAFETY AND HEALTH ACT OF 1970 (required) —
All contracts that result from this solicitation incorporate by reference the requirements of 29 CFR Part 1910 with the same force and effect as if given in full text. Supplier must provide a work environment that is free from recognized hazards that may cause death or serious physical harm to the employee. The Supplier retains full responsibility to monitor its compliance and their subcontractor’s compliance with the applicable requirements of the Occupational Safety and Health Act of 1970 (20 CFR Part 1910). Supplier must address any claims or disputes that pertain to a referenced requirement directly with the U.S. Department of Labor - Occupational Safety and Health Administration.
NO USE OF DEPARTMENT OF HOMELAND SECURITY SEALS, LOGOS, ETC.
Supplier shall not use the DHS seal(s), logos, crests, or reproductions of flags or likenesses of DHS agency officials without specific FEMA pre-approval.
- COMPLIANCE WITH FEDERAL LAW, REGULATIONS, AND EXECUTIVE ORDERS (required) —
This is an acknowledgement that FEMA financial assistance or other State and Federal Assistance may be used to fund all or a portion of the contract. The Supplier will comply with all applicable Federal and state law, regulations, executive orders, policies, procedures, and directives.
- NO OBLIGATION BY FEDERAL GOVERNMENT (required) —
The Federal Government is not a party to this Contract and is not subject any obligations or liabilities to the non-Federal entity, Supplier, or any other party pertaining to any matter resulting from the Contract.
- PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS OR RELATED ACTS (required) —
The Supplier acknowledges that 31 U.S.C. Chap. 38 (Administrative Remedies for False Claims and Statements) applies to the Supplier’s actions pertaining to this contract.
- ENTITY LIST (required) —
The Supplier acknowledges it is not on the Department of Commerce’s Export Administration Regulations (EAR)’s list of names of certain foreign persons – including businesses, research institutions, government and private organizations, individuals, and other types of legal persons – that are subject to specific license requirements for the export, reexport and/or transfer (in-country) of specified items. These persons comprise the Entity List, which is found in Supplement No. 4 to Part 744 of the EAR. On an individual basis, the persons on the Entity List are subject to licensing requirements and policies supplemental to those found elsewhere in the EAR. If the Supplier is on the Entity List, then it shall provide documents showing it has the necessary license to fulfill the requirements of the Solicitation.
- CONTRACTING WITH SMALL AND MINORITY BUSINESSES, WOMEN’S BUSINESS ENTERPRISES & LABOR SURPLUS AREA FIRMS (required) —
- Consistent with 2 C.F.R. 200.321, COLLIN COUNTY shall take all necessary affirmative steps to assure that minority businesses, women’s business enterprises, and labor surplus area firms are used when possible.
- Affirmative steps must include:
- Placing qualified small and minority businesses and women's business enterprises on solicitation lists;
- Assuring that small and minority businesses, and women's business enterprises are solicited whenever they are potential sources;
- Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses, and women's business enterprises;
- Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses, and women's business enterprises;
- Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce; and
- Requiring the prime contractor, if subcontracts are to be let, to take the affirmative steps listed in paragraphs (b)(1) through (5) of this section.
- Bidder Acknowledgement (required) —
Bidder acknowledges, understands the specifications, any and all addenda, and agrees to the bid terms and conditions and can provide the minimum requirements stated herein. Bidder acknowledges they have read the document in its entirety, visited the site, performed investigations and verifications as deemed necessary, is familiar with local conditions under which work is to be performed and will be responsible for any and all errors in Bid submittal resulting from Bidder’s failure to do so. Bidder acknowledges the prices submitted in this Bid have been carefully reviewed and are submitted as correct and final. If Bid is accepted, vendor further certifies and agrees to furnish any and all products upon which prices are extended at the price submitted, and upon conditions in the specifications of the Invitation for Bid.
- Pricing (required) —
- Choose Option 1 when you have set line items, for example:
- This is a quote for goods or commodities
- This is a public works bid, with a pricing table that can be uploaded into OpenGov Procurement from an Excel spreadsheet.
- Seeking services for hourly rate schedules
- Choose Option 2 when you need vendors to provide you with the line items.
- Is there a PreBid Meeting? (required)
- Is a Bid Bond required for this solicitation? (required)
- Is there federal funding for this solicitation? (required)
- What is the approximate ANNUAL value of the contract? (required) —
Please enter in the ANNUAL value of this contract in the format of WORD FORM followed by the arabic numerals in parenthesis. Example:
five-hundred thousand dollars ($500,000.00)
- What is the approximate ANNUAL usage of this contract? (required) —
This should be the ANNUAL usage by unit of this product, such as eaches, bundles, gallons, etc. Please spell out in word formal followed by arabic numerals in parenthesis, with the designated unit following. For example
five-hundred thousand (500,000) gallons
- Is this IFB for GOODS only? (required) —
Please answer "no" if there is a service component to this bid (for example, they supply parts AND install them on vehicles). Only answer "yes" if this IFB is exclusively for goods.