Project Information

Bid Title

CVB Promo items 2025 -2026

Issuing Agency

City of Laredo

Location

Texas

Published Date

Feb 14, 2026

Closing Date

Mar 5, 2026

Government Level

State & Local

Status

Closed

Ref. #

Informal CVB Promo Addendum 1

Original Source

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Bid Documents

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Project Description

Bid Information

Type	Informal Bid
Status	Issued
Number	Informal CVB Promo Addendum 1 (CVB Promo items 2025 -2026)
Issue Date & Time	2/13/2026 10:00:00 AM (CT)
Close Date & Time	3/5/2026 04:00:00 PM (CT)
Notes	Bidders are strongly encouraged to submit their proposals electronically through use of Cit-E-Bid or in person - hand delivery to Purchasing Division at 5512 Thomas Ave. Laredo Texas 78041. Mailed Bids (i.e. USPS, FedEx, UPS), telegraphic, or facsimile bids will not be considered. The City of Laredo has established a local vendor preference ordinance 2018-O-175. All informal and formal Requests for bids for contracts will be evaluated with a 5% preference for local vendors.

Contact Information

Name	Monica Andrade
Address	101 Salinas Ave Laredo, TX 78040 USA
Phone	(956) 794 1714
Fax
Email	msanmiguel@ci.laredo.tx.us

Bid Documents

Document name	Format
Bid Invitation	Acrobat / PDF	BINVAVL	9124573

Bid Attachments

File Name	Description	File Size
COQ FORM AND INSTRUCTIONS.pdf	COQ Form	297 KB	339705	7199857
Attachment A Promo Bid.pdf	Attachment A	4.55 MB	339705	7199979

Attachment Preview

Informal CVB Promo Addendum 1

CVB Promo items 2025 -2026

Issue Date: 2/13/2026

Response Deadline: 3/5/2026 04:00 PM (CT)

City of Laredo Purchasing

Contact Information

Contact: Monica Andrade

Address: LCVB

101 Salinas Ave

Laredo, TX 78040

Phone: (956) 794 1714

Email: msanmiguel@ci.laredo.tx.us

Page 1 of 30 pages

Deadline: 3/5/2026 04:00 PM (CT)

Informal CVB Promo Addendum 1

Event Information

Number:

Informal CVB Promo Addendum 1

Title:

CVB Promo items 2025 -2026

Type:

Informal Bid

Issue Date:

2/13/2026

Response Deadline: 3/5/2026 04:00 PM (CT)

Notes:

Bidders are strongly encouraged to submit their proposals electronically through use

of Cit-E-Bid or in person - hand delivery to Purchasing Division at 5512 Thomas

Ave. Laredo Texas 78041. Mailed Bids (i.e. USPS, FedEx, UPS), telegraphic, or

facsimile bids will not be considered.

The City of Laredo has established a local vendor preference ordinance 2018-O-

175. All informal and formal Requests for bids for contracts will be evaluated with a

5% preference for local vendors.

Ship To Information

Contact: Patricia Perez

Address: Purchasing Division

5512 Thomas Ave

Laredo, TX 78041

Phone: (956) 794-1737

Email: pperez@ci.laredo.tx.us

Billing Information

Contact: Jorge Jolly

Address: Accounts Payable

City Hall

2nd

PO Box 210

Laredo, TX 78042

Phone: (956) 791-7326

Email: jjolly@ci.laredo.tx.us

Bid Attachments

COQ FORM AND INSTRUCTIONS.pdf

COQ Form

Attachment A Promo Bid.pdf

Attachment A

Download

Download

Bid Attributes

1 Award by Item

This contract will be awarded by item to the lowest responsive responsible bidder, in accordance to the provisions of

Chapters 252 and 271 of the State of Texas – Local Government Code.

Yes

(Optional: Check if applicable)

2 Terms and Conditions for Request for Bids

TERMS AND CONDITIONS OF INVITATIONS FOR BIDS GENERAL CONDITIONS Bidders are required to submit

bids upon the following expressed conditions:

(a) Bidders shall thoroughly examine the specifications, schedule instructions and other contract documents. Once

the award has been made, failure to read all specifications, instructions, and the contract documents, of the City

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Deadline: 3/5/2026 04:00 PM (CT)

Informal CVB Promo Addendum 1

shall not be cause to alter the original contract or for a vendor to requests additional compensation.

(b) Bidders shall make all investigations necessary to thoroughly inform themselves regarding facilities and

locations for delivery of materials and equipment as required by the bid conditions. No pleas of ignorance by the

bidder of conditions that exist or that may hereafter exist as a result of failure or omission on the part of the bidder

to make the necessary examinations and investigations, or failure to fulfill in every detail the requirements of the

contract documents, will be accepted as a basis for varying the requirements of the City or the compensation to the

vendor.

(c) Bidders are advised that City contracts are subject to the all legal requirements provided for in the City Charter

and/or applicable City Ordinances, State and Federal Statutes.

1.0 PREPARATION OF BIDS Bids will be prepared in accordance with the following:

(a) All information required by the bid form shall be furnished. For hand delivered submittals only, the vendor shall

print or type the business name and manually sign the schedule. For electronic submittals, this information shall be

submitted electronically on Cit-E-Bid system. If vendor submits both manual and electronic bids, the electronic bid

will replace the manual bid and shall be considered the only valid bid.

(b) Unit prices shall be shown and where there is an error in extension of price, the unit price shall govern.

(c) Alternate bids will not be considered unless authorized by the invitation for bids or any applicable addendum

(d) Proposed delivery time must be shown and shall include Sundays and holidays

(e) Bidders will not include Federal taxes or State of Texas limited sales tax in bid prices since the City of Laredo is

exempt from payment of such taxes. An exemption certificate will be furnished upon request.

(f) The City shall pay no costs or other amounts incurred by any entity in responding to this RFB, or as a result of

issuance of this RFB.

2.0 DESCRIPTION OF SUPPLIES Any catalog or manufacturer's reference used in describing an item is merely

descriptive, and not restrictive, unless otherwise noted, and is used only to indicate type and quality of material.

Bidder is required to state exactly what they intend to furnish; otherwise bidder shall be required to furnish the items

as specified.

3.0 SUBMISSION OF BIDS

(a) Bids and changes thereto shall be enclosed in sealed envelopes, properly addressed and to include the date

and hour of the bid opening and the material or services bid on shall be typed or written on the face of the

envelope. If submitted electronically, this information shall be submitted electronically on Cit-E-Bid system by going

to the following link: https://cityoflaredo.ionwave.net/Login.aspx

(b) Unless otherwise noted on the Notice to Bidders cover sheet, all hand delivered bids must be submitted to the

Office of the City Secretary, City Hall, 1110 Houston Street.

(c) Bids forms can be downloaded and printed through Cit-E-Bid. Mailed Bids (i.e. USPS, FedEx, UPS),

telegraphic, email or facsimile bids will not be considered.

(d) Samples, when required, must be submitted within the time specified, at no expense to the City of Laredo. If not

destroyed or used up during testing, samples will be returned upon request at the bidder’s expense.

(e) Bids must be valid for a minimum period of sixty (60) days. An extension to hold bid pricing for actual quantity

bids may be requested by the City.

4.0 REJECTION OF BIDS The City may reject a bid if:

(a) Bidder misstates or conceals any material fact in the bid.

(b) Bid does not strictly conform to the law or the requirements of the bid.

(c) Bidder is in arrears on existing contracts or taxes with the City of Laredo.

(d) If bids are conditional. Bidder may qualify their bid for acceptance by the City on an "ALL OR NONE" basis. An

"ALL OR NONE” basis bid must include all items in the specifications.

(e) In the event that a bidder is delinquent in the payment of City taxes on the day the bids are opened, including

state and local taxes, such fact shall constitute grounds for rejection of the bid or cancellation of the contract. A

bidder is considered delinquent, regardless of any contract or agreed judgments to pay such delinquent taxes.

(f) No bid submitted herein shall be considered unless the bidder warrants that, upon execution of a contract with

the City of Laredo, bidder will not engage in employment practices such as discriminating against employees

because of race, color, sex, creed, or national origin. Bidder will submit such reports as the City may therefore

require assuring compliance with said practices.

(g) The City may reject all bids or any part of a bid whenever it is deemed necessary.

(h) The City may waive any minor informalities or irregularities in any bid.

5.0 WITHDRAWAL OF BIDS Bids may not be withdrawn after they have been publicly opened, unless approved by

the City Council.

6.0 LATE BIDS OR MODIFICATIONS Bids and modifications received after the time set for the bid deadline will not

be considered. Late bids will be returned to the bidder unopened.

7.0 CLARIFICATION OR OBJECTION TO BID SPECIFICATIONS If any person contemplating submitting a bid for

this contract is in doubt as to the true meaning of the specifications, or other bid documents or any part thereof,

they may submit to the City Purchasing Agent on or before seven (7) calendar days prior to the scheduled bid

deadline a request for clarification which must be submitted in writing through email seven (7) days prior to the

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Informal CVB Promo Addendum 1

scheduled date for opening to: CITY OF LAREDO PURCHASING AGENT Jaime Zapata 5512, Thomas Ave, Laredo,

TX 78041; email: jezapata@ci.laredo.tx.us or Questions & Responses section on Cit-E-Bid system. Any vendor

submitting questions shall make reference to a specific bid number, section, page and item of this solicitation. In

case there are changes, additions, and/or edits to the original scope of work, and addendum will be issued by the

purchasing agent to all vendors through Cit-E-Bid system under Questions and Responses section to clarify any

inquiries. The City will not be responsible for any other explanations or interpretations of the proposed bid made or

given prior to the bid opening or award of contract.

(a) Protest Procedures: The purpose of this procedure is to establish procedures whereby a vendor may protest

specific procurement actions by the City of Laredo. The following sequence of activities must take place in filing a

protest:

(b) To be performed by protesting vendor: Within ten (10) days prior to the time that the City Council considers the

recommendation of the City's Purchasing Officer, the protesting vendor must provide written protest to the City

Purchasing Officer. Such protest must include specific reasons for the protest.

(c) To be performed by City's Purchasing Officer: Shall review the records of procurement and determine legitimacy

and procedural correctness. With five (5) working days, the City Purchasing Officer shall provide written response

to the protesting vendor of the decision.

(d) If the protesting vendor is not satisfied with the decision of the City Purchasing Officer, such protesting vendor

may appeal to the City Manager of the City of Laredo. If the protesting vendor cannot resolve the issue with the City

Manager, he shall be entitled to address his concerns when the City Council of the City of Laredo considers the

awarding of the contract. Such appeal may be made only after exhausting all administrative procedures through the

City Manager. All protests must be duly submitted via Certified Mail to: City of Laredo - Purchasing Agent 5512

Thomas Ave. Laredo, Texas 78041.

8.0 BIDDER DISCOUNTS

(a) Percent discounts within a certain period of time will be accepted but cannot be used in the bid evaluation. The

period of the discount offered should be sufficient to permit payments within such period in the regular course of

business by the City of Laredo.

(b) In connection with any discounts offered, time will be computed from the date of receipt of supplies or service or

from the date a correct invoice is received, whichever is the later date. Payment is deemed to be made on the date

the check is mailed.

9.0 INTENT OF CONTRACT

a) ANNUAL SUPPLY/SERVICE CONTRACTS: This contract does not commit the City to purchase the quantities

indicated. The quantities are estimates and are based on the best available information. The purpose of this

contract is to establish prices for the commodities or services needed, should the City need to purchase these

commodities or services. Since the quantities are estimates, the City may purchase more than the estimated

quantities, less than the estimated quantities, or not purchase any quantities at all. The needs of the City shall

govern the amount that is purchased. All annual contracts shall bound by the terms of the bid documents. In the

event a new contract cannot be executed on the anniversary date of the original term or renewal term, the contract

may be renewed month to month until a new contract is executed. The City's obligation for performance of an

annual supply contract beyond the current fiscal year is contingent upon the availability of appropriated funds from

which payments for the contract purchases can be made. If no funds are appropriated and budgeted during the

next fiscal year, this contract becomes null and void.

10.0 AWARD OF CONTRACT

(a) This contract will be awarded to the (lowest responsive responsible bidder), in accordance to the

provisions of Chapters 252 and 271 of the State of Texas – Local Government Code.

Definition of lowest responsive and responsible bidder as per the Institute for Public Procurement is:

"Lowest Responsive and Responsible Bidder: The bidder who fully complied with all of the bid requirements

and whose past performance, reputation, and financial capability is deemed acceptable, and who has

offered the most advantageous pricing or cost benefit, based on the criteria stipulated in the bid

documents."

(b) The City reserves the right to accept any item or group of items in the bid specifications, unless the bidder

qualifies it’s bid by specific limitation. Proof: The bidder shall bear the burden of proof of compliance with the City of

Laredo specifications.

(c) A written award of acceptance (a duly approved purchase order or Letter of Award) furnished by the City to the

successful bidder results in a binding contract without further action by either party. These Terms and Conditions

shall be the basis and governing document of the binding contract.

(d) A duly authorize purchase order number shall reference item/services description, item number, quantity and

price. Invoices shall reference the assign purchase order number to avoid any duplication (2 CFR 200.318 (d)).

(e) Prices must be quoted F.O.B. Destination, Laredo, Texas, unless otherwise specified in the invitation to bid. The

place of delivery shall be that set forth in the bid specifications and/or purchase order.

(f) Title & Risk of Loss: The title and risk of loss of goods shall not pass to the City of Laredo until the City actually

receives and takes possession of the goods at the point or points of delivery. The terms of this agreement is "no

Page 4 of 30 pages

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Informal CVB Promo Addendum 1

arrival, no sale".

(g) Delivery time and prompt payment discounts will be considered in breaking ties. In the event of a tie bid, the

successful bidder will be determined by choosing lots at the City Council meeting chambers.

(h) The City of Laredo shall give written notice to the contractor (supplier) if any of the following conditions exist:

1. Contractor does not provide materials in compliance with specifications and/or within the time schedule specified

in bid.

2. Contractor neglects or refuses to remove materials or equipment which have been rejected by the City of Laredo

if found not to comply with the specifications.

3. The contractor makes an unauthorized assignment for the benefit of any contractor.

Upon receiving written notification from the City that one of the above conditions has occurred, the contractor must

remedy the problem within ten (10) calendar days, to the complete satisfaction of the City, or the contract will be

immediately canceled.

4. Contract terms are the responsibility of the awarded vendor(s) and the respective City user department(s).

11.0 ENTIRE AGREEMENT

(a)All covenants, conditions and agreement contained in the solicitation, are hereby made part of the Agreement to

the same extent and with the force as is fully set forth herein. If and to the extent of this Agreement and the terms of

this solicitation and supplier response conflict Terms & Conditions of this solicitation shall control.

12.0 PAYMENT & INVOICING

(a) All invoices to the City of Laredo have a 30 day term from receipt of supplies or completion of services.

(b) Discount terms will be computed from the date of receipt and acceptance of supplies or services. Payment shall

be deemed to be made from that date.

(c) All invoices must show the purchase order number and invoices shall be legible. Items billed on invoices should

be specific as to applicable stock, manufacturer catalog or part number. All items must show unit prices. If prices are

based on discounts from list, then list prices must appear on bid schedule. All invoices shall be mailed to the

Accounts Payable Office, City Hall, and PO. Box 210, Laredo, Texas 78042.

(d) The City of Laredo offers electronic funds transfer (ETF) payments in lieu of check payment when a vendor has

filled out an Electronic Funds Transfer Authorization Form issued by the City of Laredo or upon request from the

vendor. This ensures prompt payment directly deposited to a bank account. The estimated payment time is up

fifteen (15) days from the date payment is processed. (e) For any inquires on payment status or general billing

questions please contact: Jorge J. Jolly, Accounts Payable Manager 956-791-7328 jjolly@ci.laredo.tx.us 1110

Houston St. Laredo, TX 78040.

13.0 In accordance to State of Texas, the City of Laredo follows State practices when awarding any and

all competitive solicitations:

TEXAS ENGINEERING AND LAND SURVEYING PRACTICE ACTS AND RULES CONCERNING PRACTICE

AND LICENSURE

OCCUPATIONS CODE TITLE 6. REGULATION OF ENGINEERING, ARCHITECTURE, LAND SURVEYING, AND

RELATED PRACTICES SUBTITLE A. REGULATION OF ENGINEERING AND RELATED PRACTICES CHAPTER

1001. TEXAS BOARD OF PROFESSIONAL ENGINEERS AND LAND SURVEYORS

CHAPTER 137: COMPLIANCE AND PROFESSIONALISM

SUBCHAPTER C: PROFESSIONAL CONDUCT AND ETHICS

§137.53 ENGINEER STANDARDS OF COMPLIANCE WITH PROFESSIONAL SERVICES PROCUREMENT ACT

(a) A licensed engineer shall not submit or request, orally or in writing, a competitive bid to perform

professional engineering services for a governmental entity unless specifically authorized by state law and

shall report to the board any requests from governmental entities and/or their representatives that request

a bid or cost and/or pricing information or any other information from which pricing or cost can be derived

prior to selection based on demonstrated competence and qualifications to perform the services. (b) For

the purposes of this section, competitive bidding to perform engineering services includes, but is not

limited to, the submission of any monetary cost information in the initial step of selecting qualified engineers.

Cost information or other information from which cost can be derived must not be submitted until the

second step of negotiating a contract at a fair and reasonable cost. (c) This section does not prohibit

competitive bidding in the private sector. Source Note: The provisions of this §137.53 adopted to be

effective May 20, 2004, 29 TexReg 4878; amended to be effective June 4, 2007, 32 TexReg 2996.

I Agree to the Terms and Conditions

(Required: Check if applicable)

Page 5 of 30 pages

Deadline: 3/5/2026 04:00 PM (CT)

Informal CVB Promo Addendum 1

Commodity Codes

• NAICS 541890Other Services Related to Advertising

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