Power of Community - Pedernales Electric Cooperative

For Vendors

For Vendors Vendors

Pedernales Electric Cooperative (PEC) works with vendors who provide products or services that allow us to perform efficiently and effectively throughout our various departments and districts. We acquire many products and services by issuing requests for proposals (RFPs) and requests for quotes (RFQs) which facilitates a bidding process. This helps ensure we obtain the needed supplies and services at favorable prices; achieve product and service suitability, safety and appropriate quality and receive reliable vendor performance.

The Procurement and Invoicing Procedures section below provides information/instructions for both current and potential vendors.


Solicitations

Pedernales Electric Cooperative (PEC)’s Building and Grounds Department through this request for proposal ("RFP") seeks proposals ("Proposals") from qualified persons or entities ("Respondents") interested in providing “on-call” commercial construction and other facility services, these services will include light to medium construction and other services that include but not limited to furniture relocation, assistance during departmental moves and other facility needs.

Related documents:

Note:
  • All questions and bid responses must be submitted to: PECbidresponse@peci.com
  • Deadline for question: 10:00 a.m. Central Standard Time on Wednesday, June 14, 2017
  • Proposal due by: 2:00 p.m. Central Standard Time on Thursday, June 22, 2017   

013 – RESTRICTIONS ON COMMUNICATION
 
Each Respondent is prohibited from communicating regarding this RFP or a Proposal with: (1) PEC Board directors; (2) PEC employees from the time the RFP has been released until the contract is awarded. These restrictions extend to, phone calls, emails and any other contact that results in the discussion of the RFP and/or Proposal submitted by Respondent. Violation of this provision by Respondent and/or its agent may lead to disqualification of Respondent’s Proposal from consideration.


Procurement & Invoicing Procedures

Vendor List

The Purchasing Department maintains a list of vendors who have expressed an interest in doing business with PEC. The Vendor List is a resource for internal requisitioners; however, being included on this list does not guarantee the notification of new RFPs/RFQs or the award of future work. Vendors interested in bidding on work should frequently review this webpage for bid solicitations. Vendors who provide goods/services that do not require competitive bidding may be contacted directly by a PEC requisitioner.

If you are a vendor who would like to be added to our Vendor List, please e-mail with the following information:

  • Official registered business name
  • Key contact's name, direct phone and fax numbers, and e-mail address
  • Physical address
  • Remit-to address
  • Main telephone and fax numbers
  • Website
  • Type(s) of products or services provided
  • Year established and number of years delivering the products or services specified
  • Previous experience with PEC, if any

Purchasing will periodically review the vendor list and remove vendors to whom PEC has not issued a payment within (2) consecutive years.


Competitive Bidding

PEC’s Purchasing Policy requires the following goods/services to be competitively bid:

  • A single good costing $5,000 or more
  • Bulk orders of the same item totaling $25,000 or more
  • Service order totaling $50,000 or more

PEC may, at its sole discretion, waive competitive bidding for certain transactions.


Vendor Requirements

The following information is required of all PEC Vendors. The information should be submitted via e-mail prior to beginning any services on PEC property and/or delivery of goods.

Vendors who participate in a PEC RFP/RFQ process will e-mail the information to the Purchasing Department contact listed in the RFP/RFQ. Vendors with whom PEC places orders or procures services that do not go through an RFP/RFQ will e-mail the information to vicki.hiser@peci.com.


Safety Requirements

  • Protective personal equipment (PPE) shall be in accordance with labeling, OSHA, and industry standards.
  • DOT regulated equipment must be adequate for the job and in compliance with DOT regulations.
  • All work shall be performed in compliance with all federal, state and OSHA safety standards.

Purchase Orders

  • PEC will issue a Purchase Order (PO) for goods and services as follows:
    • Services with a total value of $10,000 or more;
    • Goods where an individual item is $5,000 or more;
  • PEC, at its sole discretion, may require POs for goods/services of a lesser value.
  • Information contained on an invoice, packing slip, and service receipt should mirror the PO.
  • Goods should not be delivered, nor should services begin, prior to receipt of a PO.
  • Only goods and services listed on the PO should be delivered.
  • Any amendments to a PO’s scope, quantity or pricing will require approval from PEC before the related invoices can be processed.

Verbal Orders (Non-POs)

  • When PEC places a verbal order, the PEC employee’s name must be included as part of the verbal order number.
  • Goods and services placed on a verbal order must be below the monetary threshold for Competitive Bidding.

Delivery of Goods

  • A packing slip is required with each shipment of goods and must contain the PEC PO number or the name of the PEC employee placing a verbal order. Please ensure these instructions are passed on to any third party carriers.
  • If a delivery location error occurs, PEC will require that you or your transport company pick up and deliver the goods to the correct location.

Receipt of Services

  • A Service Receipt should be provided to PEC at the time services are performed and should include information that mirrors the PO. If a verbal order was given, the document must provide a detailed description of the service(s) performed, hours worked and the name of the PEC employee who placed the verbal order.
  • PEC may provide you with a written confirmation that shows the services PEC has approved for invoicing.

Invoicing

  • All invoices must be sent directly to Accounts Payable at the following address:
    Pedernales Electric Cooperative, Inc.
    Accounts Payable
    P.O. Box 1
    Johnson City, TX 78636
  • Invoices should always contain either PEC’s PO number or the name of the PEC ordering employee as part of a verbal order number.
  • In order to prevent processing delays, invoices should mirror the PEC PO with regard to extended cost, quantity, item number, description, price, and terms, etc.
  • No sales/use taxes should be included in invoiced costs as PEC is exempt from sales/use tax.
  • The invoice should clearly state “Invoice” on the face of the document. Documents with other titles such as “Billing Statement” or “Order” will not be considered invoices and will not be processed for payment.
  • PEC does not short pay invoices or alter invoice amounts with the exception of sales/use tax deductions. If a correction is required, PEC will request either a credit memo or a revised invoice.
  • PEC’s payment terms are Net 30.
  • Only one PO can be billed on an invoice, as PEC cannot process multiple-PO invoices.
  • PEC payments should be applied to the specific invoice(s) for which the payment was issued.
  • Vendors may not auto-apply invoice credits without prior approval from PEC.
  • An invoice will be required for all items shipped and returned. If replacement goods are shipped to PEC, a separate invoice will be required for each shipment of goods.
  • Invoices should not be generated and submitted to PEC until goods have been delivered and/or services have been satisfactorily performed.

Certificates of Liability Insurance

The Purchasing Department is responsible for receiving and imaging liability insurance certificates for qualified vendors. Vendors should forward certificates to the following address prior to delivery of goods and/or prior to performing work on PEC property:
Pedernales Electric Cooperative, Inc.
Purchasing Department
P.O. Box 1
Johnson City, TX 78636

Vendors may not work on PEC property without submitting a current certificate of liability insurance. Please refer to the PEC liability insurance requirements.


New Product Introduction

Vendors must follow these steps to offer new and similar products to PEC for goods used in the distribution of electricity to members. Attempts to bypass the procedures herein may result in immediate disqualification of the vendor’s product for one year.

Note about tools: Commonly used tools that are not industry specific, such as screw drivers, wrenches, hammers, etc. do not require this introduction process. However, specialized tools for the installation of equipment, such as hydraulic presses, clamps, hoists, etc. that may impact PEC’s ability to complete a job as designed must be introduced using these steps.

  1. Complete the New Product Application Form (PDF | Microsoft Word) and e-mail it to Purchasing along with other appropriate documentation. Incomplete forms are subject to disqualification.
  2. A Purchasing employee will forward the form and attached documentation to PEC’s Standards Section or appropriate department, who will notify Purchasing as to whether adding the vendor’s item to PEC’s approved products list is deemed beneficial to PEC.
  3. Purchasing will then notify the vendor. Additional documentation and/or samples may be requested at that time.

The distributor who introduces a new product to PEC that is approved by the Standards Section, providing its cost is competitive, will be granted single source status for that product for a period of one year from the date of approval.

In the event the manufacturer’s representative introduces a product, the representative will be responsible for selecting the distributor, who will handle the product throughout the approval process. In these cases, the selected distributor will be subject to PEC’s application of Suspension of Consideration or Solicitation.


Suspension of Consideration or Solicitation

Future work or orders placed with an existing vendor may be suspended in the following situations. The suspension will be implemented for a minimum of one (1) year and may continue for such period of time as PEC deems necessary. After the suspension period expires, vendors may be reinstated to active status only after demonstrating their ability and commitment to perform responsibly. PEC will provide written notification of the reason(s) for the suspension.

  1. Consistent failure to conform to contract specifications, terms, and conditions.
  2. Consistent failure to deliver products/services in the time specified on the contract.
  3. Collusion with others to restrain competitive bidding.
  4. Giving false or misleading information in bid proposals, including failure to keep offer firm for the length of time specified.
  5. Failure to accept orders based on firm bids.
  6. Failure to make adjustments or replacement of damaged goods or poorly executed services.
  7. Failure to make good on warranties and guarantees on products/services delivered.
  8. Bankruptcy or other evidence of insolvency.
  9. Consistent violations of procedural requirements that were communicated to the vendor.

Definitions:

Single source — Single sourcing occurs when multiple vendors can provide a product or service, but a business decision is made to select a particular vendor without going through the bidding process.


Contact Us

For additional assistance, please contact us via email.

Resources


Vendor Information Form

Vendors need to complete this form prior to providing services (Microsoft Excel)

IRS W9

Federal tax form required of all vendors

New Product Application Form

PDF version
Microsoft Word version

PEC Tax Exemption Certificate

Download Texas Sales and Use Tax Exemption Certification

Download electronic payment form

PEC Electronic Payment Form

Download a request for direct payment (Excel)