2024 - 2024010141 11/07/2024 02-42 PM Page 1 of 4 BID SOLICITATION cY for POTRANCO ACRES HOMEO ASSOCIATION, INC.
O STATE OF TEXAS § Py ss L Presdient of Potranco Acres Homeowners Association, Inc. (the “ Association”), y certify that at a meeting of the ere “i Directors of the with at least a quo e Board members being present and remaining throughout, and being duly authorized tggraMSact business, the following Bid Solicitation Policy was duly approved by a majority vote ee members of the Board: A RECITALS: I The property encumbered by this Bid Solicitation Policy is that property restricted by the Potranco Acres Declaration of Covenants, Conditions, Easements and Restrictions, recorded in the Official Public Records of Real Property of Medina County, Texas, under Clerk’s File No. 2020011377, as same has been or may be amended and/or supplemented from time to time (“Declaration”), and any other property which has been or may be subsequently annexed thereto and made subject to the authority of the Association.
2. Section 209.0052(c) of the Texas Property Code (the “Code”) was added to provide an association the right to establish a procedure to solicit bids or proposals for services that will be in an amount in excess of $50,000.00.
3. The Board of Directors of the Association degires to adopt a bids solicitation policy to establish a systematic procedure for soliciting bids oposals from contractors who the Association may desire to contract with for Service ined below).
4. This Bid Solicitation Policy (“P ”’) replaces and supersedes any previously the Association.
& POLICY:
).
4. This Bid Solicitation Policy (“P ”’) replaces and supersedes any previously the Association.
& POLICY: For purposes of this R , services” include, by way of illustration and not limitation, pool maintenance and mi nt services, fitness center management services, gate system management services, ac ystem maintenance services, lighting and light inspection services, janitorial services, 7“. ing services, pest control services, accounting and legal services and any other service wRigh the Association may deem to be necessary to or desirable for the ae Bid Solicitatio for Potranco Acres Homeowners Association, Inc. Page 1 of 3 Copyri 24 by Roberts Markel Weinberg Butler Hailey PC, all rights reserved. This Policy may be used only in connecti ith the Potranco Acres community and the operation of the Potranco Acres Homeowners Association, Inc.
SN 2024 - 2024010141 11/07/2024 02-42 PM Page 2 of 4 administration and maintenance of the community. \ 1. Applicability. This Policy shall Si to contracts for Services to be performed by third-party service providers (her t referred to as “Contractors”) in exchange for payment by the Association of an amount than fifty-thousand dollars ($50,000.00) over the term of the contract. This Policy shall y to any contract for the performance of Services in exchange for payment by the Associ of an amount less than or equal to fifty-thousand automatically renews resulting i payment by the Association of an amount greater than fifty-thousand dollars as n the event the Association proposes to contract for Services 2. Bid Solicit ~
contract automatically renews resulting i payment by the Association of an amount greater than fifty-thousand dollars as n the event the Association proposes to contract for Services 2. Bid Solicit ~ that are subject to this , the Board shall solicit bids or proposals using the bid process established below. ®) 3. i Ocess.
t a bid for Services. Such notification may consist of an invitation to bid, a request for proposals, the submission of a master services agreement, or such other method that the Board, in its sole discretion, may deem appropriate for the solicitation of the Services sought (the “Solicitation”).
& Solicitation. The Board shall notify potential bidders of an opportunity to The Board shall obtain multiple bids for the Services sought, provided there are multiple Contractors who offer the Services available. Notwithstanding the foregoing, the Board shail determine, in its sole discretion, the number of bids to seek for the Services.
If there is only one qualified bidder for the Services sought, there shall be no requirement to solicit multiple bids.
The Board may implement deadlines by which Contractors must respond to a Solicitation for a bid, which deadlines, if implemen{Qd, will be stated in the Solicitation.
The Board has the right, but not the obligatio remove from consideration any Contractor who fails to respond to the Solicit iY the deadline, if implemented.
b. Evaluation. The Board sh termine the method and criteria by which each bid received will be evaluated. J ucting its evaluation, the Board may rely on factors such as, by way of illustrati not limitation, the scope of services, pricing and payment terms, insurance avaj to the Contractor, Contractor warranties and indemnification obligations ences obtained and past experiences with the
i not limitation, the scope of services, pricing and payment terms, insurance avaj to the Contractor, Contractor warranties and indemnification obligations ences obtained and past experiences with the Contractor. The Board shall the sole discretion to determine which bid to select, and the Board shall not be aeigted to select the lowest bid if the Board determines that a higher bid will better RW e needs of the Association.
Cc. son and Notification. The Board shall notify the Contractor whose bid was my of its selection within a reasonable time period after the date of the Bid Solicitation Pot Potranco Acres Homeowners Association, Inc. Page 2 of 3 Copyright Roberts Markel Weinberg Butler Hailey PC, all rights reserved. This Policy may be used only in connection e Potranco Acres community and the operation of the Potranco Acres Homeowners Association, Inc.
4 2024 - 2024010141 11/07/2024 02-42 PM Page 3 of 4 Board’s decision, which time period shall be rine in the sole discretion of the Board. Such notification may be sent by certifi: , via email, or by any other method that the Board determines that the notificati e received by the selected Contractor.
The Board may, but is not obligated to, me icontacors whose bids were not selected of the rejection of their bid. ° % N ¢ d. Frequency of Soligi n. Regarding Services subject to this Policy that are an ongoing need in the comm y way of illustration, landscaping services), at least three (3) months prior to Piration of the term of a contract for such Services, the Association shall follow id process set forth in this Policy. The Board, in its sole discretion, may detente which Services constitute an ongoing need within the community.
e. CPi Discretion. Notwithstanding anything contained in this Policy to
h in this Policy. The Board, in its sole discretion, may detente which Services constitute an ongoing need within the community.
e. CPi Discretion. Notwithstanding anything contained in this Policy to the contrary,th®Board has the authority to suspend the Solicitation requirements herein for amg contract for Services as it deems necessary in its sole discretion, The ertify that I am the duly elected, qualified and acting Presdient of the Association and regoing Bid Solicitation Policy was approved by a majority vote of the Board of Directors™8 set forth above and now appears in the books and records of the Association, to be effective upon recording in the Official Public Records of Real Property of Medina County, Texas.
TO CERTIFY which witness my hand this the_? day of 2024.
Printed: Its: Pug THE STATE OF TEXAS : . > COUNTY OF Le 01a § personally appeared President of Potranco Acres Homeowners Association, Inc., known to me the person whose name is subscribed to the foregoing instrument, and acknowledge Sv that e executed the same for the purpose and in the capacity therein ex pressed.
¢o ey BEFORE ME, Ones eS public, on this “7 day of 2024 Z la Notary Public in and for the State of Texas e& Homeowners Association, Inc. Page 3 of 3 Copyright 'y Roberts Markel Weinberg Butler Hailey PC, all rights reserved. This Policy may be used only in connectio’ he Potranco Acres community and the operation of the Potranco Acres Homeowners Association, Inc.
2024 - 2024010141 11/07/2024 02:42 PM Page 4 of 4 eS “sd.
Instrument Num 2024010141 “S & Property Recordings ss Recorded On: November 07, 0246 Number of Pages: 4 RS " Examined and Charged as Follows: " Total Recording: $ SN
141 “S & Property Recordings ss Recorded On: November 07, 0246 Number of Pages: 4 RS " Examined and Charged as Follows: " Total Recording: $ SN Any provision herein which restricts the Sale, Rental tq uS’of the described REAL PROPERTY because of color or race is invalid and Aorceabi under federal law.
¢ G File Information: & Record and Return To: Document Number: 2024010141 SS Receipt Number: 20241107000028 Recorded Date/Time: November 07, 20200 42 PM User: Jaylen P Se Station: cccash2 Potranco Acres y certify that this Instrument was filed in the File Number sequence on the date/time ed hereon, and was duly recorded in the Official Records of Medina County, Texas Gina Champion . .
Medina County Clerk Medina County, TX