Invitation for Bid Sewer Repair Project

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1 Invitation for Bid Sewer Repair Project Section 1 History, Objective, Required Services, and Specifications Objective Repair/Replace a collapsing sewer line consisting of terra cotta clay and concrete. Required Services Specifications 1. Install three(3) sections of six(6) inch Cured in Place Pipe (CIPP). The sections will be in the following lengths: a. One hundred forty (140) feet b. One hundred fifteen (115) feet c. Two hundred (200) feet 2. Each section will be from man hole to man hole 3. The sewer line shall be televised for inspection by the City of Palestine Engineering Department. 4. Vendor shall cut out eight (8) sewer services from inside the new pipe. 5. Vendor shall allow for uninterrupted or minimally interrupted sewer service. The timeline for specifications is noted below and followed by the detailed requirements. Publication Dates: Monday, April 18, 2016 and Monday, April 25, 2016 Mandatory Pre-Bid Conference: Monday, May 3, 10:00 am in the City Council Conference Room Closing Date: Monday, May 23, 3:00 PM Bid Opening: Monday, May 23, 5:30 PM Page 1

2 Section 2--General Conditions Addenda It is the responsibility of the vendor to check for addenda. Addenda will be posted to the city s website: Proposal Consideration/ Tabulation After proposals are opened and publicly read, the proposals will be tabulated for comparison based on the proposal prices and quantities (lowest responsible vendor) or by the best value method. Until final award of the contract, the city reserves the right to reject any or all proposals, to waive technicalities, and to re-advertise for new proposals, or proposed to do the work otherwise in the best interests of the city. The following items will be considered when an award is based on best value: 1) The purchase price 2) The reputation of the bidder and of the bidder s goods or services 3) The quality of the bidder s goods or services 4) The extent to which the goods or services meet the municipality s needs 5) The total long-term cost to the municipality to acquire the bidder s goods or services 6) Any relevant criteria specifically listed in the request of proposals, including references provided by vendor. Proposal Submission Proposals may be submitted in person, or by mail. Submit proposals via mail to: City of Palestine, Attention: Theresa Herrera, 504 N. Queen, Palestine, TX Proposals will not be accepted without a signature. The city is not responsible for mail service. If mail is delayed by the postal service or courier service beyond the date and hour set for the proposal opening, Page 2

3 proposals thus delayed will not be considered and will be returned unopened. Rejection of Proposal The city reserves the right to reject any or all proposals or to waive technicalities at its option when in the best interests of the city. Proposals will be considered irregular if they show any omissions, alteration of form, additions, or conditions not called for, unauthorized alternate proposals, or irregularities of any kind. However, the city reserves the right to waive any irregularities and to make the award in the best interests of the city. The city reserves the right to reject any or all proposals, and all proposals submitted are subject to this reservation. Proposals may be rejected, among other reasons, for any of the following specific reasons: 1) Proposal received after the time limit for receiving proposal as stated in the advertisement. 2) Proposal containing any irregularities. 3) Unbalanced value of any items. Bidders may be disqualified and their proposal not considered, among other reasons, for any of the following specific reasons: 1) Reason for believing collusion exists among the Bidders. 2) Reasonable grounds for believing that any Bidder is interested in more than one proposal for the work contemplated. 3) The Bidder being interested in any litigation against the city. 4) The Bidder being in arrears on any existing contract or having defaulted on a previous contract. 5) Lack of competency as revealed by a financial statement, experience and equipment, questionnaires, etc. 6) Uncompleted work, which in the judgement of the city will prevent or hinder the prompt completion of additional work if awarded. Request for Non-Consideration Proposals deposited with the city cannot be withdrawn prior to the time set for opening proposals. Request for non-consideration of proposals must be made in writing to the Purchasing Agent and received by the city prior to the time set for opening proposals. After other proposals are opened and publicly read, the proposal for which non-consideration is properly Page 3

4 requested may be returned unopened. The proposal may not be withdrawn after the proposals have been opened, and the Bidder, in submitting the same, warrants and guarantees the this proposal has been carefully reviewed and checked and that it is in all things true, accurate, free of mistakes, and that such proposal will not and cannot be withdrawn because of any mistake committed by the Bidder. Sales Tax The total for each proposal submitted must include any applicable taxes. Although the city is exempt from most city, state, or federal taxes, this is not true in all cases. It is required that taxes, if any, be separately identified, itemized, and stated on each proposal. The city cannot determine for the Bidder whether or not the proposal is taxable to the city. The Bidder through the bidder s attorney or tax consultant must make such determination. Bills submitted for taxes after the proposal are awarded will not be honored. Delivery The city reserves the right to demand bond or penalty to guarantee delivery by the date indicated. Delivery/ Completion date is an important factor to the city and may be required to be part of each proposal. The City of Palestine considers delivery time to be that period elapsing from the time the individual order is placed until that order or work thereunder is received by the city at the specified delivery location. The delivery date indicates a guaranteed delivery at Palestine, TX. Failure of the bidder to meet guaranteed delivery/ completion dates or service performance could affect future city orders. Whenever the Contractor encounters any difficulty which is delaying or threatens to delay timely performance (including actual or potential labor disputes), the Contractor shall immediately give notice thereof in writing to the Purchasing Agent, stating all relevant information with respect to the project. Such notice shall not in any way constitute a basis for an extension of the delivery or performance schedule or be construed as a waiver by the city of any rights or remedies to which it is entitled by law or pursuant to provisions herein. Failure to give such notice, however, may be grounds for denial of any request for an extension of the delivery or performance schedule because of such delivery. Provisional Clauses The City of Palestine will not enter into any contract where the cost is provisional upon such clauses as are known as escalator or cost-plus clauses. Page 4

5 Silence of Specification The apparent silence of these specifications as to any detail or to the apparent omission of a detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of these specifications shall be made based on this statement. Bidder Contact(s) Sheet And Authority Statement A duly authorized representative of the bidder must sign the proposal. The proposal must also provide information regarding individuals within the offeror s organization responsible for the response. If more than one person is identified, the city will assume that contacting any one of these individuals will be sufficient for any correspondence relating to this Request for Proposals(RFP). General Proposal Preparation and Submissions Requirements RFP Response: In order to be considered for selection, the Offeror must submit a complete response to this RFP; One (1) original and ten (10) printed copies. The Offeror should make no other distribution of the proposal. An authorized representative of the Offeror shall sign proposals. Failure to submit all information requested may result in the Purchasing Agent requiring prompt submission of missing information and/or giving a lower evaluation score for the proposal response. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation. Proposals should be prepared simply, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness and clarity of content. Each copy of the proposal should be bound or contained in a single volume where practical. All documentation submitted with the proposal should be contained in that single volume. Laws and regulations that make certain information confidential as well as specifying how public information is released govern the city. The vendor, its employees, or subcontractors shall not divulge any information relative to city business at any time to a third party without the prior written approval of the city. Special Documents Prior to the awarding of any contract, Awardee must submit the following documents: 1. Awardee s W-9 2. Separate page with Form Certifitcate of liability insurance 4. Performance bond of total contract price Page 5

6 5. Payment bond of total contract price 6. Maintenance bond of total contract price SECTION 3--RESPONSE FORMAT and PREPRATION INSTRUCTIONS The city reserves the right to eliminate from further consideration any response which is deemed to be substantially or materially unresponsive to the requests for information contained in this section. The intent of the city is that all responses follow the same format in order to evaluate each response fairly. Proposals will be evaluated in light of the material and substantiating evidence presented in the proposals, and not based on what is inferred. Response Format Executive Summary Responses shall include an abstract of no more than two (2) pages on the information presented in the proposals and the firm s unique qualifications and services. Background, Experience & Capabilities Background and Firm Profile - Provide general information on the responding firm, including; name, business location, local office, local telephone number and contact person for this project. Experience - The respondent shall include references, which shall indicate the ability to design and deliver a system satisfying the needs of the city. References shall be of the type and format described below: Bidders shall furnish a list of ten (10) other municipalities in Texas and/or surrounding states with whom they do business. This list will contain name of a contact person, address and telephone number. Capabilities - Describe your firm s approach to developing the information and recommendations for the work requested in this RFP. Describe the processes that will be used for the assignment of tasks, project scheduling, and budget control, as well as capability to provide all services required for construction and implementation of project on the system. Accountability measurement and metrics - Indicate the Protocol that your firm will use to measure performance of the recommended project. Page 6

7 Pricing transparency discuss the respondent s open book pricing methodology and describe any other benefits Owner will realize through this contract using your firm s team. SECTION 4--SELECTION CRITERIA The city will appoint a selection team to formally evaluate each response. The evaluation process will objectively score the responses on their merit. Responses will be evaluated in light of the material and substantiating evidence presented in the response, and not based on what is inferred. The city will notify the selected firm by telephone and writing unless a short list is compiled and/or oral interviews are required. Page 7

8 PROPOSAL OF BIDDERS The following proposal is made for furnishing the materials/services for the city of Palestine, Texas. The undersigned declares that the amount and nature of the materials/services to be furnished is understood and that the nature of this proposal is in strict accordance with the conditions set forth and is a part of this proposal, and that there will at no time be a misunderstanding as to the intent of the specifications or conditions to be overcome or pleaded after the proposals are opened. The undersigned, in submitting this proposal, represents that they are an equal opportunity employer, and will not discriminate with regard to race, religion, color, national origin, age or sex in the performance of this contract. The undersigned hereby proposes to furnish the items on, F.O.B. Palestine, Texas, freight pre-paid at the unit prices quoted herein after notice of proposal award. The undersigned affirms that they are duly authorized to execute this contract that this company, corporation, firm, partnership or individual and has not prepared this proposal in collusion with any other bidder, and that the contents of this proposal as to prices, terms or conditions of said proposal have not been communicated by the undersigned nor by any employee or agent to any other person engaged in this type of business prior to the official opening of this type of business prior to the official opening of this proposal. RFP# Sewer Repair Respectfully Submitted, Signature Date Printed Name Company Name Title Contact Person Billing Address Street City State Zip Mailing Address Street City State Zip Phone Number Address Page 8

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