Request For Proposal Furnish Schneider Business Park Signs Design Build Services For the Cibolo Economic Development Corporation Cibolo, Texas The City of Cibolo, Texas Economic Development Corporation is requesting proposals from qualified offerers interested in providing Schneider Business Park Signs Design Build Services. Written proposals will be received by the City of Cibolo, Texas, at the office of the City Secretary in City Hall, 200 South Main Street, Cibolo, Texas 78108. SUBMITTAL & TIME: Thursday, May 21, 2015, no later than 2:00 p.m. The proposal should be mailed or hand delivered to: Peggy Cimics, City Secretary City of Cibolo, Texas 200 South Main Street Cibolo, Texas, 78108 All proposals must be received on or before the above date and time in the Office of the City Secretary at City Hall, 200 South Main Street, Cibolo, Texas 78108. Any proposal received after the stated time will be returned unopened. Copies of the specifications may be procured without charge from the City Secretary or the Economic Development Director s Office. All questions regarding this RFP should be referred to Mark Luft, Economic Development Director at (210) 658-9900, ext 3118. The City of Cibolo reserves the right to reject any or all proposals and waive irregularities. Cibolo Economic Development Corporation Mark Luft Economic Development Director
INTRODUCTION Request For Proposal Schneider Business Park Signs Design Build Services The Cibolo Economic Development Corporation (CEDC) desires to enter into a contract with a firm that can provide a design and construction services for the purpose of performing sign design and construction services and other related services for the Corporation. The CEDC intends to use these services in order to obtain an entrance sign specifically for the Schneider Business Park located at the intersection of FM 1103 at Guadalupe Drive and budget permitting a second sign located at FM 1103 at Schneider Drive is also being desired if at all possible. I. PROPOSAL REQUEST. The City of Cibolo Economic Development Corporation, hereinafter referred to as CEDC is requesting proposals from sign design and construction firms, hereinafter referred to as the Contractor or Sign contractor for the purpose of entering into a contract to provide sign design services, and to construct the final sign design. The CEDC intends to award the Schneider Park Sign Design build Agreement, hereinafter referred to as Agreement, to the Contractor submitting the most responsive proposal to provide sign design and construction services required by the CEDC. All responses to this Request for Proposal (RFP) must comply with all conditions of this RFP and the CEDC procurement processes. This RFP has been prepared by the City staff with the best available knowledge on sign design and construction. Admittedly, the City staff may have limited knowledge in this field of design and construction of business park signs. Therefore, the RFP is structured so that the expert sign contractor will be responsible for both design and construction. If a potential Contractor has alternatives to the proposal herein which will help the design and construction process, please submit these alternative ideas with the technical proposal and the City will review and consider all alternatives. If requested, the City may conduct a voluntary pre-proposal meeting with interested offerors approximately one (1) week prior to the proposed submission date. II. PROPOSAL EVALUATION AND SELECTION. All proposals will be evaluated on the following basis (all topics are as presented in the text of the proposal):
A. Proposal Evaluation. All technical proposals will be evaluated by the City based on the following criteria. The exact basis or weight of each factor is shown below: 1. Capacity and capability of the Contractor Team to design the Industrial park Signs, including structural and geotechnical considerations, and the ability of the firm to complete the construction satisfactorily, including field crews, engineers, construction capabilities, etc. in a timely manner in order to meet the schedules herein. This item includes the contractor s abilities to satisfactorily design and build various information signs of this magnitude, secure necessary bonding and insurance, and complete construction within the suggested time schedule as specified in the RFP. 30% 2. Qualifications/competence of the Contractor to perform Sign design and construction, including experience in design of sign and lighting, engineering of steel, wind loads, structural, geotechnical, etc., site work, concrete foundations, working with metal, design orientation, and other related duties, etc. Performance of the firm with previous clients based on quality of work, ability to meet schedules and responsiveness to clients & past experience in the Cibolo area. 3. Cost Proposal for sign design & construction services 30% 40% The Cost Proposal will be used in the evaluation of the Contractor, especially for construction cost. The Cost Proposal will also be used as the basis for the Fee Schedule for the negotiated Agreement of the selected Contractor. B. Interviews. Interviews may be held with any or all of the firms submitting proposals, as determined in the best interest of the City. III. INSTRUCTIONS TO OFFERORS. A. SUBMITTING PROPOSALS 1. Sealed proposals will be received in the City Secretary s Office, 200 South Main Street, Cibolo, Texas 78108, in accordance with the Advertisement. Offerors
shall use the proposal form included with the scope of work. Proposal forms must bear the signature of the offeror to be considered. Failure of the offerors to complete the attached documents in accordance with all instructions provided is cause for the Cibolo Economic Development Corporation to reject proposals. 2. Proposals must be submitted in a sealed envelope with the outside marked: PROPOSAL FOR SCHNEIDER BUSINESS PARK SIGNS DESIGN BUILD SERVICES 3. Request for Amendments All amendments to this Request for Proposal deemed necessary between issuance of the Request for Proposals and the proposal submission deadline will be distributed in writing to all recipients of the original RFP. If an amendment requires a time extension, the proposal submission date will be changed as part of the written amendment. 4. Proposal Evaluation- The Selection Committee will review each proposal. Points will be allocated as outlined in the evaluation criteria of this RFP to determine the best responsible proposal. Negotiations may be conducted with the responsible offerer who submits the proposal deemed to be the most qualified and highest ranked response to this RFP. The Cibolo Economic Development Corporation (CEDC) reserves the right to accept proposals in their entirety or portions thereof, and to reject any or all proposals and to wave any irregularity or formality. 5. It is agreed that proposals accepted by the CEDC shall be valid for a period of one hundred twenty (120) days following the date of the proposal opening. 6. Proposals may be withdrawn upon receipt of written request, prior to scheduled deadline for the purpose of making any corrections and/or changes. Such corrections must be properly identified and signed or initialed by the bidder. Resubmitting must be prior to scheduled deadline for consideration. 7. Any questions or clarifications regarding this proposal must be submitted to Mark Luft, Economic Development Director at (210) 658-9900, ext 3118 in writing to coordinate a response no later than fourteen (14) days prior to the proposed submittal date. All clarifications will be issued in written format. No oral changes shall take place during and conversations. No proposal conference is scheduled for this project. B. TERM OF AGREEMENT The term of the Agreement shall be from the date of written notification of award of proposal, including design, construction and warranty phases.
C. AWARD OF CONTRACT The Cibolo Economic Development Corporation may award to the Contractor whose proposal is deemed to be in the best interest of the CEDC. The CEDC reserves the right to waive any and all irregularities in proposals and to reject any or all proposals or portions thereof. D. PAYMENT Payment shall be based on the Contractor s invoices for work satisfactorily completed, the CEDC s approval of those invoices, the Contract amount(s) stated in the Agreement, and the Contractor s Cost Proposal as submitted as part of the RFP response. The CEDC request that invoices not be submitted more frequently than on a monthly basis. Payment for satisfactorily completed services will be made within fifteen (15) days upon CEDC s certifications that all vendors have been paid completely and that all contract terms have been met. E. INSURANCE The successful Contractor shall obtain and provide written Certificate of Insurance to the Cibolo Economic Development Corporation (CEDC) of the following insurance coverage s: General Liability as follows: Premises, operations, explosions and collapse hazard, underground hazard, contractual insurance, products with complete operations, broad form property damage, independent contractors and personal injury. The limits of liability shall be no less than $1,000,000 combined single limits for bodily injury and property damage. Automobile Liability as follows: Owned, hired and non-owned vehicles. The limits of liability shall be no less than $1,000,000 combined single limit bodily injury and property damage. Errors and Omissions Insurance may be required on specific design projects with the amount of insurance commensurate with the size and nature of the Project. However, these insurance requirements will be negotiated with the approved Contractor at the time a work order is made. The CEDC shall be named as an additional insured on all of the above. The CEDC may require subcontractors to provide similar amounts of insurance coverage. Workers Compensation is required along with the Texas statutory employer s liability limits regardless of number of employees.
IV. SCOPE OF WORK A. INTRODUCTION. The CEDC is requesting proposals for Design Build Services to construct Industrial Park Signs. The various locations of the signs are noted on the attached map. B. SITE LOCATIONS & DESCRIPTIONS OF THE SIGNS. It is the desire of the CEDC to design and build a monument sign located at the intersection of Guadalupe Drive at FM 1103 to announce the entrance and budget permitting a second monument sign located at the intersection of Schneider at FM 1103. C. CITY RESPONSIBILITIES ON THE SITES. 1. The City will assist with activities necessary to acquire access to all of the sites and will issue permits at no cost related to the City s jurisdiction for permits needed to construct the signs. 2. The City will be responsible for periodic inspections of the work, timely building permit issuance and inspections, and coordination of details as necessary with the Contractor. D. DESIGN PHASE. A primary goal of the sign design phase (and construction phase) is to build a permanent improvement with a minimum lifetime expectancy exceeding 20 years for the sign foundation, letters and structural components; and a minimum lifetime expectancy of 10 years for the exterior finish. The Sign Contractor must specify materials and components in the design phase to meet or exceed these goals for length of service of the improvement. The Contractor will complete the design of the sign and create construction plans. During the Design Phase, the Contractor will submit stamped shop drawings for review by the City. City officials will be available at all times to expedite the design process and minimize the time required to complete design. The construction plans will detail each location, the Base Sign, foundation height to bottom of the letters, and foundation and details. The Design Phase shall include drawings and written details including specific materials and quantities to be used in the planned construction, sufficient to make an application for a city sign building permit. The Contractor will provide advice on the proposed conceptual drawings, the proposed size of sign face and lettering size after review of sign sight distances, etc. Sample lettering may need to be provided to determine correct lettering size prior to the final letters being manufactured. The Contractor will also provide advice on the backing material for each sign. The City request a cost quote as alternate option for each sign
to contain a graffiti proof face. The Sign Contractor will provide advice and final design recommendations for the Business Park Information Signs. E. CONSTRUCTION PHASE. At least 10 calendar days prior to the start of the construction, the Contractor must provide the City with Performance and Payment Bonds. The Contractor must also provide a Certificate of Insurance in appropriate amounts as required by the City Attorney, based on the final construction cost estimate. The insurance coverage amounts stated in Section III E. above will need to be adjusted for the Construction Phase. The Performance Bond, Payment Bond and Certificate of insurance must be submitted and approved by the City prior to starting construction. The contractor will be responsible for construction of all the details of the Business Park Signs, including materials, labor and all other costs, according to the approved construction drawings. The City will be responsible for periodic inspections of the work, timely building permit issuance and inspections, and coordination of details as necessary with the Contractor. Removal of the old Sign The City shall be responsible for removing and the disposing of the existing sign. However the Contractor will be required to advise the City should the foundation base remain and be reused or should the base be removed as well. F. WARRANTY PHASE. An estimate for the completion of the design and finished construction of all signs is approximately 2 months. Following completion of construction, a Warranty Phase will continue for one year for the Contractor to make any necessary adjustments or modifications to the signs as required by the Cibolo Economic Development Corporation. Payment for repairs during the warranty phase due to negligent construction or design will be the responsibility of the Contractor.
V. TECHNICAL PROPOSAL CONTENT. Each Technical Proposal must contain the following as a minimum: 1. Name, address, and telephone number. 2. A list of the Contractor team, including a description of experience, professional designations, areas of competence and areas of special expertise for each team member. 3. Descriptions of at least five Sign Design and/or Construction Service Projects with dates, locations, and names and telephone numbers of contact persons. Also, please provide a list of three references on the firm not including those listed above. Please provide at least 2 design references and 2 construction references. 4. Business location where the work will be performed. 5. List all sub-contractors (if any), including addresses, qualifications and areas of responsibility. All Engineers should be named including registration information. 6. A statement of items to be provided as required in Section IV (Scope of Work) of this RFP. Include any exceptions or items the Contractor will not be able to provide, and a narrative description of steps routinely taken and procedures routinely used to provide cost-effective design and construction services. 7. A statement of the Contractor s ability to meet the time schedules recommended herein, or an alternative schedule to achieve the same goals. Also, statement on the length of time required to complete a.) the design of each sign; b.) construction of sign; or if not determinable, a statement that every effort will be made to meet the reasonable time requirements of the Cibolo Economic Development Corporation for the sign design and construction. 8. If all of the above services are not provided, the exceptions should be noted in the Technical Proposal. VI. PROPOSAL REQUIREMENTS. 1. The maximum length for a response proposal should not exceed 20 pages, not including the cost proposal. Please limit all resumes to one page per resume. 2. Please submit eight (8) copies of the proposal.
VII. COST PROPOSAL CONTENT. Cost will be used as a factor in the evaluation procedures. The Fee Schedule (Cost Proposal) should be submitted at the end of the proposal. The Cost Proposal will be used as a basis for the Agreement. Each Fee Schedule must contain the following information as a minimum: 1. Lump Sum Cost for Sign Design Phase for each Sign. Including Geotechnical Design costs in the Lump Sum. 2. Lump Sum Cost Estimate for site Work for the Signs. 3. Lump Sum Cost Estimate to furnish all materials and labor to fabricate and manufacture the finished Sign(s) on site. 4. Charges for any miscellaneous item such as copying, rental of special equipment, etc. which are not included in the cost proposal lump sum items 1, 2, 3 and 4 on the cost proposal sheet. 5. The City intends to use the exact lump sum cost for item # 1 above on the Agreement. The City will use the cost for # 2, # 3 and # 4 above as cost estimates to be used as not to exceed upper limit cost for completion of the construction. 6. Payments to the Contractor will not exceed the total estimated cost for the contractor work program, pursuant to the negotiated contract amount. A contingency amount will be included in the Agreement, but not to be expended or charged against by the Contractor, unless approved in advance by the Cibolo Economic Development Corporation in writing, in the event of unforeseen circumstances and expenses, which may arise during the project, as determined by the Cibolo Economic Development Corporation.
SCHNEIDER BUSINESS PARK SIGNS COST PROPOSAL FORM Name of Firm: of Firm: City:, State:, Zip Code: Telephone Number: Fax Number: Date: 1. Lump Sum Cost for Sign Design Phase for one (1) Sign Main Entrance Design Sign Located at the Intersection of Guadalupe Drive @ FM 1103 Amount $ 2. Lump Sum Cost Estimate to furnish all materials and labor to fabricate and manufacture one (1) sign on site, including construction at work site. Main Entrance Sign Located at the Intersection of Guadalupe Drive @ FM 1103 Amount $ Alternate Bid (1.): Main Entrance Design Sign Located at the Intersection Schneider @ FM 1103 Amount $ Alternate Bid (2.): 3. Lump Sum Cost Estimate to furnish all materials and labor to fabricate and manufacture one (1) sign on site, including construction at work site. Main Entrance Sign Located at the Intersection of Schneider @ FM 1103 Amount $ Alternate Bid (3): CEDC is requesting submittals for Way-Finding signage at various sites which will be located in the business park for a total of two (2) to be installed within the
City Right of Way. In addition the CEDC is considering two (2) additional for the Central Business District Please provide unit price for each sign turnkey for frame: Amount $ Please provide unit price for each sign for the individual business to be place on the frame above: Amount $
SCHNEIDER BUSINESS PARK SIGNS DESIGN BUILD SERVICES AUTHORIZTION TO: The Cibolo Economic Development Corporation Date: Proposal of ; (Company Name) A.) A Corporation under the laws of the State of ; B.) A partnership consisting of ; or C.) An individual trading as. The undersigned offerer, pursuant to the foregoing Request for Proposals, has carefully examined the instructions to Offerers, this proposal form and the Detailed Specifications. Company Name BY: Type or Print Name Telephone Number City State Zip NOTE: TO BE VALID, BID MUST BE SIGNED. THE SIGNATURE OF A CORPORATION IS ITS PRESIDENT, OR AN AUTHORIZED REPRESENTATIVE. A SIGNATURE OF A PARTNERSHIP MUST BE A VALID PARTNER OR AUTHORIZED REPRESENTATIVE.
PERFORMANCE BOND KNOW ALL MEN BY THESE PRESENTS: That we (1) and (2) hereinafter called PRINCIPAL and (3) of, State of, hereinafter called the SURITY, are held and firmly bound unto (4) Cibolo Economic Development Corporation, Cibolo, Texas, a Texas municipal corporation, Guadalupe County, Texas, hereinafter called OWNER, in the sum of Dollars ($ ) in lawful money of the United States, for the payment of which sum will and truly to be made, we bind ourselves, our heirs, executors, administrators, personal representatives, and successors and assigns, jointly and severally, firmly by these presents. THE CONDITION OF THIS OBLIGATION is such that Whereas, the Principal entered into a certain contract with the Owner, dated the day of, 2015, a copy of which is hereto attached and made a part hereof for the construction of: Schneider Business Park Signs Design Build Services NOW, THEREFORE, if the principal shall will, truly and faithfully perform its duties, all the undertakings, covenants, terms, conditions, and agreements of said contract during the original term thereof, and any extensions thereof which may be granted by the Owner, with or without notice to the Surety, and if he shall satisfy all claims and demands incurred under such contract. And shall fully indemnify and save harmless the Owner from all costs and damages which it may suffer by reason of failure to do so, and shall reimburse and repay the Owner all outlay and expense which the Owner may incur in making good any default, then this obligation shall be void otherwise to remain in full force and effect. PROVIDED, FURTHER< that the said Surety, for value received, hereby stipulates and agrees that no charge, extension of time, alteration or addition to the terms of the contract or to the work to be performed thereunder or the specifications accompanying the same shall in any way affect its obligation on this bond, and it does hereby waive notice of any such change, extension of time, alterations, or addition to these terms of the contract or to the work or to the specifications. PROVIDED, FURTHER, that no final settlement between the Owner and the Contractor shall abridge the right of any beneficiary hereunder, whose claim may be unsatisfied. IN WITNESS WHEREOF, this instrument is executed in four (4) counterparts, each one of which shall be deemed as an original, this the day of, 2015.
ATTEST: Principal Principal Secretary (SEAL) Witness as to Principal By: Surety By: Attorney in Fact ATTEST: (Surety) Secretary (SEAL) Witness as to Surety Note: Date of Bond must not be prior to date of contract. (1) Correct name of Contractor. (2) A corporation, a partnership, or an individual as case may be. (3) Correct name of Surety. (4) Correct name of Owner. (5) If Contractor is partnership, all partners should execute Bond. SIGNED AND SEALED ON, 2015. (Contractor-Principal) By:
In presence of: APPROVED AS TO FORM: (Title) (SURETY) Attorney for Owner COUNTERSIGNED: Surety s Authorized Texas
PAYMENT BOND KNOW ALL MEN BY THESE PRESENTS: That we (I), a (2), hereinafter called Principal, and (3) of, State of, hereinafter called the Surety, are held firmly bound unto (4) City of Cibolo, Texas and Cibolo Economic Development Corporation municipal corporation, Guadalupe County, Texas, hereinafter called Owner, in the sum of Dollars ($ ) in lawful money of the United States, for payment of which sum will and truly to be made, we bind ourselves, our heirs, executor, administrators, personal representatives, and successors and assigns, jointly and severally, firmly by theses presents. THE CONDISTIONS OF THIS OBLIGATION is such that Whereas, the Principal entered into a certain contract with the Owner, dated the day of, 2015 a copy of which is hereto attached and made a part hereof for the construction of: Schneider Business Park Signs Build Services NOW, THEREFORE, if the Principal shall promptly make payment to all persons, firms, subcontractors, and corporations furnishing materials for or performing labor in the prosecution of the work provided for in such contract, and any authorized extension or modification thereof, including, but not limited to, all amounts due for labor and materials consumed or used in connection with the construction of such work, and all insurance premiums on said subcontractor or otherwise, then this obligation shall be void; otherwise to remain in full force and effect. PROVIDED, FURTHER, that the said surety, for value received, hereby stipulates and agrees that no change, extension of time, alteration, or addition to the terms of the contract or to the work to be performed thereunder or the specifications accompanying the same shall in any way affect its obligation on this bond, and it does hereby waive notice of any such change, extension of time, alteration, or addition to the terms of the contract or to the work or to the specifications. PROVIDER, FURTHER, that no final settlement between the Owner and the Contractor shall abridge the right of any beneficiary hereunder, whose claim may be unsatisfied. IN WITNESS WHEREOF, this instrument is executed in four (4) counterparts, each one of which shall be deemed an original, this the day of, 2015.
ATTEST: Principal Principal Secretary (SEAL) By: Witness as to Principal Surety ATTEST: Attorney-in-Fact (Surety) Secretary (SEAL) Witness as to Surety NOTE: Date of Bond must not be prior to date of contract. (1) Correct name of Contractor. (2) A corporation, partnership, or individual, as case may be. (3) Correct name of Surety. (4) Correct name of Owner. (5) If Contractor is partnership, all partners should execute Bond. This bond is issued simultaneously with Performance Bond in favor of contracting agency for the faithful performance of the contract.