RFP for On Call Construction ServicesREQUEST FOR PROPOSAL (RFP) for
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COMMUNITYA SERVICE* OPPORTUNITY
1400 SCHERTZ PARKWAY, SCHERTZ, TEXAS 78154
CITY OF SCHERTZ
REQUEST FOR PROPOSAL
# 14-PW-18-C-02
ON CALL CONSTRUCTION SERVICES
Sealed Requests for PROPOSAL (RFP's) addressed to the Director of Purchasing, will be received
on May 20, 2014 until 11:00 a.m,, at the Purchasing and Asset Management Department, 10
Commercial Place, Bldg. #1, Schertz, Texas 78154. All Requests for PROPOSAL must be in the City
of Schertz's possession on or before the scheduled date and time (no late RIFP's will be accepted).
Respondents receiving a "REQUEST FOR PROPOSAL", notice in the mail, or reading the
announcement in the newspaper are advised that the RFP documents can be obtained by
registering as a Schertz vendor with Public Purchase at www.ptiblicpurchase.com .
Be advised that if your company is contemplating on responding to this RFP you MUST register as a
Schertz Vendor at MwwympublieppLchasecorn so any changes/additions via Addendum can be
accessed by your company, Vendor registration instructions can be found at www.schertz,con.1
Departments, Purchasing, Open Bids and click on the words 'Vendor Registration Instructions". Any
questions in reference to this Proposal may be directed to Rita Duprat-Waldo, Director of Purchasing
& Asset Management at (210) 619-1160.
Request for Proposal responses received after the deadline will not be considered. The City shall
evaluate the Request for Proposal on the basis of technical ability, experience, and ability to perform
the work and factors identified within the attached request for Request for Proposal solicitation.
The City of Schertz reserves the right to refuse and reject any or all responses, waive any or all
formalities or technicalities, accept the response or portions of the response determined to be the
best and most advantageous to the City, and hold the responses for a period of 120 days without
taking action. The City of Schertz reserves the right to accept responses from more than one firm
determined to be the best option for the City. Respondents are required to hold their responses firm
for the same period of time.
Hand-deliver Bids: Purchasing & Asset Management Department, 10 Commercial Place,
Bldg # 1, Schertz, TX 78154
If using Land Courier (i.e., FedEx, UPS): Purchasing &Asset Management Department, 10
Commercial Place, Bldg. #1, Schertz, Texas 78154.
A Pre-Submittal Conference will be held May 9, 2014 at 10:00 a.m. in the SGhertz Municipal
Building, Bob Andrews Conference Room, 1400 Schertz Parkway, Building #11, Schertz, TX
78154. All prospective respondents are encouraged to attend.
LABELING INSTRUCTIONS: Envelopes must be clearly marked:
0 0 W07L MAW I �W -
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CITY OF SCHERTZ
Please read the requirements thoroughly and be sure that your response complies with all
requirements/specifications noted. Any variation from the solicitation requirements/specifications must
be clearly indicated by letter, on a point by point basis, attached to and made a part of your RFP. If no
exceptions are noted, and you are the successful respondent, the City of Schertz will require that the
service(s) be provided as specified.
PURPOSE:
The purpose of these specifications/requirements and RFP documents are to award a Construction
Agreement for:
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The professional services to be provided under the RFP/Proposal shall be in accordance with and
shall meet all specifications and/or requirements as shown in this solicitation for Request for Proposal
(RFP). There is no intention to disqualify any respondent who can meet the requirements.
SUBMITTAL OF RFP
RFP's shall be submitted in sealed envelopes as referenced on the attached solicitation. One (1)
signed original marked "ORIGINAL", five (5) complete sets marked "COPY 1, COPY 2, etc. etc..."
and (1) DVD or USB of the response is to be submitted complete with all supporting documentation.
RFP's submitted by facsimile (fax) or electronically WILL NOT be accepted. Submittal of a response
to this Request for Proposal (RFP) constitutes an offer by the respondent. Once submitted, RFP's
become the property of the City of Schertz and as such the City reserves the right to use any ideas
contained in any response regardless of whether that respondent/firm is selected. Submission of a
proposal in response to this solicitation, by any respondent, shall indicate that the respondent(s) has
accepted the conditions contained in the RFP, unless clearly and specifically noted in the RFP
submitted and confirmed in the contract between the City and the successful respondent. RFP's
which do not comply with these requirennents may be rejected at the option of the City. RFP's must
be filed with the City of Schertz before the deadline day and hour, No late RFP's will be accepted.
They will be returned to respondent unopened (if properly identified). Failure to meet RFP
requirements may be grounds for disqualifying your proposal.
Hand-deliver RFP's: Purchasing & Asset Management Department, 10 Commercial Place,
Building #1, Schertz, TX 78154
If using Land Courier (i.e., FedEx, UPS): Purchasing & Asset Management Department,
10 Commercial Place, Building #1, Schertz, Texas 78154
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Respondent's are advised that the City of Schertz shall not allow the successful respondent to sell,
assign, transfer, or convey any part of any contract resulting from this RFP's in whole or in part, to a
third party without the written approval of the Purchasing and Asset Management Department for the
City of Schertz,
PREPARATION OF RFP's:
Responses MUST give full firm name and address of respondent, and be manually signed. Failure to
do so will disqualify your submittal. Pet-son signing the response must show title or AUTHORITY TO
BIND HIS/HER FIRM IN A CONTRACT. Firm name and authorized signature must appear on each
page that calls for this information. The legal status of the Respondent/Bidder whether corporation,
partnership, or individual, shall also be stated in the submittal. A corporation shall execute the
submittal by its duly authorized officers in accordance with its corporate by-laws and shall also list the
state in which it is incorporated. A partnership Respondent/Bidder shall give full names and business
addresses of all partner& All partners shall execute the submittal. Partnership and Individual
Respondent/Bidder shall state in the submittal the names and addresses of all persons with a vested
interest therein, The place of residence of each respondent/ bidder, or the office address in the case
of a firm or company, with county and state and telephone number, shall be given after the signature.
Any costs associated with assembling this submittal will be at the sole expense of the respondent.
The City of Schertz may hold RFP responses 120 days after submittal deadline without taking action.
Respondents are required to hold their proposals firm for same period of time.
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The City of Schertz reserves the right to reject any or all RFP's, to waive any or all formalities or
technicalities, and to make such awards of contract as may be deemed to be the best and most
advantageous to the City of Schertz.
Respondents are advised that the City of Schertz is soliciting Requests for Proposal in compliance
with Local Government Code 252 "Purchasing and Contracting Authority of Municipalities," and award
shall be made to the respondent(s) that in the opinion of the City of Schertz is the best qualified and
can provide the best service for the City.
RFP's CANNOT be altered or amended after the opening deadline. Alterations made before opening
time must be initialed by respondent guaranteeing authenticity, No RFP may be withdrawn after
opening time without reasonable exception in writing and only after approval by the City of Schertz.
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The respondent shall attach to his/her RFP a list of any exceptions to the specifications/requirements,
on a point by point basis.
Any questions concerning the requirements or scope of work with regards to this solicitation h}[
Requests for Proposal shall b directed to the designated individuals as outlined in the RFP. Such
interpretations, which may affect the eventual outcome of this request for Request for Proposal, shall
be furnished in writing to all prospective Respondents via Addendum. No interpretation shall be
considered binding unless provided in writing by the City of Schedz in 80oVrd8Doe with paragraph
entitled "Addenda and Modifications".
Where in this proposal, "RFP for SERVICES" is used; its meaning shall refer to:
REQUEST FOR PROPOSAL
The City QfSChertz` Texas requests SUb81iSSiODSfr0[DqUa|ified|iCe8SedCnnt[8Cto[GtUp[oYid8OU
call services for Concrete, Electrical, Plumbing, MVAC, and Utility work. The contractor shall
provide oO call assistance tV the Public Works Department |Dthe trades listed below:
• Concrete-all facets including site prep, forming, pouring and finishing
• Electrical-all facets including trouble shooting, replacement and new installation
• P|Qnlbin,a]|f8tet8
• M\/AC-all facfts
• Utility assistance
The contractor responding to this RFP should state their ability to assist the City during Emergency
Operations due t0 weather related (hUnicaDe. flood, tornado, etc) tO include Acts Cd Nature (main
breaks, and major utility f8ilOF8). Contracting firms must state their own readiness during
emergencies and the capability to continue business operations in support of the City�
It. SCOPE OF SERVICES REQUIRED
Any and all labor related t0 concrete installation and/or repairs, electrical repairs and/or upgrades,
plumbing repairs, installation, and/or upgrades, HVAC repairs, installation, and/or upgrades, and
Utility assistance for the City of Schertz. Parts and materials will be bid from pre-approved list of
respondents t0 the Proposal for [)H Call Construction Services.
Respondents must Ue firms, corporations, individuals u[ partnerships normally engaged i8
provision 0f the services specified herein; and
Be licensed t8 perform these services i0 the State UfTexas.
Respondents are encouraged to submit concise, clear responses to this solicitation. Responses of
excessive length and/or complexity are discouraged. Each RFP must address, but not be limited to,
the following requested information. Responses that do not include the required information may be
deemed non-responsive and may not be considered for contract award.
Respondents are encouraged to be specific about the firms' expertise as it relates to this Request
for Proposal, All documents and information must be complete and bear proper signature(s) of
binding parties.
1. General Information
a. Briefly describe your firm's history, location, number of employees and years in
existence
After the deadline for receipt of RFP's, an evaluation committee will review all submissions utilizing
the evaluation criteria noted below.
V1. EVALUATION CRITERIA
The following criteria and weight factors will generally be used to evaluate the RFP:
1. Experience in providing services to the City of Schertz or any other government
entities, Include a list of work previously completed for the City. (0-20).
2. Capability to perform all of the services required by this RFP, including personnel
availability and current workload. (0-20).
3. Business references, particularly other municipal work completed. (0-15).
4� Key personnel's professional background, certifications, licenses and experience in
providing the requested services. (0-25).
5. Statement of ability to perform during a community emergency. Show your own
Contingency Plan for providing service during a local catastrophe. (0-20)
Based on the Evaluation Committee review, several Firms may be short-listed, for further
consideration, and may be required to submit supplemental information and/or an interview or
presentation. The City reserves the right to reject all submissions or accept several firms to provide
the service.
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The following Items must be included as part of your RIFP Submittals:
Executive Summary
• List of local office(s) and resources.
• Overview of services you can provide and approximate wait time for service
Describe your organization's personnel:
- Specify the number of full-time employees engaged in providing services listed in this
proposal.
References
• Provide at least three (3) references (entities) for which you have provided on call
construction services. These references should include the name of the contact person,
address, and phone number.
• Any other information you consider pertinent to this RFP.
The City does not guarantee that a contract (or contracts) will be awarded as a result of the RFP. In
the event that a contract award is made, but the contract is not executed, the City does not
guarantee that the contract will be re-awarded.
Responses to the RFP must be addressed to Rita Duprat-Waldo, Director of Purchasing & Asset
Management, City of Schertz, and received at the Purchasing and Asset Management Department,
10 Commercial Place, Building #1, Schertz, TX 78154, by 11:00 a.m., May 20, 2014 for
consideration, One (1) signed Original, five (5) complete sets of the response and a DVD or USB
copy must be submitted no later than this date and time in a sealed envelope indicating that its
contents are in response to the Request for Staternent(s) of PROPOSAL Request, please refer to
Notice for lab eling_instructions.
RFP's will be accepted in person, by United States Mail, or by private courier service. RIFFS will not
be accepted by oral communication, telephone, electronic mail, telegraphic transmission, or
facsimile transmission. RFP's may be withdrawn prior to the above scheduled time set for closing.
Alterations made before RFP closing must be initiated by respondents guaranteeing authenticity.
Hand-deliver Bids: Purchasing & Asset Management Department, 10 Commercial
Place, Building #1, Schertz, TX 78154
If using Land Courier (i.e., FedEx, UPS): Purchasing & Asset Management
Department, 10 Commercial Place, Building #1, Schertz, TX 78154
There is no expressed or implied obligation on the part of the City of Schertz to reimburse
responding firms for any expenses incurred in preparing Request for Proposal in response to the
request.
X1. CLARIFICATION OF REQUIREMENTS
All requests for additional information or clarification concerning this RFP must be submitted, in
writing, no later than 4:00 P.M., May 16, 2014 using the eProcurement site at
www.PublicDurchase.com.
Any changes, additions, or clarifications to the RFP are made by amendments (addenda) and will
be posted on the Public Purchase website. Any respondent in doubt as to the true meaning of any
part of the RFP or other documents may request an interpretation from the Purchasing and Asset
Management Department. At the request of the respondent, or in the event the Purchasing and
Asset Management Department deems the interpretation to be substantive, the interpretation will be
made by written addendum issued by the Purchasing and Asset Management Department. Such
addendum will be attached to the original RFP in the Public Purchase file and will become part of
the RFP package having the same binding effect as provisions of the original RFP. It shall be the
respondent(s) responsibility to ensure that they have received all Addenda in respect to this project.
Furthermore, respondents are advised that they must recognize, comply with, and attach a signed
copy of each Addendum which shall be made part of their Submittal. Respondent(s) signature on
Addenda shall be interpreted as the respondent's "recognition and compliance to" official changes
as outlined by the City of Schertz and as such are made part of the original RFP documents. Failure
of any respondent to receive any such addendum or interpretation shall not relieve such
Respondent from its terms and requirements. Addendurns are available online at
www.publicpurchase.com, no verbal explanations or interpretations will be binding. In order to have
a request for interpretation considered, submit the request in writing via the Public Purchase bid
site. The request must be received by the City of Schertz Purchasing and Asset Management
Department no later than 4:00 P.M., May 16, 2014. The City does not assume responsibility for the
receipt of any addendum sent to respondents.
XIII. REQUEST FOR PROPOSAL PREPARATION COSTS
Issuance of this RFP does not commit the City of Schertz, in any way, to pay any costs incurred in
the preparation and submission of an RFP. All costs related to the preparation and submission of
this RFP shall be borne by the respondent.
XIV. EQUAL EMPLOYMENT OPPORTUNITY
Respondent agrees that it will not discriminate in hiring, promotion, treatment, or other terms and
conditions of employment based on race, sex, national origin, age, disability, or in any way violate
Title V11 of 1964 Civil Rights Act and amendments, except as permitted by said laws.
XV. ANTI-LOBBYING PROVISION
During the period between RFP submission date and the contract award, respondents, including
their agents and representatives, shall not directly discuss or promote their RFP with any member
of the Schertz Council or City staff except in the course of City-sponsored inquiries, briefings,
interviews, or presentations. Violation of this provision shall result in the rejection of the
respondent's RFP and disqualification from future consideration of similar RFP's,
THE CITY OF SCHERTZ RESERVES THE RIGHT TO REFUSE AND REJECT ANY OR ALL
RFP'S, AND TO WAIVE ANY OR ALL FORMALITIES OR TECHNICALITIES, AND TO MAKE
SUCH AWARDS OF CONTRACT AS MAY BE DEEMED TO BE THE BEST AND MOST
ADVANTAGEOUS TO THE CITY OF SCHERTZ.
M
Neither the Respondent nor his/her employees engaged in fulfilling the terms and conditions of any
awarded Service Contract shall be employees of the City. The method and manner of performance
of such undertakings shall be under the exclusive control of the vendor on contract. The City shall
have the right of inspection of said undertakings at any time.
XVIII. HUB CERTIFICATION
State Certified "HUB Venclor(s)" are required to provide a copy of their certification, if they have not
previously done so. Fax information to the Purchasing & Asset Management Department at 210-
619-1169.
XIX. VERBAL THREATS
Any threats made to any employee of the City, be it verbal or written, to discontinue the providing of
item/material/services for whatever reason and/or reasons shall be considered a breach of contract
and the City will immediately sever the contract with the vendor.
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Any information deemed to be confidential by the respondent should be clearly annotated on the
pages where confidential information is contained. The City cannot guarantee that it will not be
required to disclose all or part of any public record under Texas Public Information Act, since
information deemed to be confidential by the bidder may not be confidential under Texas Law, or
pursuant to a Court order.
The City of Schertz reserves the right to audit the vendor's books and records relating to the
performance of this contract. The City of Schertz, at its own expense, shall have the right at all
reasonable times during normal business hours and upon at least twenty-four (24) hours' advance
notice, to audit, to examine, and to make copies of or extracts from the books of account and
records maintained by the vendor(s) with respect to the Service Contract. If such audit shall
disclose overpayment by City to vendor, written notice of such overpayment shall be provided to the
vendor and the amount of the overpayment shall be promptly reimbursed to the City. In the event
any such overpayment is not paid within ten (10) business days after receipt of such notice, the
unpaid amount of such overpayment shall bear interest at the rate of one percent (1%) per month
from the date of such notice until paid.
Respondent's past performance will be taken into consideration in the evaluation of the Request for
PROPOSAL submittal.
WOWIMMUMMAM
Contract(s) executed as part of this solicitation shall be subject to and governed under the laws of
the State of Texas. Any and all obligations and payments are due and performable and payable in
Guadalupe County, Texas.
XXIV. VENUE
The parties agree that venue for purposes of any and all lawsuits, cause of action, arbitration,
and/or any other dispute(s) shall be in Guadalupe County, Texas.
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XXV. CONFLICT OF INTEREST
Effective January 1, 2006, Chapter 176 of the Texas Local Government Code requires that any
vendor or person considering doing business with a local government entity must disclose in the
Questionnaire Form CIO, the vendor or person's affiliation or business relationship that might cause
a conflict of interest with a local government entity. This questionnaire must be filed, by law, with the
City Secretary of the City of Schertz not later than the 7th business day after the date the person
becomes aware of facts that require the statement be filed. See Section 176,006, Local
Government Code. A person commits an offense if the person violates Section 176.006, Local
Government Code. An offense under this section is a Class C misdemeanor, For more information
or to obtain the Questionnaire CIO go to the Texas Ethics Commission web page at
!A�ethics-state txuEAoLms/C1Q pdf.
IF YOU HAVE ANY QUESTIONS ABOUT COMPLIANCE, PLEASE CONSULT YOUR OWN
LEGAL COUNSEL. COMPLIANCE IS THE INDIVIDUAL RESPONSIBILITY OF EACH PERSON
OR AGENT OF A PERSON WHO IS SUBJECT TO THE FILING REQUIREMENT. AN OFFENSE
UNDER CHAPTER 176 IS A CLASS "C" MISDEMEANOR.
XXVI. CONFIDENTIALITY OF INFORMATION AND SECURITY
Should the successful respondent be awarded a contract and become the holder of, and have
access to, confidential information, (in the process of fulfilling its responsibilities in connection with
the contract), the successful respondent agrees that it shall keep such information confidential and
will comply fully with the laws and regulations of the State of Texas, ordinances and regulations of
the City, and any applicable federal laws and regulations relating to confidentiality.
XXVIL SUBSTI rUTIONS/CANCELLATIONS OF PROPOSAL
No substitutions or cancellations are permitted without written approval of City of Schertz.
XXVIII. TIME ALLOWED FOR EXECUTION OF CONTRACT
Number of days required for the successful respondent to execute a contract for "ON CALL
CONSTRUCTION SERVICES" after receiving notification of award of contract shall be thirty (30)
days.
XXIX. PERSONNEL
The successful respondent shall ensure that the work being performed in response to an executed
agreement shall be performed by competent and qualified personnel. Such personnel must be
licensed or certified within the State of Texas.
XXX. CONTRACT
Successful Bidder shall be required to execute the Professional Services Agreement with the City
attached hereto as Exhibit "A".
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