ACKNOWLEDGEMENT OF RECEIPT
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Invitation for Bids (IFB) Collective No.7000147486
Please provide the requested information below as acknowledgment that you have received our Invitation for Bids (IFB) noted above and wish to participate in this IFB process. It is strongly recommended that interested respondents complete this acknowledgment and return via email or fax to:
Name: Belia M. Rodriguez
Procurement Analyst, Supply Chain
()
Fax#:210-353-3056
Only companies returning this completed acknowledgment form will receive addenda to this Solicitation and be kept in our master bidder’s mailing list data base. Acknowledgment of any and all addenda issued corresponding to this IFBQ is required as part of the submittal. Lack of addenda acknowledgment may disqualify your bid.
Failure to respond through the use of this form may subject your firm from being deleted from our Master Vendor List and elimination from future opportunities.
Company Name:
Address:
Ph#:( ) Fax#:( )
E-Mail:
Printed Name: Title:
Signature: Date:
invitation for bid
Issued: December 12, 2017
Bid Submission Deadline: December 19, 2017 by 10:15 p.m. (Central Time)
CPSEnergy Procurement Analyst: Belia Rodriguez
Procurement Analyst, Supply Chain
Award Evaluation Criteria:
Price Delivery Best Value[1] Other:
The City of San Antonio, acting by and through City Public Service Board (“CPSEnergy”), is interested in acquiring Goods and/or Services, as independent contractors, on a per-assignment basis according to the attached Master Agreement, Terms and Conditions, and/or Specifications. This document serves as a guide to bidders for use in formulating their bids.
Invitation for Bid 1
1. Questions Permitted. YES NO
Bidders shall be permitted to submit questions regarding this Invitation for Bid according to the above designation. All such correspondence, including technical questions, should be emailed to the CPSEnergy Procurement Analyst specified above no later than December 13, 2017 10:00 a.m. CST, prior to the bid submission deadline. Questions will NOT be answered over the telephone.
2. Submission of Bid. Bidder must submit its bid in text readable PDF (portable document format, non-zipped) together with requested information contained herein and supporting documentation to the CPSEnergy Procurement Analyst’s email address specified above on or before the bid submission deadline.
3. Data Size Limit. Please do not submit any single email containing more than 40MB of data. If the bid and supporting documentation contain more than 40MB of data, please contact the CPSEnergy Procurement Analyst. CPSEnergy cannot accept zipped files.
4. Further Clarification / Negotiations. After initial evaluation of all bids, CPSEnergy may select a short list of potential bidders to enter into discussions to further clarify bidder’s bid in order to aide CPSEnergy. After such discussion and clarification, if any, CPSEnergy may select one or more potential bidders to enter into negotiations with on their bid. The selected bidder(s) may be required to prepare and submit a “best and final” offer on the bid for evaluation by CPSEnergy.
5. Evaluation Criteria / Rejection of Bids. Bids not meeting the minimum qualifications, if applicable, are subject to rejection. CPSEnergy reserves not only the right to reject any and all bids and to waive minor formalities and irregularities, but also the right to evaluate the bids to determine which, in its sole judgment, represents the best bid based on the identified evaluation criteria. Respondent’s offer or bid may potentially result in a ten (10) percent addition attributable to Economic Development to non-small business or non-local concerns. Respondent’s offers or bids will be added with a five (5) percent adder for not for being classified with CPSEnergy as a small disadvantaged, service-disabled veteran owned, HUBZone and/or women-owned businesses. Respondent’s offers or bids will also be added with an additional five (5) percent for not being classified with CPSEnergy as a local business in accordance to the zip codes defined within the San Antonio Metropolitan Area (SAMA).
6. Bidder Solely Responsible for Bidding Costs. CPSEnergy assumes no liability or responsibility for the costs incurred by the bidders for any materials, efforts or expenses required in the preparation of bids or in connection with presentations or demonstrations prior to the award, if any, of a contract.
7. Execution of Purchase Order Required. Submission of a bid does not create a binding enforceable agreement with CPSEnergy. A Purchase Order including all terms, conditions, exhibits, and attachments must be executed by CPSEnergy in order to create a binding enforceable agreement with CPSEnergy. No bidder may rely upon any written or oral statement(s) or representation(s) as to the award of a contract or intention to enter an agreement made by any CPSEnergy personnel.
8. Controlling Document. The terms and conditions of CPSEnergy shall govern and control the working relationship of CPSEnergy and supplier in providing the Goods and/or performing the Services under the awarded purchase order. Supplier terms and conditions shall not be considered effective unless expressly agreed to and accepted by CPSEnergy in writing.
9. Information Submitted Binding. CPSEnergy reserves the right to make any and all information submitted by bidder part of the final agreement if the bidder’s bid is accepted. Any changes or substitutions shall be made only with the written acceptance of CPSEnergy, and such change or substitution shall not be cause for additional financial compensation.
10. Firm Bid. Each bid shall be firm, not subject to price escalation, and binding for a minimum of 120 days from the bid submission deadline, unless otherwise specified in the Master Agreement, Terms and Conditions, Purchase Order, or Specifications.
11. Tax-Exempt. CPSEnergy, a municipally owned electric and gas utility, is a TAX-EXEMPT ORGANIZATION. CPSEnergy is exempt from certain sales and use taxes with respect to the purchase price of materials, supplies, equipment and consumables purchased under a separate contract. CPSEnergy will provide a Sales Tax-Exemption Certificate upon request.
12. Existing Agreement/Terms and Conditions. If Bidder has a non-expired Agreement or Terms and Conditions with CPSEnergy, with an effective date of February 1, 2016 or later, either: (1) provide a copy of the relevant Agreement or Terms and Conditions, or (2) reference the CPSEnergy Purchase Order related to the relevant Agreement or Terms and Conditions. CPSEnergy reserves the right to negotiate a new Agreement or Terms and Conditions other than that provided by or referenced by Bidder.
13. Exceptions to Terms. Unless an Agreement or Terms and Conditions are provided in accordance with Section 12 herein, any exception to the Agreement, Terms and Conditions, or Specifications, as attached, must be clearly acknowledged and inserted in tracked-change (red-lined) format to a soft copy and must accompany the bid. If there are no exceptions, the words, “NO EXCEPTIONS,” must be stated on the bid.
14. Business Questionnaire and W-9. The Respondent shall submit a completed Business Questionnaire with the submission if (i) Respondent does not have an up-to-date Business Questionnaire on record with CPSEnergy, or (ii) Respondent is not listed within the CPSEnergy’s supplier database. Business Questionnaires shall only be considered valid for one (1) year from classification date and must be updated with a new Business Questionnaire beyond such one (1) year period.
Invitation for Bid 1
Invitation for Bid 1
Addenda. The following selected addenda shall be attached hereto, if applicable, and incorporated by reference:
A: Minimum Qualifications (Services)
Exhibit(s). The following Exhibit(s) shall be attached hereto and incorporated herein by reference:
Exhibit A Conflict of Interest Attestation
Exhibit B Specifications
Exhibit C Locations
Exhibit D Price List
Terms and Conditions. The following selected terms and conditions apply to this Invitation for Bid:
Standard Terms and Conditions
Addendum A
MINIMUM QUALIFICATIONS (SERVICES)
1. Experience & Qualifications.
a) A description of the bidder’s operational history which reflects that the bidder has been actively performing similar Services for a minimum of three (3) consecutive years.
b) A brief description of similar Services presently being provided by bidder for other companies within the State of Texas and elsewhere, including the name each company.
c) Information demonstrating the qualifications and resources the bidder currently has available to provide the Services, including a description of all resources that will be used.
d) Written documentation demonstrating that their field personnel are capable, qualified and able to perform the duties required in performance of the Services.
2. References. A minimum of three (3) references from different companies which the bidder has provided similar Services, which shall include the company name, complete address, and contact person’s name, phone number and email address for each reference submitted. A brief description of the Services performed by the bidder shall accompany each reference. In addition to the list provided, CPSEnergy reserves the right to independently contact other companies with which the bidder has engaged in a business transaction.
3. Citations. A list of any citations, notices of violation, legal proceedings, or project terminations that any Federal, State, local regulatory agency (e.g., OSHA) or department, corporation, or individual has issued to or against bidder, or any employee of bidder while that employee was performing Services for the bidder, during the past three (3) years (“Citations”). For each Citation, state the nature of the Citation and the date of its resolution, together with the contact person for bidder who could address any questions about the matter. If there are no Citations, bidder shall provide such a statement.
4. Conflict of Interest. Bidder shall complete and submit the Conflict of Interest Attestation attached as Exhibit A.
5. Minimum Insurance Requirements. Company agrees to carry and keep insurance in full force during the Term of the contract sufficient to fully protect CPSEnergy from all damages, claims, suits and/or judgments including, but not limited to, errors, omissions, violations, fees and penalties caused or claimed to have been caused by, or in connection with the performance or failure to perform under the Agreement by Company, Company’s agents or employees, a Company Subcontractor, or its agents or employees. The minimum amount of insurance as required shall be in accordance with Addendum B titled “Minimum Insurance Requirements.” Company’s insurance shall be primary to and non-contributory with any self-insurance and/or insurance maintained by CPSEnergy. Should the Minimum Insurance Requirements of CPSEnergy change, Company shall be notified in writing and Company shall have sixty (60) days to meet the new requirements. Should the new requirements add materially to Company’s cost, Company should notify CPSEnergy and request adjustment in Company’s compensation.
6. Additional Information to be submitted. The following checked items shall also be submitted with the bid.
Toll Free Number(s). Bidder must provide a toll free number for service requests 24 hours a day, 7 days a week. Additionally, Bidder must provide a toll free number for emergency service requests 24 hours a day, 7 days a week.
Cost Breakdown. A detailed cost breakdown of the fees/compensation.
Subcontractors. A list of names and addresses of all subcontractors to be used, if any. Subcontractors that may perform any of the Services must be approved by CPSEnergy prior to the execution of a contract. If bidder intends to use subcontractors, complete the Subcontracting Documents available at www.cpsenergy.com (search Subcontracting Documents) or complete the imbedded form.
Additionally, bidder shall submit resumes including detailed experience of each proposed subcontractor. All Services furnished by a subcontractor in lieu of the bidder shall be so stated in the bidder’s bid and shall be included in the bidder’s fees/compensation.
Safety Records. Provide records (training and accident information) and a description of bidder’s training and safety programs for operating equipment, working around energized equipment, and handling, storing and disposing of waste material.
Additional. The following other documents shall be submitted in this bid:
Price will include all delivery/freight and fuel surcharges per gallon including supplier’s markup based on the Average Price Per Gallon from the weekly Oil Price Information Service (OPIS) Report - NEWSLETTER prices, San Antonio, Texas.
Checklist for Submission of Bid
Bidder may use the following checklist to ensure its bid is complete, however, the checklist is provided for convenience only and Bidder shall not rely on it for completeness of its bid. Bidder is responsible for reviewing the entire Invitation for Bid and ensuring Bidder’s bid meets all requirements set forth therein.
For Goods / Software: / For Services:Text-searchable PDF
Pricing
Conflict of Interest
Business Questionnaire / Text-searchable PDF
Experience
Qualifications
References
Citations
Conflict of Interest
Business Questionnaire
Additional Information
Toll Free Number
Cost Breakdown
Experience & Qualifications of Specific Personnel
Organizational Chart/Key Personnel
Additional Warranties
Quality Control
Financial
Subcontractors
Bonding
Safety
Additional
Exhibit A
Conflict of Interest Attestation
In order to fulfill reporting requirements to the CPSEnergy Board of Trustees, Company must check one box for each of the following questions:
1. Is a current or former member of the CPSEnergy Board of Trustees employed by, or otherwise on the payroll, of Company?
Yes □ No □
2. Is a current or former member of the CPSEnergy Citizens Advisory Committee employed by, or otherwise on the payroll, of Company?
Yes □ No □
3. Is a former CPSEnergy employee who was at the executive level or higher immediately prior to their departure from CPSEnergy employed by, or otherwise on the payroll, of Company?
Yes □ No □
In accordance with CPSEnergy procurement policies and procedures, CPSEnergy shall enter into agreements based on “best value,” which is the consideration of pricing together with several other factors, including, but not limited to, financial stability and economic development.
No Current or Prior Conflict of Interest. Company represents that it has/had no current or prior material business, professional, personal, or other interest, including, but not limited to, the representation of other clients, that would be inconsistent or incompatible with Company’s obligations to CPSEnergy under any resulting agreement.