City of Denton
RFP for Underground Directional Boring Services
Materials Management Department
901-B Texas Street
Denton, Texas 76209
REQUEST FOR PROPOSALS
RFP 6516
The City of Denton is seeking the best value solution for the:
UNDERGROUND DIRECTIONAL BORING SERVICES
NIGP CLASS and ITEM
912 / 16Issue Date: August 7th, 2017
Response due Date and Time (Central Time):
Tuesday, September 5, 2017, 11:00 A.M.
Table of Contents
1. INTRODUCTION 3
2. PROJECT DESCRIPTION 3
3. MINIMUM QUALIFICATIONS 3
4. SCHEDULE OF EVENTS 4
5. PRE-SUBMITTAL CONFERENCE AND WALKTHROUGH 4
6. CONTRACT TERM 4
7. PRICING 5
8. PRICE ADJUSTMENTS 5
9. QUANTITIES 5
10. LIQUIDATED DAMAGES 6
11. COOPERATIVE PURCHASING / PIGGYBACK OPTION 6
12. BONDS 6
13. ADDENDA 7
14. BUSINESS OVERVIEW 7
15. EXCEPTIONS 7
16. SAFETY RECORD 7
17. DISCLOSURES 7
18. ACKNOWLEDGEMENT 7
19. EQUIPMENT SCHEDULE 8
20. SUBMITTAL INSTRUCTIONS 8
a. Submission Format 8
b. Electronic Submission Requirements 9
21. EVALUATION PROCEDURES 9
22. CONTACT BETWEEN RESPONDENT AND THE CITY 11
SOLICITATION CHECKLIST 12
ATTACHMENT A-BUSINESS OVERVIEW QUESTIONNAIRE AND FORMS 13
ATTACHMENT B-SUBMISSION EXCEPTIONS/CLARIFICATIONS 16
ATTACHMENT C-SAFETY RECORD QUESTIONNAIRE 17
ATTACHMENT D-REFERENCES 19
ATTACHMENT E-CONFLICT OF INTEREST QUESTIONNAIRE 23
ATTACHMENT F-ACKNOWLEDGEMENT 24
Exhibit 1 Pricing Sheet
Exhibit 2 General Provisions, Standard Terms and Conditions and Appendices
Exhibit 3 Scope of Work or Technical Specifications
Exhibit 4 NOT APPLICABLE
Exhibit 5 NOT APPLICABLE
Exhibit 6 NOT APPLICABLE
1. INTRODUCTION
In accordance with the provisions of Texas Local Government Code, Chapter 252 and 271 or the Government Code 2269, The City of Denton (the City) is requesting submissions to contract with an individual or business with considerable experience in providing services of this solicitation. The responses and the cost solutions shall be submitted to the City of Denton in a sealed submission.
The awarded individual or business shall possess a proven track record of using innovative approaches to providing goods and services that represent the best value to their clients. The awarded individual or business shall have the ability to accomplish all aspects of the requested services. The selected individual or firm should be able to provide innovative methods to deal with municipal challenges, and cost effective solutions.
2. PROJECT DESCRIPTION
The City is seeking a contract for the Underground Directional Boring Services.
The construction services shall be accomplished per all exhibits identified in the table of contents.
3. MINIMUM QUALIFICATIONS
The following minimum requirements must be demonstrated in order for the submission to be considered responsive to the City of Denton. Any submission received, which is determined to not meet these mandatory requirements shall be immediately disqualified and rejected as non-responsive.
· Three (3) years experience providing similar services.
· Three (3) references from governmental entities for the services requested. The City prefers references from municipalities of similar size.
· The responding individual or business must be registered in the State of Texas, or the County of Denton, to provide the products or services required in this solicitation, and the individual or business must have all licensure required by the State to provide any services required under this contact.
· To learn how to obtain information about filing with the State of Texas, or obtaining copies or certificates from the Secretary of State visit Webpage: http://www.sos.state.tx.us/corp/copies.shtml; Phone 512-463-5578; or email .
· Submittal documents including a cover sheet, Solicitation Checklist, Attachments A -F and Exhibit 1, per the method described in SUBMITTAL INSTRUCTIONS.
4. SCHEDULE OF EVENTS
The City of Denton reserves the right to change the dates indicated below:
Solicitation Schedule:
Issue Solicitation: 8/7/2017
Pre-submittal conference 8/17/2017 at 2:00 PM CST
Deadline for Submission of Questions: 8/21/2017 at 11:00 AM CST
Deadline for Submission of Responses: 9/5/2017 at 11:00 AM CST
Evaluate and rank initial results: 9/8/2017
Completion of Negotiations: 9/22/2017
Official Award: 10/17/2017
The City of Denton is using the solicitation ‘Issue Date’ as noted in the Schedule of Events above as the official 30 day notification requirement for an interview with a firm.
5. PRE-SUBMITTAL CONFERENCE AND WALKTHROUGH
A non-mandatory, pre-solicitation conference will be available to interested contractors. Attendance at the pre-solicitation conference is strongly encouraged prior to submission of a response. The conference will be held on Thursday, August 17, 2017 at 2:00 PM in the Purchasing Conference Room, 901B Texas Street, Denton, Texas 76209.
Internet link to meeting location:
http://maps.google.com/maps?f=q&source=s_q&hl=en&geocode=&q=901b+Texas+Street,+Denton,+TX&aq=&sll=37.0625,-95.677068&sspn=45.332616,107.929687&ie=UTF8&hq=&hnear=901+Texas+St,+Denton,+Texas+76209&z=16
6. CONTRACT TERM
It is the intention of the City of Denton to award a contract for a one (1) year period. The City and the Awarded Contractor shall have the option to renew this contract for an additional four (4) one-year periods. Materials and services undertaken pursuant to this solicitation will be required to commence within fourteen (14) days of delivery of a Notice to Proceed.
The Contract shall commence upon the issuance of a Notice of Award by the City of Denton and shall automatically renew each year, from the date of award by City Council, unless either party notifies the other prior to the scheduled renewal date in accordance with the provision of the section titled “price adjustments”, or the section(s) titled “termination” in Exhibit 2. At the sole option of the City of Denton, the Contract may be further extended as needed, not to exceed a total of six (6) months.
7. PRICING
Firm Price
Pricing and discounts submitted are firm for the initial one-year period specified in the solicitation. Price decreases are allowed at any time. Price increases shall only be considered as stipulated below in “PRICE ADJUSTMENTS”.
Price Decreases/Discount Increases
Respondents are required to immediately implement any price decrease or discount increase that may become available. The City of Denton must be notified in writing for updating the contract.
8. PRICE ADJUSTMENTS
Prices quoted for the commodities or services described in the solicitation must be firm for a period of one year from date of contract award. Any request for price adjustment must be based on the, U.S Department of Labor, Bureau of Labor Statistics, Producer Price Index (PPI) for steel (WPU10170673) and the PPI for #2 Diesel (PCU) (http://www.bls.gov/ppi/home.htm). The price will be increased or decreased based upon the annual percentage change in the PPI. The maximum escalation will not exceed +/- 8% for any individual year. The escalation will be determined annually at the renewal date. Should the PPI change exceed a minimum threshold value of +/-1%, then the stated eligible bid prices shall be adjusted in accordance with the PPI change not to exceed the 8% limit per year. The supplier should provide documentation as percentage of each cost associated with the unit prices quoted for consideration.
Request must be submitted in writing with supporting evidence for need of such increase to the Purchasing Manager at least 60 days prior to contract expiration of each year. Respondent must also provide supporting documentation as justification for the request.
Upon receipt of such request, the City of Denton reserves the right to either: accept the escalation as competitive with the general market price at the time, and become effective upon the renewal date of the contract award or reject the increases within 30 calendar days after receipt of a properly submitted request. If a properly submitted increase is rejected, the Contractor may request cancellation of such items from the Contract by giving the City of Denton written notice. Cancellation will not go into effect for 15 calendar days after a determination has been issued. Pre-price increase prices must be honored on orders dated up to the official date of the City of Denton approval and/or cancellation.
The request can be sent by e-mail to: noting the solicitation number.
The City of Denton reserves the right to accept, reject, or negotiate the proposed price changes.
9. QUANTITIES
The quantities indicated on the Pricing Sheet (Exhibit 1) are estimates based upon the best available information. The City reserves the right to increase or decrease the quantities to meet its actual needs without any adjustments in the prices. Individual purchase orders will be issued on an as needed basis.
10. LIQUIDATED DAMAGES
The time of the completion of construction of the project is of the essence of the contract. Should the Contractor neglect, refuse or fail to complete the construction within the time agreed upon, after giving effect to extensions of time, if any, herein provided, then, in that event and in view of the difficulty of estimating with exactness damages caused by such delay, the City shall have the right to deduct from and retain out of such money which may be then due or which may become due and payable to the Contractor the sum of FIVE HUNDRED DOLLARS ($500.00) per day for each and every day, including weekends, that such construction is delayed on its completion beyond the specified time, as liquidated damages and not as a penalty; if the amount due and to become due from the City to the Contractor is insufficient to pay in full any such liquidated damages, the Contractor shall pay to the City the amount necessary to effect such payment in full: Provided, however, that the City shall promptly notify the Contractor in writing of the manner in which the amount retained, deducted or claimed as liquidated damages was computed. Liquidated Damages are further discussed in Exhibit B, Section 33 B of the General Provisions, Terms and Conditions.
11. COOPERATIVE PURCHASING / PIGGYBACK OPTION
The contract resulting from this solicitation will be available for use by all governmental entities, providing there is no conflict with any applicable statutes, rules, policies, or procedures. The governmental entities will have the option to use the pricing as agreed to within the resulting contract. Governmental entities will issue their internal purchase orders directly to the contractor(s).
12. BONDS
Successful awarded contractor will be required to sign original contract and submit a blanket performance and payment bond for $250,000 before work is to commence. Bonds shall be in accordance with the V.T.C.A Government Code Section 2253.021, as amended.
The contractor shall obtain an independent payment and performance bonds for 100% of the project value for any single project in excess of $250,000.
The City, at its option, may waive the payment and performance bond requirements for projects less than $50,000.
PROJECTS GREATER THAN $250,000
Any single project in excess of $250,000 will require the following before a purchase order or notice to proceed is issued:
· Formal proposal of the project cost from the Contractor
· City Council approval
· Separate payment and performance bonds for 100% of the estimated project cost
· Retainage of 5% of the contract value
13. ADDENDA
Respondents are required to acknowledge addenda with their submission. Respondents will be responsible for monitoring the City of Denton Purchasing website at www.dentonpurchasing.com to ensure they have downloaded and signed all addenda required for submission with their submission. Respondents should acknowledge each individual addendum on Attachment F.
14. BUSINESS OVERVIEW
Respondent shall complete the Business Overview Questionnaire per Attachment A.
15. EXCEPTIONS
The Request for Proposal (RFP) process allows for negotiation of the terms and conditions of this proposal. The respondent shall note any exceptions to the solicitation document, on Attachment B. The exceptions will be reviewed to ensure they meet the minimum specifications and requirements and will be ranked in accordance with the evaluation criteria. The City reserves the right to accept, reject or negotiate the exceptions provided.
Respondents shall itemize all exceptions on Attachment B. Additional pages may be added as necessary. Do not mark or change the text of the solicitation document, exceptions shall be noted only on Attachment B.
If no exceptions are taken, the respondent shall sign and return Attachment B in the appropriate signature block.
16. SAFETY RECORD
The City of Denton desires to avail itself of the benefits of Section 252.0435 of the Local Government Code, and consider the safety records of potential contractors prior to awarding City contracts. Pursuant to Section 252.0435 of the Local Government Code, the City of Denton has adopted the written definition and criteria as shown in the Safety Record Questionnaire (Attachment C) for accurately determining the safety record of a respondent prior to awarding City contracts.
17. DISCLOSURES
The individual or business must disclose any business relationship that would have an effect, of a conflict of interest. A conflict of interest statement must be signed as part of the contract negotiated with the awardee(s). (Attachment E)
18. ACKNOWLEDGEMENT
Submit a signed acknowledgement by authorized agent of the responding firm (Attachment F).
19. EQUIPMENT SCHEDULE
The respondent shall provide an equipment schedule. The schedule shall include the year, make, model and description of the equipment.
20. SUBMITTAL INSTRUCTIONS
The City of Denton will accept electronic or hard copy submittals until the date and time on the cover sheet of this solicitation. Any submission received after the date and/or hour set for solicitation opening will be returned unopened.
Electronic submittals may be emailed to with the solicitation number and name in the subject line. Please consolidate attachments as much as possible, and do not exceed 35MB total for attachments. Emails received by the City will remain unopened until after the due date and time. Only authorized Materials Management Staff will have access to the e-bid email inbox. Please do not email the buyer directly to ensure security of the proposal. Electronic proposals must be received by the City before the due date and time. The date and time used by the City shall be the official time. It is highly recommended that respondents do not wait until minutes before the due date and time to email their submission. It can take significant time for the email to reach the City.
Hard copy submissions may be hand delivered (by firm or express courier) to the address listed below:
City of Denton
Materials Management
SOLICITATION NUMBER AND NAME
901B Texas Street
Denton, TX 76209
The City of Denton reserves the right to accept or reject in part or in whole any submission, and to waive technicalities of the submission, in the best interest of obtaining best value for the City.