Item 4P CITY OF
SOUTHLAKE Item 4P
MEMORANDUM
(September 20, 2016)
To: Shana Yelverton, City Manager
From: Rob Cohen, P.E., Director of Public Works
Subject: Award a contract to Lewis Concrete Restoration (LCR) for
sanitary sewer manhole, and lift station wet well, rehabilitation
as part of an annual preventative maintenance program in an
amount not to exceed $150,000 for a 12 month period
Action
Requested: Award a contract to Lewis Concrete Restoration (LCR) for sanitary
sewer manhole, and lift station wet well, rehabilitation as part of an
annual preventative maintenance program in an amount not to
exceed $150,000 for a 12 month period.
Background
Information: Hydrogen sulfide gases found in the sanitary sewer collection
system are very corrosive to infrastructure. Unprotected concrete
structures in parts of the wastewater collection system will begin to
fail long before the PVC pipes. In order to preserve these
components, the interiors of sanitary sewer manholes and lift
station wet wells are coated with an epoxy.
Lining these components with an epoxy defers costly repairs and
replacement expenses of concrete infrastructure. Ensuring the
integrity of concrete sanitary sewer components is critical to
preventing infiltration of ground water and tree root intrusion, and
preventing environmental contamination.
In FY 2011, the City solicited bids and awarded a contract to Lewis
Concrete Restoration to rehabilitate concrete structures identified
by the RJN Engineering Group's Sanitary Sewer Evaluation
(SSES). Since 2011, 163 manholes and 11 lift station wet wells
have been rehabilitated. This is part of a preventative maintenance
program.
The original contract with LCR expires this September; therefore, in
July 2016, staff solicited Requests for Proposals (RFP) from
vendors that provide this service. The City received a total of three
RFPs from Fuquay, Inc., Professional Services Group LLC, and
Lewis Concrete Restoration Corporation.
City of Southlake Values:
Integrity ♦Innovation♦Accountability ♦Commitment to Excellence ♦ Teamwork
Item 4P
Page 2 of 2
Based on a review of the proposals by a committee and scoring
matrix, Lewis Concrete Restoration (LCR) was determined to be
the best value.
Financial
Considerations: Funding for purchases under this contract is available in the annual
Waste Water Operations budget and in the Capital Improvement
Program (CIP) Utility Project 502699-598804-00039. Since FY
2011 , the City has spent $415,914 on rehabilitating manholes and
lift station wet wells.
Strategic Link: The award of this contract for manhole and wastewater lift station
rehabilitation links to the City's strategy map relative to the strategic
focus area of Performance Management and Service Delivery. The
specific corporate objectives that are met by this agreement
include: (132) collaborate with select partners to implement service
solutions, (PWB2) minimize environmental pollution and promote
public health and (PWF2) invest to provide and maintain high
quality City facilities and City infrastructure.
Citizen Input/
Board Review: N/A
Legal Review: None
Alternatives: The City Council may award or deny this contract award.
Supporting
Documents: Contract Award Notification for Sewer Manhole and Wet Well
Rehabilitation Services RFP1606B420JT160016
Bid Tab
Staff
Recommendation: Award a contract to Lewis Concrete Restoration (LCR) for sanitary
sewer manhole, and lift station wet well, rehabilitation as part of an
annual preventative maintenance program in an amount not to
exceed $150,000 for a 12 month period.
Staff Contact: Rob Cohen, P.E., Public Works Director
Cristina McMurray, C.P.M, Public Works Dep. Director/Operations
City of Southlake Values.-
Integrity
alues:Integrity ♦Innovation♦Accountability ♦Commitment to Excellence ♦Teamwork
ctry 07W
SOUTHLAKE
August 16,2016
Lewis Concrete Restoration Corporation
405 Ware Dr.
Buda,Texas 78610
Attn: Sherry Lewis
Subject: Contract Award Notification for Sewer Manhole and Wet Well Rehabilitation Services RFP1606B420JT160016
Dear Ms.Lewis:
The City of Southlake is pleased to inform you that Lewis Concrete Restoration Corporation of Buda, Texas, is the awarded vendor
for"Sewer Manhole and Wet Well Rehabilitation Services RFP1606B420JT160016". The award and this agreement are based on
your proposal to the City, copy enclosed. This is a single vendor award contract. Your company's award is attached. This award was
approved by the City of Southlake City Council on
The terms and conditions proposed and accepted in this agreement are as follows:
Payment Terms: Net 30 days(Unless otherwise noted—such as pre-and/or partial payment)
Estimated Quantities: The City does not guarantee to purchase any minimum or maximum quantity but does contemplate
purchasing the awarded items exclusively during the term of the contract from the successful vendors.
Method of Payment: Shall be made by City procurement card or purchase order
Delivery Terms: FOB Destination
Delivery Locations: Vendor Delivery or City employee pick-up.
Term of Contract: The term of awarded contract shall remain in effect for twelve months from date of award and is eligible
for up to four(4)one(1)year annual renewals.
City Contact: Jack Thompson 817-748-8200
Send all billing to: City of Southlake
1400 Main Street,Suite 440,Accounts Payable
Southlake,TX 76092 or via email to accountspavablekci.southlake.tx.us
Other Charges: The City of Southlake is a tax exempt municipal corporation and is exempt from all federal,state,and local
sales taxes.
All other specifications,terms and conditions shall be as provided in the original procurement documents. No other attachments to or
in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an authorized representative
of the City of Southlake.
Thank you for participating in our procurement process. Please call 817-748-8312 with any questions.
Tim Slifka,CPPD,CPPB
Purchasing Manager
City of Southlake
1400 Main Street,Suite 440
Southlake,Texas 76092
tslifka(a ci.southlake.tx.us Attest:
Fax:817-748-8010
Lori Payne,TRMC
Contract and Award Accepted: City Secretary
Signed: Date: Approved as to Form and Legality:
Mayor Laura Hill
City of Southlake City Attorney
Appendix P — Proposal
Submittal Checklist: (To determine validity of proposal)
Appendix 11(pages_13_through_23J must be included in the proposal submittal
Appendix C Conflict of Interest Form(page_23J must be included in the proposal submittal.
Form 1295 Certificate of Interested Party Form must be included in the proposal submittal.Please see Page 2 Section IE.
a s t a t ' a � •e ' a e
PI "Number:` RFP1606B420JT160016
Project Tlitle•�
Sewer Manhole and Wet Well Rehabilitation
Services
S'"'hinrttal
3:00 P.M. (CST), July S, 2016
Deadl><ne
Sub nit electronicailtos www;securebidusa.corn
Ike cares errial accounf>lo ` and: assword:
Pro oser•. tiforrnation:,
Pro` user's LeRalNameo Lewis Concrete Restoration Corporation
Address,: 405 Ware Dr
<.
Cit ,State&" i Buda,TX 78610
Federal Employers' 27_2849237
.Identification.Nurn6er
Phu'ee,t, tuber 512.983.3283 "�yrnb oda
1Vloil dlress..' slewis@lewisconcreterestoration.com
' 'Proiioser Aiti6'i zation
I,the undersigned;have'the authority to execute thus Proposal in its entirety as submitted and:eifterinto a contract
on behalf o f the Proposer
Punted Name and Position of Authorized Reps' t t` e Sherr Lewis
Signature of-!#uthoiized Representative
,
i Y
Sr"gried this 6 � (day}of � � JUIy;' `(mon ), 2016 (year)
:.
I learned of this Request for Proposals by the following ineans:
❑ Newspaper Advertisement ❑ City E-mail Notification-
Southlake Website ❑ Cold Call to City
❑ Mailed Me a Copy ® Other
❑ SecureBid
City of Southlake - RFP1606B420JT160016 Page 13 of 24
CITY OF
SOUTHLAKE
U9
City of Southlake
REQUEST FOR PROPOSALS
Proposal Reference Number: RFP 1606B420JT160016
Project Title: Sewer Manhole and Wet Well Rehabilitation Services
Proposal Closing Date: 3:00 P.M.(CST), Friday, July 8, 2016
TABLE OF CONTENTS
Tableof Contents................................................................................................................................Page 1
Request for Proposals
(1)Introduction..............................................................................................................................Page 2
(2)Definitions................................................................................................................................Page 3
(3)General Information.................................................................................................................Page 3
(4)RFP Withdrawals and/or Amendments....................................................................................Page 3
(5)Proposal Submittal Requirements............................................................................................Page 3
(6)Proposal Evaluation and Contract Award................................................................................Page 4
Appendix A—Scope of Services
(1)Project Title..............................................................................................................................Page 6
(2) Scope of Services Contact........................................................................................................Page 6
(3) Special Conditions....................................................................................................................Page 6
(4)Proposal Evaluation Factors.....................................................................................................Page 6
(5)Brand Manufacture Reference..................................................................................................Page 6
(6)Key Events Schedule................................................................................................................Page 6
(7) Scope of Services.....................................................................................................................Page 6
Appendix B—Proposal
(-)Label Format for Submittal Packet's Sealed Envelope...........................................................Page 13
I Required Proposal Information
(1)Proposed Product ...................................................................................................................Page 14
(2)Cost of Proposed Product.......................................................................................................Page 14
(3)Term of Contract and Option to Extend.................................................................................Page 15
(4)Proposer's Experience/ Staff.................................................................................................Page 16
(5)References..............................................................................................................................Page 17
(6)Trade Secrets and/or Confidential Information......................................................................Page 18
(7)Federal, State and/or Local Identification Information .........................................................Page 18
(8)Emergency Business Services Contact Notice.......................................................................Page 18
(9)Cooperative Governmental Purchasing Notice......................................................................Page 19
H Contract Terms and Conditions
(1) Delivery of Products and/or Services....................................................................................Page 19
(2) Miscellaneous........................................................................................................................Page 19
(3) Financial Responsibility Provisions......................................................................................Page 20
AppendixC—Form CIQ ................................................................................................................Page 22
Appendix D—No Intent to Submit Form......................................................................................Page 24
City of Southlake - RFP1606B420JT160016 - Page 1 of 24
Southlake, Texas
Request for Proposals
1. Introduction
A. Project Overview: The City of Southlake is requesting Proposals with the intent of awarding a
contract for the purchase of goods and services contained in Appendix A—Scope of Services.
B. Questions: Following are contacts for questions as identified.
i. RFP Clarifications: All questions related to requirements or processes of this RFP should
be submitted in writing to the Purchasing Manager identified in section 2 below.
ii. Scope of Service Questions: All questions related to the scope of services should be
submitted in writing to the contact person(s)noted in Appendix A—Scope of Services.
iii. Replies: Responses to inquiries which directly affect an interpretation or effect a change to
this RFP will be issued in writing by addendum posted to City website. All such addenda
issued by City prior to the submittal deadline shall be considered part of the RFP. The City
shall not be bound by any reply to an inquiry unless such reply is made by such formal
written addendum.
iv. Acknowledgement of Addenda: The Proposer must acknowledge all addenda by signing
and returning such document(s)or by initialing appropriate area of the Proposal.
C. Notification of Errors or Omissions: Proposers shall promptly notify the City of any omissions,
ambiguity, inconsistency or error that they may discover upon examination of this RFP. The City
shall not be responsible or liable for any errors and/or misrepresentation that result from the
solicitations which are inadvertently incomplete,ambiguous,inconsistent or obviously erroneous.
D. Conflict of Interest Questionnaire (Form CIQ): A person or business, and their agents,who seek to
contract or enter into an agreement with the City, are required by Texas Local Government Code,
Chapter 176, to file a conflict of interest questionnaire (FORM CIQ) which is found in Appendix
C. The form must be filed with the City Secretary no later than seven (7) days after the date the
person or business begins contract discussions or negotiations with the City, or submits an
application,response to a request for proposals or bids, correspondence, or other writing related to
any potential agreement with the City.
E. Form 1295 Certificate of Interested Parties: In 2015, the Texas Legislature adopted House Bill
1295,which added section 2252.908 of the Government Code. The law states that a governmental
entity or state agency may not enter into certain contracts with a business entity unless the business
entity submits a disclosure of interested parties to the governmental entity or state agency at the
time the business entity submits the signed contract to the governmental entity or state agency. The
law applies only to a contract of a governmental entity or state agency that either (1) requires an
action or vote by the governing body of the entity or agency before the contract may be signed or
(2) has a value of at least $1 million. The disclosure requirement applies to a contract entered into
on or after January 1, 2016. Please go to the Texas Ethics Commission webpage
(www.ethics.state.tx.us) for full instructions and to complete the required steps for creation of
Form 1295. Once the form is completed online, printed and notarized please return the form with
your proposal submission.
City of Southlake - RFP1606B420JT160016 - Page 2 of 24
2. Definitions
Proposal: The signed and executed submittal of the entirety of Appendix B—Proposal.
Proposer: The Proposer and the Proposer's designated contact signing the first page of the Proposal.
City of Southlake ("City"): The City of Southlake,Texas.
City Secretary's Office: The office of the City Secretary of the City,located at 1400 Main Street, Suite
9270, Southlake,Texas 76092. PH: (817)748-8016;Fax: (817) 748-8270.
Project: The name of this Request for Proposals as identified on the cover sheet and first page of
Appendix A—Scope of Services.
Purchasingger: The City of Southlake Purchasing Manager is Timothy Slifka CPPD, CPPB,
Phone: (817)748-8312,E-Mail: tslifkakci.southlake.tx.us;Fax(817) 748-8048.
Request for Proposals(RFP): The entirety of this document,including all Appendices and Addenda.
Scope of Services: The entirety of Appendix A—Scope of Services.
3. General Information
A. Tax Exempt Status: City purchases are exempt from State Sales Tax and Federal Excise Tax. Do
not include tax in the Proposal. City will furnish Excise Tax Exemption Certificate upon request.
B. Public Inspection of Proposals: The City strictly adheres to the Texas Public Information Act
(Texas Government Code Chapter 552.001, et seq.) and all other governing statutes, regulations,
and laws regarding the disclosure of RFP information. Proposals are not available for public
inspection until after the contract award. If the Proposer has notified the City, in writing, that the
Proposal contains trade secrets or confidential information, the City will generally take reasonable
steps to prevent disclosure of such information, in accordance with the Public Information Act.
This is a statement of general policy only, and in no event shall the City be liable for disclosure of
such information by the City in response to a request, regardless of the City's failure to take any
such reasonable steps,even if the City is negligent in failing to do so.
4. RFP Withdrawals and/or Amendments
A. RFP Withdrawal: The City reserves the right to withdraw this RFP for any reason.
B. RFP Amendments: The City reserves the right to amend any aspect of this RFP by formal written
Addendum prior to the Proposal submittal deadline and will endeavor to notify all potential
Proposers that have registered with the City, but failure to notify shall impose no obligation or
liability on the City.
5. Proposal Submittal Requirements
A. Submittal Packet — Required Content: All proposals must be submitted electronically. The
Proposer must visit www.securebidusa.com and register. Once registered for this complimentary
service, the Proposer may submit Proposal Documents electronically by selecting the appropriate
Proposal Identification.
B. Submittal Deadline: The deadline for submittal of Proposals shall be as identified on page 13
(thirteen) of Appendix B-Proposal. It is the Proposer's responsibility to have the Proposal
Documents correctly electronically submitted by the submittal deadline. No extensions will be
granted and no late submissions will be accepted.
City of Southlake - RFP1606B420JT160016 - Page 3 of 24
C. Proposals Received Late: Proposers are encouraged to submit their proposals as soon as possible.
The time and date of receipt as recorded within the SecureBid electronic system shall be the
official time of receipt. The City is not responsible for late submission regardless of the reason.
Late Proposals will not be considered under any circumstances.
D. Alterations or Withdrawals of Proposal Document: Any submitted Proposal may be withdrawn or
a revised proposal substituted prior to the submittal deadline. Proposal Documents cannot be
altered, amended or withdrawn by the Proposer after the submittal deadline,unless such alteration,
amendment or withdrawal notice is approved in writing by the Purchasing Manager.
E. Proposal Document Format All Proposal Documents must be prepared in single-space type, on
standard 8-1/2" x 11" vertically oriented pages, numbered at the bottom. The City only accepts
electronic submissions via www.securebidusa.com. Any other format (via telephone, fax, email,
etc.)may be rejected by the City at its discretion.
F. Validi, Period: Once the submittal deadline has passed, any Proposal Document shall constitute
an irrevocable bid to provide the commodities and/or services set forth in the Scope of Services at
the price(s) shown in the Proposal Document. Such proposal shall be irrevocable until the earlier of
the expiration of ninety(90)days from the submittal deadline, or until a contract has been awarded
by the City.
6. Proposal Evaluation and Contract Award
A. Proposal Evaluation and Contract Award Process: An award of a contract to provide the goods or
services specified herein will be made using competitive sealed proposals, in accordance with
Chapter 252 of the Texas Local Government Code and with the City's purchasing policy. The
City will evaluate all proposals to determine which proposers are reasonably qualified for the
award of the contract, applying the anticipated evaluation factors and emphasis to be placed on
each factor as identified in the Scope of Services. The City may, at its option, conduct discussions
with or accept proposal revisions from any reasonably qualified proposer. The City reserves the
right to determine which proposal will be most advantageous to the City.
B. Completeness: If the Proposal is incomplete or otherwise fails to conform to the requirements of
the RFP, City alone will determine whether the variance is so significant as to render the Proposal
non-responsive, or whether the variance may be cured by the Proposer or waived by the City, such
that the Proposal may be considered for award.
C. Ambiguity: Any ambiguity in the Proposal as a result of omission, error, lack of clarity or non-
compliance by the Proposer with specifications, instructions and all conditions shall be construed
in the favor of the City. In the event of a conflict between these standard RFP requirements and
details provided in Appendix A — Scope of Services or Appendix B — Proposal, the Appendices
shall prevail.
D. Unit Prices and Extensions: If unit prices and their extensions do not coincide, the City may
accept the price most beneficial to the City,and the Proposer will be bound thereby.
E. Additional Information: City may request any other information necessary to determine Proposer's
ability to meet the minimum standards required by this RFP.
F. Partial Contract Award: City reserves the right to award one contract for some or all the
requirements proposed or award multiple contracts for various portions of the requirements to
different Proposers based on the unit prices proposed in response to this request, or to reject any
and all Proposals and re-solicit for Proposals,as deemed to be in the best interest of City.
City of Southlake - RFP1606B420JT160016 - Page 4 of 24
G. Terminate for Cause: The occurrence of any one or more of the following events will justify
termination of the contract by the City of Southlake for cause:
i) The successful proposer fails to perform in accordance with the provisions of these
specifications;or
ii) The successful proposer violates any of the provisions of these specifications;or
iii) The successful proposer disregards laws or regulations of any public body having
jurisdiction; or
iv) The successful proposer transfers, assigns,or conveys any or all of its obligations or duties
under the contract to another without written consent of the City.
v) If one or more of the events identified in Subparagraphs G i) through iv) occurs, the City
of Southlake may, terminate the contract by giving the successful proposer seven (7) days
written notice. In such case, the successful proposer shall only be entitled to receive
payment for goods and services provided before the effective date of termination. The
successful proposer shall not receive any payment on account of loss of anticipated profits
or revenue or other economic loss resulting from such termination.
vi) When the contract has been so terminated by the City of Southlake, such termination shall
not affect any rights or remedies of the City then existing or which may thereafter accrue.
H. Terminate for Convenience: This contract may be cancelled or terminated at any time by giving
vendor thirty (30) days written notice. Vendor may be entitled to payment for services actually
performed;to the extent said services are satisfactory.
City of Southlake - RFP1606B420JT160016 - Page 5 of 24
Appendix A — Scope of Services
1. Project Title: Sewer Manhole and Wet Well Rehabilitation Services
2. Scope of Services Contact
Questions about the technical nature of the Scope of Services, etc. may be directed to TIM SLIFKA,
Phone. 817.748.8312,e-mail: tslitka@ci.southlake.tx.us.
3. Special Conditions
The following special conditions shall prevail over areas of conflict in previous pages:
NONE
4. Proposal Evaluation Factors
Emphasis Factor
35% Vendor Ability to Provide Requested Services
30% Vendor Past Experience Providing Required Services
30% Vendor Overall Cost to Provide Requested Services
5% Vendor Past Performance With the City
5. Brand Manufacture Reference
The City has determined that any manufacturer's brand defined in the Scope of Services meets the
City's product and support need. The manufacturer's reference is not intended to be restrictive, and is
only descriptive of the type and quality the City desires to purchase. Quotes for similar manufactured
products of like quality will be considered if the Proposal is fully noted with the manufacturer's brand
name and model. The City reserves the right to determine products and support of equal value, and
whether other brands or models meet the City's product and support needs.
6. Key Events Schedule
Proposal Release Date June 17,2016
Deadline for Submittal of Written Questions June 29,2016
Sealed Proposals Due to and Opened by City Shown on First Page of this RFP
Anticipated Committee Evaluation Review Date Week of July 11,2016
Anticipated City Council Award August 2016
7. Scope of Services
The City of Southlake is seeking a vendor to perform rehabilitation services for various concrete sewer
system manhole, wet well or other sewer related structures. The concrete structure of our sanitary
sewer manholes and wet wells in our wastewater system, due to high levels of hydrogen sulfide are
deteriorating. This rehabilitation service shall consist of, but not be limited to, cleaning, repairing and
coating with Raven 405, 100% solids epoxy or equivalent, (Protective Coating Material-PCM) which
is resistant to hydrogen sulfide. We anticipate an estimated one hundred twenty manholes (120) to be
completed over the next five (5) years per the renewal guidelines within Section 3 Term of Contract
and Option to Extend. This is not a guaranteed amount. The City reserves the right to add or delete
from this total. Total manholes serviced per year will be based on available budget dollars. This figure
is set on an annual basis.
City of Southlake - RFP1606B420JT160016 - Page 6 of 24
Initial Assessment
An initial assessment of the manhole, wet well or other structure shall be performed by the awarded
vendor. Vendor shall submit an inspection report detailing the current condition and the recommended
repair services. Vendor shall submit a sample copy of an inspection report with their proposal. Access
to all current manholes is within three hundred(300)feet from roadway.
Cleaning and Prep Services
The awarded vendor must inspect all surfaces to be rehabilitated and notify the City of any noticeable
disparities in the conditions which are different than the original assessment and designated condition
once cleaning and prep services are completed. Any required additional work must be approved by
City.
All concrete which is not sound or has been damaged by chemical exposure shall be removed to sound
concrete surface.
All contaminants, including: oils, grease, incompatible and/or damaged existing coatings,waxes, form
release, curing compounds, efflorescence, sealers, salts or other contaminants, must be completely
removed prior to any surface applications. Contaminant removal and surface preparation methods
must be based upon the designated conditions of the substrate and the requirements of the
rehabilitation products.
Surfaces must be cleaned and abraded to produce a sound concrete surface with adequate profile and
porosity to provide a strong bond between the existing structure and the rehabilitation products.
Pressure water cleaning shall be used to clean and free all foreign material within the manhole. It may
be necessary to clean using a detergent or steam when grease or oils are present. All residues and
materials resulting from the process of cleaning the structure must be captured and removed.
All voids,joints, cracks, pipe penetrations, bug holes, honeycombs, etc shall be repaired using a non-
shrink cementitous repair material(CRM).
Repair and/or rebuild benches and inverts to City specifications using CRM as required.
Condition Standards and Repair Methods
Condition 1
Condition Standard: An Existing structure which is considered structurally sound with no indications
of settlement, cracking or other signs of fatigue. Infiltration or exfiltration through pre-cast joints,
mortar joints, or around the pipe connections may exist and structure may be experiencing mild
corrosion or deterioration.
Repair Method: Pressure wash and clean structure. Stop any infiltration using appropriate products
and methods (injection grout/hydraulic cement). Fill bug holes,joints, honeycombs and around pipe
penetrations with a Cementitous Repair Material as needed. Apply a minimum of 125 mils thickness
of a Protective Coating Material(PCM).
Condition 2
Condition Standard: An existing structure which is exhibiting early signs of structural fatigue
evidenced by minor cracks, loss of mortar or brick,moderate to moderately severe corrosion(less than
City of Southlake - RFP1606B420JT160016 - Page 7 of 24
V2 inch in depth), minor cross sectional distortion (less than 10 %); however, it is currently supporting
the soil and live load.
Repair Method: Pressure wash and clean structure. Stop any infiltration using appropriate products
and methods (injection grout/hydraulic cement). Apply a Cementitous Repair Material to the structure
at a minimum thickness of%2 inch. Apply a minimum of 125 mils thickness of a Protective Coating
Material(PCM).
Condition 3
Condition Standard: An existing structure which is exhibiting severe structural fatigue and collapse is
eminent. Conditions indicating this degree of deterioration may include very severe corrosion (loss of
original profile of one inch or greater), cross sectional distortion beyond 10 percent, exposed
reinforcing steel, loose or missing bricks, missing mortar, or large sections of the structure which are
gone completely.
Repair Method: Pressure wash and clean structure. Fill missing sections and voids with brick and/or a
Cementitous Repair Material as necessary. Stop any infiltration using appropriate products and
methods (i.e. hydraulic cement and/or injection of chemical grout). Apply a Cementitous Repair
Material to the structure at a at a minimum thickness of 1 inch or in additional %2" lifts/thicknesses(i.e.
additional pay item) as needed to bring structure back to original profile. Apply a minimum of 250
mils thickness of a Protective Coating Material(PCM).
Cementitous Repair Material(CRM)
The CRM shall be a factory blended, rapid setting, high early strength, non-shrink grout which is
specifically formulated for use in the underground wastewater environment.
The CRM shall be capable of being trowelled or spray applied.
The CRM shall be mixed with water only and applied according to manufacturer recommendations.
The water used to mix the HCM should be clean and free of contaminants.
The CRM must be compatible with the Protective Coating Material which is going to be used.
Hydraulic Cement Material(HCM)
The HCM shall be specifically designed to stop minor water infiltration and develop high-early
strengths.
The HCM shall be capable of being hand mixed and applied in either a"wet"or"dry" state.
The water used to mix the HCM should be clean and free of contaminants.
The HCM should be formulated with calcium silicate, calcium aluminate cements, mineral fillers, and
specially selected additives for set control.
The HCM should be used according to the manufacturer recommendations.
City of Southlake - RFP1606B420JT160016 - Page 8 of 24
Chemical Grout Material
The chemical grout shall be a semi ridged injection grout designed for sealing larger volume leaks in
concrete cracks and fissures.
The chemical grout shall be capable of filling voids, stabilize soils or gravel. The chemical grout shall
be a two part system (grout and accelerator) which, when it makes contact with water, is designed to
set-off and cut-off gushing water. Set times should be adjustable.
Safety
The vendor will be expected to comply with all City, State and federal standards. Particular attention
is drawn to those safety requirements involving entry into a confined space. The vendor shall carry out
its operations in strict accordance with all OSHA and manufacturer's safety requirements.
All necessary traffic control measures shall be put into place according to the Texas Manual on
Uniform Traffic Control.
When bypass pumping or diversion plugs are used, every effort should be made to protect the public
and the environment from any contamination from the sewer.
Flow Control
The vendor must coordinate with the City to establish flow control, where required, in advance of all
rehabilitation jobs. All submitted bids should include any and all costs for flow control (inflow and
outflow) for structures with 6" to 12" pipe diameters. Other flow control measures required shall be
coordinated between the vendor and the City to determine additional cost prior to initiating additional
flow control measures.
Plugging and Blocking
A sewer line plug shall be inserted into the upstream invert and downstream invert as necessary.
The vendor shall be held responsible for any damage caused by flooding and will take care to avoid
this occurrence.
By-Pass Pumping
Where flow is large enough to require by-pass pumping, the vendor will do so in accordance with
current NASSCO Specifications. The vendor shall prepare and submit one (1) Bypass Flow Control
Plan for the project. We do not anticipate by-pass pumping to be required at this time however a
Bypass Flow Control Plan should be submitted along with the vendor proposal.
The bypass pumping system capacity must be sized to meet all potential flows (i.e. no sanitary sewer
overflows (SSO) allowed). The vendor will be held responsible for any damage caused by flooding
and will take care to avoid this occurrence. The vendor is responsible for all installation, operation,
and maintenance of the system. The vendor must provide manpower, fuel, and necessary utilities
required by the systems. In case of emergency, vendor shall have ready-use, stand-by pumping
available to ensure 100% back-up capacity in case of equipment malfunction, or higher than
anticipated flows. The vendor must make their own determination of flow quantities and
characteristics.We estimate the majority of flow can be stopped or adjusted for two-four(2-4)hours.
City of Southlake - RFP1606B420JT160016 - Page 9 of 24
Installation Procedures
Traffic Control
The vendor will coordinate with the Owner on appropriate traffic control measures and working times.
Vendor shall be responsible for all traffic control measures per Texas Manual on Uniform Traffic
Control and shall be priced accordingly within the Schedule of Pricing.
Confined Space Entry
Prior to man entry into any structure to be rehabilitated, proper ventilation and strict confined space
OSHA regulations shall be followed.
Surface Preparation
Proper surface preparation procedures must be followed to ensure adequate bond strength to any
surface to be rehabilitated.
The vendor must inspect all surfaces to be rehabilitated and notify the City of any noticeable disparities
in the conditions which are different than the original assessment and designated condition.
All concrete which is not sound or has been damaged by chemical exposure shall be removed to sound
concrete surface.
All contaminants, including: oils, grease, incompatible and/or damaged existing coatings, waxes, form
release, curing compounds, efflorescence, sealers, salts or other contaminants, must be completely
removed prior to any surface applications. Contaminant removal and surface preparation methods
must be based upon the designated conditions of the substrate and the requirements of the
rehabilitation products.
Surfaces must be cleaned and abraded to produce a sound concrete surface with adequate profile and
porosity to provide a strong bond between the existing structure and the rehabilitation products.
Pressure water cleaning shall be used to clean and free all foreign material within the manhole. It may
be necessary to clean using a detergent or steam when grease or oils are present. All residues and
materials resulting from the process of cleaning the structure must be captured and removed.
All voids,joints,cracks,pipe penetrations,bug holes,honeycombs,etc shall be repaired using a CRM.
Repair and/or rebuild benches and inverts,as required,using a CRM.
Water Infiltration
Vendor shall determine the locations where infiltration is occurring and the process to use for stopping
the active flow. For small leaks, a quick setting hydraulic cement product may be used. The process is
as follows:
The area should be free from all debris, loose brick,mortar, or concrete.
Small cracks should be enlarged by chipping with a hammer and chisel to facilitate filling the crack
with slurry or dry material.
The product shall be placed in areas of active infiltration by hand or by trowel.
City of Southlake - RFP1606B420JT160016 - Page 10 of 24
Reduction of infiltration will be caused by a gradual build-up of hydrated product, which creates a
barrier which is impermeable to infiltrating water. This may require multiple applications.
Once infiltration is stopped,the product should be brushed and cleaned to remove any loose material.
If the vendor determines the infiltration is too significant for hydraulic cement, a chemical grout shall
be used. The vendor shall follow manufacture recommendations.
The vendor shall determine the location(s)of the infiltration.
Once the leak is stopped,excess grout shall be trimmed away and removed from the structure.
Cementitous Repair
Once all active infiltration, voids, and proper surface preparation have been addressed, the application
of the CRM can begin.
Place covers over the inverts or flow lines to prevent extraneous materials from entering the pipelines.
The vendor must use manufacturer approved equipment for mixing and applying the product.
The product shall be mixed as per the manufacturer recommendations.
The CRM shall be applied up to one (1) inch to (1 %2) inch thick in one pass; however, minimum total
thickness shall not be less than %2 inch.
The surface will then be trowelled to a relatively smooth fmish. Care should be taken to not "over
trowel'.
Once the initial cure has taken place,the exposed surface area should be given a broom finish.
Prior to application of protective coating on any steel surfaces (i.e. manhole ring), all surfaces shall
receive a Commercial Blast Cleaning of a minimum SSPC-SP6 / NACE No. 3, which is defined as
follows:
This joint standard covers the requirements for commercial blast cleaning of unpainted or painted steel
surfaces by the use of abrasives. These requirements include the end condition of the surface and
materials and procedures necessary to achieve and verify the end condition. A commercial blast
cleaned surface, when viewed without magnification, shall be free of all visible oil, grease, dust, dirt,
mill scale, rust, coating oxides, corrosion products, and other foreign matter, except for staining as
noted.
Random staining shall be limited to no more than 33 percent of each unit area of surface as defined,
and may consist of light shadows, slight streaks, or minor discolorations caused by stains of rust, stains
of mill scale, or stains of previously applied coating.
Protective Coating
Application procedures shall conform to the recommendations of the protective coating manufacturer,
including material handling, mixing, environmental controls during application, and application
equipment.
City of Southlake - RFP1606B420JT160016 - Page 11 of 24
The intended thickness of applied materials shall be determined by the designated condition and repair
method of the structure.
The application equipment shall be specifically designed to accurately ratio and apply the specified
PCM and shall be regularly maintained and in proper working order.
Appropriate personal protection equipment shall be utilized.
Once the PCM is applied, any and all flow shall be reinstated to the structure per manufacturer
guidelines.
Testing and Inspection
Visual
The City shall make a final visual inspection. Any deficiencies in the finish coating shall be marked
and repaired according to the manufacturer recommendations.
Thickness Testing
CRM--Thickness testing of the CRM shall be done during the application by the use of a thickness
gauge (example: nail or bar)and results shall be provided to City contact.
Warranty
The vendor must warrant all work against defects in materials and workmanship for a period of one
year,unless otherwise noted,from the date of final acceptance of all work contained in the project.
The vendor must repair such defects in materials or workmanship within 30 calendar days of receipt of
written notice of defects.
City of Southlake - RFP1606B420JT160016 - Page 12 of 24
Appendix B — Proposal
Submittal Checklist: (To determine validity of proposal)
Appendix B(pages_13_through_23,must be included in the proposal submittal
Appendix C Conflict of Interest Form(page_23,must be included in the proposal submittal.
Form 1295 Certificate of Interested Party Form must be included in the proposal submittal.Please see Page 2 Section 1E.
M11 proposals submitted to the City of Southlake shall include this page with the submitted Proposal.
RFP Number: RFP16O6B42OJT16OO16
Project Title: Sewer Manhole and Wet Well Rehabilitation
Services
Submittal 3:00 P.M. (CST) July 8, 2016
Deadline: '
Submit electronically* to: www.securebidusa.com
*
Requires email account login and password.
Proposer Information:
Proposer's Legal Name: Lewis Concrete Restoration Corporation
Address: 405 Ware Dr
City,State&Zip Buda, TX 78610
Federal Employers 27-2849237
Identification Number#
Phone Number: 512.983.3283 Fax Number: n/a
E-Mail Address: slewis@lewisconcreterestoration.com
Proposer Authorization
I,the undersigned,have the authority to execute this Proposal in its entirety as submitted and enter into a contract
on behalf of the Proposer.
Printed Name and Position of Authorized Representative: SherryLewis
Signature of Authorized Representative: Sherry Lewis
Signed this 6 (day)of July (month), 2016 (year)
I learned of this Request for Proposals by the following means:
❑ Newspaper Advertisement ❑ City E-mail Notification
❑ Southlake Website ❑ Cold Call to City
❑ Mailed Me a Copy ® Other
❑ SecureBid
City of Southlake - RFP1606B420JT160016 - Page 13 of 24
Appendix B—Proposal(continued)
I. REQUIRED PROPOSAL INFORMATION. IN ORDER FOR A PROPOSAL TO BE
CONSIDERED COMPLETE,AND TO BE EVALUATED FOR A CONTRACT AWARD BY THE
CITY,PROPOSER MUST SUBMIT ALL OF THE FOLLOWING INFORMATION:
1. Proposed Products and/or Services
A. Product or Service Description: Proposers should utilize this section to describe the technical
aspects, capabilities, features and options of the product and/or service proposed in accordance
with the required Scope of Services as identified in Appendix A. Promotional literature,
brochures,or other technical information may be used.
B. Additional Hardware Descriptions: Proposers should also include in this section a detailed
description of what additional hardware and/or software, if any, would be required by the City in
order to fully utilize the goods and/or services proposed.
C. Guarantees and Warranties: Each Proposer shall submit a complete copy of any warranties or
guarantees provided by the manufacturer or Proposer with the Proposal submitted.
D. Project Schedule/Delivery Date: Proposer must provide a project schedule noting all projected
completion dates for segments of the Project,from start-up to completion,and all delivery dates for
goods covered by the RFP. The Proposal must show the number of days required to deliver and
install the product or equipment after the receipt of the City's Purchase Order.
2. Cost of Proposed Products and/or Services
A. Pricing: Pricing shall reflect the full Scope of Services defined herein, inclusive of all associated
cost for delivery,labor,insurance,taxes,overhead,and profit.
B. Schedule of Pricing: Proposer shall quote unit pricing in accordance with the itemized listing of
products or contract segments stated in the Scope of Services and using the llowing format
Item# Quantity Description of Products/Services
Sewer Manhole
Sewer Manhole Liner Per Vertical Foot for Four
Foot Diameter Manhole (4') per Scope of Services 132.35
1. Per Vertical Ft. CONDITION 1 $
Sewer Manhole Liner Per Vertical Foot for Four
Foot Diameter Manhole (4') per Scope of Services
2 Per Vertical Ft. CONDITION 2 $ 191.29
Sewer Manhole Liner Per Vertical Foot for Four
Foot Diameter Manhole (4') per Scope of Services
3. Per Vertical Ft. CONDITION 3 $ 279.19
Sewer Manhole Liner Per Vertical Foot for Five
Foot Diameter Manhole (5') per Scope of Services
4. Per Vertical Ft. CONDITION 1 $ 165.44
Sewer Manhole Liner Per Vertical Foot for Five
Foot Diameter Manhole (5') per Scope of Services 245.58
5. Per Vertical Ft. CONDITION 2 $
Sewer Manhole Liner Per Vertical Foot for Five
Foot Diameter Manhole (5') per Scope of Services 336.05
6. Per Vertical Ft. CONDITION 3 $
City of Southlake - RFP1606B420JT160016 - Page 14 of 24
Item 4 Quantity Description of Products/Services Unit Cost
Wet Well
Wet Well Liner Per Square Foot per Scope of
7. Per Square Ft. Services $ 11.53
Additional Cementitous Repair Material Above
8. Per%" Initial I"of Material $ 4.10 per '/2"
Traffic Control as Required by Texas Manual
on Uniform Traffic Control in TXDOT Right of
9. Per Hr Way $ 205.00
Traffic Control as Required by Texas Manual
on Uniform Traffic Control in High Traffic
10. Per Hr Non-Residential Area $ 153.75
Traffic Control as Required by Texas Manual 76.88
11. Per Hr on Uniform Traffic Control in Residential Area $
12. Per Sq.Ft. Wet Well Discharge Pipe Coating $ 51.25per S .Ft.
Other Vend r har fs.PIrase Explain.
flow throug�i pugs -12 or water flow
control includes piping each
13. Per Svc. $ 410.00/Ea
Other Vendor Charges.Please Exlain.
set 18" -24"flow through plug each
14. Per Svc. $ 768.75/EA
TOTAL ALL LINE ITEMS $ 3,072.92
3. Term of Contract and Option to Extend
Any contract resulting from this RFP shall be effective for twelve months from date of award. The
City anticipates that contract shall be renewed pursuant to the availability of funds and at the discretion
of the City. The following clauses shall be included in the contract:
A. Option Clause: It is agreed that City will have the option to extend the contract for up to four(4)
additional years, in one-year intervals. To exercise this option, the City shall serve notice 30 days
prior to contract termination or to the end of any one-year extension. The Option to Extend will not
be considered if funding is unavailable or if the contractor's past performance is not within the
industry standard.
B. Escalation Clause: Should market conditions prevail which dictate an increase, the successful
contractor may submit documentation requesting permission to increase pricing no later than 30
days after receiving notice from the City of its intent to extend the agreement. Escalation may only
occur at the time of renewal and only upon securing the approval of the City in writing. Requests
for price adjustments must be solely for the purpose of accommodating an increase in the
contractor's cost,not profits.
Vendors shall show in this quote their anticipated percent of escalation if/when the option to
extend is exercised. The percent quoted will be a maximum. In addition,the percentage proposed
City of Southlake - RFP1606B420JT160016 - Page 15 of 24
will be a factor in determining the best value to the City. It is the average price over the period of
the contract that will be the price factor considered in the evaluation of this quote. Quotes in which
negative or no escalation is shown will be considered as 0%escalation.
C. Price Increases Upon Extension: If approved by the City, the Contractor shall modify the rates
charged by the Contractor to reflect any changes shown in the comparative statement delivered to
the City. The maximum increase allowed under this provision shall be five percent(5%)per year.
The City shall have authority, in its reasonable discretion, to determine the validity of any change
in Contractor's rates. City cannot exercise the Option to Extend with any price increases unless the
Vendor completes the section of the Quote requesting anticipated percentage of annual escalation.
FIRST ADDITIONAL YEAR(FY 2016-2017)ESCALATION........................ 0 %
SECOND ADDITIONAL YEAR(FY 2017-2018)ESCALATION....................... 2 %
THIRD ADDITIONAL YEAR(FY 2018-2019)ESCALATION ...................... 3 %
FOURTH ADDITIONAL YEAR(FY 2019-2020)ESCALATION................... 3
4. Proposer's Experience/Staff
A. Project Team: Identify all members of the Proposer's team (including both team members and
management) who will be providing any services proposed and include information which details
their experience.
B. Removal or Replacement of Staff. If an assigned staff person must be removed or replaced for any
reason,the replacement person must be approved by City prior to joining the project.
C. Business Establishment: State the number of years the Proposer's business has been established
and operating. If Proposer's business has changed names or if the principals operating the business
operate any similar businesses under different names, or have operated any other businesses or
changed the legal status or form of the business within the last five (5) years, all names, of
predecessor business names, affiliated entities, and previous business entities operated by the
principals,if different than present,must be provided;
State the number of years' experience the business has: 7 ; and the number of employees:
30
D. Project Related Experience: All Proposals must include detailed information that details the
Proposer's experience and expertise in providing the requested services that demonstrates the
Proposer's ability to logically plan and complete the requested project.
City of Southlake - RFP1606B420JT160016 - Page 16 of 24
5. References
Proposer shall provide four (4) references where Proposer has performed similar to or the same types
of services as described herein.
Reference 91:
Client/Company Name: City of Kyle
Contact Name: Contact Title:
Warren Christian Director of Wastewater
Phone: 512-738-7292 Email: wchristian@cityofkyle.com
Date and Scope of Work Provided:
Manhole Rehabilitation of CRM and Epoxy material across City's system
11-05-14 Thru 2-14-16
Reference 92:
Client/Company Name: City of Austin
Contact Name: Contact Title:
Mike Russ Director of Wastewater Utility
Phone: 512-699-0103 Email:
michael.russ@austintexas.gov
Date and Scope of Work Provided:
Manhole Rehabilitation and Epoxy coating on various manholes for City of Austin
09-06 Thru 7-6-16
Reference 93:
Client/Company Name: Insituform Technologies
Contact Name: Contact Title:
Tim Peterie Business Development Manager
Phone: 214-317-0950 Email: tpeterie@insituform.com
Date and Scope of Work Provided:
Lining of various manholes in North Texas for the Cottonwood Creek rehabilitation project
4-15-15 thru 5-02-15
Reference 94:
Client/Company Name: SCCI-Speiss Construction
Contact Name: Contact Title:
Bill Geiser Project Manager
Phone: 817-505-8213 Email:
bgeiser@sccitanks.com
Date and Scope of Work Provided:
Epoxy coating of 120 manholes for the Del Rio expansion project
10-15 thru 2-16
City of Southlake - RFP1606B420JT160016 - Page 17 of 24
6. Trade Secrets and/or Confidential Information
Trade Secrets and/or Confidential Information: This proposal (does) X (does not) contain trade
secrets and/or confidential information. If applicable, describe such trade secrets and confidential
information, and the basis for your assertion that such material qualifies for legal protection from
disclosure.
7. Federal,State and/or Local Identification Information
A. Centralized Master Bidders List registration number:
B. Prime contractor HUB/MWBE registration number: 1272849234400
C. An individual Proposer acting as a sole proprietor must also enter the Proposer's Social Security
Number: # - -
8. Emergency Business Services Contact Notice
During a natural disaster, or homeland security event, there may be a need for the City of Southlake to
access your business for products or services after normal business hours and/or holidays. The City
may request City employee pick up or vendor delivery of product or services.
For this purpose,a primary and secondary emergency contact name and phone number are required. It
is critical the vendor's emergency contact information remains current. City shall be contacted by E-
mail with any change to a contact name or phone number of these emergency contacts.Updates may be
emailed to vendorskci.southlake.tx.us.
All products or services requested during an emergency event are to be supplied as per the established
contract prices, terms and conditions. The vendor shall provide the fee (pricing) for an after-hours
emergency opening of the business, if any. In general, orders will be placed using a City of Southlake
procurement card (Master Card) or City issued Purchase Order. The billing is to include the
emergency opening fee,if applicable.
The contractor shall provide the names, phone numbers and fee (pricing), if any, for an after-hours
emergency opening of the business listed below.
Business Name: n/a
Contract#:
Description:
Primary Contact(Name):
Primary Contact Phone Numbers: Home: Cell:
Secondary Contact(Name):
Secondary Contact Phone Numbers: Home: Cell:
After Hours emergency opening fee,if applicable: $
City of Southlake - RFP1606B420JT160016 - Page 18 of 24
9. Cooperative Governmental Purchasing Notice
Other governmental entities maintaining interlocal agreements with the City, may desire, but are not
obligated, to purchase goods and services defined in this RFB from the successful Bidder. All
purchases by governmental entities, other than the City, will be billed directly to and paid by that
governmental entity. The City will not be responsible for another governmental entity's debts. Each
governmental entity will place their own orders with the successful Bidder and be responsible for
ensuring full compliance with the RFB specifications. Prior to other governmental entities placing
orders,the City will notify the successful Bidder of their intent.
Please indicate below if you will permit other governmental entities to purchase from your agreement
with the City.
[ x] Yes, Others can purchase [ ] No, Only the City can purchase
II. CONTRACT TERMS AND CONDITIONS. EXCEPT WHERE PROPOSER MAKES SPECIFIC
EXCEPTION IN THE SUBMITTED PROPOSAL, ANY CONTRACT RESULTING FROM THIS
RFP WILL CONTAIN THE FOLLOWING TERMS AND CONDITIONS, WHICH PROPOSER
HEREBY ACKNOWLEDGES, AND TO WHICH PROPOSER AGREES BY SUBMITTING A
PROPOSAL:
1. Delivery of Products and/or Services
A. Payment Terms: Unless otherwise specified in the Scope of Services or otherwise agreed to in
writing by the City,payment terms for the City are Net 30 days upon receipt of invoice.
B. Warranty of Products and Services: All products furnished under this contract shall be warranted to
be merchantable and good quality and fit for the purposes intended as described in this Proposal,to
the satisfaction of City and in accordance with the specifications, terms, and conditions of the
Scope of Services, and all services performed shall be warranted to be of a good and workmanlike
quality,in addition to,and not in lieu of,any other express written warranties provided.
C. Late Delivery or Performance: If Proposer fails to deliver acceptable goods or services within the
timeframes established in the Project Schedule, the City shall be authorized to purchase the goods
or services from another source and assess any increase in costs to the defaulting Proposer, who
agrees to pay such costs within ten days of invoice.
D. Title to Goods and Risk of Loss: For goods to be provided by Proposers hereunder, if any,the title
and risk of loss of the goods shall not pass to City until City actually receives, takes possession,
and accepts the goods and the installation of such goods,has tested the system,and determined that
it is in good and acceptable working order.
2. Miscellaneous
A. Independent Contractor: Proposer agrees that Proposer and Proposer's employees and agents have
no employer-employee relationship with City. Proposer agrees that if Proposer is selected and
awarded a contract, City shall not be responsible for the Federal Insurance Contribution Act
(FICA) payments, Federal or State unemployment taxes, income tax withholding, Workers
Compensation Insurance payments, or any other insurance payments, nor will City furnish any
medical or retirement benefits or any paid vacation or sick leave.
B. Assignments: The rights and duties awarded the successful Proposer shall not be assigned to
another without the written consent of the Purchasing Manager. Such consent shall not relieve the
assigner of liability in the event of default by the assignee.
C. Liens: Proposer shall indemnify and save harmless the City against any and all liens and
encumbrances for all labor, goods, and services which may be provided to the City by Proposer or
City of Southlake - RFP1606B420JT160016 - Page 19 of 24
Proposer's vendor(s), and if the City requests, a proper release of all liens or satisfactory evidence
of freedom from liens shall be delivered to the City.
D. Gratuities / Bribes: Proposer certifies that no bribes in the form of entertainment, gifts, or
otherwise, were offered or given by the successful Proposer, or its agent or representative, to any
City officer, employee or elected representative, with respect to this RFP or any contract with the
City, and that if any such bribe is found to have been made this shall be grounds for voiding of the
contract
E. Financial Participation: Proposer certifies that it has not received compensation from the City to
participate in preparing the specifications or RFP on which the Proposal is based and
acknowledges that this contract may be terminated and/or payment withheld if this certification is
inaccurate.
F. Required Licenses: Proposer certifies that he holds all licenses required by the State of Texas for a
provider of the goods and/or services described by the Scope of Services herein.
G. Authority to Submit Proposal and Enter Contract: The person signing on behalf of Proposer
certifies that the signer has authority to submit the Proposal on behalf of the Proposer and to bind
the Proposer to any resulting contract.
H. Compliance with Applicable Law: Proposer agrees that the contract will be subject to, and
Proposer will strictly comply with, all applicable federal, state, and local laws, ordinances, rules,
and regulations.
3. Financial Responsibility Provisions
A. Insurance: The Proposer, consistent with its status as an independent contractor, shall carry, and
shall require any of its subcontractors to carry, at least the following insurance in such form, with
such companies,and in such amounts(unless otherwise specified)as City may require:
i. Worker's Compensation and Employer's Liability insurance, including All States
Endorsement, to the extent required by federal law and complying with the laws of the
State of Texas;
ii. Commercial General Liability insurance, including Blanket Contractual Liability, Broad
Form Property Damage, Personal Injury, Completed Operations/Products Liability,
Premises Liability, Medical Payments, Interest of Employees as additional insureds, and
Broad Form General Liability Endorsements, for at least One Million Dollars($1,000,000)
Combined Single Limit Bodily Injury and Property Damage on an occurrence basis;
iii. Comprehensive Automobile Liability insurance covering all owned, non-owned or hired
automobiles to be used by the Contractor, with coverage for at least One Million Dollars
($1,000,000)Combined Single Limit Bodily Injury and Property Damage.
B. Indemnification: Proposer agrees to defend, indemnify and hold harmless the City, all of its
officers, Council members, agents and employees from and against all claims, actions, suits,
demands, proceedings, costs, damages and liabilities, including reasonable attorneys' fees,
court costs and related expenses, arising out of, connected with, or resulting from any acts or
omissions of Proposer or any agent, employee, subcontractor, or supplier of Proposer in the
execution or performance of this contract without regard to whether such persons are under
the direction of City agents or employees.
C. Bond Requirements: Prior to the commencement of work on this Project, Proposer shall deliver
to the City the following bonds issued by a good and sufficient surety licensed by the State of
Texas and satisfactory to the City:
City of Southlake - RFP1606B420JT160016 - Page 20 of 24
i. A payment bond in the amount of one hundred thousand dollars, ($100,000) insuring the
full and prompt payment of all persons performing labor and/or furnishing materials in
connection with this Project.
ii. A performance bond in the amount of one hundred thousand dollars, ($100,000) insuring
full, faithful, and prompt performance of the responsibilities contained in this contract
within the time parameters provided herein.
City of Southlake - RFP1606B420JT160016 - Page 21 of 24
Appendix C — Form CIQ
INFORMATION REGARDING VENDOR CONFLICT OF INTEREST QUESTIONNAIRE
WHO: The following persons must file a Conflict of Interest Questionnaire with the City if the person has an
employment or business relationship with an officer of the City that results in taxable income exceeding $2,500
during the preceding twelve —month period, or an officer or a member of the officer's family has accepted gifts
with an aggregate value of more than$250 during the previous twelve—month period and the person engages
in any of the following actions:
1. contracts or seeks to contract for the sale or purchase of property, goods or services with the City,
including any of the following:
a. written and implied contracts, utility purchases, purchase orders, credit card purchases and any
purchase of goods and services by the City;
b. contracts for the purchase or sale of real property,personal property including an auction of
property;
c. tax abatement and economic development agreements;
2. submits a bid to sell goods or services,or responds to a request for proposal for services;
3. enters into negotiations with the City for a contract;or
4. applies for a tax abatement and/or economic development incentive that will result in a contract with
the City
THE FOLLOWING ARE CONSIDERED OFFICERS OF THE CITY:
1. Mayor and City Council Members;
2. City Manager;
3. Board and Commission members and appointed members by the Mayor and City Council;
4. Directors of 4A and 4B development corporations;
5. The executive directors or managers of 4A and 4B development corporations;and
6. Directors of the City of Southlake who have authority to sign contracts on behalf of the City.
EXCLUSIONS: A questionnaire statement need not be filed if the money paid to a local government official was
a political contribution,a gift to a member of the officer's family from a family member;a contract or purchase of
less than$2,500 or a transaction at a price and subject to terms available to the public;a payment for food, lodging,
transportation or entertainment; or a transaction subject to rate or fee regulation by a governmental entity or
agency.
WHAT: A person or business that contracts with the City or who seeks to contract with the City must file a
"Conflict of Interest Questionnaire"(FORM CIQ)which is available online at www.ethics.state.tx.us and a copy of
which is attached to this guideline. The form contains mandatory disclosures regarding"employment or business
relationships" with a municipal officer. Officials may be asked to clarify or interpret various portions of the
questionnaire.
WHEN:The person or business must file:
1. the questionnaire—no later than seven days after the date the person or business begins contract discussions
or negotiations with the municipality, or submits an application, responds to a request for proposals or
bids,correspondence,or other writing related to a potential contract or agreement with the City;and
2. an updated questionnaire—within seven days after the date of an event that would make a filed
questionnaire incomplete or inaccurate.
It does not matter if the submittal of a bid or proposal results in a contract.The statute requires a vendor to file
a FORM CIQ at the time a proposal is submitted or negotiations commence.
WHERE: The vendor or potential vendor must mail or deliver a completed questionnaire to the Finance
Department. The Finance Department is required by law to post the statements on the City's
website.
ENFORCEMENT:Failure to file a questionnaire is a Class C misdemeanor punishable by a fine not to exceed
$500. It is an exception to prosecution that the person files a FORM CIQ not later than seven business
days after the person received notice of a violation.
NOTE: The City does not have a duty to ensure that a person files a Conflict of Interest Questionnaire.
City of Southlake - RFP1606B420JT160016 - Page 22 of 24
CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ
For vendor or other person doing business with local governmental entity
This questionnaire reflects changes made to the law by H.B. 1491. 80th Leg.. Regular Session, OFFICE USE ONLY
This questionnaire is being filed in accordance ,•.ith Chapter 176. Local Government Code Date Received
by a person'.vho has a business relationship as def ned by Section 176.001(1-a)with a local
governmental entity and the person meets requirements under Section 176.006(a).
By la,.%r this questionnaire must be filed with the records administrator of the local governmental
entity not later than the 7th business day after the date the person becomes aware of facts
that require the statement to be filed. See Section 176.006. Local Government Code.
A person commits an offense if the person knov-,ingly violates Section 176.046. Local
Government Code.An offense under this section is a Class C misdemeanor.
j1J Name of person who has a business relationship with local governmental entity.
n/a
2
❑ Check this box if you are filing an update to a previously filed questionnaire.
(The law requires that you file an updated completed questionnaire with the appropriate filing authority not
later than the 7th business day after the date the originally filed questionnaire becomes incomplete or inaccurate.)
3
Name of local government officer with whom filer has employment or business relationship.
Name of Officer
This section (item 3 including subparts A, i C & i must be completed for each officer with whom the filer has an
employment or other business relationship as defined by Section 176.001(1-a), Local Government Code Attach additional
pages to this Form CIO as necessary.
A. Is the local government officer named in this section receiving or likely to receive taxable income, other than investment
income, from the filer of the questionnaire?
71 Yes E-1 No
B Is the filer of the questionnaire receiving or likely to receive taxable income,other than investment income, from or at the
direction of the local government officer named in this section AND the taxable income is not received from the local
govemmental entity?
71 Yes F--] No
C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local
government officer serves as an officer or director, or holds an ownership of 10 percent or mare?
71Yes F-1No
D. Describe each employment or business relationship with the local govemment officer named in this section.
d
Signature of person doing business with the governmental entity Date
Adopted 0612912007
City of Southlake - RFP1606B420JT160016 - Page 23 of 24
Appendix D — No Intent to Submit Form
If your firm has chosen not to submit a proposal for this procurement,please complete this form and
submit to:
City of Southlake
Purchasing Division,Department of Finance
1400 Main Street, Suite 440
Southlake,Texas 76092
Please check all items that apply:
❑ Do not sell the item(s)required ❑ Cannot provide Insurance required
❑ Cannot be competitive ❑ Cannot provide Bonding required
❑ Cannot meet specifications highlighted in the attached ❑ Cannot comply with Indemnification
request requirement
❑ Job too large ❑ Job too small
❑ Do not wish to do business with the City of Southlake ❑ Other:
❑ Cannot submit electronically
Company Name (Please print):
Authorized Officer Name (Please print):
Telephone: ( Fax:
City of Southlake - RFP1606B420JT160016 - Page 24 of 24
crry
SOUTHLAKE
ADDENDUM NUMBER# 1
To: All Proposers Date: June 30,2016
Request for Proposal: RFP1606B420JT160016 Sewer Manhole and Wet Well Rehabilitation Services
Proposal Due Date: 3:00 p.m.,Friday July 8,2016
Addendum No. 1, dated June 30, 2016, per Addendum #1, the City of Southlake is answering vendor
submitted questions.
QUESTION: In regards to approved products it states Raven 405 or approved equal. What are the
approved equal products?We are an applicator of multiple different products that are equal
to Raven 405.
ANSWER: The request states "or equivalent" not approved equal. Per Page 6 Section 5 Brand
Manufacture Reference-The City has determined that any manufacturer's brand defined in
the Scope of Services meets the City's product and support need. The manufacturer's
reference is not intended to be restrictive,and is only descriptive of the type and quality the
City desires to purchase. Quotes for similar manufactured products of like quality will be
considered if the Proposal is fully noted with the manufacturer's brand name and model.
The City reserves the right to determine products and support of equal value, and whether
other brands or models meet the City's product and support needs. The City does not have
an"approved equal" list.
2. There are no other chanizes.
Sharen Jackson
Chief Financial Officer
City of Southlake
In the submission of their proposal, Proposer must acknowledge receipt of this addendum. Proposer shall
acknowledge this addendum by signing and returning one copy of this notice with their proposal submission.
Signed: Sherry Lewis Dated: 7-7-16
Company Name: Lewis Concrete Restoration