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Item 4B CITY OF SOUTH LAKE Item 413 MEMORANDUM (February 07, 2017) To: Shana Yelverton, City Manager From: Rob Cohen, Director of Public Works Subject: Award a contract for utility parts and supplies to Atlas Utility Supply Co. and Ferguson Waterworks in an amount not to exceed $575,000 Action Requested: Award a contract for utility parts and supplies to Atlas Utility Supply Co. and Ferguson Waterworks in an amount not to exceed $575,000. Background Information: Throughout the year, the Water and Wastewater Divisions of Public Works make numerous purchases of utility parts and supplies. Utility parts and supplies are needed to operate and maintain the City's water distribution and wastewater collection systems. This ensures that clean drinking water is delivered to every Southlake customer and promotes public health by collecting the City's wastewater and delivering it to the Trinity River Authority (TRA) for treatment. Utility parts and supplies include various types and sizes of water pipe, sewer pipe, valves, clamps, couplings, tapping sleeves and fire hydrants. In order to obtain competitive pricing on these items, the City of Southlake solicited sealed bids for over 300 unique utility parts and supplies. On November 18, 2016, the City of Southlake received sealed bids for RFB No. RF13161013400KF160008. Three vendors submitted bids for these products. An internal committee reviewed the bids for overall best value including customer service, availability of parts, after-hours access, proximity to Southlake, and price. The following weights were assigned to each factor used in the scoring matrix. Weight Scoring Factor 35% Vendor Category Pricing 30% Vendor ability to provide required parts and supplies 30% Vendor experience providing required parts and supplies 5% Vendor past experience with City Page 1 of 3 Item 413 Based on the scoring matrix, two of the utility suppliers are being recommended for an award of specific bid line items or categories: Atlas Utility Supply Co. and Ferguson Waterworks. The contract awards will be for one (1) year with an additional four (4) year optional renewals. While the RFB allowed for up to an eight (8) percent annual price increase on future renewals, Atlas Utility Supply Co. listed a maximum possible future price increase of three (3) percent per year. Ferguson did not list an anticipated percent price escalation in their submittal. Financial Considerations: Funding for utility parts is budgeted in the annual Public Works Water and Wastewater Operating budgets. The total of purchases during this contract period will not exceed the funding in the budget approved by the City Council. The prices shown on the bid tabulations are based on estimated quantities for the purpose of comparing unit pricing and do not represent the actual amount to be spent during the contract term. Following are the City's past expenditures on utility parts and supplies. Fiscal Year Expenditures FY 2017 to date $ 26,539 FY 2016* $1,517,661 FY 2015 $ 476,762 FY 2014 $ 573,814 *Please note that utility part expenditures in FY 2016 where significantly higher due to the Water Smart, Southlake roll out of cellular endpoints for water meters citywide. The City invested approximately $1 M in this project. Strategic Link: The maintenance of the utility system links to the City's strategy map relative to the focus area of"Infrastructure". The specific corporate objective that is met by this contract award is investing to provide and maintain high quality public assets. Citizen Input/ Board Review: N/A Legal Review: City Attorney reviewed original bid documents as to form. Alternatives: The City Council may amend, approve or deny this request. Page 2 of 3 Item 4B Supporting Documents: Attachment A: Award Notification to Atlas Utility Supply Co. Attachment B: Award Notification to Ferguson Waterworks Staff Recommendation: Award a contract for utility parts and supplies to Atlas Utility Supply Co. and Ferguson Waterworks in an amount not to exceed $575,000. Staff Contact: Rob Cohen, Director of Public Works Cristina McMurray, M.P.A, C.P.M, Deputy Director of Public Works/Operations Page 3 of 3 Attachment A Olry[3w SOUTHLAKE January 11,2017 Atlas Utility Supply Co 2301 Carson Street Fort Worth,Texas 76117 Attn: Mr.David Johnson Subject: Award Notification for Utility Parts and Supplies for City of Southlake RFB161OB40OKF160008 Dear Mr.Johnson, The City of Southlake is pleased to inform you that Atlas Utility Supply Co. of Fort Worth,Texas is one of three(3)vendors being awarded"Utility Parts and Supplies for City of Southlake RFB161OB40OKF160008", The award and this agreement are based on your bid to the City,copy enclosed.This is a multiple vendor award contract.Your company's portion of the 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: Line Items Awarded Category(s) 1-7,9, 10, 19-26,28 and 30 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: KYLE FLANAGAN 817-748-8081 Send all billing to: City of Southlake 1400 Main Street,Suite 440,Accounts Payable Southlake,TX 76092 or via email to accountspayable c.i.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. S' 1 rm i a,CPPD, PP Purchasing Manager City of Southlake 1400 Main Street,Suite 440 Southlake,Texas 76092 tslifka@cJ.south1ake.tx.us Attest: Fax: 817-748-8048 Lori Payne,TRMC Contract and Award Accepted: City Secretary Signed: Date: Approved as to Fond and Legality: Mayor Laura Hilt City of Southlake City Attorney Appendix B — Bid Document Submittal Checklist: (To determine validity of bid) Appendix B(pages 8_through_16_)must be included in the bid submittal. _X Appendix C(page_16)Conflict of Interest Form must be included in the bid submittal. X Form 1295 See Page 2 Item E.Certificate of Interested Party All bids submitted-to:the City of tthig''page with the:submitted Bid.';; :' RFB Number: RFB161OB4OOKF16OOO8 Project Title: Utility Parts and Supplies Submittal 3:00 P.M. (CST), Friday November 18, 2016 Deadline: Submit electronically* to: www.securebidusa.com Requires email account login and password. Bidder Information: Bidder's Legal Name: Atlas Utility Supply Co 2301 Carson Street Address: City,state&Zip Fort Worth, Texas 76117 Federal Employers 75-1570897 Identification Number## Phone Number: 817-831-4275 Fax Number: 817-831-1014 E-Mail Address: Davidjohnson@atiasutility.com Bidder Authorization I,the undersigned,have the authority to execute this Bid in its entirety as submitted and enter into a contract on behalf of the Bidder. Printed Name and Position of Authorized Representative: avid .Iohnson, Inside Sales Rep Signature of Authorized Representative: Signed this 18th (day)of November (month), 2016 (year) 1 learned of this Request for Bids by the following means: ❑ Newspaper Advertisement k] City E-mail Notification ❑ Southlake Website ❑ Cold Call to City ❑ Mailed Me a Copy ❑ Other ❑ SecureBid City of Soutlilake - RFB1610R400KFI60008 Page 8 of 17 Appendix B—Bid Document(continued) I. REQUIRED BID INFORMATION. IN ORDER FOR A BID TO BE CONSIDERED COMPLETE, AND TO BE EVALUATED FOR A CONTRACT AWARD BY THE CITY, BIDDER MUST SUBMIT ALL OF THE FOLLOWING INFORMATION: 1. Proposed Products and/or Services A. Product or Service Description,: Bidders should utilize this section to describe the technical aspects, capabilities, features and options of the service or 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: Bidders 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. Material Safety Data Sheets (MSDS): If applicable, the successful Bidder shall provide the City with applicable MSDS documentation as required by applicable laws and regulations. D. Guarantees and Warranties: Each Bidder shall submit a complete copy of any warranties or guarantees provided by the manufacturer or Bidder with the Bid submitted. E. Project Schedule/Delivery Date: Bidder 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 RFB. The Bid Document 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: Bidder shall quote unit pricing in accordance with the itemized listing of products or contract segments stated in the Scope of Services and using the following format: "EXHIBIT A" PRICING SCHEDULE MUST BE SUBMITTED IN AN EXCEL SPREADSHEET FORMAT AND INCLUDE A PDF COPY. 3. Bidder's Experience/Staff A. Project Identify all members of the Bidder'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 Bidder's business has been established and operating. If Bidder'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; City of Southlake - RFB161OB40OKFI60008 - Page 9 of 17 State the number of years' experience the business has: 52 ; and the number of employees: 10 D. Project Related Experience: All Bids must include detailed information that details the Bidder's experience and expertise in providing the requested services that demonstrates the Bidder's ability to logically plan and complete the requested project. 4. References Bidder shall provide three (3) references where Bidder has performed similar to or the same types of services as described herein. Reference#1: Client 1 Company Name: City Of North Richland Hills Contact Name: Kenneth Garvin Contact Title: Water Superintendent Phone: 817-427-6440 Email: kgarvin@nrhtx.com Date and Scope of Work Provided: 2016 Yearly Bid for Water Utility Supplies Reference 2: Client/Company Name: City Of Haltom City Contact Name: Warner James Contact Title: Water Superintendent Phone: 817-222-7700 Email: wJames@haltomcitytx.com Date and Scope of Work Provided: 2016 Yearly Bid for Water Utility Supplies Reference#3: Client/Company Name: City of Euless Contact Name: Ruben Cardenas Contact Title: Water Superintendent Phone: 817-685-1586 Email: rcardenas@euiesstx.gov Date and Scope of Work Provided: 2016 Yearly Bid for Water Utility Supplies City of Southlake - RFB161OB40OKF160008 Page 10 of 17 S. Trade Secrets and/or Confidential Information Trade Secrets and/or Confidential Information: This bid_(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. 6. Federal, State and/or Local Identification Information A. Centralized Master Bidders List registration number: B. Prime contractor HUB /MWBE registration number: C. An individual Bidder acting as a sole proprietor must also enter the Bidder's Social Security Number: # ---- 7. -7. 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. [ 1 Yes, Others can purchase [x 1 No, Only the City can purchase. 8. Term of Contract and Option to Extend: Any contract resulting from this RFB 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 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. City of Southlake - RFB161OB40OKF160008 - Page 11 of 17 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 eight percent(8%)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 2017-2018) Escalation.................................... _% Second Additional Year(FY 2018-2019) Escalation _° Third Additional Year(FY 2019-2020)Escalation ° Fourth Additional Year(FY 2020-2021) Escalation ............................. 9. 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 vendors Zuci.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: Atlas Utility Supply Company Contract#: RFB161 OB40OKF160008 Description: Utility Parts and Supplies Primary Contact(Name): QJ Johnson Primary Contact Phone Numbers: Home: 817-239-3251 Cell: 817-239-3251 Secondary Contact(Name): David Johnson Secondary Contact Phone Numbers:Home: 817-831-4275 Cell: 817-996-1703 After Hours emergency opening fee, if applicable: $ No Charge City of Southlake - RFB161OB40OKFI60008 Page 12 of 17 II. CONTRACT TERMS AND CONDITIONS. EXCEPT WHERE BIDDER MAKES SPECIFIC EXCEPTION IN THE SUBMITTED BID, ANY CONTRACT RESULTING FROM THIS RFB WILL CONTAIN THE FOLLOWING TERMS AND CONDITIONS, WHICH BIDDER HEREBY ACKNOWLEDGES,AND TO WHICH BIDDER AGREES BY SUBMITTING A BID: 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 Bid, 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 Bidder 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 Bidder, who agrees to pay such costs within ten days of invoice. D. FOB (delivery charges): All products offered shall be FOB final destination, with all delivery charges to be prepaid by the Bidder. The City does not accept C.O.D. or collect shipments. The contract price shall include all charges, including delivery, installation and set-up fees. All packing, crating, or other debris resulting from the delivery or set-up of the commodity purchased shall be removed and properly disposed by the successful Bidder at no additional cost to the City. E. Excess or Incorrect Commodities: Products or materials delivered in error or in excess of the quantity ordered shall be returned at the successful Bidder's expense, unless otherwise agreed to in writing by the City. F. Title to Goods and Risk of Loss: For goods to be provided by Bidders 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: Bidder agrees that Bidder and Bidder's employees and agents have no employer-employee relationship with City. Bidder agrees that if Bidder 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 Bidder 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: Bidder 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 Bidder or Bidder'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: Bidder certifies that no bribes in the form of entertainment, gifts, or otherwise, were offered or given by the successful Bidder, or its agent or representative, to any City officer, employee or elected representative,with respect to this RFB 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 City of Southlake - RFB161OB40OKFI60008 - Page 13 of 17 E. Financial Participation: Bidder certifies that it has not received compensation from the City to participate in preparing the specifications or RFB on which the Bid is based and acknowledges that this contract may be tenninated and/or payment withheld if this certification is inaccurate. F. Required Licenses: Bidder 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 Bid and Enter Contract: The person signing on behalf of Bidder certifies that the signer has authority to submit the Bid on behalf of the Bidder and to bind the Bidder to any resulting contract. H. Compliance with Applicable Law: Bidder agrees that the contract will be subject to, and Bidder will strictly comply with, all applicable federal, state, and local laws, ordinances, rules, and regulations. 3. Financial Responsibility Provisions A. Insurance: The Bidder, 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: Bidder 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 Bidder or any agent, employee, subcontractor, or supplier of Bidder in the execution or performance of this contract without regard to whether such persons are under the direction of City agents or employees. The Bidder agrees to protect and indemnify the City, all of its officers, Council members, agents and employees, from all claims, actions, suits, demands, proceedings, costs, damages and liabilities, including reasonable attorneys' fees, court costs and related expenses, arising out of any alleged infringement of patents or copyrights arising from the Contractor's performance under the Contractor's Bid, including attorneys' fees and court costs. C. Indemnity for Intellectual Property: Bidder hereby warrants that the use or sale of the products, materials and services delivered hereunder will not infringe on the rights of any trade secrets, patent, copyright, registered trademark, or other intellectual property by right covering such materials and the successful Bidder agrees to indemnify and hold harmless the City for any and all costs,expenses,judgments,and damages which the City may have to pay or incur. City of Southlake - RFU1610B400KFI60008 Page 14 of 17 Appendix C — Form CIQ IN FORMATION REGARDI NG VF NDOR CONFLICT OF INTEREST OU ESTIQNNAIRE 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; J. 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 oil 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 - RF B161OB40OKF160008 - Page 15 of 17 CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ For vendor or other person doing business with focal governmental entity This questionnaire reflects changes made to the law by H.B. 1491, 80th Leg.. Regular Session. OFFICEUSEONLY This questionnaire is being fifed in accordance with Chapter 176,Local Government Code Date Received by a person who has a business relationship as defined by Section 176.001(1-a)with a local governmental entity and the person meets requirements under Section 176.006(a). By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day afterthe date the persona 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 knowingly violates Section 176.006. Local Government Code.An offense under this section is a Class C misdemeanor. 2j Name of person who has a business relationship with local governmental entity. NONE z 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) a Name of local government officer with whom filer has employment or business relationship. Name of Officer This section (item 3 including subparts A. B. C & D) 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 CIQ 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? 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 governmental entity? EJ Yes D 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 more? Yes F-1 No D Describe each employment or business relationship with the local government officer named in this section. 4 11-18-2016 Sign. re of person doing business with thevernn ntal entity Date Adopted 0612912007 City of Southlake - RFB161OB40OKF160008 - Page 16 of 17 Appendix D — No Intent to Submit Form If your firm has chosen not to submit a bid 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 - RH'13161013400Kr160008 Page 17 of 17 CITY OF SOUTHLAKE 0 City of Southlake REQUEST FOR BIDS Bid Reference Number: RFB 161OB40OKF160008 Project Title: Utility Parts and Supplies Bid Closing Date: 3:00 P.M.(CST), Friday, November 18, 2016 TABLE OF CONTENTS Tableof Contents................................................................................................................................Page 1 Request for Bids (1) Introduction........................................................................................... .............Page 2 ...................... (2)Definitions................................................................................................................................Page 3 (3)General Information.................................................................................................................Page 3 (4)RF13 Withdrawals and/or Amendments .................................................................................Page 3 (5)Estimated Quantities ................................................................................................................Page 3 (6)Bid Submittal Requirements....................................................................................................Page 3 (7)Bid 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)Bid Evaluation Factors.............................................................................................................Page 6 (5)Brand Manufacture Reference..................................................................................................Page 6 (6)Key Events Schedule................................................................................................................Page 6 (7)Scope of Services.....................................................................................................................Page 6 Appendix B—Bid (-)Label Format for Submittal Packet's Sealed Envelope.............................................................Page 8 I. Required Bid Information: (1)Proposed Products and/or Services........................................................................................Page 9 (2)Cost of Proposed Products and Services..................................................................................Page 9 (3)Bidder's Experience/Staff......................................................................................................Page 9 (4)References..............................................................................................................................Page 10 (5)Trade Secrets and/or Confidential Information....................................................................Page 11 (6)Federal, State and/or Local Identification Information .......................................................Page 11 (7)Cooperative Governmental Purchasing Notice......................................................................Page I] (8)Term of Contract and Option to Extend.................................................................................Page 11 (9)Emergency Business Services Contact Notice.......................................................................Page 12 II. Contract Terms and Conditions: (1) Delivery of Products and/of Services...................................................................................Page 13 (2)Miscellaneous.........................................................................................................................Page 13 (3)Financial Responsibility Provisions.......................................................................................Page 14 Appendix C—Conflict of Interest Form.........................................................................................Page 15 Appendix D—leo Intent to Submit Form.......................................................................................Page 17 ExhibitA--Pricing Schedule........................................................................................................................ City ofSouthlake - RFB161OB40OKFI60008 - Page 1 of 17 Southlake, Texas Request for Bids 1. Introduction A. Project Overview: The City of Southlake is requesting Bids 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. RFB Clarifications: All questions related to requirements or processes of this RFB 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 RFB will be issued in writing by addendum and posted to City website. All such addenda issued by City prior to the submittal deadline shall be considered part of the RFB. 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 Bidder must acknowledge all addenda by signing and returning such document(s)or by initialing appropriate area of the Bid document. C. Notification of Errors or Omissions: Bidders shall promptly notify the City of any omissions, ambiguity, inconsistency or error that they may discover upon examination of this RFB. 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 (Nvww.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 bid submission. City of Southlake - RFB161OB400KFI60008 Page 2 of 17 2. Definitions Bid Document: The signed and executed submittal of the entirety of Appendix B—Bid Document. Bidder: The Bidder and the Bidder's designated contact signing the first page of the Bid Document. 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. Proiect: The name of this Request for Bids as identified on the cover sheet and first page of the Request for Bids herein. Purchasing Manager: The City of Southlake Purchasing Manager is Timothy Slifka CPPD, CPPB, PH: (817)748-8312, E-Mail: tslifka@i.southlake.tx.us; Fax(817)748-8048. Request for Bids(RFB): 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 Bid. City will furnish Excise Tax Exemption Certificate upon request. B. Public Inspection of Bids: 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 RFB information. Bid Documents are not available for public inspection until after the contract award. If the Bidder has notified the City, in writing,that the Bid Document 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. RFB Withdrawals and/or Amendments A. RFB Withdrawal: The City reserves the right to withdraw this RFB for any reason. B. RFB Amendments: The City reserves the right to amend any aspect of this RFB by formal written Addendum prior to the Bid submittal deadline and will endeavor to notify all potential Bidders that have registered in accordance with Section 1.0 herein, but failure to notify shall impose no obligation or liability on the City. 5. Estimated Quantities The City does not guarantee to purchase any minimum or maximum quantity but does contemplate purchasing exclusively during the term of the contract from the successful vendor. 6. Bid Submittal Requirements A. Submittal Packet—Required Content: All bids must be submitted electronically. The Bidder must visit www.securebidusa.com and register. Once registered for this complimentary service, the Bidder may submit Bid Documents electronically by selecting the appropriate Bid Identification. City of Southlake - RFB161OB40OKFI60008 - Page 3 of 17 B. Submittal Deadline: The deadline for submittal of Bids shall be as identified on page 8(eight) of Appendix B-Bid. It is the Bidder's responsibility to have the Bid Documents correctly electronically submitted by the submittal deadline. No extensions will be granted and no late bids will be accepted. C. Bids Received Late: Bidders are encouraged to submit their bids 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 Bids will not be considered under any circumstances. D. Alterations or Withdrawals of Bid Document: Any submitted Bid may be withdrawn or a revised bid substituted prior to the submittal deadline. Bid Documents cannot be altered, amended or withdrawn by the Bidder after the submittal deadline, unless such alteration, amendment or withdrawal notice is approved in writing by the Purchasing Manager. E. Bid Document Format: All Bid Documents must be prepared in single-space type, on standard 8- 1/2" x l I" 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. Validity Period: Once the submittal deadline has passed, any Bid 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 Bid Document. Such bid 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. 7. Bid Evaluation and Contract Award A. Bid Evaluation and Contract Award Process: An award of a contract to provide the goods or services specified herein will be made using competitive sealed Bids, in accordance with Chapter 252 of the Texas Local Government Code and with the City's purchasing policy. Bid Documents will be opened publicly. The City will evaluate Bids using the best value method. A variety of factors may be used in the evaluation of the submitted Bids for this project. The anticipated evaluation factors and emphasis placed on each factor may be as identified in the Scope of Services. City reserves the right to determine which Bid provides the City with the best value and which will be in the City's best interest. B. Completeness: If the Bid Document is incomplete or otherwise fails to conform to the requirements of the RFB, City alone will determine whether the variance is so significant as to render the Bid non-responsive, or whether the variance may be cured by the Bidder or waived by the City,such that the Bid may be considered for award. C. Ambi ui : Any ambiguity in the Bid Document as a result of omission, error, lack of clarity or non-compliance by the Bidder with specifications, instructions and all conditions shall be construed in the favor of the City. In the event of a conflict between these standard RFB requirements and details provided in Appendix A — Scope of Services or Appendix B — Bid, 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 Bidder will be bound thereby. E. Additional Information: City may request any other information necessary to determine Bidder's ability to meet the minimum standards required by this RFB. City of Southlake - RFB1610B400KFI60008 - Page 4 of 17 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 Bidders based on the unit prices proposed in response to this request, or to reject any and all Bids and re-solicit for Bids, as deemed to be in the best interest of City. 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 bidder fails to perform in accordance with the provisions of these specifications; or ii) The successful bidder violates any of the provisions of these specifications;or iii) The successful bidder disregards laws or regulations of any public body having jurisdiction; or iv) The successful bidder 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 bidder seven(7)days written notice. In such case, the successful bidder shall only be entitled to receive payment for goods and services provided before the effective date of termination. The successful bidder 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 - RF B161013400KH60008 Page 5 of 17 Appendix A -- Scope of Services 1. Project Title: Utility Parts and Supplies for City of Southlake 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: tslifka@ci.southlake.tx.us 3. Special Conditions The following special conditions shall prevail over areas of conflict in previous pages: CONTRACT SHALL BE AWARDED ON A CATEGORY BASIS. VENDOR MUST BID ON ALL ITEMS IN A CATEGORY TO BE CONSIDERED FOR AWARD OF THAT CATEGORY.WE ANTICIPATE AWARDING TO MULTIPLE VENDORS. 4. Bid Evaluation Factors Emphasis Factor 35% Vendor Cake o Pricing 30% Vendor Ability to Provide Required Parts and Supplies 30% Vendor Experience Providing Required Parts and Supplies S% Vendor Past Experience with 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 Bid 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 Bid Release Date October 31, 2016 Deadline for Submittal of Written Questions November 9, 2016 Sealed Bids Due to and Opened by City Shown on First Page of this RFB Anticipated Committee Evaluation Review Date Week of November 21, 2016 Anticipated City Council Approval January 2017 7. Scope of Services The City of Southlake is seeking bids for utility parts and supplies for our Department of Public Works. Intent: The intent of this bid is to award to multiple qualified vendors for the purchase and or delivery of parts and supplies as noted on `Exhibit A, List of Utility Parts and Supplies'. The City does not guarantee to purchase all listed quantities. The quantities listed are estimated. CONTRACT WILL BE AWARDED ON A CATEGORY BASIS FOR SPECIFIED PARTS AND SUPPLIES. City of Southlake - RFB161OB40OKFI60008 - Page 6 of 17 VENDOR MUST BID ON ALL ITEMS IN A CATEGORY TO BE CONSIDERED FOR AWARD OF THAT CATEGORY. Prima and Seconda Vendors Awarded: It is the intent of the City to award this bid to a Primary and a Secondary vendor for each category,as available. Delivery: Parts shall be delivered to: City of Southlake Public Works Department 1950 E. Continental Blvd. Southlake,Texas 76092 Attn: Kyle Flanagan In the event the City elects for parts and or supplies be picked up by a City employee, City will notify the vendor at time of order. Samples: The City reserves its right to request samples of any and or all parts and or supplies during the bid evaluation process. Samples will be free to the City. When possible, samples will be made available for vendor pick up. Failure to provide samples on a timely basis may result in bid rejection. The City reserves the right to determine products of equal value. Products Specifications: Bids must be for items equal in performance, size and quality. All products must meet ASTM and or AWWA standards for each item and category specified in the awarding of this contract. Unless the vendor notes on "EXHIBIT A" that they are bidding an alternate brand name product (where a brand name is specified), the City reserves the right to determine whether or not an alternate product is"equal" in quality. 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F aE W � LI) LO Q m m v v m ro `L m M vb w r, �� a A �J U m N N U7 UJ U re � N co N M V (D U N t O O O O �o Z W Z 01 Q i- N (") Q• Z hc0 t-- co cp cp 1r h f• T� n t\ N t., h N N N N N N N N N N N m O q d 0 0 0 0 C. 0 p U U 0 O V U 0 0 0 0 0 LO Lo .r- 0 0 'i O u7 O O O N 1, CL Q. Lod 0. ON CD LO a mmmmmm C>1 a 00n 00LO m [0 >;r� cvrir zz `zzz `z C c N xx x U LL w 16"* y t� W LU E»61) 61 169-e»1 H3 4/ GS 0 0 0 u7 Q O O N 61 C1 � V G CL m_ m_ m_ m_ m_ m_ a oa a �ntirrr ++ z z z z z LO +.. z f+ .- NNr C G C C r 7 fFy sRcoww(nEA r � -C +! U U U U U U V U U U U U U U v Q) v N N Uralr- D Q US N QRi N O/ N URl r L 0000000 +R' C 0 y G O J+ E- E 004004 F �f1 R R R R R R Nt r E /�3y V ++ V V W LU w LU s V) E y 3 0 3 ❑ z z v z U z _ Y •CL a o. :E a m a a Q 0 0 0 Ln o LO U C7 n Lo 0 04 M M ON d N N O Oj 00 0LO N c' w M LL LL U R O .c O m W ti O NN NOM000M �I U UlfnOn"IXXrn N N CL U (6 7 Q U }i N O U) LO 0 z D0 r- u 10 O r 0 t X X s o NU W v CL CL LLJ Q q) N v co cl n U` F m a J a � a r JI J Y a Q ° Q Q Y S6 3 � Q U L L (D F o y o Q LL O d Cl) N o N C v � F F F y LL -0 C7 .? -Y F M _o T CJd � N VU) CV dN r N li 3 0 M -ln M a U) c c c >- m 0 � n.ou) 0 0m o (� `U i6 U c Ql c asmalmmm0 LCA > YQ Q � ovL � L) O a m E E E E E E 0 @ U u` R ] U` *• aU o u) 0 0 ro m m m R m m O w U m L.LJ m '� d o sn w ❑ o O DQ F^ v m - F- R 'vvv000a " `� Q N oa �, _ o � ala� Q rL N N N co Cl)M U r2 �/ U r Cfl U 2 LL Cn U 2 1010 U b L 41 Q To N M co Z Z t0 t� 00 C7 O 0) N n W co N co N W N 00 N co N Ol N N N N �[ N N N N N N N N N N N M Attachment B 01 y OF SOUTHLAKE January 23,2017 Ferguson Waterworks 7982 N.Hwy.69 Tyler,Texas 75706 Attn: Mr.Ryan Reed Subject: Award Notification for Utility Parts and Supplies for City of Southlake RFB161OB40OKFI60008 Dear Mr.Reed, The City of Southlake is pleased to inform you that Ferguson Waterworks of Tyler, Texas is one of three (3)vendors being awarded"Utility Parts and Supplies for City of Southlake RFB161OB40OKFI60008". The award and this agreement are based on your bid to the City, copy enclosed. This is a multiple vendor award contract. Your company's portion of the 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: Line Items Awarded Category(s) 8, 11-15, 17, 18,27,29 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: KYLE FLANAGAN 817-748-8081 Send all billing to: City of Southlake 1400 Main Street,Suite 440,Accounts Payable Southlake,TX 76092 or via email to accounts avable&i.south lake.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. Sin ely, im Sli a,CPI1'0_,CPP Purchasing Manager City of Southlake 1400 Main Street,Suite 440 Southlake,Texas 76092 tsl itka a;ci.southlake.tx.us Attest: Fax: 817-748-8048 Lori Payne,TRMC Contract and Award Accepted: City Secretary Signed: Date: Approved as to Farm and Legality: Mayor Laura Hill City of Southlake City Attorney i Appendix B ` Bid Document � Submittal Checklist: (To determine validity of bid) Appendix B(pages_8_through_16)must be included in the bid submittal. _____A ppendix C(page_]G,)Conflict of Interest Forin must he included in the hid submittal. Form 1295 See Page 2 Item R.Certificate of Interested Party s t i 3 RFB Number: RFB161OB40OKF160008 F Pra'eet Title: Utility Parts and Supplies Submittal 3:00 P.M. (CST), Friday November 18, 2016 Deadline: ar_ ubmi# electronically?'{ to: www.securebidusa.com Ze wires email account,lo in and..; assword. Ridder infotmationE t t Bidder's Legal Name. bl-`>0iN 1l" yrof w i �S2 Address: � 1y k7 W 1 City;State& Federal Employers Identification Number# Phone Number: �� NaxTIumbert '. q �J E-Mail Address: Bidder Au(horization _ T,the undersigned,have the autltprtty to execute this$td iri its entirety as submitted and enter into a contract on behalf of the Bidder. Printed Nante.and,Position of Authorized Re resentative, - i�°« ► S i Signature of Authorized Representative: :cday) l a1� Signed this of month}, (Year} ... t ; I learned of this Request for Bids by the following means: ❑ Newspaper Advertisement L City E-mail Notification t ❑ Southlake Website ❑ Cold Call to City ❑ Mailed Me a Copy ❑ Other ❑ SecureBid I City of Southlake - RFB1610114001CF,160008 Page 8 of 17 1 I f 1 l Appendix B—Bid Document(continued 1. REQUIRED BID INFORMATION. IN ORDER FOR A BID TO BE CONSIDERED COMPLETE, AND TO BE EVALUATED FOR A CONTRACT AWARD BY THE CITY, BIDDER MUST SUBMIT ALL OF THE FOLLOWING INFORMATION: 1. Proposed Products and/or Services A. Product or Service Description: Bidders should utilize this section to describe the technical aspects, capabilities, features and options of the service or product and/or service proposed in accordance with the required Scope of Services as identified in Appendix A. Promotional 1 literature,brochures,or other technical information may be used. B. Additional Hardware Descriptions: Bidders 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. i i C. Material Safety Data Sheets SDS : If applicable, the successful Bidder shall provide the City i with applicable TvfSDS documentation as required by applicable laws and regulations. t t D. Guarantees and Warranties: Each Bidder shall submit a complete copy of any warranties or guarantees provided by the manufacturer or Bidder with the Bid submitted. a E. Project Schedule/Deliver Date: Bidder 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 RFB. The Bid Document must show the number of days required to deliver a and install the product or equipment after the receipt of the City's Purchase Order. r 2. Cost of Proposed Products and/or Services A. Pricing: Pricing shall reflect the full Scope of Services defined herein, inclusive of all associated 3 cost for delivery, labor,insurance,taxes,overhead,and profit. d B. Schedule of Pricing: Bidder shall quote unit pricing in accordance with the itemized listing of products or contract segments stated in the Scope of Services and using the following format: 1 "EXHIBIT All PRICING SCHEDULE MUST BE SUBMITTED IN AN EXCEL., SPREADSHEET FORMAT AND INCLUDE A PDF COPY. s 3. Bidder's Experience/Staff f A. Proiect Team: Identify all members of the Bidder's team (including both team members and management) who will be providing any services proposed and include information which details l their experience. a 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. i C. Business Establishment: State the number of years the Bidder's business has been established and operating. If Bidder'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 (S) years, all names, of .. predecessor business names, affiliated entities, and previous business entities operated by the 1 principals, if different than present,must be provided; 1 i 1 a City of Southlake - RFB161OB40OKF160008 - Page 9 of 17 l 3 I i 1 State the number of years' experience the business has: ; and the number of employees: i 1 D. Prosect Related Experience: All Bids must include detailed information that details the Bidder's j experience and expertise in providing the requested services that demonstrates the Bidder's ability to logically plan and complete the requested project. 4. References 1 Bidder shall provide three (3) references where Bidder has performed similar to or the same types of services as described herein. Reference#1: Client/Company Name: Contact Name: Contact Title: 1 i I) r� Phone: M Email: Date and cope of Work Provided: t y y Reference 2: Client/Company Name: J Contact Name: Contact Title: g iC Phone: Email: 1 Date and Scope of Work Provided: i Reference 43: Client I Company Name: Contact Name: Contact Title: Phone: 11 l� 1 Email: Date and Scope of Work Provided: 'Act'L� City of Southlahe - RFB1610B400.KF160008 Page 10 of 17 's 1 5, Trade Secrets and/or Confidential Information ] 1 Trade Secrets and/or Confidential Information:This bid_(does) (does not)contain trade secrets and/or confidential information. If applicable,describe such trade Acets and confidential information, and the basis for your assertion that such material qualifies for legal protection from disclosure. 6. Federal,State and/or Local Identification Information t A. Centralized Master Bidders List registration number: B. Prime contractor HUB/M WBE registration number: S C. An individual Bidder acting as a sole proprietor must also enter the Bidder's Social Security Number:# 1 7. 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 6 ensuring full compliance with the RFB specifications. Prior to other governmental entities placing orders,the City will notify the successful Bidder of their intent. 1 Please indicate below if you will permit other governmental entities to purchase from your agreement with the City. C �J Yes, Others can purchase [ ] No, Only the City can pttrchase. 8. Term of Contract and Option to Extend: Any contract resulting from this RFB 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: R s A. Option Clause: It is agreed that City will have the option to extend the contract for up to four(4) a 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. r r B. Escalation Clause: Should market conditions prevail which dictate an increase, the successful E 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. 3 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 3 will be a factor in determining the best value to the City. It is the average price over the period of 1 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, d xi 9 City of Southlake - RFB161OB40OKFI60008 - Page 1 I of 17 l l l s l 1 l s t 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 eight percent(8%)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. E First Additional Year(FY 2017-2018)Escalation.................. ° Second Additional Year(FY 2018-2019)Escalation ° Third Additional Year(FY 2019-2020)Escalation .............................. % Fourth Additional Year FY 2020-2021 Escalation % 9. Emergency Business Services Contact Notice During a natural disaster, or homeland security event,there may be a need for the City of Southlake to 3 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. i For this purpose,a primary and secondary emergency contact name and phone number are required. It i 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 toyendors@ci.southlake.tx.us. e - l 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. 4 Business Name: 9,t-pr Contract#: 12�� rQ �o4 K�1.�9q� Description: A W)&" t Primary Contact(Name);���1'� i� y J c� Primary Contact Phone Numbers:Home: '"� Cell: i Secondary Contact(Name),- Secondary Name);Secondary Contact Phone Numbers: Home: _ Cell: After Hours emergency opening fee, if applicable: $ a 1 1 3 City of Southlake - RFB1610B400KFI60008 - Page 12 of 17 i E F E i II. CONTRACT TERMS AND CONDITIONS EXCEPT WHERE BIDDER MAKES SPECIFIC EXCEPTION IN THE SUBMITTED BID, ANY CONTRACT RESULTING FROM THIS RFB WILL CONTAIN THE FOLLOWING TERMS AND CONDITIONS, WHICH BIDDER HEREBY ACKNOWLEDGES,AND TO WHICH BIDDER AGREES B Y SUBMITTING A BID: F 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 Bid,to the satisfaction of City and in accordance with the specifications,terms,and conditions of the Scope of i 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. bate Delivery or Performance: If Bidder 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 Bidder, who agrees to pay such costs within ten days of invoice. D. FOB (delivery charges): All products offered shall be FOB final destination, with all delivery i charges to be prepaid by the Bidder. The City does not accept C.O.D. or collect shipments. The contract price shall include all charges, including delivery, installation and set-up fees. All packing,crating,or other debris resulting from the delivery or set-rip of the commodity purchased shall be removed and property disposed by the successful Bidder at no additional cost to the City. l E. Excess or Incorrect Commodities: Products or materials delivered in error or in excess of the quantity ordered shall be returned at the successful Bidder's expense,unless otherwise agreed to in writing by the City. F. Title to Goods and Risk of Loss: For goods to be provided by Bidders 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. i 2. Miscellaneous l i A. Inde endent Contractor: Bidder agrees that Bidder and Bidder's employees and agents have no employer-employee relationship with City. Bidder agrees that if Bidder 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, 4 t B. Assignments:The rights and duties awarded the successful Bidder shall not be assigned to another without the written consent of the Purchasing Manager. Such consent shall not relieve the assigner a of liability in the event of default by the assignee. C. Liens: Bidder 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 Bidder or Bidder'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 I Bribes: Bidder certifies that no bribes in the form of entertainment, gifts, or otherwise, were offered or given by the successful Bidder, or its agent or representative, to any City officer, employee or elected representative,with respect to this RFB 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 t City of Southlake - RFB161OB4001UI60008 - Page 13 of 17 i E. Financial Partici ation: Bidder certifies that it has not received compensation from the City to € participate in preparing the specifications or RFB on which the Bid is based and acknowledges that this contract may be terminated and/or payment withheld if this certification is inaccurate. # P. Required Licenses: Bidder 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. € 1 G. Authority to Submit Bid and Enter Contract: The person signing on behalf of Bidder certifies that R the signer has authority to submit the Bid on behalf of the Bidder and to bind the Bidder to any resulting contract. s H. Compliance with Applicable Law: Bidder agrees that the contract will be subject to, and Bidder will strictly comply with, all applicable federal, state, and local laws, ordinances, rules, and 1 regulations. 1 1 3, Financial Responsibility Provisions I J A. Insurance:The Bidder,consistent with its status as an independent contractor,shall carry,and shall 3 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: L 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 s State of Texas; E l 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 j 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: Bidder 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, I 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 Bidder or any agent, employee, subcontractor, or supplier of Bidder in the execution or performance of this contract without regard to whether such persons are under 1 the direction of City agents or employees. The Bidder agrees to protect and indemnify the City, all of its officers, Council members, agents and employees, from all claims, actions, suits, demands, proceedings, costs, damages and liabilities, including reasonable attorneys' fees,court costs and related expenses,arising out of any alleged infringement of patents or copyrights arising from the Contractor's ' performance under the Contractor's Bid,including attorneys' fees and court costs. C. Indemnity for Intellectual Property: Bidder hereby warrants that the use or sale of the products, materials and services delivered hereunder will not infringe on the rights of any trade secrets, patent, copyright, registered trademark, or other intellectual property by right covering such materials and the successful Bidder agrees to indemnify and hold harmless the City for any and all costs,expenses,judgments,and damages which the City may have to pay or incur. 3 i City of Southlake - RFB161OB400KF160008 - Page 14 of 17 i i a l i3 g1 S Appendix C — Form CIQ INFORMATION RLGARDING VENDQJ4.00NFLTCT OF IN )&LUJUESTIONNAIRE WHO: The following persons most 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 S2,500 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 a 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; 1 b. contracts for the purchase or sale of real property,personal property including an auction of E property; c. tax abatement and economic development agreements; t. 2, submits a hid to sell goads 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 4 THE FOLLOWING ARE CONSIDERED OFFICERS OF THE CITY: I. 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 413 development corporations; 5. The executive directors or managers of 4A and 413 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. I 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 I questionnaire. t 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. I 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 regairerl by Imp 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 f les a Conflict of Interest Questionnaire. 1 { City of Southlake - RFB161OB40010160008 - Page 15 of 17 r 1 f i i F CONFLICT OF INTEREST QUESTIONNAIRE FORM CLQ 9 For vendor or other person doing business with local governmental entity This questionnalre reflects changes made to the law by H.38. 1491, 80th Leg., Regular session. OFFICELISEONLY This questionnaire is being filed in accordance with Chapter 176,Local Government Code Date Received f by a person who has a business relationship as defined by Section 176.001(1-a)with a local r governmental entity and the person meets requirements under Section 176,006(a). By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day afterthe date the person becomes aware of facts that require the statement to be ffled. See Section 176.006,Local Government Code. i A person commits an offense if the person knowingly violates Section 176.006, Local Government Code.An offense under this section is a Glass C misdemeanor. i 3 t fJ Name of person who has usiness relationship with local governmental entity. IA r 2 ❑ Check this box if you are filing an update to a previously filed questionnaire. P (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 Bled questionnaire becomes incomplete or inaccurote.) 3 - Name of local government officer with whom filer ha employment or business relationship. A, g 9 A fi Name of Officer This section (Item 3 including subparts A, 8: C & 0) must be completed for each officer with whom the filer has an employment or other business relationship as defined by Section 17G.001(1-a),Local Government Code. Attach additional pages to this Form C1Q as necessary. F r A. Is the local government officer named in this section receiving or likely to recelve taxable income,other than investment incoine, from the fifer of the questionnaire? t Yes No t B. Is the filer of the questionnaire receiving or likely to r£cerve taxable income,oilier titin investment incomo,from or at 1io direction of the local government officer named in this section AND the taxable income is not received from the local 1 governmental entity? t f -s EJ Yes Ll No f a C. Is the fiter of this questionnaire employed by a corporation or other business entity with respect to which the local government officer senses as an offirer or difector,or holds,an ownership of 10 percent or mom? � Yes No 1 D. Describe each employment or business relationship with the local government officer named in this section. 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