Item 4G - Memo FINAL[Type text]
Item 4G
Page 1 of 2
M E M O R A N D U M
(November 6, 2018)
To: Shana Yelverton, City Manager
From: Rob Cohen, Director of Public Works
Subject: Approve an annual purchase agreement with Stripe-A-Zone,
Inc. for pavement markings in an amount not to exceed
$125,000
Action
Requested: Approve an annual purchase agreement with Stripe-A-Zone, Inc.
for pavement markings in an amount not to exceed $125,000.
Background
Information: Southlake Public Works requires the services of a pavement
marking contractor for the installation of new pavement markings
on several paving projects. The City also uses the services of this
contractor to replace worn pavement lane markings, reflective
buttons and crosswalks throughout the City as part of an annual
maintenance program. Clean and bright pavement markings are
critical to ensuring visibility, and the safety of motorists and
pedestrians.
The City’s bidding process for this contract award was met through
an ILA with the City of Grand Prairie. Chapter 271 of the Texas
Local Government Code allows governmental entities to enter into
ILA with other governmental entities to share contracts which have
met the statutory bidding requirements as prescribed by the State
of Texas. On August 16, 2016, the City of Grand Prairie City
Council awarded Pavement Marking Service Price Agreement
Contract – RFB #16113 for the purchase for pavement markings to
Stripe-A-Zone. On August 17, 2018, the City of Grand Prairie
renewed this contract. Grand Prairie’s selection criteria have been
included in the council packet for your review (Attachment C, page
6).
Utilizing the ILA provides the Department with the ability to leverage
the contract with competitive pricing. Further, the collaborative
arrangement reduces the City’s administrative costs since Staff is
not performing any contract administration.
Item 4G
Financial
Considerations: Funding for this contract is provided in the FY 2018 annual
operating budgets for the Streets & Drainage Division, Traffic
Division, Facilities Division and the FY 2019 CIP budget.
Expenditures will not exceed budgeted funds. For the last three
fiscal years, the City has spent the following with Stripe-A-Zone,
Inc.:
• FY 2016, $ 106,237
• FY 2017, $ 57,052
• FY 2018, $ 107,112
Strategic Link: This item relates to the City’s strategy map focus areas of Safety &
Security and Mobility. It specifically relates to the City’s Corporate
Objectives of C1 Achieve the highest standards of safety &
security, C2 Provide travel convenience within City & region and B2
Collaborate with select partners to implement service solutions.
Citizen Input/
Board Review: N/A
Legal Review: N/A
Alternatives: The City Council may approve or deny this request.
Supporting
Documents: Attachment A – City of Grand Prairie Renewal Letter
Attachment B –Request for BID (RFB) # 16113 Pavement Marking
Service (Evaluation Criteria may be found on page 6)
Staff
Recommendation: Approve an annual purchase agreement with Stripe-A-Zone, Inc.
for pavement markings in an amount not to exceed $125,000.
Staff Contact: Rob Cohen, Director of Public Works
Cristina McMurray, M.P.A, C.P.M, Deputy Director of Public Works
Grand Prairie City - Contract Cover Sheet Page 1 of 1
ID 8912
Department:
Purchasing for Streets
Vendor Name:
Stripe-a-Zone
Project Name:
16113 R2 Pavement Marking Service-Stripe-a-Zone-Amendment 3
Work Order Number(s):
Account Number:
232010-63115
Contract Amount: Implementation Date: Termination Date: City Council Appr.Date:
473,933.00 8/17/2018 8/16/2019 8/16/2016
Insurer A Name: Insurer A Expiration:
Zurich American Insurance Company 11/1/2018
Insurer B Name: Insurer B Expiration:
American Guarantee&Liability Ins Co 11/1/2018
Insurer C Name: Insurer C Expiration:
Travelers Lloyds Insurance Company 11/1/2018
Insurer D Name: Insurer D Expiration:
Insurer E Name: InsurerOration:
Return Executed Copy To:
Bryce Davis,Purchasing Manager
Department Manager Signature: Date:
act-/L
sk; .201r
City Attorney Signature:
DaX(,
cte
g /o/`
City Manag puty ity Manager Signature: Date:
City Secretary Signature: Date:
eCe
http://ravingfans/gptx/CMO/ContractCoverSheet/Print.aspx?ID=8912 8/6/2018
AMENDMENT TO PRICE AGREEMENT
CITY OF GRAND PRAIRIE
STATE OF TEXAS
KNOW ALL MEN BY THESE PRESENTS:
COUNTY OF DALLAS §
THIS AMENDMENT is made and entered into this date by and between the CITY OF
GRAND PRAIRIE, a Texas municipal corporation (hereinafter referred to as the "CITY", and
STRIPE-A-ZONE(hereinafter referred to as"VENDOR").
WHEREAS, the CITY and VENDOR have entered into a price agreement to provide
pavement marking services per bid award resulting from vendor's response to RFB #16113,
submitted by David Sargent on July 20,2016;and
WHEREAS, the above referenced agreement was for an initial term of one year with the
option to renew for four additional one year periods, totaling $2,322,915.00 if all extensions
were exercised. This Contract was effective as of August 17, 2016, and was to terminate at
midnight on August 16, 2017,unless the parties mutually agreed in writing to extend the term of
the Contract through an allowable renewal option, or, unless otherwise terminated as provided in
provided in paragraph XVI of the original contract; and
WHEREAS, Change Order #1 was executed on September 28, 2016 increasing the
contract to$474,933.00 annually for added provisions for TYI and TYII 4"yellow BRK; and
WHEREAS, the first of four available renewal options was executed on July 13, 2016
and extended the term of the contract through August 16,2018; and
NOW, THEREFORE, for and in consideration of the mutual acts and covenants set out
herein,the CITY and VENDOR agree as follows:
1. The parties mutually agree to extend the term of the contract and execute the second of
the four available renewal options and extend the contract expiration to midnight on
August 16, 2019 at which time all of the work called for under this Contract must be
completed unless the parties mutually agree in writing to extend the term of the
Contract through an additional allowable renewal option, or, unless otherwise
terminated as provided in provided in paragraph XVI of the original contract;and
2. The estimated annual amount to be paid to VENDOR under such contract shall remain
the sum of$474,933.00,to reflect the contract renewal; and
3. This shall constitute an Authorization for extension of price agreement as set out in the
agreement between the parties, and an amendment to such contract. All of the terms
and conditions of the original contract shall remain in full force and effect, as amended
hereto,unless set out otherwise herein.
AMENDMENT PRICE AGREEMENT CONTRACT RFB#16113 Page 1 of 2
1
EXECUTED this the II day of J. 20/8.
CITY OF GRAND PRAIRIE,TEXAS S • PE-A-ZONE
By: OA,// By:
a Doll, Deputy City Manager Printed
Name: c. ( b Ct.r, AA--
b
ATTEST: Title: i— \
l
Cathy E. DiMaggio,City Seer to
APPROVED AS TO FORM:
Atii GW""
mi
Megan =h." ity A orney
AMENDMENT PRICE AGREEMENT CONTRACT RFB#16113 Page 2 of 2
Client#:934279 STRIPINC
ACORDTM CERTIFICATE OF LIABILITY INSURANCE
DATE(MM/DD/YYYY)
8/01/2018
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW.THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED
REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER.
IMPORTANT:If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must have ADDITIONAL INSURED provisions or be endorsed.
If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement.A statement on
this certificate does not confer any rights to the certificate holder in lieu of such endorsement(s).
PRODUCER CONTACT Pamela King
USI Southwest Dallas PHONE FAX
A/C,No,Ext):214-443-3251 AJC,No). 610-537-9894
2711 N Haskell Ave Suite 2000 E-MAREILSS: pamela.king@usi.comADDg
Dallas,TX 75204
214443-3100
INSURER(S)AFFORDING COVERAGE
16535
NAIC#
INSURER A:Zurich American Insurance Company
INSUREDINSURER B:American Guarantee&Liability Ins Co 26247
Stripe-A-Zone,Inc.
INSURER C:Travelers Lloyds Insurance Company 41262
Diamond"S"Striping,Inc.
2714 W.Sherman
INSURER D
Grand Prairie,TX 75051
INSURER E
INSURER F:
COVERAGES CERTIFICATE NUMBER:REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
LTRR
TYPE OF INSURANCE NWSR VD POLICY NUMBER
POLICY EFF POLICY EXP
MM/DDIYYYY) (MM/DD/YYYY) LIMITS
A X COMMERCIAL GENERAL LIABILITY GLO706419000 11/01/2017 11/01/2018 EACH OCCURRENCE 1,000,000
CLAIMS-MADE X OCCUR PREMISES(EaEoccccurRENTED $300,000
X PD Ded:5,000 MED EXP(Any one person) $5,000
PERSONAL&ADV INJURY $1,000,000
GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $2,000,000
POLICY X ECOT LOC PRODUCTS-COMP/OP AGG $2,000,000
OTHER:
A AUTOMOBILE LIABILITY BAP106419300 11/01/2017 11/01/2018EaOMBIaccident)NED SINGLE LIMIT 1,000,000
X ANY AUTO BODILY INJURY(Per person) $
OWNED SCHEDULED
AUTOS ONLY AUTOS
BODILY INJURY(Per accident) $
X AUTOS ONLY X NON-OWNED PROPERTY DAMAGE
AUTOS ONLY Per accident)
B x UMBRELLA LIAB X OCCUR AUC106434000 11/01/2017 11/01/2018 EACH OCCURRENCE 10,000,000
EXCESS LIAB CLAIMS-MADE AGGREGATE 10,000,000
DED X RETENTION$10,000
A WORKERS COMPENSATION WC106419200 11/01/2017 11/01/2018 X PER OTH-
AND EMPLOYERS'LIABILITY STATUTE ER
Y/N
ANY PROPRIETOR/PARTNER/EXECUTIVE E.L.EACH ACCIDENT 1,000,000
OFFICER/MEMBER EXCLUDED? N N/A
Mandatory In NH) E.L.DISEASE-EA EMPLOYEE $1,000,000
If yes,describe under
DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $1,000,000
C Rented/Leased Eqp 66005286319 11/01/2017 11/01/2018 $250,000
2,500 Deductible
DESCRIPTION OF OPERATIONS/LOCATIONS I VEHICLES(ACORD 101,Additional Remarks Schedule,may be attached if more space is required)
RE: 16113 Pavement Marking Service.
The General Liability policy contains a blanket additional insured endorsement that provides additional
insured and primary and non-contributory status for ongoing and completed operations only when there is a
written contract between the named insured and the certificate holder that requires such status.
See Attached Descriptions)
CERTIFICATE HOLDER CANCELLATION
Ci of Grand Prairie
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
Attn:A.Bryce Davis ACCORDANCE WITH THE POLICY PROVISIONS.
326 W Main St
Grand Prairie,TX 75050 AUTHORIZED REPRESENTATIVE
1988-2015 ACORD CORPORATION.All rights reserved.
ACORD 25(2016/03) 1 of 2 The ACORD name and logo are registered marks of ACORD
S23625374/M21912271 RXCZP
DESCRIPTIONS (Continued from Page 1)
The Auto policy contains a blanket additional insured endorsement that provides blanket additional insured
status only when there is a written contract between the named insured and the certificate holder that
requires such status.
The Auto policy contains a primary and non-contributory endorsement that provides primary and non
contributory status only when there is a written contract between the named insured and the certificate
holder that requires such status.
The General Liability policy contains a blanket waiver of subrogation endorsement that provides waiver of
subrogation only when there is a written contract between the named insured and the certificate holder that
requires such status.
The Auto policy contains a blanket waiver of subrogation endorsement that provides waiver of subrogation
only when there is a written contract between the named insured and the certificate holder that requires
such status.
The Workers Compensation policy contains a blanket waiver of subrogation endorsement that provides waiver
of subrogation only when there is a written contract between the named insured and the certificate holder
that requires such status.
SAGITTA 25.3(2016/03) 2 of 2
S23625374/M21912271
Specification
1
REQUEST FOR BID
RFB #16113
PAVEMENT MARKING SERVICE
GENERAL INFORMATION
1. PROJECT SCOPE
It is the intent of this specification to obtain an annual price agreement for the purchase of
pavement marking services for the City of Grand Prairie. These services shall include
but not limited to furnishing and placing of hot applied thermoplastic reflective pavement
markings of extruded and/or sprayed thermoplastic compound and the removal of
existing pavement markings on a work order basis. This agreement will begin on or after
August 17, 2016.
1.1 The pavement markings to be applied generally will consist of crosswalk lines,
stop lines, crosshatch lines, symbols, legends and arrows, channelizing lines, and
short sections of centerlines and lane lines. Several "typical" Intersection
Marking Program drawings showing some of the types of markings are attached
to these specifications as Attachment A for general information only.
1.2 The pavement that the thermoplastic markings will be applied to will be primarily
asphalt. Some pavements may have been rejuvenated by means of a "chip seal"
or "slurry seal" surface treatment. Some pavements may be Portland Cement
Concrete.
2. REQUIREMENTS - Services shall include but not limited to the following:
2.1 Vendor shall furnish all equipment, materials, service, labor, and all
miscellaneous items necessary for the required pavement preparation, layout, and
completion of the pavement marking installation
2.2. Standards - All markings shall be installed in accordance with the following:
2.2.1 Manual on Uniform Traffic Control Devices for Streets and Highways
(MUTCD), published by the Texas Highway Administration, latest
edition.
(http://www.txdot.gov/government/enforcement/signage/tmutcd.html)
2.2.2 TXDOT Pavement Marking Handbook
(http://onlinemanuals.txdot.gov/txdotmanuals/pmh/pmh.pdf)
2.2.3 These specifications and special provisions; and
Specification
2
2.2.4 Work orders issued by the Street Division, which will include appropriate
drawings from the TXDOT Pavement Marking Standard Detail Sheets.
(ftp://ftp.dot.state.tx.us/pub/txdot-info/cmd/cserve/standard/traffic/pm1-
12.pdf)
2.2.5 In the event of conflict between the above standards, the work orders and
the drawings attached thereto shall take precedence.
2.3 THERMOPLASTIC, HOT APPLIED – ATTACHMENT A
The attached specification shall govern for the materials, composition, quality,
sampling, and testing of thermoplastic, hot applied, and materials utilized in its
application to the roadway surface.
2.4 ELIMINATING EXISTING PAVEMENT MARKINGS & MARKERS –
ATTACHMENT B
The attached specification shall govern for the elimination of existing pavement
markings of the various types and sizes, and raised pavement markers as shown on
the plans or as directed by the Engineer.
2.5 PAVEMENT SURFACE PREPARATION FOR MARKINGS –
ATTACHMENT C
The attached specification shall govern for the surface preparation of pavement
surface areas prior to placement of pavement markings or raised pavement markers.
2.6 RAISED PAVEMENT MARKERS – ATTACHMENT D
The attached specification shall govern for the materials, composition, quality,
sampling, and testing of raised pavement markers of the various classes and types
shown on the plans.
3. QUALIFICATIONS
3.1 The Vendor must be have a minimum of five years’ experience in the application
of hot thermoplastic retro-reflective pavement markings at intersections, on
streets, and highways that are open to traffic. Bidders that cannot demonstrate
successful previous experience in work of the type in this agreement will be
considered not responsible and will not be considered for award of agreement.
3.2 The Vendor must possess (own or rent) and/or assure the availability of sufficient
equipment, meeting the requirements, to successfully pursue the work in this
agreement.
3.3 Personnel employed by the Vendor for work on this agreement shall be
experienced in operating the striping equipment, requiring little or no training
necessary to expeditiously commence the work and pursue it to completion.
Before the City will authorize the Vendor to start work, the Vendor shall inform
the City representative of the names and specific jobs of the Vendor's employees
assigned to the Agreement. Any personnel replacements or job assignment
changes during the Agreement must be reported immediately to the City
representative and any replacement personnel must meet the personnel experience
qualifications stated above. If, at any time, the City representative believes that
inexperienced personnel are being employed, the City representative may halt the
work until experienced personnel are provided.
Specification
3
4. LOCATIONS
The specific locations of work are not listed herein, but will be assigned via written work
order by the City’s representative during the duration of the agreement. Each work order
will specify the locations, items, and estimate quantities of work to be performed. The
City may add, delete, or change the work locations or details of the markings layouts 'at
any time during the work period, with at least two (2) working days prior notice to the
Vendor.
5. RATE OF PURSUING THE WORK
5.1 The Vendor shall start the work required by each work order within two weeks of
notification and complete the work, no later than one (1) calendar month after
receipt of the work order. The only exception to this requirement will be
extenuating circumstance as may be accepted by the City representative.
Requests for exceptions due to extenuating circumstances must be made in
writing to the City representative within 48 hours of the occurrence. The City
representative’s decision on extenuating circumstances will be final.
5.2 Lost work days due to holidays, weather, break-down or non-availability of
materials or of Vendor's equipment shall not be allowed as an excuse for not
meeting the required schedule. The Vendor shall assure that necessary materials
and equipment are available for use on this Agreement. Each day that a work
order is not completed after the one (1) month allowed shall be considered failure
to pursue the work at an adequate rate. See “Default on Agreement”.
6. DEFAULT OF AGREEMENT
6.1 In the event of any of the following conditions, the City may consider the Vendor
to have defaulted on the agreement:
6.1.1 Failure of the Vendor to start work within 30 days from the issuance of the
work order.
6.1.2 Failure of the Vendor to pursue the work at an adequate rate such that,
Liquidated Damages are eligible to be assessed in excess of 14 calendar
days total.
6.2 Default on the agreement may result in termination of the agreement.
7. SCHEDULING AND RECORD KEEPING
7.1 The Vendor shall designate a foreman in charge of the daily striping work. Each
Monday morning, (Tuesday morning following a Monday City holiday), the
Vendor shall submit a weekly written schedule of work to the City representative.
The schedule shall be verbally updated each working day (i.e. progress report on
accomplishments and schedule changes) by the Vendor’s foremen. This daily
contact with the City representative is required.
Specification
4
7.2 A permanent written log of each day’s work shall be maintained by the Vendor.
This daily log shall consist of the name of the intersecting roadways, the work
order number that was executed, the markings actually installed, the approximate
time of day that the markings were installed, the quantity (L.F., Sq. Ft., or each)
of each bid item installed at locations, and any other comments as may be
desirable. A copy of the daily logs and completed work orders for the previous
week’s work shall be submitted no later than each Tuesday. Repeated failure to
turn in logs and completed work orders when due may result in assignment of one
(1) day of Liquidated Damages for each occurrence.
7.3 If there are locations that the Vendor desires to do at night or during other than
normal working hours for his own convenience, the Vendor shall submit a request
in writing to the City representative at least three (3) working days in advance of
any intended work on nights, weekends, or holidays, and shall not undertake such
work without the approval of the City representative.
7.4 Provisions must be made, at the Vendor’s expense, for adequate lighting of the
marking operation and additional traffic control devices required for night time
work. For night work, a minimum of six (6) 3000 watt lights shall be used to
illuminate the area where pavement markings are being installed or removed.
These lights shall be positioned so they do not interfere with the travelling public.
Night work is defined as any work occurring between one-half (1/2) hour after
sunset and one-half (1/2) hour before sunrise.
8. DELIVERY OF MATERIAL
8.1 It shall be the Vendor’s responsibility to see that merchandise is delivered within
or adjacent to the area of installation repair as specified by the City.
8.2 The work described in this specification shall be done with the least
inconvenience. Vehicles must have egress capabilities at all times. The amount
of time that normal operations are interrupted must be kept to an absolute
minimum and shall be coordinated with the City representative.
8.3 The Vendor is responsible to protect all existing and newly installed work,
materials, equipment, improvements, utilities, structures, and vegetation at all
times during the course of this agreement. Any property or incidentals damaged
during the course of this agreement shall be repaired or replaced to the
satisfaction of the City representative.
9. SAFETY REQUIREMENTS
9.1 The Contractor must be thoroughly familiar with all prevailing safety measures
pertinent to its operation and shall meet or exceed those measures. This shall
include, but not necessarily be limited to Environmental Health Agency (EPA)
regulations, State of Texas regulations, local city ordinances, and Occupational
Safety and Health Agency (OSHA) regulations. In addition, the Contractor shall
be wholly responsible for instructing its employees in these safety measures and
seeing that they are fully complied with in every respect.
9.2 Vendor will provide all required safety signage, barricades, and flashers/strobes.
Specification
5
9.3 All employees shall follow all applicable safety procedures, have appropriate fuel
safety training certification when required by federal or state law, have immediate
access to all appropriate safety equipment, and shall be trained in the use of that
equipment.
9.4 All vehicles shall have proper safety signage, be fit for their intended purpose,
and meet all FAA, OSHA, and State of Texas requirements.
9.5 Vendors discovered working without necessary safety devices or equipment in
place will be required to stop all work in progress until adequate equipment has
been obtained and approved by to the Contract Administrator.
9.6 Any hazardous condition or any damage to City property is to be immediately
reported to the City Contract Administrator.
9.7 Vendor will not permit unsafe practices. Examples of unsafe practices include but
are not limited to: using inappropriate equipment for the job, operating with one
arm of a bat wing mower raised with blades exposed and spinning, removing chains
or other safety devices from equipment, traveling with an operator sitting in the back
of a pickup truck with the tailgate lowered and operating mowing equipment at
excessive speed. Unsafe practices will be grounds for termination of the contract.
10. IMPLIED WORK
All incidental work required by the drawings and specifications, for which no payment is
specifically provided, and any work or materials not therein specified which are required
to complete the work and which may fairly be implied as included, shall be done or
furnished by the Vendor without extra compensation.
11. DAMAGE TO PROPERTY
In case any direct or indirect damage is done to public or private property by or because
of the work, or in consequence of any act or omission on the part of the Vendor, his
employees or agents, the Vendor shall, at his own cost, restore such property to a
condition similar or equal to that existing before such damage was done, by repairing,
rebuilding, or otherwise restoring, as may be required by the City representative, or shall
make good such damage in a satisfactory manner; and in case of failure on the part of the
Vendor to promptly so restore or make good such damage, the City representative may,
upon 48 hours written notice, proceed to repair, rebuild, or otherwise restore such
property as may be necessary, and the cost thereof will be deducted from any monies due
to become due the Vendor under the Agreement; or the Chief Administrative Officer may
deduct from any monies due the Vendor a sum sufficient, in the judgement of the City
representative, to reimburse the owners of the property so damaged.
Specification
6
12. PROCUREMENT SCHEDULE
The projected schedule for this procurement is as follows:
13. CONTACT
Information, questions or clarification concerning the intent of this RFB should be in
writing and addressed to Angi Mize, Sr. Buyer at amize@gptx.org / 972-237-8262 no
later than July 20, 2016, at 4:30 pm (CST). City of Grand Prairie’s response to
questions and requests for clarification will be posted to BidSync (www.bidsync.com) by
July 21, 2016 at 4:30 pm (CST).
14. EVALUATION CRITERIA
The following evaluation criteria will be utilized in the selection of a vendor:
Price 40%
Reputation 30%
Experience 20%
Past Relationship with the City and/or other Municipalities 10%
TOTAL 100%
15. AGREEMENT TERMS AND AWARD
The price agreement shall be for an initial period of one year with four, one year renewal
options. The price agreement shall be awarded to the vendor(s) submitting the bid(s)
deemed to be in the best interest of the City. The City of Grand Prairie reserves the right
to award a separate agreement to separate vendors for each item/group, to award one or
multiple agreement(s) for portions of the bid or to award one agreement for the entire bid.
The City may also award one Primary and one Secondary vendor per item/category, by
portions or for the entire bid. The City of Grand Prairie may award to a single vendor,
multiple vendors, or use any combination that serves the best interest of the City.
16. CONTRACT AWARD
Vendor selected for contract will be required to return an executed contract to the City, a
certificate of insurance naming the City as an additional insured, and a notarized copy of
Form 1295 Certificate of interested parties within 10 days of the notice of award.
Activity Target Dates
Release Bid Monday, July 11, 2016
Deadline for Questions Wednesday, July 20, 2016
Responses to Questions Thursday, July 21, 2016
Deadline for Receipt of Bids Monday, July 25, 2016
Council Date Tuesday, August 16, 2016
Specification
7
17. SUBMITTAL - ITEMS TO BE SUBMITTED
Interested parties should submit all of the following items for consideration in the order
stated:
A. Bid Pricing (Attachment A)
B. Questionnaire & References (Attachment B)
C. Conflict of Interest Questionnaire (Attachment C)
D. Submittal Affirmation Form (Attachment D)
E. OR Statement of No Response (Attachment G)
Vendor must submit at least one hard copy and one electronic (flash drive or CD) copy or
via www.bidsync.com for an annual fee of $60. Bids must be submitted no later than
the response deadline of July 25, 2016 by 2:00 p.m. to:
Angi Mize, Sr. Buyer
Purchasing Division
326 Main Street
Grand Prairie, Texas 75050
Late responses will be unopened and not accepted for consideration. The City of Grand
Prairie is not responsible for lateness or failure of timely delivery via mail (whether delays are
internal/external), e-mail, carrier, etc. Please ensure you allow time to provide your response
timely so that you may be properly considered.
The City reserves the right to reject any or all responses, to waive formalities, award a separate
agreement to separate vendors for each item/group, or to award one agreement for the entire bid.