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Item 4G Memo
CITY OF 5OUTHLAKE Item 4G MEMORANDUM (September 15, 2020) To: Shana Yelverton, City Manager From: Rob Cohen, Director of Public Works Subject: Approve a contract renewal for wayfinding signage replacement and repairs to Facility Solutions Group, Inc. (FSG) in an amount not to exceed $80,000. Action Requested: Approve a contract renewal for wayfinding signage replacement and repairs to Facility Solutions Group, Inc. (FSG) in an amount not to exceed $80,000. Background Information: On August 30, 2019, sealed proposals were received from one vendor for wayfinding signage replacement and repairs. On September 6, 2019, the City awarded this contract to Facility Solutions Group, Inc. with four one-year renewal options; this is the first of four renewal options. Repairs and replacements of the City's wayfinding signs are needed to prevent further damage to existing signage, update sign language and refurbish broken signs. Wind damage, sun/elements exposure and vehicle incidents have resulted in cracking and fading of some wayfinding signs, and the destruction of others. In the FY 2020 adopted budget, City Council allocated funds for the annual inspection and repairs of all wayfinding signs throughout the City. This project consisted of the first annual inspection of all existing wayfinding signs, general repairs to various signs, the replacement of monument sign panels and the refurbishment of several signs. On August 18, 2020, City Council gave direction for the construction of a mural titled "I believe in Southlake." City staff has confirmed FSG has the capability to construct the necessary frame, base and paneling for the contracted artist to paint this mural. City staff will utilize the existing contract with FSG to procure this work. Page 1 of 2 Item 4G Financial Considerations: FSG will not increase their pricing for this period of performance, September 2020 through September 2021. Below are the budgeted amounts for each project with FSG. FSG Projects Cost Wayfinding Signage Repairs $ 49,623 Art Installation $ 20,000 Contingency $ 10,000 Total $ 80,000 Funding for this agreement is available via the Hotel Occupancy Tax (HOT) Fund, as well as the Public Art Fund from the Capital Improvement Program. Expenditures will not exceed budgeted funds. Strategic Link: This item links to the City's Strategy Map strategic focus areas of Safety & Security, Mobility, and Infrastructure. It specifically relates to the City's Corporate Objectives, B2: Collaborate With Select Partners To Implement Service Solutions, B5: Enhance Service Delivery Through Continual Process Improvement, and F2: Invest To Provide & Maintain High Quality Public Assets. Citizen Input/ Board Review: None. Legal Review: The City Attorney reviewed original proposal documents as to form. Alternatives: The City Council may approve or deny the contract renewal. Staff Recommendation: Approve a contract renewal for wayfinding signage replacement and repairs to Facility Solutions Group, Inc. (FSG) in an amount not to exceed $80,000. Supporting Documents: Attachment A: Contract extension documents Staff Contact: Rob Cohen, Director of Public Works Hunter Harris, Project Manager Page 2 of 2 Attachment A August 20, 2020 Facility Solutions Group, Inc. 10212 Metric Blvd. Austin, Texas 78758 Attn: Mr. Craig Dilley Subject: Notification of Contract Renewal for Wayfinding Signage Replacement and Repairs RFP1906B360HH190019 Dear Mr. Dilley, The City of Southlake is providing notification of contract renewal for "Wayfinding Signage Replacement and Repairs RFP1906B360HH190019". This renewal shall become effective September 6, 2020, pending City Council approval (CC approval date ) and shall continue in full force based on the terms and conditions of the initial award. As a condition of contract renewal, a price adjustment may be requested by the vendor and considered by the City. Price adjustments 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 vendor's cost, not profit. Your company has indicated no price increase will be requested at this renewal. As such, all pricing, terms and conditions shall continue in full force based on the terms and conditions of the initial award. The terms and conditions proposed and accepted in this renewal agreement are as follows: Payment Terms: Net 30 days (Unless otherwise noted — such as pre- and/or partial payment) Method of Payment: Shall be made by purchasing card or purchase order. Delivery Terms: FOB Destination Delivery Locations: IF STATED IN RFP DOCUMENT Term of Contract: Shall be effective for twelve months from date of renewal and is eligible for up to three (3) more one (1) year annual renewals. City Contact: Hunter Harris 817-748-8637 Send all billing to: City of Southlake 1400 Main Street, Suite 420, Accounts Payable Southlake, TX 76092 or Email: accountspayablekci.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. Sincerely, Tim Slifka Purchasing Manager CPPO, CPPB City of Southlake 1400 Main Street, Suite 420 Southlake, Texas 76092 tslifka(kci.southlake.tx.us Attest: Fax: 817-748-8010 Amy Shelley, TRMC City Secretary Contract Renewal Accepted: Signed: Date: Approved as to Form and Legality: Mayor Laura Hill City of Southlake City Attorney Timothy Slifka From: Craig Dilley <craig.dilley@fsgi.com> Sent: Thursday, August 20, 2020 2:14 PM To: Timothy Slifka Cc: Hunter Harris Subject: Re: Contract Renewal for City of Southlake Good afternoon, No Increase Requested for this contract. Thank you. Craig Dilley • 512.494.0002 ext 19112 • www.fsgi.com 0 - On Thu, Aug 20, 2020 at 2:11 PM Timothy Slifka <tslifka@ci.southlake.tx.us> wrote: Good afternoon Craig. Our contract with FSG is up for its first renewal. Per our conversation please respond to this email with "No Increase Requested" and I will get the renewal ready for our City Council approval. Regards, Tim Timothy Slifka, CPPO, CPPB Purchasing Manager 1400 Main Street Suite 420 Southlake, Texas 76092 i Phone: 817-748-8312 Fax: 817-748-8010 CityofSouthlake.corn * Current Bidding Opportunities * Please take a moment and click on the appropriate link below to complete our Purchasing Department Survey. Your answers will help us to continually improve our services. * City Staff Survey * * Internal Staff Bid Survey * * Vendor Survey - How are we Doing? * Achievement of � In Procuremeni 2Q19 Award Winner u; SOUTHLAI<E 19 September 6, 2019 Facility Solutions Group, Inc. 10212 Metric Blvd. Austin, Texas 78758 Attn: Mr. David A. Jacobs Subject: Contract Award Notification for Wayfinding Signage Replacement and Repairs RFP]906B360HH190019 Dear Mr. Jacobs: The City of Southlake is pleased to inform you that Facility Solutions Group, Inc., of Austin, Texas, is the awarded vendor for "Wayfinding Signage Replacement and Repairs RF°P1906B360HH190019". The award and this agreement are based on your proposal to the City, copy enclosed. This is a single vendor award contract. Your company's award is attached. The terms and conditions proposed and accepted in this agreement are as follows: Payment Terms: Net 30 days (Unless otherwise noted — such as pre- and/or partial payment) Estimated Quantities: The City does not guarantee to purchase any minimum or maximum quantity but does contemplate purchasing the awarded items exclusively during the term of the contract from the successful vendors. Method of Payment: Shall be made by City procurement card or purchase order Delivery Terms: FOB Destination Delivery Locations: Vendor Delivery or City employee pick-up. Term of Contract: The term of awarded contract shall remain in effect for twelve months from date of award and is eligible for up to four (4) one (1) year annual renewals. City Contact. Hunter Harris 817-748-8637 Send all billing to: City of Southlake 1400 Main Street, Suite 440, Accounts Payable Southlake, TX 76092 or via email to accountspayable tatci.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. Sincerely, 00 T H Cq,///�. CD Tim Slifka, CPPO, CPPB Purchasing Manager, City of Southlake Zi M Attest: {/ 1400 Main Street, Suite 420 = Nxcvlpmat�pucity TRMC Southlake, Texas 76092ecretary tslifka(a)ci.southlake.tx.us �. Contract Award Accepted by 11111 r11tt00vxx�`• Signed: Date:` X11mlift" ana Yelverton. City Manager Appendix B - Proposal Sub}-mittal Checklist: (Ta determine validity of proposal) Appendix 8 (pages _9 through _19J must be included in the proposal submittal Appendix C Conflict of inttrest Forth (,page _ 19J most he included in the proposal submittal. Form 12"Certificate of Interested Part} most be included in the proposal submittal, Ste Page 2. X HU 89 and SO 252 Ste Page _16_ (Complete as required). RFP dumber: I RFP1906B36011H190019 Project Title: Wayfiin(lmg Si na a Replacement ,and Re ax>r� Submittal 3:00 P.M. (CST), FRIDAY AUGUST 302019 Deadline: Submit electronically* to: www.securebidusa.com - * Requires email account login and password Address: Lf city,state & Zi Federal Employers Identification Number # �22 -" Phone ?+cumber: 5a,-10 -r Fax Number: E-Mail Address: — .. , ,-,L-i r »_ - _ . - I, the underaigMS4 have the authority to execute this Proposal in its entirety as submitted and enter into a contract on bob& of the Proposer. Printed Name and Position of Authorized Representative r Signature of Authorized Representative Signed du -7Q —(day) of (month), I learned of this Request for Proposab by the fogowing means:. ❑ Newspaper Advertisement ❑ Southlake Website ❑ Mailed Me a Copy ❑ SecureBid U City E-mail Notification �❑p Cold Cast to City -A Other City of southlaite RFP 1906B360HH 190019 Page 9 of 20 Appendix B— Proposal (eon isued) 1. REQUIRED PROPOSAL - INFORMATION. IN ORDER FOR A PROPOSAL TO BE CONSIDERED COMPLETE, AND TO BE EVALUATED FOR A CONTRACT AWARD BY THE CITY, PROPOSER MUST SUBMIT ALL OF THE FOLLOWING I_h''FORMATION- Proposed Products and/or Services A. Product or Service Description: Proposers should utilize this section to describe the technical aspects, capabilities, features and options of the product and/or service proposed in accordance with the required Scope of Services as identified in Appendix A. Promotional literature, brochures. or other technical information may be used. B. Additional Hardware Descriptions: Proposers should also include in this section a detailed description of what additional hardware and/or software, if any, would be required by the City in order to fully utilize the goods and/or services proposed. C. Guarantees and Warranties: Each Proposer shall submit a complete copy of any warranties or guarantees provided by the manufacturer or Proposer with the Proposal submitted. D. Proiect Schedule/delivery Date: Proposer must provide a project schedule noting all projected completion dates for segments of the Project, from start-up to completion, and all delivery dates for goods covered by the RFP. The Proposal must show the number of days required to deliver and install the product or equipment after the receipt of the City's Purchase Order, 2. Cost of Proposed Products and/or Services A. Prt�cing: Pricing shall reflect the full Scope of Services defined herein, inclusive of all associated cost for delivery, labor, insurance, taxes, overhead, and profit. B. Schedule of Pricing: Proposer shall quote unit pricing in accordance with the itemized listing of products or contract segments ate in the $cope of Services and using the fol wing format: Item 4 Description. Unit Cost Hourly Labor Rate for General Sign Repair per Scope of Per Hr. Services Hourly Labor bate for General Sign Painting per Scope of Per Hr. Services S Hourly Labor Rate for Welding Services per Scope of Per Hr. Services $ Fabricate New Sign Type B. with Shop Drawings Per Each included, per Design Intent Package i $ i3 Fabricate New Sign Type C Monument, with Stop Per Each Drawings included, per Design Intent Package $ 0 , Fabricate New Sign Type D, with Shop Drawings Per Each Included, per Design Intent Package Per Each Replacement Pastel insert Type B Sign $ ` Per Sach Replacement Panel insert Type C Monument S Per Each Replacement Panel Insert Type D Sign S �.� 3 __ d City of Southlake - RFP1906B360HHIM19 Page 10 of 20 Per Each Install Breakaway Base Type B Sign per Design Intent Package $ Item # Description Unit Cost Per Each Install Sign Reinforcement Panel and Screws Type B Sign per Scope of Services $ Per Each Remove and Re -install Type B Sign for Shop -Based Repair Services $ Create and Implement Traffic Control Plan and Traffic I Per Each Control Services — As Required $ Annual Inspection and Condition Report of All Per Each Wayfinding Signs $ Discount Percentage from Manufacturer Catalog List Percentage Price for Replacement Sign Parts % Discount Other Vendor Charges. Please Describe: G(�e Per Each .� V ' Other Vendor Charges. Please Describe: Per Each $ I Qy Other Vendor Charges. ,Please DescribL' c Per Each S� other Ven ar Charges. Please Descri be � ti�,pt �, Per Each Per Each Other Vendof Charges. Please Describe; sz ram%;-fx f TOYA 1. a I ,L LINE ITEMS „ S M 3. Term of Contract and Option to Extend Any contract resulting from this RFP shall be effective for twelve months from date of award. The City anticipates that contract shall be renewed pursuant to the availability of funds and at the discretion of the City. The following clauses shall be included in the contract:. A. O tion 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.. City of Southiake REP190611360HU 190019 Page I. I of 20 B. E—calation 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. C. Price Increases U2gn 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 four percent (4%) 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 Escalation Percentage ..................... ....................... Second Additional Year Escalation Percentage .... .................................... - --I—% Third Additional Year Escalation Percentage ............................................ 4t—% Fourth Additional Year Escalation Percentage........................,........,,.........�%. Proposer's Experience 1 Staff A. lEMiect Team.- Identify all members of the Proposer's team (including both team members and management) who will be providing any services proposed and include information which details their experience. B. Removal or Replacement of Staff: If an assigned staff person must be removed or replaced for any reason, the replacement person must be approved by City prior to joining the project. C. Business Establishment: State the number of years the Proposer's business has been established and operating. If Proposer's business has changed names or if the principals operating the business operate any similar businesses under different names, or have operated any other businesses or changed the legal status or forth of the business within the last five (5 ) yearn, all names, of predecessor business names, affiliated entities, and previous business entities operated by the principals, if different than present, must be provided; Stale the number of years' experience the business has: � _: and the number of employees: �bb. D. Project Related Experience. All Proposals roust include detailed information that details the Proposer's experience and expertise in providing the requested services that demonstrates the Proposer's ability to logically plan and complete the requested project. Proposer must provide detailed information on their experience working with TxD0T on these types of services City ofSouthiske R.FP1"6R368HH1"00 Paae 12 of20 5. References Proposer shall provide four (4) references where Proposer has performed similar to or the same types of services as described herein. Reference #1: Client / Company Name: Contact Name: Contact Title_: <* I P �h_ Qc_ P.,. ^ -,. - -j - j: ,ilm,- 2495- FmhJI Date and Scope of Work Provided: 61 ri - a &A J r&-A, I Client Company Name. JO 412 Contact Name- Contact Title: Pho nk) Emaj Date and Scope of Work Provided: 5 I�wFr �V Reference 43: c_uent / Lompany Name Contact Name: 66mkt Title: ./ /1>1W I P on )? Email: Date anaScope -of Work Provided: 1 Referevee #4: Client / Company Name: C ont Contact Name: V Contact Title: pfionr. E a . mail: -dkefn Z Date and. Scope of Work- - Provided: City of Southlake RFPI906B360HHI90019 Page 13 of 20 6. 7. S. Trade Secrets and/or Confidential Information I'rade Secrets and/or Confidential Information: This proposal , (does) (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 qualities for legal protection from disclosure. Federal, State and/or Laical identification Information A. Centralized Master Bidders List registration number: W2 B. Prime contractor HUB / MWBE registration number: Al/,r f C. An individual Proposer acting as a sole proprietor must also enter the Proposers Social Security Nurnbe:r: = - 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 retrains 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 vendorsCaci.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 placard 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: Contract #: Prp 1 goC, 9. w�f' 1` Description: �� x ;rlt� / f1'ia /b'► t.I1 a r'� h Primary Contact (Name). W' CC6J Primary Contact Phone Numbers. Hoare: Cell: �� �+ U Secondary Contact (Name): Secondary Contact Phone Numbers: Home:. After Hours emergency opening fee, if applicable: $ Cell: J77-- 17 1 City of Soothlake RFP19MB360UH190019 Page 14 of 20 9. Cooperative Governmental Purchasing Notice Other governmental entities maintaining interlocal agreements with the City, may desire, but are not obligated, to purchase goads and services defined in this RFP from the successful Bidder. All purchases by governmental entities, other than the City, will he 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 RFP 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. ] Yes, Others can purchase [ No, Only the City can purchase IL CONTRACT TERMS AND CONDITIONS. EXCEPT WHERE PROPOSER MAKES SPECIFIC EXCEPTION IN THE SUBMITTED PROPOSAL, ANY CONTRACT RESULTING FROM THIS RFP WILL CONTAIN THE FOLLOfi7NG TERMS AND CONDITIONS, WHICH PROPOSER HEREBY ACKNOWLEDGES, AND TO WHICH PROPOSER :AGREES BY SUBMITTING A PROPOSAL: Delivery of Products and/or Services A. Pa anent Terms. Unless otherwise specified in the Scope of Services or otherwise agreed to in writing by the City, payment terms for the City are Net 30 days upon receipt of invoice. B. Warranty of Products and Services: All products furnished under this contract shall be warranted to be merchantable and good quality and fit for the purposes intended as described in this Proposal, to the satisfaction of City and in accordance with the specifications, terms, and conditions of the Scope of Services, and all services performed shall be warranted to be of a good and workmanlike quality. in addition to, and not in lieu of, any other express written warranties provided. C. Late Delivery or Performance: If Proposer fails to deliver acceptable goods or services within the timefrarnes established in the Project Schedule, the City shall be authorized to purchase the goods or services from another source and assess any increase in costs to the defaulting Proposer, who agrees to pay such costs within ten days of invoice. D. Title to Goads and Risk of Loss: For goods to be provided by Proposers hereunder, if any, the title and risk of loss of the goods shall not pass to City until City actually receives, takes possession, and accepts the goods and the installation of such goods, has tested the system. and determined that it is in good and acceptable working order. Miscellaneous A. Indegendenr Contractor: Proposer agrees that Proposer and Proposer's employees and agents have no employer -employee relationship with City. Proposer agrees that if Proposer is selected and awarded a contract, City shall not be responsible for the Federal Insurance Contribution Act (FICA) payments, Federal or State unemployment taxes, income tax withholding, Workers Compensation Insurance payments, or any other insurance payments, nor will City furnish any medical or retirement benefits or any paid vacation or sick leave. B. Assignments: The rights and duties awarded the successful Proposer shall not be assigned to another without the written consent of the Purchasing Manager, Such consent shall not relieve the assigner of liability in the event of default by the assignee. City of Seuthlake RFP 1906B360HH190019 Page 15 of 20 C. Liens: Proposer shall indemnify and save harmless the City against any and all liens and encumbrances for all labor, goods, and services which may be provided to the City by Proposer or Proposer's vendor(s), and if the City requests, a proper release of all liens or satisfactory evidence of freedom from liens shall be delivered to the City. D. Gratuities / Bribes: Proposer certifies that no bribes in the form of entertainment, gifts, or otherwise, were offered or given by the successful Proposer, or its agent or representative, to any City officer, employee or elected representative, with respect to this REP 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. f=.. Financial Participarion: Proposer certifies that it has not received compensation from the City to participate in preparing the specifications or RFP on which the Proposal is based and acknowledges that this contract may be terminated and/or payment withheld if this certification is inaccurate. F. Required Licenses: Proposer certifies that he holds all licenses required by the State of Texas for a provider of the goods and/or services described by the Scope of Services herein. G. Authority to Submit Proposal and Enter Contract: The person signing on behalf of Proposer certifies that the signer has authority to submit the Proposal on behalf of the Proposer and to bind the Proposer to any resulting contract. H. Com liance with ApRlicable Law: Proposer agrees that the contract will be subject to, and Proposer will strictly comply with, all applicable federal, state, and local laws, ordinances, rules, and regulations. 1. Compliance with HB 89-. Proposer agrees per RB 89 vendor shall not boycott Israel at any time while providing products ;or services to the City of Southlake. loo Yes, we agree [ ] No, we do not agree I. Compliance with SB 2 2: Proposer agrees per SB 252 vendor shall not do business with Iran, Sudan or a foreign terrorist organization while providing products or services to the City of Southlake. [ Yes, we agree [ ] No, we do not agree 3. Ftinnncial Responsibility Provisions A. Insurance: The Proposer, consistent with its status as an independent contractor, shall carry, and shall require any of its subcontractors to carry, at least the following insurance in such form, with such companies, and in such amounts (unless otherwise specified) as City may require: 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 OperationsiProducts Liability, Premises Liability, Medical Payments, Interest of Employees as additional insureds, and Broad Form General Liability Endorsements, for at Ieast 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 (S1,000,000) Combined Single Limit Bodily Injury and Property Damage. City of Southlikke RFP1906B360HH190019 Page 16 of20 Indemnification: Proposer agrees to defend, indemnify and hold harmless the City, all of its officers, Council members, agents and employees from and against all claims, actions, suits, demands, proceedings, costs, damages and liabilities, including reasonable attorneys' fees, court costs and related expenses, arising out of, connected with, or resulting from any acts or omissions of Proposer or any agent, employee, subcontractor, or supplier of Proposer in the execution or performance of this contract without regard to whether such persons are under the direction of City agents or employees. C. Bond Re uirements: Prior to the commencement of work on this Project, Proposer shall deliver to the City the following bonds issued by a good and sufficient surety licensed by the State of Texas and satisfactory to the City: A payment bond in the amount of 100% of the total contract amount insuring the full and Prompt payment of all persons performing labor and/or furnishing materials in connection with this Project; ii. A performance bond in the amount of 100% of the total contract amount insuring full, faithful, and prompt performance of the responsibilities contained in this contract within the time parameters provided herein: and iii. A maintenance bond insuring full and prompt maintenance, repair and/or replacement of the goods to be provided by Proposer for a period of two years from date of acceptance by the City. City of 5outittalce Rl P1906B360HH190019 - Page 17 of 20 Appendix C - Form CIQ f 111! 1 ► 1 • tl lrs t 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 ofhe 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: contracts or seeks to contract for the We 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 econoric development agreements; submits a bid to sell goods or services, or responds to a request for proposal for services; enters into negotiations with the City for a contract; or 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: 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 of4A and 4B 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 f tinily from a family member; a contract or purchase of less #tan $2,500 or a trartssction 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 "Confl ict 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 lirw to post the statements on the City's webs ite. 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 ofSoothlske RITP190611360I3H19+00I9 Page 18 of20 CONFLICT OF INTEREST QUESTIONNAIRE FORM CiQ For vendor or other person doing business with local governmental entity This questionnaire reflects changes trade to the law by H.B. U91. 80th Ley.. Regular Session. QFFICEUSE ONLY This questionnaire is tieing fired in accordance .%pith Chapter 176. local Government Code Rae vas by a person who has a business relationship as dew by Section 176.001(1-8) with a local governmental entity and the person meets requirements) under Section 176.006(a). By law thes questionnaire must be filed with the records administrator of the local govemmental entity not later than the 7th business day after the date the person becomes aware of facts that require the statement to be filed See Sectlon 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. Name of personwhohas a business relationship with local governmental entity. � I 2 Ghacir this box if you are filing an update to a previously filed question noire. (The low 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 ) Name of local government officer with whom filer has employment or business relationship, Name of Officer This section (gem 3 including subparts A, B. C & 111 mast be completed for each offcar with whom the filer has an employment or other business relationship as defined by Section 176.OtT1(1a91, Local Government Code. Attach additional pages to this Form ClQ 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? DYes ® No B is the filar 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? aYes = No C Is the filer of this questionnaire employed by a corporation or other business entry with respect to which the local government officer serves as an officer or director, or holds an ownership of 10 percent or more? !J Yes a No D. Descrtbe each employment or business relationship with the local govemment officer named in this section Signature of person cuing bu5mess vrith the governMental entity S 7d za D;;e Adapted 08f29f2007 City of Southlake RFPi906&%8HH190019 'Page 19 of 20 CERTIFICATE OF INTERESTED PARTIES FORM 1295 t.ofi Complete Nos.1 - 4 and 6 if there are interested parries. OFFICE USE ONLY Complete Nos. 1, Z, 3.5, and b if there are no interested parties. CERTIFICATION OF FILING 1 Name of business entity filing form, and the city, state and country of the business entity's place Certificate dumber. of business. 2019 534992 FSG Signs Austin, TX United States Date tiled: 2 Nam of govemmental entity or state agency that is a parry to the contract for which the farm is 08/30/2019 being filed. City of SouthIake Date Acknowledgied: 3 Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a description of the services, goods, or other ,property to be provided under the contract. R FP1906i3360H H190019 Wayfinding signage replacement and repairs 4 Nature of Interest Name of Interested Party City, State, Country (place of business) (check applk:at5le) CeimoliPng Intermediary 5 Check only if there is NO Interested Parry. x 6 UNSWORN DECLARATION My name is 17 and my data of bkth is My address ts fd v Eg J- (street) ram) fatale) clip code) toay) I declare under penalty of perjury that the foregoing is vue and correct. Executed ,r ' Caunry State of on the 0-day of +J 20 , (year) Signature of autho of contracting 0usiness entity .rant) Forms provided by Texas Ethics Commission www.ethics.state.tx Version V1.1.39f8039c • QUOTATION * a FSG - Signs & PURCHASE CONTRACT 10212 Metric Blvd. Date: 8/30/19 Austin Texas, 78758 Revised: p. 800-327-1104 / 512-494-0002 Job#: 92J 10603 f. 512-4940003 Sales Rep: Tim Jacobs - 922 www_fsgi.com or www.fsgsigns.corn PROJECT LOCATION:LOCATION: City of SOUTroaKe - wayfinding L:ity of Southlake Southlake, TX Southlake, TX Slifka Timothy Slifka �Timothy p, 817.748.8270 p. 817.748.8270 f. f. PROJECT DESCRIPTION ' • Brief Description or PrpleCt; SIGN TYPE QTY (General Item Unit Cost Sign Repair per Scope of Services - Hourly Labor Rate (IN FIELD) Per 'Hour $212.00 General Sign Painting per Scope of Services - Hourly Labor Rate (IN FIELD) Per Hour $212.00 General Sign Welding SeNces per Scope of Swvices - Hourly Labor Rate (IN FIELD) 1 Per Hour $212.00 Fabricate New Sign Type BB with Shop Drawings Included, Per Sign Intent Package 1 Per Each $12, T 39.00 Fabricate New Sign Type C with Shop Drawings included, Per Sign Intent Package 1 Per Each $15,554.00 Fabneate New Sign Type D with Shoo Drawings Included, Per Intent Package, with breaxaways 1 Per Each $14,080.00 Replacement Panel Insert - Type B sign - priced as installed group of (3x) panels Replacement Panel insert - Type C Monument, priced as installed group of (4x) panels 1 Replacement Panel Insert - Type D sign, priced as installed group of (4x) panels Install Breakaway Base Type B Sign per Design Intent Package Install Sign Reinforcement Panel and Screws Type B Sign, Per Scope of Services Remove and 'Re-+nstall Type B Sign for Shop -based Repair Service Create and Implement Traffic Control Plan and Traffic Control Se"ces - As Required' Annual Inspection and Condition Report of All WayflndIng Signs Discount Percentage from Manufacturer Catalog List Price for Replacement Sign Parts 1 1 1 1 Per Each Per Each. Per Ea& Per Each Per Each Per Each Per Each Per Each 0% Discount $1,652.00 $1,730.00 $1,730.00 $1,042.00 $298,00 $1.882.00 $400.00 $3,750.00 Other Vendor Charges_ Please Describe - Relevant pricing not requested on bid form General Sign Repair per Scope of Services - Hourly iabor Rare (SIGN SHOP) 1 Per Hour $69.00 General Sign Fainting per Scope of Services - Hourly Labor Race (SIGN SHOP) T Per Hour $69.00 General Sign Welding Services per Scope of 5erwces - Hourly Labor Rate (SIGN SHOP) 1 Per Hour $69.00 frtstall Sign Reinforcement Panel and Screws Type C Sign, Per Scope of Services i Per Each $298.00 istall New Sign Type 6, Per Sign Intent Package - includes shipping Per Each $1,090.00 istall New Sign Type C. Per Sign Intent Package - includes shipping Per Each $2,750.00 istall New Sign Type D, Per Sign Intent Package - includes shipping Per Each $2,31 3.00 emoval of Existing Sign Type D - curt at grade fill posts with concrete 1 Per Each $716.00 NOTE: Refurbishment pricing does not include materials. All materials charged on T&M basis (standard ovh & profit i. *Ni No previous work for the City of Southlake on these sign types required traffic control. a Contract Extras: Permits and Procurement on a time and nutwiai basis • Please make checks payable to FSG-Signs. Terms are Dw Upon C impletion, unless otherwise agreed. • Sales tax calculated at 8.25% Mess otherwise stated. Subject to change based on jurisdiction and will reflect on invoice. • This proposal may be withdrawn if not accepted within 30 days due to fluctuating steel, rnaterial and fuel casts. • Customer is to furnish all primary electrical service (120V UNLESS OTHERWISE AGRff D) and connection to the s'i� BASE inclo Rng: tuners, photocells, switches, and/ or other controls required by locar city ordinances at Customers own expense. • Installation portion of this estimate is based on adequate amass to front and backside of the install area. Unforeseen obstacles may require additional charges. a AfI private litres must be clearly marked by the customer (such as sprinkler systems and ground lighting). Any damage to private lines not clearly marked is the responsibility of the customer. a Projects that are "NEW CONSTRUCTION" are taxed on the cost of materials only taxes are charged and itemized as a pass through item to the customer. The final invoice is the controlling element of this contract (labor and materials separated on invoice), • AD Shipp�ng quotes expire after 60 days. Any price differences billed on final invoice. card to a 4% surcharge will be applied to any invoice paid over 30 days with a credit Items Tax (Exec Tax Rate ett Balance $7 r 133.50 Balance S 3: 133.50 Am Ador TSCL 924950 �.r uFa.,vau rvr u+c r,c�ar.� arru a}pcw tv • •b : Timothy Slifka / For City of SoutNake - v obs Y Fqr FSg - Signs ! 6 ., ., Job*., 92JI0603 Job Name; City of 5outhlake - Wayfindina -omreriy rtd C=oow Antw into thf fdanw.p tatnanr t—t Marva o'7'0941' l fIMz P--J-d fa tar .M femur- 4Aeat8er Above end mar. spfcNuMy a.atra W m tM —w vat d if. 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As Ide d16,Te Iw SOUTHLAI<E 10 City of Southlake REQUEST FOR PROPOSALS Proposal Reference Number: RFP 1906B360HH 190019 Project Title: Wayfinding Signage Replacement and Repairs Proposal Closing Date: 3:00 P.M.(CST), Friday, August 30, 2019 TABLE OF CONTENTS Tableof Contents................................................................................................................................ Page 1 Request for Proposals (1) Introduction.............................................................................................................................. Page 2 (2) Definitions .................. ........................ ...................................................................................... Page 3 (3) General Information ..... ....................................................................................... —.................. Page 3 (4) RFP Withdrawals and/or Amendments.................................................................................... Page 3 (5) Proposal Submittal Requirements..........................................................—............. Page 3 (6) Proposal Evaluation and Contract Award................................................................................ Page 4 Appendix A — Scope of Services (1) Project Title.............................................................................................................................Page 6 (2) Scope of Services Contact........................................................................................................ Page 6 (3) Special Conditions.................................................................................................................... Page 6 (4) Proposal Evaluation Factors..................................................................................................... Page 6 (5) Brand Manufacture Reference.................................................................................................. Page 6 (6) Key Events Schedule................................................................................................................ Page 6 (7) Scope of Services..................................................................................................................... Page 6 Appendix B — Proposal (-) Label Format for Submittal Packet's Sealed Envelope............................................................. Page 9 I Required Proposal Information (1) ,Proposed Product................................................................................................................... Page 10 (2) Cost of Proposed Product ......... ............................................................................................. Page 10 (3) Term of Contract and Option to Extend................................................................................. Page 11 (4) Proposer's Experience / Staff................................................................................................. Page 12 (5) References.............................................................................................................................. Page 13 (6) Trade Secrets and/or Confidential Information...................................................................... Page 14 (7) Federal, State and/or Local Identification Information......................................................... Page 14 (8) Emergency Business Services Contact Notice....................................................................... Page 14 (9) Cooperative Governmental Purchasing Notice...................................................................... Page 15 H Contract Terms and Conditions (1) Delivery of Products and/or Services.................................................................................... Page 15 (2) Miscellaneous...... ........................... ...................................................................................... Page 15 (3) Financial Responsibility Provisions...................................................................................... Page 16 AppendixC — Form CIQ................................................................................................................ Page 18 Appendix D a- No Intent to Summit Form ..................................................................................... Page 20 Attachment A — Sign Repair and Breakaway Detail Information— ......................................................... Attachment B — Sign Photos and Location Information............................................................................ Attachment C — Design intent Package....................................................................................................... City of Southlake - RFP 1906R360HH 190019 - Page 1 of 20 Southlake, Texas Request for Proposals 1. Introduction A. Project Overview: The City of Southlake is requesting Proposals with the intent of awarding a contract for the purchase of goods and services contained in Appendix A — Scope of Services. B.Questions: Following are contacts for questions as identified. i. RFP Clarifications: All questions related to requirements or processes of this RFP should be submitted in writing to the Purchasing Manager identified in section 2 below. ii. Scope of ServiceQuestions: 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 UP will be issued in writing by addendum posted to City website. All such addenda issued by City prior to the submittal deadline shall be considered part of the RFP. The City shall not be bound by any reply to an inquiry unless such reply is made by such formal written addendum. iv. Acknowledgement of Addenda: The Proposer must acknowledge all addenda by signing and returning such document(s) or by initialing appropriate area of the Proposal. C. Notification of Errors or Omissions: Proposers shall promptly notify the City of any omissions, ambiguity, inconsistency or error that they may discover upon examination of this R.FP.. 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 C1Q): 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 SI million. The disclosure requirement applies to a contract entered into on or after January 1, 2016. Please go to the Texas Ethics Commission webpage (\yww.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 signed please return the farm with your proposal submission. City of Southlake - RFP1906B360HH190019 - Page 2 of20 2. Definitions Proposal: The signed and executed submittal of the entirety of Appendix B — Proposal. Proposer: The Proposer and the Proposer's designated contact signing the first page of the Proposal. City of Southlake ("City"): The City of Southlake, Texas. City Secretary's Office: The office of the City Secretary of the City, located at 1400 Main Street, Suite #270. Southlake, Texas 76092. PH: (817) 748-8016; Fax: (817) 748-8270. Project: The name of this Request for Proposals as identified on the cover sheet and first page of Appendix A — Scope of Services. Purchasing Manager: The City of Southlake Purchasing Manager is Timothy Slifka CPPO, CPPB, Phone: (817) 748-8312, E-Mail: tslifka(dei.southlake.tx.us; Fax (817) 748-8048. Request for Proposals RFP): The entirety of this document, including all Appendices and Addenda. Scope of Services: The entirety of Appendix A — Scope of Services. 3. General Information A. Tax Exempt Status: City purchases are exempt from State Sales Tax and Federal Excise Tax. Do not include tax in the Proposal. City will furnish Excise Tax Exemption Certificate upon request. B. Public Inspection of Proposals: The City strictly adheres to the Texas Public Information Act (Texas Government Code Chapter 552.001, et seq.) and all other governing statutes, regulations, and laws regarding the disclosure of RFP information. Proposals are not available for public inspection until after the contract award. If the Proposer has notified the City, in writing, that the Proposal contains trade secrets or confidential information, the City will generally take reasonable steps to prevent disclosure of such information, in accordance with the Public Information Act. This is a statement of general policy only, and in no event shall the City be liable for disclosure of such information by the City in response to a request, regardless of the City's failure to take any such reasonable steps, even if the City is negligent in failing to do so. 4. RF1P Withdrawals and/or Amendments A. RFP Withdrawal: The City reserves the right to withdraw this RFP for any reason. B. RFP Amendments: The City reserves the right to amend any aspect of this RFP by formal written Addendum prior to the Proposal submittal deadline and will endeavor to notify all potential Proposers that have registered with the City, but failure to notify shall impose no obligation or liability on the City. 5. Proposal Submittal Requirements A. Submittal Packet— Required Content: All proposals must be submitted electronically. The Proposer must visit www.securebidusa.com and register. Once registered for this complimentary service, the Proposer may submit Proposal Documents electronically by selecting the appropriate Proposal Identification. B. Submittal Deadline: The deadline for submittal of Proposals shall be as identified on page 9 (nine) of Appendix B-Proposal. It is the Proposer's responsibility to have the Proposal Documents City of Southlake - RFP 1906B360H H 190019 Page 3 of 20 correctly electronically submitted by the submittal deadline. No extensions will be granted and no late submissions will be accepted. C. Proposals Received Late: Proposers are encouraged to submit their proposals as soon as possible. The time and date of receipt as recorded within the SecureBid electronic system shall be the official time of receipt. The City is not responsible for late submission regardless of the reason. Late Proposals will not be considered under any circumstances. D. Alterations or Withdrawals of Proposal Document: Any submitted Proposal may be withdrawn or a revised proposal substituted prior to the submittal deadline. Proposal Documents cannot be altered, amended or withdrawn by the Proposer after the submittal deadline, unless such alteration, amendment or withdrawal notice is approved in writing by the Purchasing Manager. E. Proposal Document Format: All Proposal Documents must be prepared in single-space type, on standard 8-1 /2" x 11" vertically oriented pages, numbered at the bottom. The City only accepts electronic submissions via www.securebidusa.com. Any other format (via telephone, fax, email, etc.) may be rejected by the City at its discretion. F. Validi Period: Once the submittal deadline has passed, any Proposal Document shall constitute an. irrevocable bid to provide the commodities and/or services set forth in the Scope of Services at the price(s) shown in the Proposal Document. Such proposal shall be irrevocable until the earlier of the expiration of ninety (90) days from the submittal deadline, or until a contract has been awarded by the City. 6. Proposal Evaluation and Contract Award: A. Proposal Evaluation and Contract Award Process: An award of a contract to provide the goods or services specified herein will be made using competitive sealed proposals, in accordance with Chapter 252 of the Texas Local Government Code and with the City's purchasing policy. The City will evaluate all proposals to determine which proposers are reasonably qualified for the award of the contract, applying the anticipated evaluation factors and emphasis to be placed on each factor as identified in the Scope of Services. The City may, at its option, conduct discussions with or accept proposal revisions from any reasonably qualified proposer. The City reserves the right to determine which proposal will be most advantageous to the City. B. Completeness: If the Proposal is incomplete or otherwise fails to conform to the requirements of the RFP, City alone will determine whether the variance is so significant as to render the Proposal non- responsive, or whether the variance may be cured by the Proposer or waived by the City, such that the Proposal may be considered for award. C. Ambiguity: Any ambiguity in the Proposal as a result of omission, error, lack of clarity or non- compliance by the Proposer with specifications, instructions and all conditions shall be construed in the favor of the City. in the event of a conflict between these standard RFP requirements and details provided in Appendix A — Scope of Services or Appendix B — Proposal, the Appendices shall prevail. D. Unit Prices and Extensions: If unit prices and their extensions do not coincide, the City may accept the price most beneficial to the City, and the Proposer will be bound thereby. E. Additional Information: City may request any other information necessary to determine Proposer's ability to meet the minimum standards required by this RFP. F. Partial Contract Award: City reserves the right to award one contract for some or all the requirements proposed or award multiple contracts for various portions of the requirements to different Proposers City of Southlake - RFP 1906B36t1H H 190019 - Page 4 of 20 based on the unit prices proposed in response to this request, or to reject any and all Proposals and re -solicit for Proposals, as deemed to be in the best interest of City. G. -Terminate for Cause: The occurrence of any one or more of the following events will justify termination of the contract by the City of Southlake for cause: i) The successful proposer fails to perform in accordance with the provisions of these specifications; or ii) The successful proposer violates any of the provisions of these specifications; or iii) The successful proposer disregards laws or regulations of any public body having jurisdiction; or iv) The successful proposer transfers, assigns, or conveys any or all of its obligations or duties under the contract to another without written consent of the City. v) If one or more of the events identified in Subparagraphs G i) through iv) occurs. the City of Southlake may, terminate the contract by giving the successful proposer seven (7) days written notice. In such case, the successful proposer shall only be entitled to receive payment for goods and services provided before the effective date of termination. The successful proposer shall not receive any payment on account of loss of anticipated profits or revenue or other economic loss resulting from such termination. vi) When the contract has been so terminated by the City of Southlake, such termination shall not affect any rights or remedies of the City then existing or which may thereafter accrue. H. Terminate for Convenience: This contract may be cancelled or terminated at any time by giving vendor thirty (30) days written notice. Vendor may be entitled to payment for services actually performed; to the extent said services are satisfactory. City of Southlake - RFP I906B360H H 190019 - Page 5 of 20 Q Appendix A — Scope of Services Project Title. Wayfinding Signage Replacement and Repairs 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. Special Conditions The following special conditions shall prevail over areas of conflict in previous pages: NONE Proposal Evaluation Factors Emphasis factor 35% Vendor Overall Price for Services 30% Vendor Ability to Provide Required Services 30% Vendor Overall Experience Providing Required Services 5% Vendor Past Experience with Cite Brand Manufacture Reference The City has determined that any manufacturer's brand defined in the Scope of Services meets the City's product and support need. The manufacturer's reference is not intended to be restrictive, and is only descriptive of the type and quality the City desires to purchase. Quotes for similar manufactured products of like quality will be considered if the Proposal is fully noted with the manufacturer's brand name and model. The City reserves the right to determine products and support of equal value, and whether other brands or models meet the City's product and support needs. Key Events Schedule Proposal Release Date Deadline for Submittal of Written Questions Sealed Proposals Due to and Opened by City Anticipated Committee Evaluation Review Date Anticipated. Award Date Scope of Services July 31, 2019 August 15, 2019 Shown on First Page of this RFP Week of September 2, 2019 September 2019 The City ofSouthlake is seeking proposals from qualified vendor(s) for the repair and maintenance of the City's existing wayfinding (refenced as type B wayfinding signage and type C (stone base design) and event signage (type D), including the fabrication and installation of new panels for the existing wayfinding signage and possible fabrication of up to I0 new wayfinding or event signs. The City has approximately 60 wayfinding and 20 event signs currently located in the City. The signage was installed mainly between 2010 and 2015 and wayfinding and event signage requires maintenance and repair. Damaged signs have varying levels of repair. Some signs will likely be able to be repaired in the field. Some repairs will require signs to be removed. On a yearly basis the City expects to allocate approximately $50,000 towards the maintenance and replacement project. The City will provide the selected vendor a repair, maintenance and fabrication schedule at the beginning of each fiscal year City of Southiake - RFP 1906133601111190019 - Page 6 of 20 (October). The vendor must receive all required approvals from TXDOT prior to any repair work commencing within TXDOT's right of way or installing new signage in TXDOT right of way. Much of the contract is expected to focus primarily on the maintenance and repair of existing signage. See Attachments A, B and C for further information. Services Required Repair and Maintenance of Wayfinding Signage (Type B and C — Approximately 60 signs) i. Repair on wayfinding signs per engineering drawings (Type B and C only)- referenced as Attachment A. Approximately 30% of the signs have detached from the base due to wind damage and must be re- welded. ii. Fabricate and replace sign panels as needed. Fabricated sign panels must meet TxDOT Standards for both TXDOT and City roadways (reflectivity, letter size, arrows). Panel replacement will occur in a set of four panels for each sign type for consistency. Applicants must provide their own engineered drawings to meet TxDOT standard. iii. Install breakaway bases for all wayfinding signage located in the City right of way, excluding stone based (Type Q. All signs in ROW must meet TxDOT breakaway standards. When applicable, new concrete must be poured for breakaway bases. iv. Clean and touch up paint as needed. Details for painting listed in attachment A. Repair and Maintenance of event sign (Type D- approximately 20 signs) Repair sign cabinet and locks as needed. Install breakaway bases. Bases must meet TxDOT standard and applicants must provide their own engineered drawings to meet TxDOT standard. Fabricate new Wayfinding (Type B and C) and Event Signs (Type D)-- New sign fabrications must be TxDOT approved and applicants must provide their own engineered drawings to meet TxDOT standard. General Scope Notes 1. For the purposes of this contract, only sign types B, C and D are to be considered. Types E though H are not considered. See attachment C for design intent. 2. Each roadside Wayfinding Signage repair and installation shall not commence without an approved OSHA standard, Traffic Control Plan (TCP), submitted to the City's Traffic Manager. Additionally, installation shall not commence without obtaining any necessary Right of Way (ROW) permits, when applicable. 3. Prior to performing any excavation operations, the Contractor shall be responsible for coordinating with City of Southlake Public Works Operations to locate all existing public underground utilities within each proposed work area. Contractor shall also be responsible for coordinating with the local third -party agency responsible for locating all private underground utility lines. 4. Repairs and installations must take place only between the hours of 7 AM to 9 PM, Monday through Friday. Other work hours may be allowed with advance permission from the project coordinator. General Sign Repairs Hourly Labor Rate for Repairs Shall Consist of, but not limited to: a. Metal repair services. City of Southlake - RFP1906B360HH190019 - Page 7 of20 b. Reinforcement of signs. c. Transport to and from sign site. d. Installation and/or removal of signs. e. Installation and/or removal of breakaway bases. General Painting Services 1. Hourly Labor hate for Painting Services shall consist of, but not limited to: a. General Surface prep for paint services. b. Priming surfaces as required. c. Additional details listed in Attachment A. General Welding Services 1. Hourly Labor hate for Welding Services shall consist of, but not limited to: a. General welding prep services. b. Welding services, regardless of type. City of Southlake - RF P1906B360H1-1190019 1'age 8 of 20 ?4 A ✓S a a�sF I I oal — �o�°_a S �xhit �Ekiiat t a i s W - ®� ROADWAY SIGNAGE. F Z g � ' s Ipt 16 Rg 8a a RS s B ROADWAY SIGNAGE CITY OF sa mnw e i 7-1 „ ROADWAY SIGNA.GE I Cm OFSOVYWAKe 4 ,a„w� inw Southlake Wayfnding Signage Repairs 09/18 SECTION 050170.61 - DECORATIVE METAL REPAIR PARTI- GENERAL 1.1 SUMMARY A. Section Includes; 1. Decorative metal repairs as follows: a. Repairing metal and replacing damaged and missing components in place. b. Removing metal for shop repair and replacement of components; reinstalling repaired metal. 1.2 DEFRgMONS A. Low -Pressure Spray: 100 to 400 psi 1.3 PREINSTALLATION MEETINGS A. Preinstallation Conference: Conduct conference at1950 E. Continental Blvd, Southlake. TX 76091". 1.4 ACTION SU131411'ITTALS A. Product Data: For each type of product. B. Shop Drawings: Include plans, elevations, and sections showing locations and extent of repair and replacement work and details of each new metal item and component and its location on the structure- C. Samples: For each exposed product and for each color and texture specified. 1.5 QUALITY ASSURANCE A. Decorative Metal Repair Specialist Qualifications: A qualified decorative metal fabrication and repair specialist. Experience installing and finishing new decorative metalwork is insufficient experience for repairing decorative metal. B. Mockups: Prepare mockups of decorative metal repair processes to demonstrate aesthetic effects and to set quality standards for materials and execution and for fabrication and installation. Prepare mockups so they are inconspicuous. DECORATIVE METAL REPAIR 050170.61 - I Southlake Wayfinding Signage Repairs PART 2 - PRODUCTS 2.1 METAL MATERIALS 09/18 A. General. Provide decorative metal materials made of the alloys, forms, and types that match existing metals and have the ability to receive finishes matching existing finishes unless otherwise indicated. 2.2 PREPARATORY CLEANING MATERIALS A. Water: Potable. B. Detergent Solution, ,lob Mixed: Solution prepared by mixing 2 cups of tetrasodium pyrophosphate (TSPP), 1 /2 cup of laundry detergent, and 20 quarts of hot water for every 5 gal. of solution required. C. Abrasive Materials: Abrasive Pads for Capper -Alloy Cleaning: Extra -fine bronze wool or plastic abrasive pads. 2.3 FASTENERS A. Fasteners: Fasteners of the same basic metal as fastened metal unless otherwise indicated. Use metals that are noncorrosive and compatible with each metal joined. I. Match existing, fasteners in material and in type of fastener unless otherwise indicated. 2. For exposed fasteners, use Phillips -type machine screws of head .profile flush with metal surface unless otherwise indicated.. 3. Finish heads of exposed fasteners to match finish of metal fastened unless otherwise indicated. B. delegated design and where the design load of anchors is not indicated. AC01 and AC 193 are for expansion anchors in masonry and mechanical anchors in concrete respectively, and AC59 and AC308 are for adhesive anchors in masonry and concrete. Do not use expansion -type anchors where expansion can cause damage to the substrate material. C. Fabricate repairs of decorative metal items and components in sizes and profiles to match existing decorative metal, with accurate curves. lines, and angles. Mill joints to a tight, hairline fit. Form assemblies and joints exposed to weather to resist water penetration and retention. 2.4 ALUMINUM FINISHES A. Mill finish. DECORATIVE METAL REPAIR 050170.61 -2 Soutltlake Wayfnding Signage Repairs 09/18 B. Baked -Enamel or Powder -Coat Finish: AAMA 2603 except with a minimum dry film thickness of 1.5 mils. Comply with coating manufacturer's written instructions for cleaning, conversion coating, application, and baking. PART 3 - EXECUTION 3.1 DECORATIVE METAL REPAIR, GENERAL A. Execution of the Work: In repairing items, disturb remaining existing work as minimally as possible and as follows: 1. Stabilize decorative metal to reestablish structural integrity and weather resistance while maintaining the existing form of each item. 2. Remove deteriorated coatings and corrosion. 3. Sequence work to minimize time before protective coatings are reapplied. 4. Repair items where stabilization is insufficient to stop progress of deterioration. 5. Repair items in place where possible. 6. Replace or reproduce items where indicated or scheduled. 7. Install temporary protective measures to stabilize decorative metal that is indicated to be repaired later. B. Mechanical Coating Removal: Use gentle methods, such as scraping and wire brushing, that will not abrade metal substrate. C. Repair Decorative Metal Item: Match existing materials and features. D. Replace Decorative Metal Component: Where indicated, duplicate andreplace items with new metal matching existing metal. Replace heavily deteriorated or missing parts or features of decorative metal with compatible materials, using surviving prototypes to create patterns or molds for duplicate replacements. 3.2 PREPARATORY CLEANING A. General; Use those methods indicated for each type of decorative metal and its location. Brushes: If using wire brushes, use brushes of same base metal composition as metal being cleaned. Use brushes that are resistant to chemicals being used. Spray Equipment: Use spray equipment that provides controlled application at volume and pressure indicated, measured at nozzle. Adjust pressure and volume to ensure that spray methods do not damage surfaces. a. Equip units with pressure gages. b. For water -spray application, use fan -shaped spray that disperses water at an angle of 25 to 50 degrees. DECORATIVE METAL REPAIR 050170.61 - 3 Southlake Wayfinding Signage Repairs 09/ 18 Uniformity: Perform each cleaning method in a manner that results in uniform coverage of all surfaces, including corners, contours, and interstices, and that produces an even effect without streaks or damaging surfaces. B. Water Cleaning: Clean with cold water applied by low-pressure spray. Supplement with natural - fiber or plastic -bristle brush. Use small brushes to remove soil from joints and crevices. C. Detergent Cleaning: Wet surface with cold water applied by low-pressure spray. Scrub surface with detergent solution and natural -fiber -bristle brush until soil is thoroughly dislodged and can be removed by rinsing. Use small brushes to remove soil from joints and crevices. Dip brush in solution often to ensure that adequate fresh detergent is used and that surface remains wet. Rinse with cold water applied by low pressure spray to remove detergent solution and soil. D. Cleaning with Abrasive Pads: Clean surfaces to remove dirt by light rubbing with abrasive pads and water. Rinse with cold water to remove residue. 3.3 REMOVAL, REPAIR, AND REINSTALLATION A. General: Perform removal work as required including decorative metal removal for repair or reinstallation. B. Defects in Painted Metal Surfaces: Repair nonload-bearing defects in existing metal surfaces, including dents and gouges more than 1l16 inch or lit inch across, and all holes and cracks by filing with metal -patching compound and sanding smooth. remove burrs and protruding fasteners. Prime iron and steel surfaces immediately after repair to prevent flash rusting. 3.4 PRIMING A. Repair Primer: Apply immediately after completing a repair_ B. Finish Primer. Apply as soon after cleaning as possible. DECORATIVE METAL REPAIR 050170,61 - 4 City of Southlake Wayfinding Signage Repair Project Request for Proposal Attachment B WAYFINDING SIGNS Sign Sign Location !address Phase Number Type Year 104 B W bound E SH 2O12 TxDOT 114 access at N White Chapel Blvd 3 Sign Sign Location Address Phase umber Type Year 105 B Eastbound E SH 245 W SH 2O12 TxDOT 114 before N 114 White Chapel Blvd Sign Sign Location Address Phase Number Type Year 107 B 1 Eastbound E SH 1101 E SH 2O13 TxDot 114 in front of 7 114 Eleven 4 Sign Number 109 Sign Location Type B I E SH 114 North TxDOT Address Phase Year 250 N 2013 Kimball Sign Sign Location Address Phase Number Type Year 1 10A B 1 Southbound 150 N 2014 Nolen at Nolen Dr FM 1709 A Sign Sign Location Address Phase Number Type Year 11013 B l Eastbound E SH 2601 E SH 2014 TxDOT 114 access 114 before N Nolen Ave Sign Sign Location Address Phase Number Type Year III B I Eastbound TxDOT 2015 TxDot frontage road ROW in before 3101 E SH front of 114 3001 E SH 114 i 5 Sign Sign Location Address Phase Number Ty Year 112 B 1 E SH 114 access 2015 TxDot road north of W Dove RD 0 Sign Sign Location Address Phase Number Type Year 203 B Westbound 140 State 2012 TxDot FM 1709 at St Carroll Ave Sign Sign Location Address Phase Number Type Year 204 B 1 Westbound 700 E 2014 TxDot Fm 1709 at Southlake Foxborough Ln 10 Sign Sign Location Address Phase Number Type Year 208 B W Southlake 232.5 W 2012 TxDot Blvd @a David Southlake Blvd Blvd Sign Sign Location Address Phase Number Type Year 209 B l Eastbound 1701 W 2013 TxDot Fm 1709 @N Southlake Peytonville Blvd Ave 11 Sign Sign. Location Address Phase Number Type Year 211 131 Eastbound 171 W 2013 TxDot FM l 709 Southlake before White Blvd IL V 12 Sign Sign Location Address. Phase Number Type Year 212 B I Eastbound 525 E 2014 TxDot Fm 1709 (?� Southlake Brvon Nelson Blvd Sign Sign Location Address Phase Number Type Year 214 B Eastbound 1 101 E 2012 TxDot Fm 1709 @ S Southlake Carroll Ave Blvd 13 Sign Sign Location Address Phase Number Type Year 15 B 1 E Southlake 2221 E 2015 TxDot Blvd (a Southlake Kimball Arne I Blvd Sign Number Sign Type Location Address Phase Year 216 B I heading Located 2015 TxDot Eastbound on on W 1709 Southlake before Shady side Oaks Dr of107 Woodglen Ct 14 Sign Sign Location Address Phase Number Type Year 301 B N Carroll Ave 620 N 2011 across from Carroll DP5 HQ Ave 7 May V��Mav TS, 20 42 561 4 37l Norft fy. Police, Fire chi. "villnicipal Court f-Town Hall 10tel& Library 4 U.S. Post Office Gov't offict�s + Shoppiq &Dining May 15, 21319 10:091 ' 4M 8 A .41 Fqor,i-Carroll Avrnue Svwlhla�e TaTfaril Courity Texas t AMC Wo'.ice Of Lk2w" StuJivas CWMR I 11P)l Ma _11, 2019117119:111 AM i h Carroll Avenue Carroll H Southlake 99 Tarrantcounty Texas Schools CITY OF SOUTRLAKL ► 9 10:15:30 AMce and Aa t Carroll Avenue f r'lu cn S Southlake TTux�i ftnll & Tarrant 'd SCounty Texas T lk,ld�� r•; Municipal Court 9 Aturninnlf' ya..... r ". 4 Municipal Cou l . CITY SOUTH A'. now - Pry Wetrast[►unty - �+ ` 4 7''7exas yet y� fa+ r� y �QMay 74, 2"' PI' Rpm]spturt. t DR[ gOD Stadil..lm" KI venue uthfake 4 a e,iwimol Nfh- County IL)r.VtriSwdirum i Texas ,''TP,irircumpii, Sports Complex v +1 a t r ql 17 Sign Sign Type Location Address Phase Number Year 308 B Northbound S 2301 E 2014 Kimball Ave Southlake Fm 1709 Blvd Sign Sign Location Address Phase Number Type Year 309A B 1 SouthlWestbound 2980 E 201 Gateway Dr at Southlake Fm 1709 Blvd May -3ap1g 1,142 PM sty eudltlae Boulevard SoMake avant counly -Texas A ),:I MI Pm a be % - cm ', -Ium 1',wo Squarc -Texas 1,61"1 Hill, 4 I)rapTi Sladlum N pvk,,c and Fire ts WJ'14,"Mg 1:44, 2241 East Continental Bou SOLJ Tarrant C T y Or Nam 19 Sign Sign Location Address Phase Number Type Year 311 B Westbound E 1121 S 2014 Continental Blvd Carroll Ave a S Carroll Ave Sign Sign Location Address Phase Number Type Year 313 B I Eastbound E 1401 E 2013 Continental Blvd Continental before Carroll[Brulow 20 Sign Sign Location Address Phase Number Type Year 314 B 1 Northbound 1481 E 2013 Brumiow Ave @ Continental E Continental Blvd Blvd Sign Sign Location Address Phase Number Type Year 315 B I Westbound E 700 E 2014 Continental Blvd Continental ,, Byron Nelson 21 Sign Sign Location Address Phase Number T e Year 316 B Eastbound E 2014 Continental Blvd ,,@ Byron Nelson pknj 22 Sign Sign Location Address Phase Number Type Year 323 B N White Chapel 2012 Dove Rd 23 Sign Sign Location Address Phase Number Type Year 324 B Westbound Dove 100 Dave 2012 Rd @ N White Rd Chapel Sign Sign Location Address Phase Number T Year 325 C Eastbound Dove 2280 N 2012 monument Rd @ N White White Chapel Blvd Chapel Blvd 24 Sign. Sign Location Address Plisse Number Type Year 326 A Northbound N. 2012 White Chapel Blvd. Sigh Sign Location Address Plisse Number Type Year 327 A N. White Chapel 2012 Blvd. at South Field Dr 25 Sign Sign Location Address Phase Number Type Year 328 A N. 'White Chapel 2012 Blvd. 6q� Pavilion Dr Sign Sign Location Address Phase Number Type Year 329 A N White Chapel 2012 Ca, N FieId Dr .f lure ctwi u jh rdd o ldW a wr y. � rt Easi:Lrove Road W Fturhl�ke �;.�f ier�tant 1 aunty Texas ! WrH� t Bob ]n®n P. +�- 4RJurvull lr�.• > 1 go by12,201 12:�}ile 1 railhead OF SOUTIIly.t:, u ' f i $'% d83i.PM `b .:. 5.2(, ?)%f Road Sodnthlake itarrant County Texas t M .. Yam. 27 Sign Sign Location Address Phase Number Type Year 332 B 1 Westbound E 1 150 E 2013 Dave Rd @ N Dove Rd Carroll Ave Sign Sign Location Address Phase Number Tvpe Year 403 Bl TxDot Davis {ROW} in 1 125 Davis 2015 front 1 125 Davis 2s Sign Sign Location Address Phase Number Type Year 404 B T.xDot Davis Blvd @ 2225 W 2012 W Southlake Southfake Blvd Blvd 29 Event Signs Sign Sign Location Address Phase Number Type Year 1 Q Event S White Chapel 100 E 2013 E Continental Continental Sign Sign Location Address Phase Number Type Year 2 D Event S White Chapel 100 W 2013 @ W Continental Continental sky_ - � -.. .tea ". �•�I ��a_�y 30 Sign. Sign Location Address Phase Number Type Year 3 D Event S White Chapel 100 S 2013 [,7a E Southlake White Blvd Chapel Sign Sign Location Address Phase Number Type Year 4 D Event Byron Nelson @ 1000 Byron 2013 E Continental Nelson 31. Sign Sign Location Address Phase Number Type Year 5 D Event S Carroll @ W 1080 S 2013 Continental Carroll Ave 32 Sign Sign Location Address Phase Number Type Year 7 G Event Crooked Ln (4) 2050 2013 E Continental Crooked Ln Sign Sign Location Address Phase Number Type Year 8 ® Event S Kimball Ave 2301 E 2013 E Southlake Southlake Blvd Blvd 33 Sign Sign Location Address Please Number Type Year 9 D Event E Highland (i 1201 N 2013 N Carroll Carroll Sign Sign Location Address Phase Number Type Year 10 D Event N Carroll @ E 1 151 N 2013 Dove Rd Dove 34 Sign Sign Location Address Phase Number Type Year l l D Event N Carroll @ E 1110E 2014 Southlake Blvd Southlake Blvd Sign Sign Location Address Phase Number Type Year 12 D Event Shady Oaks Dr 201 Shady 2014 t'7u W Dove Rd Oaks Dr 35 Sign Sign Location Address Phase Number Type Year 13 D Event S Peytonville 1000 S 2014 Ave to W Peytonville Continental Ave Blvd Sign Sign Location Address Phase Number Type Year 14 D Event Southridge 100 2014 Latices Parkway Southridge W Southla.ke Lakes Blvd Parkway 36 Sign Sign Location Address Phrase Number TV a Year 15 D Event Davis Blvd L 1 125 Davis 2013 W Continental Blvd Blvd Sign Sign Location Address Phase Number Type Year 16 D Event S Pearson Ln [a7 100 S 2014 W Southlake Pearson Ln. Blvd 37 Sign Sign Location Address Phase Number Type Year 17 D Event Bicentennial Dr 450 W 2015 (q? E Southlake Southlake Blvd Blvd Sign Sign Location Address Phase Number Type Year 18 D Event Unity Park Way 400 N 2015 @ N White White Chapel Blvd Chapel Blvd 38 Sign Sign Location Address Phase Number Type 'Year 19 D Event Westbound 3901 N 2015 South Field Dr White Chapel Blvd Sign Sign Location Address Phase Number Type Year 20 D Event 1N Kirkwood 500 W 2015 Blvd P. W Dove Dove RD CA t� u W N a m o f Ty CO m i7 �NFy iZ m N W LO O W s 4 s C � t11 m U P c i UI U c V !^. /yyWy OD M � p N N A 2 i 'r C (j. Q C Z cel.m Y " T � O Q S u z te i �® in ([f 3 � Y U it CL - 0 3 p i Y Y 4 0- Q N C v C] sic t% W a tR z Q iJ si U W CL tn LU Q Z Q' SR LL z w 0 lPl 8l o -,OTt3 E i� r L 4 C Y a4 C Q. 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