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Item 4DCITY OF SOUTH LAKE MEMORANDUM May 16, 2023 To: Shana Yelverton, City Manager From: Sharen Jackson, Chief Financial Officer Timothy Slifka, Purchasing Manager Subject: Item 4D Reject proposal Requested Highway Gore Highway, and Parking Lot Services. Action for RFP2301 B540JC230002 Provide As - Points Sweeping, General Highway, Non - Sweeping and Related Debris Removal Requested: Reject submitted proposal for this service Background Information: This proposal was a joint venture between the City of Southlake and the City of Bedford to establish contract rates for street sweeping services. Southlake was the lead agency and accepted proposals on behalf of both cities. Only one submission was received. Upon review of the submission, both cities determined it is in the best interest to reject the submission and seek other options. Financial Considerations: None Strategic Link: Focus Area — Partnerships and Volunteerism B2 — Collaborate with select partners to implement service solutions F1 — Adhere to Financial Management Principles & Budget F3 — Achieve Fiscal Wellness Standards Citizen Input/ Board Review: None Legal Review: None Alternatives: Deny rejection and accept submitted proposal Supporting Documents: Bid Tabulation Information Staff Recommendation: Reject the submitted proposal for RFP2301 B540JC230002 Provide As -Requested Highway Gore Points Sweeping, General Highway, Non -Highway, and Parking Lot Sweeping and Related Debris Removal Services. SOUTHLAICE 9 Proposal Opening Sheet for Provide As -Requested Highway Gore Points Sweeping, General Highway, Non -Highway, and Parking Lot Sweeping and Related Debris RFP230113540JC230002 TIM SLIFKA Date 3-31-2023 Signature Company Submitted Electronically Through Bonfire Appendix B Signed CD Included Sample Included Addendum # 1 Included And Signed Addendum # 2 Included And Signed Sweeping Corporation of America, LLC Yes Yes N/A N/A N/A N/A 0 No Intent 0 Non -Submission 1 Intent to Bid 11 Document Takers 46 Vendors Invited via Bonfire CITY OF SOUTHLAKE DEPARTMENT: Parks & Public Works BID TABULATION FORM DUE : 3/31/zoz3 RFP #: RFPD J.,0JC230002 Form Prepared By: Tim Slifka for Parks and Public Works Name of Vendor Sweeping Corporation of Date Prepared: 4-20-2023 America LLC HUB Vendors: Not Contact Name: Erin Quinn required. Formal Proposal Process. 11 Document Contact Number: 817-268-4100 takers. 46 Vendors invited to submit via Bonfire. 9000 Trinity Blvd Hurst, Physical Address: Texas 76053 CMBL Identified HUB Vendor Yes/No No ITEM Description: Item 1-1. Kirkwood at 114 Entry and Exit Gore Points $ 600.00 Item 1-2. Dove at 114 Entry and Exit Gore Points $ 1,500.00 Item 1-3. White Chapel at 114 Entry and Exit Gore Points $ 1,500.00 Item 1-4. Carroll at 114 Entry and Exit Gore Points $ 1,500.00 Item 1-5. Kimball at 114 Entry and Exit Gore Points $ 1,500.00 Item 1-6. 1709 at 114 Entry and Exit Gore Points $ 1,500.00 Item 1-7. Vendor Mobilization Fee to Provide Gore Point Services for all locations $ 150.00 Item 2-1. Per Highway Lane Mile Fee for Additional Highway Sweeping Services 1-50 Lane Miles Serviced $ 2,40.00 Item 2-2. Per Highway Lane Mile Fee for Additional Highway Sweeping Services 51 Miles and Above Lane Miles 1 Serviced $ 240.00 Item 2-3. Mobilization Fee for Highway Lane Sweeping Services 1- 50 Lane Miles Serviced $ 150.00 Item 2-4. Mobilization Fee for Highway Lane Sweeping Services 51 Lane Miles and Above Serviced $ 150.00 Item 2-5. Per Curb Mile Fee for Additional Non -Highway Sweeping 1 Services 1-50 Curb Miles Serviced $ 180.00 Item 2-6. Per Curb Mile Fee for Additional Non -Highway Sweeping Services 51 and Above Curb Miles Serviced $ 180.00 Item 2-7. Mobilization Fee for Non -Highway Sweeping Services 1-50 Curb Miles Serviced $ 150.00 Item 2-8. Mobilization Fee for Non -Highway Sweeping Services 51 and Above Curb Miles Serviced $ 150.00 Item 2-9. Parking Lot Sweeping Services Per Sq. Ft. $ 0.0024 Item 2-10. 1 Special Sweeping Services Per Scope of Services Per Hour $ 250.00 Item 3-1. Public Works Service Center - 1813 Reliance Pkwy. - Weekly $ 180.00 Item 3-2. Fire Station # 1 - 1816 Bedford Rd. Once a month every other month beginning January of each year $ 240.00 Item 3-3. Fire Station # 2 - 3940 Martin Drive. Once a month every 1 other month beginning January of each year $ 240.00 Item 3-4. Fire Station # 3 - 541 Bedford Rd. Once a month every other month beginning January of each year $ 240.00 Item 3-5. Law Enforcement Center - 2121 L. Don Dodson. Two (2) time per year January and June $ 240.00 Item 4-1. Available Additional Vendor Items or Fees Not Specifically Listed $ Item 4-2. Available Additional Vendor Items or Fees Not Specifically Listed $ Item 4-3. Available Additional Vendor Items or Fees Not 1 Specifically Listed $ Total 1 Service All Items $ 11,080.00 Item 27. First Additional Year Escalation Percentage 3% Item 28. Second Additional Year Escalation Percentage 3% Item 29. Third Additional Year Escalation Percentage 3% Item 30. Fourth Additional Year Escalation Percentage 3% Item 31. First Additional Year Escalation Cost $ 11,412.40 Item 32. Second Additional Year Escalation Cost $ 11,754.77 Item 33. Third Additional Year Escalation Cost $ 12,107.42 Item 34. Fourth Additional Year Escalation Cost $ 12/470.64 Total: $ 58,825.24 NOTE TO PURCHASING MANAGER: Request award to _Sweeping Corporation of America LLC_ for the following reason(s): Low Bid Delivery Time _X_ Other Best Value City of Southlake REQUEST FOR PROPOSALS Proposal Reference Number: 2301B540JC230002 Project Title: Provide `As -Requested' Highway `Gore Points' Sweeping, General Highway, Non -Highway, and Parking Lot Sweeping and Related Debris Removal Services Proposal Closing Date: 3:00 P.M.(CST), Friday, March 31, 2023 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) Estimated Quantities................................................................................................................ Page 3 (6) Proposal Submittal Requirements............................................................................................ Page 3 (7) Proposal Evaluation and Contract Award................................................................................ Page 4 Appendix A — Scope of Services (l ) 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 10 I Required Proposal Information (1) Proposed Product................................................................................................................... Page 11 (2) Cost of Proposed Product....................................................................................................... Page 11 (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 II 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 — No Intent to Submit Form...................................................................................... Page 20 Attachment A — Various Aerial Maps......................................................................................................... City of Southlake - RFP230IB540JC230002 - 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 Service Questions: All questions related to the scope of services should be submitted in writing to the contact person(s) noted in Appendix A — Scope of Services. iii. Replies: Responses to inquiries which directly affect an interpretation or effect a change to this RFP will be issued in writing by addendum posted to City website. All such addenda issued by City prior to the submittal deadline shall be considered part of the RFP. The City shall not be bound by any reply to an inquiry unless such reply is made by such formal written addendum. iv. Acknowledgement of Addenda: The Proposer must acknowledge all addenda by signing and returning such document(s) or by initialing appropriate area of the Proposal. C. Notification of Errors or Omissions: Proposers shall promptly notify the City of any omissions, ambiguity, inconsistency or error that they may discover upon examination of this RFP. The City shall not be responsible or liable for any errors and/or misrepresentation that result from the solicitations which are inadvertently incomplete, ambiguous, inconsistent or obviously erroneous. D. Conflict of Interest Questionnaire (Form CIO): A person or business, and their agents, who seek to contract or enter into an agreement with the City, are required by Texas Local Government Code, Chapter 176, to file a conflict of interest questionnaire (FORM CIQ) which is found in Appendix C. The form must be filed with the City Secretary no later than seven (7) days after the date the person or business begins contract discussions or negotiations with the City, or submits an application, response to a request for proposals or bids, correspondence, or other writing related to any potential agreement with the City. E. Form 1295 Certificate of Interested Parties: In 2015, the Texas Legislature adopted House Bill 1295, which added section 2252.908 of the Government Code. The law states that a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. The law applies only to a contract of a governmental entity or state agency that either (1) requires an action or vote by the governing body of the entity or agency before the contract may be signed or (2) has a value of at least $1 million. The disclosure requirement applies to a contract entered into on or after January 1, 2016. Please go to the Texas Ethics Commission webpage (www.ethics.state.tx.us) for full instructions and to complete the required steps for creation of Form 1295. Once the form is completed online, printed and signed please return the form with your proposal submission. City of Southlake - RFP230IB540JC230002 - Page 2 of 20 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@ci.southlake.tx.us; Fax (817) 748-8010. Request for Proposals (RFP): The entirety of this document, including all Appendices and Addenda. Scope of Services: The entirety of Appendix A — Scope of Services. 3. General Information A. Tax Exempt Status: City purchases are exempt from State Sales Tax and Federal Excise Tax. Do not include tax in the Proposal. City will furnish Excise Tax Exemption Certificate upon request. B. Public Inspection of Proposals: The City strictly adheres to the Texas Public Information Act (Texas Government Code Chapter 552.001, et seq.) and all other governing statutes, regulations, and laws regarding the disclosure of RFP information. Proposals are not available for public inspection until after the contract award. If the Proposer has notified the City, in writing, that the Proposal contains trade secrets or confidential information, the City will generally take reasonable steps to prevent disclosure of such information, in accordance with the Public Information Act. This is a statement of general policy only, and in no event shall the City be liable for disclosure of such information by the City in response to a request, regardless of the City's failure to take any such reasonable steps, even if the City is negligent in failing to do so. 4. RFP Withdrawals and/or Amendments A. RFP Withdrawal: The City reserves the right to withdraw this RFP for any reason. B. RFP Amendments: The City reserves the right to amend any aspect of this RFP by formal written Addendum prior to the Proposal submittal deadline and will endeavor to notify all potential Proposers that have registered with the City, but failure to notify shall impose no obligation or liability on the City. 5. Estimated Quantities The City does not guarantee to purchase any minimum or maximum quantity but does contemplate purchasing exclusively during the term of the contract from the successful vendor. 6. Proposal Submittal Requirements A. Submittal Packet — Required Content: All proposals must be submitted electronically. The Proposer must visit https:Hsouthlake.bonfirehub.com/login and register. Once registered for this complimentary service, the Proposer may submit Proposal Documents electronically by selecting the appropriate Proposal Identification. City of Southlake - RFP2301 B540JC230002 - Page 3 of 20 B. Submittal Deadline: The deadline for submittal of Proposals shall be as identified on page 10 ten) of Appendix B-Proposal. It is the Proposer's responsibility to have the Proposal Documents correctly electronically submitted by the submittal deadline. No extensions will be granted and no late submissions will be accepted. 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 Bonfire 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 I F vertically oriented pages, numbered at the bottom. The City only accepts electronic submissions via https://southlake.bonfirchub.com/login. Any other format (via telephone, fax, email, etc.) may be rejected by the City at its discretion. F. Validity Period: Once the submittal deadline has passed, any 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. 7. 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. City of Southlake - RFP230IB540JC230002 - Page 4 of 20 F. Partial Contract Award: City reserves the right to award one contract for some or all the requirements proposed or award multiple contracts for various portions of the requirements to different Proposers based on the unit prices proposed in response to this request, or to reject any and all Proposals and re -solicit for Proposals, as deemed to be in the best interest of City. 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 - RFP230IB540JC230002 - Page 5 of 20 2. 0 Appendix A — Scope of Services Project Title: Provide `As -Requested' Highway `Gore Points' Sweeping, General Highway, Non - Highway, and Parking Lot Sweeping and Related Debris Removal Services 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: The City of Southlake (Lead Agency) has an interlocal agreement with the City of Bedford and they have expressed an interest in being a participating entity in this proposal. Vendor MUST check yes in the Cooperative Governmental Purchasing Notice on page fifteen (15) to be considered for award. Failure to check yes may result in proposal rejection. Proposal Evaluation Factors Emphasis Factor 35% Vendor Overall Price for Services 35% Vendor Experience Providing Required Services 30% Vendor Ability to Provide Required Services 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 February 28, 2023 March 21, 2023 Shown on First Page of this RFP April 2023 April 2023 The City of Southlake is seeking a vendor(s) to provide `As -Requested' highway `Gore Points' sweeping, general highway, non -highway, and parking lot sweeping and debris removal services. The City of Southlake (Lead Agency) has an interlocal agreement with the City of Bedford and they have expressed an interest in being a participating entity in this proposal. Vendor MUST check yes in the Cooperative Governmental Purchasing Notice on page fifteen (15) to be considered for award. Failure to check yes may result in proposal rejection. City of Southlake - RFP230I B540JC230002 - Page 6 of 20 Vendor will be paid on an "As Performed / As Requested" basis. The City anticipates utilizing Gore -Point sweeping services two to four (2-4) times per year for all listed Gore Points, however the City does not guarantee a minimum or maximum amount of services or locations to be serviced per request. City shall provide Vendor with anticipated schedule once services are awarded. The City reserves the right to modify schedule to fit City needs. Vendor shall be paid per the areas serviced as listed in the Bid Table. The City shall provide vendor with a contact person who shall oversee the related services for the City. This person shall be the point of contact for the vendor for all service -related questions or issues. The City has currently identified thirty-four (34) Gore Points to be included as part of these requested services. Kirkwood at 114 - Two (2) Gore Points Dove at 114 - Six (6) Gore Points White Chapel at 114 - Four (4) Gore Points Carroll at 114 — Eight (8) Gore Points Kimball at 114 — Eight (8) Gore Points 1709 at 114 — Six (6) Gore Points All sections of the Gore -Point area shall be swept and maintained as part of these services. This may include lanes of traffic as required. The City, as part of normal growth, may add or remove areas to be serviced on an annual basis. Additional areas shall be added to the contract using a contract amendment and shall be based on established current contract pricing. If no current equivalent contract price is available or appropriate, City and vendor shall work to establish pricing of additional areas. All areas serviced shall be free of any related debris following services. Litter and debris on or within the designated areas shall be collected as part of vendor provided services. Litter and debris includes, but is not limited to, paper, glass, cans, road debris, tires and pieces of tires, vehicle parts, mattresses, etc. (generally items 2" or larger). All sweeping debris and litter collected must be disposed of by the vendor. Additional "As -Requested" Sweeping and Related Services Highway and Non -Highway sweeping services may be requested and should be billed at a per lane mile or per curb mile cost to include all required services and debris disposal. The City does not guarantee a minimum or maximum amount of services or locations to be serviced per request. Vendor shall be paid per the services provided as listed in the Bid Table. Highway Lane Sweeping Services Highway lane sweeping services shall include main traffic lanes, left and right shoulder areas, and shall be billed at a per lane mile fee. A mobilization fee may be charged for these services as listed in the Bid Table. No minimum or maximum amount of lane miles are guaranteed per service request. City of Southlake - RFP2301 B540JC230002 - Page 7 of 20 Non -Highway Sweeping Services Non -Highway sweeping services shall include, but not be limited to, City roadways and streets, as requested, severe weather sanding operations clean-up, etc...., and shall be billed at a per curb mile fee. A mobilization fee may be charged for these services as listed in the Bid Table. No minimum or maximum amount of curb miles are guaranteed per service request. Parking Lot Sweeping Services Parking lot services shall include, but not be limited to, power motorized/mechanical sweeping services for concrete and/or paved surfaces edge to edge removing build-up and debris. City of Bedford Dedicated Locations Locations listed shall receive scheduled services as defined below. Official schedule shall be as determined by the City of Bedford and does not guarantee a minimum or maximum amount of services or locations to be serviced. 1. Public Works Service Center — 1813 Reliance Pkwy. — Weekly 2. Fire Station # I — 1816 Bedford Rd. Once a month every other month beginning January of each year 3. Fire Station # 2 — 3940 Martin Drive. Once a month every other month beginning January of each year 4. Fire Station # 3 — 541 Bedford Rd. Once a month every other month beginning January of each year 5. Law Enforcement Center — 2121 L. Don Dodson. Two (2) time per year January and June City of Southlake As Requested. Locations to be determined and provided by the City and pricing shall be as listed in the Bid Table. Anticipated Southlake locations include: 1. Southlake Blvd (1709) between Pearson and Hwy 114 @ 1709 2. FM 1938 (Davis/Randol Mill Ave) between Continental Blvd and Randol Mill Ave Other City of Bedford Sweeping Requests 1. Arterial Collectors — 6 times a year / 678 (113/cycle) estimated curb miles 2. Residential — 2 times a year / 576 (288 cycle) estimated curb miles 3. Facility Locations — City of Bedford Facilities with Frequency Listed above 4. Special sweep — as requested This is a service that is outside the arterial, residential and location specific services listed above. For example, sweeps needed after a weather event. Service Requirements for Arterial Collectors and Residential Streets Cleaning area should be approximately seven (7)ft wide from the curb, barrier or paved shoulder edge Vendor should provide equipment, labor, fuel, and any other materials necessary to complete the work Response time should be within 48 hours of call City of Southlake - RFP2301B540JC230002 - Page 8 of 20 Removal of regular day-to-day build-up of materials and debris Excessive or out of the ordinary or unusual build-up or residue should be priced as a special, hourly rate (see number 4 above). Service Requirements for Facility Sweeping All fire stations are to be swept around the building and in front of the bay doors. Public works should be swept around the building and the main road leading in to public works. Police Dept should be the front parking lot and the road that goes around the building. Safety Highway Gore Point and other Highway Sweeping services must be completed per Texas Department of Transportation (TxDOT) rules and regulations applicable for this type of service. Vendor shall be responsible for required notifications, signage, safety equipment, etc., required. Services must be coordinated in advance with City and must be completed during non -peak traffic times. Highway related services may not be provided during the hours of 5am gam and 3pm 8pm unless required duo to emergency request. All vendor employees while providing services for the City shall wear uniforms and required safety equipment to serve as a means of identifying the vendor's employees. Vendor Equipment Vendor vehicles and equipment must be clearly marked with vendor logo and shall be clean and maintained in proper operating condition at all times. All guards and safety devices shall be in place and in proper working order. Vendor must submit with their Proposal a list of all available equipment. This list, at a minimum, must include equipment description, model number, age, and number of available units. Vendor shall identify on this list the equipment they anticipate using during the performance of this contract. Vendor is responsible to confirm areas to receive services prior to submitting their Proposal. Areas to be serviced are accessible by the public and do not require vendor to be accompanied to review. The City has included detailed photos for each of these anticipated areas. City of Southlake - RFP2301 B540JC230002 - Page 9 of 20 Appendix B — Proposal Submittal Checklist: (To determine validity of proposal) _/ Appendix B (pages _10_ through _19_) must be included in the proposal submittal. Appendix C Conflict of Interest Form (page _19_) must be included in the proposal submittal. Form 1295 Certificate of Interested Party must be included in the proposal submittal. See Page _2_. HB 89, SB 252, SB 13, and SB 19 Acknowledgement. See Page _16_. RFP Number: RFP2301B540JC230002 Provide `As -Requested' Highway `Gore Points' Sweeping and General Highway and Non - Project Title: Highway Sweeping and Related Debris Removal Services Submittal 3:00 P.M. (CST), Friday March 31, 2023 Deadline: Submit Electronically* to: https://southlake.bonfirehub.com/login * Requires email account login and password. Proposer Information: Proposer's Legal Name: Sweeping Corporation of America LLC Address: 9000 Trinity Blvd. City, State & Zi Hurst, TX 76053 Federal Employers Identification Number # 62-1348993 Phone Number: 817-268-41 OO Fax Number: 216-777-2766 E-Mail Address: bids@sweepingcorp.com Proposer Authorization I, the undersigned, have the authority to execute this Proposal in its entirety as submitted and enter into a contract on behalf of the Proposer. Printed Name and Position of Authorized Rep r ve: rin Quinn - Secretary Signature of Authorized Representative: Signed this 30th (day) of March (month), 2023 (year) City of Southlake - RFP230IB540JC230002 - Page 10 of 20 Appendix B — Proposal (continued) I. 1. 2. 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 FOLL O WING INFORMATION: 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. Cost of Proposed Products and/or Services A. Pricing: Pricing shall reflect the full Scope of Services defined herein, inclusive of all associated cost for delivery, labor, insurance, taxes, overhead, and profit. B. Schedule of Pricing: Proposer shall quote unit pricing in accordance with the itemized listing of products or contract segments stated in the Scope of Services and using the following format: For this procurement the schedule of pricing is not available in hardcopy. You may access it via the online portal (https:Hsouthiake.bonfirehub.com/login). To submit your schedule of pricing, please download the Bid Table and fill it in accordingly per the sample below. For instructions on how to complete Bid Tables, please refer to this article on Bonfire's Support Website. Please note: even if you do not have additional responses, you must download and re - upload the blank document. This is to confirm that you do not require any additional costs. If you have any additional items, please fill out the Additional Responses template accordingly. Term of Contract and Option to Extend Any contract resulting from this RFP shall be effective for twelve months from date of award. The City anticipates that contract shall be renewed pursuant to the availability of funds and at the discretion of the City. The following clauses shall be included in the contract: A. Option Clause: It is agreed that City will have the option to extend the contract for up to four (4) additional years, in one-year intervals. To exercise this option, the City shall serve notice 30 days prior to contract termination or to the end of any one-year extension. The Option to Extend will not be considered if funding is unavailable or if the contractor's past performance is not within the industry standard. B. Escalation Clause: Should market conditions prevail which dictate an increase, the successful contractor may submit documentation requesting permission to increase pricing no later than 30 days after receiving notice from the City of its intent to extend the agreement. Escalation may only occur at the time of renewal and only upon securing the approval of the City in writing. Requests for price City of Southlake - RFP2301B540JC230002 - Page 11 of 20 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 Upon Extension: If approved by the City, the Contractor shall modify the rates charged by the Contractor to reflect any changes shown in the comparative statement delivered to the City. The maximum increase allowed under this provision shall be 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 ............................................. 3 % Second Additional Year Escalation Percentage ............................................. 3 % Third Additional Year Escalation Percentage ................................................. 3 % Fourth Additional Year Escalation Percentage ......................................... 3 % 4. Proposer's Experience / Staff A. Project Team: Identify all members of the Proposer's team (including both team members and management) who will be providing any services proposed and include information which details their experience. *Provided in Vendor Questionnaire* B. Removal or Replacement of Staff: If an assigned staff person must be removed or replaced for any reason, the replacement person must be approved by City prior to joining the project. C. Business Establishment: State the number of years the Proposer's business has been established and operating. If Proposer's business has changed names or if the principals operating the business operate any similar businesses under different names, or have operated any other businesses or changed the legal status or form of the business within the last five (5) years, all names, of predecessor business names, affiliated entities, and previous business entities operated by the principals, if different than present, must be provided; State the number of years' experience the business has: 45 ; and the number of employees: 2,546 D. Project Related Experience: All Proposals must include detailed information that details the Proposer's experience and expertise in providing the requested services that demonstrates the Proposer's ability to logically plan and complete the requested project. *Provided in Vendor Questionnaire* City of Southlake - RFP2301 B540JC230002 Page 12 of 20 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: City of Fort Worth Contact Name: Contact Title: Laura McClean Contract Compliance Specialist Phone: 682-287-0588 Email: Laura.McClean@fortworthtexas.gov Date and Scope of Work Provided: Municipal Street Sweeping Contract Reference 92: Client / Company Name: City of Azle Contact Name: Contact Title: James Duvall Street Superintendent Phone: 817-444-4511 Email: jduvall@cityofazle.org Date and Scope of Work Provided: Municipal Street Sweeping Contract Reference #3: Client / Company Name: City Of Duncanville Contact Name: Contact Title: Kelly McChesney Street Superintendent Phone: 972-780-4935 Email: kmcchesney@duncanville.com Date and Scope of Work Provided: Municipal Street Sweeping Contract Reference #4: Client / Company Name: City of Allen Contact Name: Contact Title: James Lemmond Streets/Drainage Foreman Phone: 214-509-3131 Email: jlemmond@cityofallen.org Date and Scope of Work Provided: Municipal Street Sweeping Contract City of Southlake - RFP2301B540JC230002 - Page 13 of 20 6. Trade Secrets and/or Confidential Information Trade 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 qualifies for legal protection from disclosure. 7. Federal, State and/or Local Identification Information A. Centralized Master Bidders List registration number: N/A B. Prime contractor HUB / MWBE registration number: N/A C. An individual Proposer acting as a sole proprietor must also enter the Proposer's Social Security Number: # - - 8. Emergency Business Services Contact Notice During a natural disaster, or homeland security event, there may be a need for the City of Southlake to access your business for products or services after normal business hours and/or holidays. The City may request City employee pick up or vendor delivery of product or services. For this purpose, a primary and secondary emergency contact name and phone number are required. It is critical the vendor's emergency contact information remains current. City shall be contacted by E- mail with any change to a contact name or phone number of these emergency contacts. Updates may be emailed to vendors e,ci.southlake.tx.us. All products or services requested during an emergency event are to be supplied as per the established contract prices, terms and conditions. The vendor shall provide the fee (pricing) for an after-hours emergency opening of the business, if any. In general, orders will be placed using a City of Southlake procurement card (Master Card) or City issued Purchase Order. The billing is to include the emergency opening fee, if applicable. The contractor shall provide the names, phone numbers and fee (pricing), if any, for an after-hours emergency opening of the business listed below. Business Name: Sweeping Corporation of America LLC Contract #: 2301 B540JC230002 Description Street sweeping Primary Contact (Name): Gary Milner Primary Contact Phone Numbers: Home: 817-899-0222 Secondary Contact (Name): Brandon McGraw Secondary Contact Phone Numbers: Home: 817-703-3994 After Hours emergency opening fee, if applicable: $ 250.00/hour Cell: 817-899-0222 Cell: 817-703-3994 City of Southlake - RFP230IB540JC230002 - 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 goods and services defined in this RFP from the successful Proposer. All purchases by governmental entities, other than the City, will be billed directly to and paid by that governmental entity. The City will not be responsible for another governmental entity's debts. Each governmental entity will place their own orders with the successful Proposer and be responsible for ensuring full compliance with the RFP specifications. Prior to other governmental entities placing orders, the City will notify the successful Proposer 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 II. CONTRACT TERMS AND CONDITIONS. EXCEPT WHERE PROPOSER MAKES SPECIFIC EXCEPTION IN THE SUBMITTED PROPOSAL, ANY CONTRACT RESULTING FROM THIS RFP WILL CONTAIN THE FOLLOWING TERMS AND CONDITIONS, WHICH PROPOSER HEREBY ACKNOWLEDGES, AND TO WHICH PROPOSER AGREES BY SUBMITTING A PROPOSAL: Delivery of Products and/or Services A. Payment Terms: Unless otherwise specified in the Scope of Services or otherwise agreed to in writing by the City, payment terms for the City are Net 30 days upon receipt of invoice. B. Warranty of Products and Services: All products furnished under this contract shall be warranted to be merchantable and good quality and fit for the purposes intended as described in this Proposal, to the satisfaction of City and in accordance with the specifications, terms, and conditions of the Scope of Services, and all services performed shall be warranted to be of a good and workmanlike quality, in addition to, and not in lieu of, any other express written warranties provided. C. Late Delivery or Performance: If Proposer fails to deliver acceptable goods or services within the timeframes established in the Project Schedule, the City shall be authorized to purchase the goods or services from another source and assess any increase in costs to the defaulting Proposer, who agrees to pay such costs within ten days of invoice. D. Title to Goods and Risk of Loss: For goods to be provided by Proposers hereunder, if any, the title and risk of loss of the goods shall not pass to City until City actually receives, takes possession, and accepts the goods and the installation of such goods, has tested the system, and determined that it is in good and acceptable working order. Miscellaneous A. Independent Contractor: Proposer agrees that Proposer and Proposer's employees and agents have no employer -employee relationship with City. Proposer agrees that if Proposer is selected and awarded a contract, City shall not be responsible for the Federal Insurance Contribution Act (FICA) payments, Federal or State unemployment taxes, income tax withholding, Workers Compensation Insurance payments, or any other insurance payments, nor will City furnish any medical or retirement benefits or any paid vacation or sick leave. B. Assignments: The rights and duties awarded the successful Proposer shall not be assigned to another without the written consent of the Purchasing Manager. Such consent shall not relieve the assigner of liability in the event of default by the assignee. City of Southlake - RFP230IB540JC230002 - 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 RFP or any contract with the City, and that if any such bribe is found to have been made this shall be grounds for voiding of the contract E. Financial Participation: Proposer certifies that it has not received compensation from the City to participate in preparing the specifications or RFP on which the Proposal is based and acknowledges that this contract may be terminated and/or payment withheld if this certification is inaccurate. F. Required Licenses: Proposer certifies that he holds all licenses required by the State of Texas for a provider of the goods and/or services described by the Scope of Services herein. G. Authority to Submit Proposal and Enter Contract: The person signing on behalf of Proposer certifies that the signer has authority to submit the Proposal on behalf of the Proposer and to bind the Proposer to any resulting contract. H. Compliance with Applicable Law: Proposer agrees that the contract will be subject to, and Proposer will strictly comply with, all applicable federal, state, and local laws, ordinances, rules, and regulations. I. Compliance with HB 89: Proposer agrees per HB 89 vendor shall not boycott Israel at anytime while providing products or services to the City of Southlake. [ ] Yes, we agree ] No, we do not agree [ ] N/A J. Compliance with SB 252: 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 K. Compliance with SB 13: Proposer agrees per SB 13 vendor does not boycott energy companies as those terms are defined in the Texas Government Code § 809.001, and will not boycott energy companies during the term of any contract with the City of Southlake. [,/ ] Yes, we agree [ ] No, we do not agree L. Compliance with SB 19: Proposer agrees per SB 19 vendor does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association as those terms are defined in the Texas Government Code § 2274.001, and that vendor will not so discriminate during the term of any contract with the City of Southlake. [ ,/ ] Yes, we agree [ ] No, we do not agree 3. Financial Responsibility Provisions A. Insurance: The Proposer, consistent with its status as an independent contractor, shall carry, and shall require any of its subcontractors to carry, and list the City of Southlake, its officers, and employees as an additional insured, 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; City of Southlake - RFP230IB540JC230002 - Page 16 of 20 ii. Commercial General Liability insurance, including Blanket Contractual Liability, Broad Form Property Damage, Personal Injury, Completed Operations/Products Liability, Premises Liability, Medical Payments, Interest of Employees as additional insureds, and Broad Form General Liability Endorsements, for at least One Million Dollars ($1,000,000) Combined Single Limit Bodily Injury and Property Damage on an occurrence basis; iii. Comprehensive Automobile Liability insurance covering all owned, non -owned or hired automobiles to be used by the Contractor, with coverage for at least One Million Dollars ($1,000,000) Combined Single Limit Bodily Injury and Property Damage. B. Indemnification: Proposer agrees to defend, indemnify and hold harmless the City, all of its officers, Council members, agents and employees from and against all claims, actions, suits, demands, proceedings, costs, damages and liabilities, including reasonable attorneys' fees, court costs and related expenses, arising out of, connected with, or resulting from any acts or omissions of Proposer or any agent, employee, subcontractor, or supplier of Proposer in the execution or performance of this contract without regard to whether such persons are under the direction of City agents or employees. City of Southlake - RFP230IB540JC230002 - Page 17 of 20 Appendix C — Form CIQ a WHO: The following persons must file a Conflict of Interest Questionnaire with the City if the person has an employment or business relationship with an officer of the City that results in taxable income exceeding $2,500 during the preceding twelve — month period, or an officer or a member of the officer's family has accepted gifts with an aggregate value of more than $250 during the previous twelve — month period and the person engages in any of the following actions: 1. contracts or seeks to contract for the sale or purchase of property, goods or services with the City, including any of the following: a. written and implied contracts, utility purchases, purchase orders, credit card purchases and any purchase of goods and services by the City; b. contracts for the purchase or sale of real property, personal property including an auction of property; c. tax abatement and economic development agreements; 2. submits a bid to sell goods or services, or responds to a request for proposal for services; 3. enters into negotiations with the City for a contract; or 4. applies for a tax abatement and/or economic development incentive that will result in a contract with the City THE FOLLOWING ARE CONSIDERED OFFICERS OF TFIF CITY: I . Mayor and City Council Members; 2. City Manager; 3. Board and Commission members and appointed mennbers by the Mayor and City Council; 4. Directors of4A and 4B development corporations; 5. The executive directors or managers of 4A and 4B development corporations; and 6. Directors of the City of Southlake who have authority to sign contracts on behalf of the City. EXCLUSIONS: A questionnaire statement need not be filed if the money paid to a local government official was a political contribution, a gift to a member of the officer's family from a family member; a contract or purchase of less than $2,500 or a transaction at a price and subject to terms available to the public; a payment for food, lodging, transportation or entertainment; or a transaction subject to rate or fee regulation by a governmental entity or agency. WHAT: A person or business that contracts with the City or who seeks to contract with the City must file a "Conflict of Interest Questionnaire" (FORM CIQ) which is available online at www.ethics.state.tx.us and a copy of which is attached to this guideline. The form contains mandatory disclosures regarding "employment or business relationships" with a municipal officer. Officials may be asked to clarity or interpret various portions of the questionnaire. WHEN: The person or business must file: I . 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 Departratesrt is required ley lary to post the statetuents on the Citjg's rvehsite. ENFORCEMENT: Failure to file a questionnaire is a Class C misdemeanor punishable by a fine not to exceed $500. It is an exception to prosecution that the person files a FORM CIQ not later than seven business days after the person received notice of a violation. NOTE: The City does not have a duty to ensure that a person files a Conflict of Interest Questionnaire. City of Southlake - RFP230IB540JC230002 - Page 18 of 20 CONFLICT OF INTEREST QUESTIONNAIRE FORM CIO For vendor doing business with local govemroental entity This questionnaire reflects changes made to the taw by H.B. 23, 84th Leg., Regular Session. OFFICEUSEONLY This questionnaire is being filed in accordance with Chapter 176, Laval Government Code, by a vendor who Date Received has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the vendor meets requirements under Section 176.006(a). By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the vendor becomes aware of facts that require the statement to be filed See Section 176.008(a-1), Local Government Code. A vendor commits an offense V the vendor knowingly violates Section 176.006, Local Government Code. An offense under this section is a misdemeanor. !J Name of vendor who has a business relationship with local governmental entity. Sweeping Corporation of America LLC 2 Check this box If you are filing an update to a previously filed questionnaire. (The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which you became aware that the originally filed questionnaire was incomplete or inaccurate.) 31 Name of local government officer about whom the information Is being disclosed. N/A Name of Officer 41 Describe each employment or other business relationship with the local government officer, or a family member of the officer, as described by Section 176.003(a)(2)(A). Also describe any family relationship with the local government officer. Complete subparts A and B for each employment or business relationship described. Attach additional pages to this Form CIO as necessary. A. is the local government officer or a family member of the officer receiving or likely to receive taxable income, other than investment income, from the vendor? F]Yes EV-1 No B. Is the vendor receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer or a family member of the officer AND the taxable income is not received from the local governmental entity? Yes EV-71 No 5 Describe each employment or business relationship that the vendor named in Section 1 maintains with a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an ownership interest of one percent or more. N/A 6 ❑Check this box if the vendor has given the local government officer or a family member of the officer one or more gifts as described ' Section 176.003(a)(2)(B), excluding gifts described in Section 176.003(a-1). 7 03/30/2023 Signature of vendor doing with the governmental entity Date Form provided by Texas Ethics Commission www.ethics.state.tx.us Revised 1l112021 City of Southlake - RFP2301B540JC230002 - Page 19 of 20 CERTIFICATE OF INTERESTED PARTIES FORM 1295 1of1 Complete Nos. 1- 4 and 6 if there are interested parties. OFFICE USE ONLY Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties. CERTIFICATION OF FILING Certificate Number: 1 Name of business entity filing form, and the city, state and country of the business entity's place of business. 2023-1001104 Sweeping Corporation of America, LLC Seven Hills, OH United States Date Filed: 03/30/2023 2 Name of governmental entity or state agency that is a party to the contract for which the form is being filed. City of Southlake, TX Date Acknowledged: 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. 230113540JC230002 Street Sweeping Services 4 Name of Interested Party City, State, Country (place of business) Nature of interest (check applicable) Controlling I Intermediary Spencer, Matt Seven Hills, OH United States X SCA Acquisitions, LLC Seven Hills, OH United States X 5 Check only if there is NO Interested Party. ❑ 6 UNSWORN DECLARATION My name is Erin Quinn and my date of birth is My address is 12700 Lake Avenue, #402, Lakewood OH 44107 USA (street) (city) (state) (zip code) (country) I declare under penalty of perjury that the foregoing is true and correct. Executed in CUYAHOGA County, State of OHIO on the 30th day of March 20 23 / (month) (year) Signature of authorized agent of contracting business entity (Declarant) Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V3.5.1.3ac88bc0