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Item 5D
- y w� u . , , u� MEMORANDUM December 13, 2010 TO: Shana Yelverton, City Manager FROM: Steve Polasek, Director of Community Services SUBJECT: Award of bid to The Christmas Light Company in the amount of $31,755 plus a 20% contingency for holiday lighting at Town Square Action Requested: City Council award of bid to The Christmas Light Company to provide holiday lighting and decorations for public areas in Southlake Town Square in the amount of $31,755 plus a contingency of 20% ($6,351) for replacement of worn lights and decorations for a total amount of $38,106. Background Information: The Community Services Department has overseen the holiday lighting and decorations for the past seven (7) years. The Holiday Celebration and tree lighting is one of the City's foremost attended community events. The Community Services Department advertised a Request for Bids (RFB) regarding the providing of holiday lighting and decorations of City's public areas in Southlake Town Square to include the lighting of seventy -five street trees in the new Grand Avenue District. The RFB was advertised beginning September 13, 2006 and lasting until September 20, 2006. The City received two bids responses. The low bid of $31,755.00 which was received by The Christmas Light Company of Dallas on September 29, 2006 meets or exceeds all requirements and is roughly $36,554.00 under budget. The Christmas Light Company has worked with the City the past three years on this project. In addition, they also completed similar projects for the City of Keller, City of McKinney, City of Coppell, The Shops at Legacy, and Premier Communities. Staff contacted the City of Keller, The Shops at Legacy and Premier Communities to verify references and all are satisfied with the services rendered by the contractor. Financial Consideration: The fiscal year 2006 -07 budget allocates $60,000 for holiday lighting and decorations for public areas in Southlake Town Square. Financial Impact: None Shana Yelverton, City Manager October 9, 2006 Page 2 of 34 Citizen Input/ Board Review: Not Applicable Legal Review: The City Attorney reviewed and approved the Request for Bids (RFB) template. Alternatives: • Award as presented. • Reject all bids for the purchase and installation of holiday lights and decorations and proceed to reopen the bidding process. Supporting Documents: Supporting documents include the following: • Bid Tabulation • RFB #FRB0609A162SM600211 Staff Recommendation: City Council award of bid to The Christmas Light Company to provide holiday lighting and decorations for public areas in Southlake Town Square in the amount of $31,755 plus a contingency of 20% for replacement of worn lights and decorations for a total amount of $38,106. Shana Yelverton, City Manager October 9, 2006 Page 3 of 34 COMIR NITY SVCS /PARKS 162 CITY OF SOUTIILAKE DEPARTMENT: S.M. BID TABULATION FORM QUOTE DUE: 9.29.06 RFR: RFB0609AI62SM600211 Form Prepared By: DEB RUSSELL Date Prepared: 9.29.2006 The Christmas Light Company Quoter 0: Contact Name: William Rathburn Contact Numbers (Ph/Fax: 214 - 515.9627 / 214.348.9992 8019 Military Parkway Dallas, Texas Physical Address: 75227 ITEM Descri fion: Name of Vendor Christmas Decor By Zenith NO BIDS RECEIVED FROM: StuartMarshall THE PLAYWELL GROUP, INC. RED VELVET EVENTS, INC. 972. 686.7663 i 214 - 754.0007 1 PPS PARTY SUPPLY P.O. Box 173365 Arlington, Texas 76003 Item 1. TREE LIGHTING SERVICES. l.a. Park Area 24 trees ea - 800 lights per tree $ 1,800.00 $ 3,648.00 I.b. Park Area 12 large ca - 1,200lights per tree $ 1,620.00 $ 3,192.00 Le. Park Area 16 trees m - 600 lights per tree $ 1,104.00 $ 1,824.00 I.d. Gazebo Area 14 trees ea - 800 lights per tree $ 1,106.00 $ 2,128.00 I.e. Sidewalks 44 trees - 800 lights per tree $ 6,380.00 $ 13,376.00 11 Grand Ave 75 trees - 800 lights per tree $ 5,250.00 $ 11,400.00 l.g. Plaza Park Area 4 trees ea $ 400.00 $ 760.00 Item 2. PAVILIONLIGHTING: 2.a. Install iceide lights 2levels all around gazebo. $ 300.00 $ 650.00 2.b. Install lighted garland swaged on railing all around with red & green lights $ 300.00 $ 750.00 2.c. Install 4.000 red lights in right -of -way closest to the water $ 320.00 $ 600.00 2.d. Install 3 green lights in second right -of -way $ 280.00 $ 525.00 2.e. Install 3,000 clear lights in tird right- of-way $ 240.00 $ 450.00 Item 3. Ch6tmase Tree Decorations: Decorate & fight Outdoor Christmas Tree I s 500.00 $ 1,300.00 Shana Yelverton, City Manager October 9, 2006 Page 4 of 34 Item 4. Town Hall Trees: 24 trees on sidewalks with 1,600 fight per tree $ 3,480.00 $ 7,296.00 Item 5. TOWN HALL LIGHTING SERVICES 5.a. Install parapet lighting on lower level on 4 side of bldg w /C•9lights $ 650.00 $ 650.00 5.6. install icicle lights on upper metal roof an all 4 sides of bidg $ 650.00 S 1,000.00 5.c Install lighted garland on 4 columns at south entrance $ 250.00 S 1,100.00 5.d. Install lights garland swaged on upper balcony railing $ 50.00 $ 20090 5.e, Install lighted garland swaged on Four small balconies on frontofthebldg S 200.00 $ 400.00 51 hrsdal wreatts on 4 small balconies on front of bldg S 100.00 $ 200.00 5.g. Instlal lights on second floor arched windows & window detail on south side bidg S 800.00 $ 1,200.00 5.11. Install large wreaths on north side of bldg $ 240.00 S 150.00 Item 6. Materials. The City will provide the contractor with all materials except for the locations as listed in Item Le., lf., & I.g. 6.a 'Item 4l.c. Park Area in center of park $ 200.00 $ 48090 6.1). It= #l.f, Grand Ave Area $ 1,235.00 $ 3,000.00 6.c. Item 41.g. Plaza Park Area $ 100.00 $ 200.00 Item 7. Removal & Storage Services $ 4,200.00 S 5,000.00 Total: $ 31,755.00 S 61,479.00 NOTE TO PURCHASING AGENT: Request award to for the following reason(s): Low Bid Delivery Time _Emergency Repair Other Approved by Purchasing Agent: Date: Shana Yelverton, City Manager October 9, 2006 Page 5 of 34 Shunu Yelverton City Manager October 42OOh Page 6 of 34 TABLE OF CONTENTS 9oUxbmtuofiteuu ..... -- ..................... -...... ---........... -__---.--.....-~-.m4�� Request for Bids (1) Introductions ...... ' .................... ..-_----_--.---._-'-__---__...pmge 2 c4 ............... .... ................. ................................................ page u Pav 3 (4)mFo Withdrawals, ^nWr Amendments _-................... ...... ............ - ......... ......... _-'Page 4 (q Did subnmg.n=wni_vm==ts'_ .................... .... ... .................. - ....... - .... .... --page 4 (6) Bid swahmtiw,__--- ........ - .................. ......... ........ .......................... ~'~~'^-''Page 5 (7)Cmm�ot»mud ............ -........ '- ........... ......... ............ -_-'.......... -....... ---~Page * Appendix A- Scope ofServices (V Project Title ..................... _-...... ............................ -. ......... ------............. pago 7 (o Scope cf Services Contac ... -................. ------........ ............. ................. ..... Page (3)QvboitW Requirements ..... ......... ........................ ................... ......... .................. Page (4) Speciv«onmmions_-�-_--.~--..--'.---_--.------_-_----ruoer (5)_ Bid Evaluation Factors, ....... .................. .--_---'....... ~...... .. .................... -- page r (6) Brand xaynu%omre Ru&-mq w. .......... ----- _--- ...... '-..... - ........................... .- Page r (7) Xtyow. *mSi��uwlo_-__-- .................. _- ........... . ............ ............................. Page 7 f4mmms .......... _.- ....... ..._. ....... _--__-_- ........ --_-_.~- ................. Page ? (9) scope vx .................... __-_.__--..^.~'_--_........................... Page 9. (10)ummdmmy Site vilsm _---_-'_-_-_'-_'_----_-'_-'_-'---_-�pxm`v (11) Penally Fee ......... '--- ..... ....... ---............... -_-............................ .............. pume,p Appendix It -Bid � (�Label Format for Submittal Packet's Sealed oomelopv. .................... ................. ......... .... 'rneem (1) Proposed Products nmx^m Services ................ ......... _._-....................... . ....... '_-y^�o S ervices_ ... - .............. __._ ... ...... .......... ......... Page o .~.� o (4) Bidder's m?Lptjimc�/utAW, ............ -- .... ........ _--........................... .......................... ..Pagez* __............ ....... rwm`»s ------------------_ ....... ............ .__-_~-__-J��n _ ........... ......... ~.../ftue(m 0ewrtsuuvor Cmmfidwwtmzl'ummamvtima-- ...... ... ......... ........ ..................... '--r^gnm ....... __-'------ .............. .......... - ............ .... --rngezo upp mamft C-CmumetamInterest Questionnaire .................. .......... ....................... ......... ...... Page zn Shana Yelverton, City Manager October 9, 2006 Page 7 of 34 South-lake, Texas Request for Bids 3. Irttroriritri A. Lej, ect aeeavievr Ibe City of Southlake is requesting Bids with the intent of awarding a contract for the purcluso of goods and services contained in Appendix B — Scope of Services. R, No latent to Submit If you do not wisb to submit a bid at this time, please submit a "No Intent to Submit Toren' (See Appendix. D) via fax to (817) 748.28048 or mail to the City of Soutblake Purchasing Division, 1400 Main Street, Suite #440, Southiake, Texas 76092, C. Bidder RgWs_tration All potential Bidders who pick up a RFD packet must register with the Purchasing Agent. Potential Bidders receiving this Request other than directly from City should also register with the Puurebasisig Agent, so that the City may notify all potential .Bidders in the event an addendum is issued. D. Que stions;. Following are contacts for questions as identified. i. RFB Clarifications All questions related to requirements or processes of this RIB should be submitted in writing to the Purchasing Agent identified in section 2 below. ii. Scope of Service Questions All questions related to the scope of service should be submitted it writing to the contact person(a) noted in Appendix A— Scope of Services. iii. R e}alies The City shall not be mound by any reply to an inquiry unless such reply is made by formal written addenda. Oral interpretations or clarifications will be non - binding. Responses for iugairics which directly affect an interpretation or change to tfus RFB will be issued in writing by addendum and mailed to all parties recorded by City as baviag received a copy of the RFB. All such addenda issued by City prior to the subiuittal deadline shall be considered part of the RFB, and the Bidders. shall be required to consider and acknowledge receipt of such in his Did dmument. E. Notification of Er or Omissions Bidders shall Prom .Ptty notify the City of any omissions, ambiguity, inconsistency or error that they may discover upon examination- of this RFB, The City shall not be responsible or liable for any errors and/or rnismpresentation that result from the solicitations which are Inadvertently incomplete, ambiguous, inconsistent or obviously erroneous. F. Conflict csf Tn�rest F�ueali9ttr�aile fForm CIt71 A person or burliness, and their agents, who seek to contract or enter into an. agreement with the City, are required' by Texas Local Government Code, Chapter 17C to file a conflict of interest questionnaire (FORM CIQ) which is found in Appendix PC. The f€min must be filed whir the City Secretary no later thaw seven QB mays &her the date the poison or business begins contract discussions or negotiations Witt the Ciiy, or submits an application, responds to a iequesst.for proposals or bids, correspondences, or other writing related to any potential sates agreemment With the City: 2. Definftians -DMM V VW MMA and M ltitely r uted awblni l4 tk mtuM �f Apmndj-x H — M Dociancart. Bidder The Bid A r'w and tk Bidder's designated contact signing the Past page of the Bid Document. Cfty ofSoutlalake - RFB0609 Page 2of21 Shana Yelverton, City Manager z:1 October 9, 2006 Page of 34 C- A master database med by 49tatc of Texas pum- basing entities. trey deVOUP a MIN Hat Rw Vendors to receive bids bestdon ft products, or sa as they can p t the State ofTexw (Manufaciuriers, suppliers, and other vendors Wishing to fin rnfticriahs, equipment, supplies, and seryiecs to the state shoulid, apply to be on the CMBL to receive bidding opportuhitres as outfiied by the State of Texas 1hul4ng and Procurement Commission,) City Basime&r A business or firm with either its principal place of business or a sipfficavt business presence within the City of Southlake, Texas. City Of Sm&Agfrity" e U of SouthlAkt, Texas 1 : Th CLIV. Secretary's Offic The office of the City Secretary of the City, located at 1400 Main Street Suite 0270, Soutblake, Texas 76092. PR: (8 17) 748-8016; Fax: (917) 748-827D1 A pr ssoii w-W hw§ a ph"ual of mental jnipairment that has a substantial and long -ter adverse effect on his or her ability to carry out normal day-to-day activities. Historically Underutilized BufitM%LsftC1B): A Historically Underutilized Business is a business of which at least 51 percent a the business, or of the stock in the case of a. aorporatioA, is owned by one or more minority Persons, women, or disabled persons, the management and daily Ivusiness operations of wMeb is c one or more minority persons, women or disabled persons. 06-r-it3 I Women's Business OINLRE J; A Minority Business Enterprise is a business that is owned and controlled (as defined above in the HUB definition) at a iniminlam of 5 1 percent by one or more women or minority persons. A Women Business Enterprise is a business that is owned and controlled (as defined above in the HUB definition) at a minimum of 51 percent'by a non-minority. woman or women. . AfingritykqLson: A;. person who is a citizen or law& of the United States and who is a member of any mw other than Caucasian. Paipet The name of this Request for Bids as identified on the cover sheet and Ent page of the Request for Bids herein. Nrebasing t mt The City of Southlake Purchasing, Agent is Deborah Russell, P11: (817) 748-8940,,.E. Mail. dnLw� thla e . us ; Fax 748- 11 � squ� Re-quest for AjLs The entirety of this dorurocill to include all Appangicea, Sczspe oaf S lees Ike wFiety. of Appendix A -_ Suapz 4Szn-ices. General Information A- 'Pay .9MMI SWRK Pumhasm male bY the CT1Y ate mmq# from State: Sales Tax and Federal Emise Excise Tax Exemption Cbivk- ate will be Famished by City upon. requem. D. ON Dusinem It is the pohey ofthe City to encourage the use of City Ausilleges it prime corkaets, facts and purchasing bransaamns Contact the Porchmnag Agent for assistance in idesff*g,Yclevw City Businesses or visit M".Soutl'rta kel3usinxesses , coal, qp ofsoldhiaka RFB0609,4162SM600211 Page 3 of 21 Shana Yelverton, City Manager October 9, 2006 Page 9 of 34 C'. 14VB i AWRE It is the policy of the C=ity to encourage the use of HUB and IyIyi E certified businesses and City businesses in prirw contracts, subcontracts and purchasing transactions. Contagt the PlArolming Agent for assistance in identifying HUB / M E or City businesses, or obtainiiixgg certification as a City business. D. PubFie Inspection of Bids The City strictly adheres to the Texas .Public Information Act (Texas Government Code Chapter 551001, et seq) and all other goveening statutes, regulations, and laves regarding the disclosure of RFD information. Did Documents are not available for public inspection until after the contract award. It is the understanding and position of the City that if the Bid Documc it contains trade secrets and confidential information, then the Bid Document may not be open to Public. review oven after the Hill Ivvgrd, It is the intent of the City that if the - Bidders bas notified the (Aty; i writing, that the Bid Document contains trade secrets and confidential information, and the City receives a request under the Texas Public Information Act for such .information, or if such information is otherwise requested pursuant to applicable law, the City would generally take reasonable steps to prevent disclosure of such trade secrets and confidential information, such as by submitting such information to the Texas Attorney General for a determination as to whether such information is exempt ,from public disclosure or by notifying the Bidders submitting such information that a request for diseios>are has been Wk in order to pelin%t the Piddm§ tq take legal action to prevent such disclosure. The Bidders is hereby notified, however, that 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.. No Bidders is authorized to. make any public discleaurea or issue any news releases pertaining to this Request without prior written approval of City. E. 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. Bidders may request additional payment term options and discounts for City to consider. F. Title to Goods and Risk of Loss For goods to be provided. by Bidders hereunder, if any, the title and risk of toss of the goods shall not pass to City until City actually receives, takes possession, and accepts• the good's and the installation of such goads, has tested The system,, and detemimed that it is in good and acceptable working; order, RFB Wittiel0W4% aut1 & ArAbIdWebts A. 90 Vsyklidraw The City reserves the right to withdraw this RFB far any reason. B, RFD Amendments The City reserves the right to amend any aspect of this RFD prior to the Bid submittal deadline and will endeavor to notify all potential Bidders that have registered in accordance with Section LC herein, but failure to notify shall impose no obligation or liability on the City. The City may, i*ct.any Bid that fails to incorporate the tez'ins of any arftndrnent as non- conformimg, regardless of whether the Bidder actually receivcd notice of such amendment, or the City may elect; in its clr%Cretiens, to waive such non - conformance, and consider such Did as submitted. No oral statm=t of ally pawn shall modify or otherwise change, or affect the tes m, conditions, or specifications stated in this RFB, or any resultant contract. MI changes will be made in writing and shall not be effective wiless sued by the Purchasing Agent. 5. Bid SrSihudttal Requirements A. Submit Deadline- The deadline for submittal of Bids shall be as identified on page B -1 of Appendix B-Bid. It is the Bidder's responsibility to have the Bid correctly marked and delivered to the City Secretary's Office by the submittal dca&mo. City of Faulhlakta - R. B0609A162SM60021I Page 4 of 21 Shana Yelverton, City Manager October 9, 2006 Page 10 of 34 R4 Bidacceived Late two and date recorded in the City secretary's Office shall be the of ial tip Of receipt. 'Flee Czty is not responsible for non- dcfivcry of mail, _carrier, etc. to the City. Laic lid's with not he consideredunder arty circumstances, C. tlnrlt vials Any submitted Bid may be withdrawn if written withdrawal notice is subn ritted to the City Secretary prior to the submittal deadline. otherwise, such Bid shall be binding on the Bidder at the discretion of the City. D_ Alteration& of Bid Do-cAment Bid Documents, cannot be altered, amended or withdrawn by the Bidder after the submittal deadline, unless such alteration, amendment or withdrawal notice is approved in Writlug by ft; Nrehns ng Agot; Axty iptprIint~a Lqtgxatictp €g -sRw or o .er Wo at mm MOO before the submittal deadline, must be signed or initialed by the Bidder or the Bidder's authorized agent, guarautaeimng authenticity. E. Ackno led emetrt of Addenda: 'me Bidder must acienowledge all addenda by both signing and returning such doctunent(s) or by initialing appropriate area of the Bid document. � F. Submittal Packet All Bid Documents, Originals and copies in duplicate as identified on page 13-1, shalt / -_-+f' be submitted in a sealed envelope w,rith a completely executed page B -1 affixed to the outside of tho envelope. G. Bid Document Format AlI Did Documents must be prepared in single -space type, on standard 8-1 /2" X 11" ybmoally et° Witted, pagK li %R oae &t& Of lbb p$Poi• Ortiy. AR 966 shall be t4MWed at tee bottom. P-ntries shall be typed, or legibly written in ink. Any other format (via telephone, fax, etc.) shall not be considered a valid Bid. B. Validity Period Once the submittal deadline has passed, any Bid Document shall constitute an irrevocable Bid to provide the commodities andlor services sat forth in the Scope of Services at the price(s) shown in the laid Document, such Bid to be irrevocable until the earlier of tine expiration of ` ninety (90) days from the suhiuittal deadline, or until a contract has been awarded by the City. L Bid. Content Bidder shall subunit a completely executed and signed Appendix B as the formal Bid Document, 3. Eadcnee of U - 1119X99 Each bid document, bond, or other required document for which signature is required and which is signed by an agent or attorney -in -fact must be accompanied by evidence chat the agent or attorney -in -fact exeeuting the document bas actual authority to execute the document, on behalf of the Bidder. 6, Bid:f~+valwation A. Be t+alue or Interest Cityy reserves the right to determine which Bid provides the City with the best - value or which will be in the City's best intemst. B. Emit Races Baal, Extensions: If unit prices and their extensiaiis do not coincide, the City may accept the price most beneMal to the City, and the Bidder will be bound thereby. C. I?eyiation frorrk Scope of cervices Any deviations frost the regOired Scope of SeMees and suggested alternates: wwt be cle "ly sbow n with complete information provided by the Ridder- They may or tray not be considered by the. City, at its discretioo, D, AMJAgsnt r Any ambiguity in the Bid Document as a result of ortissiou, error, lack of clvity or non - 80VIitAgP— ky 8 ]a dd € gritit sped fr�p � lad W1 vpp&§ 40 1 q comt'ri�e-d t1t� drefsaurhCake - RF&0609AI62SM600211 - Pagcsof2t Shana Yelverton, City Manager October 9, 2006 Page 11 of 34 favor of fiine C ky. In the event of a amflict bovwecn those standard RFR requirements and w its frovid tin Appendix A - Scope of Services or App&*Ux H - .'Bid, the Atppea d$ms sball prevail. B, ft Q&MI SWls3os and Dmmnstratic Birds stall be considered orals: A-em Reddens who,. w trn judpaent of tlae City are regularly established in business, finmially respoisible, ahlc to $haw evidence of satisfacforgr past performanec, and ready, willing and able to rendex prompt and satisfactory services. Samples and/or demonstrations of the prodercts, when required, shall be £w free of cost to the City for inspection and consideration. F. Bid Euatiaation Factors A vatib y of factors by be , utili�ed tit the eWRIabuh of the `submitted Rid Documents for this project. The evaluation factors and anticipated emphasis for each factor shall be as identified in the Scope of Services. 0. Evaluation Frocess and Acce lance of Evaluation Nlotlrodolo A committee comprised of support staff members flum. various City departments will evaluate the Bid Documents. Submission of a Bid indicates Bidder's acceptance of the evahation technique and Bidder's recognition that some subjective judgments may be made by City during the evaluation and award process. H. Comnleteness Only those Bid Documents that include all requirements noted herein will be considered. if the Bid Document fails to conform to the requirements of the RFB, City alone will determine whether the variance is significant enough to consider the .Bid Document suseeptible to being made acceptable and therefore a candidate for further consideration, or not susceptible to being >nade acceptable and therefore not considered for award. L Compliance with Requested Information After all negotiations, but prior to final acceptance of the proposed product or service, the City reserves the right to perform a visual inspection and request a physical demonstration to verity compliance with all proposed specifications, features, functions, and operational requirements, Should the final proposed product or service fail to meet what was proposed by the City, the successful Bidder agrees that the City may elect to do any of the following: i. Reject the contract and void the purchase as to any and all items. ii. Require specific perfornmee as proposed and aw,eepted• by the City at no additional cost to the City, I Additional Information City may request other information to detem6m, Bidder's ability to meet the minimum standards listed above. Contract Awards A. Cot] O A. rd mess An award for the services or psodatot negattsitim specified herein wulf'be made: foflowfsg a procedure using competitive sealed Biro aaad in accordance with the City's, . purchasing pokey. Did. Documents will be opened publicly to ident the - naames of the Bidder s. Ater 011Mitsg am u may W omdEc on fhc basis of tkre ffi& iraitmft subnyAtcrl, wntheite d iscumos clarificatiwk rnc&ficateoaa, Of raegotiatiam wflha" of the Diddm& Qty resmves the right to award arm con"et for som or all the requirements proposed or awwd mareultiple• contracts for wadous poF iow of the reegarireFrrmTu to daimcat Bidders based a ra the MR prkeS pmofrosed fa respouse to this request or tom: reject anY Md all Bids acrd re- solicit, ffar Wdis, as dmmd ter be in t'he "hest intr rest. of City. Cky- of ffoa +"ke - RFBO609AI62SM600211 Page 6 of 21 GU Shana Yelverton, City Manager October 9, 2006 Page 12 of 34 2. t 3. 4. Appendix A -- Scope of Servita Prajeet Tide: TO PTt WME HOLIDAY IdGIIrJNG AN Exci0kRA'TIONS FOR PUBLIC AREAS IN SOUT19LAIM ".t'f7'pirl~f SQUARE Scope of Services Contact Questions about the technical nature of the Scope of Services, etc. may be directed to Steve Moore, PH. City' ito at _ : ;±mooxe o Ca ci.south c _tx —us All Bidders are invited review City's responses on the t Ci s website at hlal ttlake rrrlrf r as . Submittal Requirements The Bid Document must include one (I) signed original document and five (5) copies. Special Conditions The following special conditions shall prevail over areas of con%i t irr previous pages: N /A, Bid Evaluation factors Fm basis Factor – 35 % ricin 35 9T Irrstallation and S �elseduleDead`time 30% References 6 Brand Manufacture Reference The City has deterroi aed that any manuacturces brand defined irr the Scope of Services meets the City's product and support ueed. 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 sinutar manufactured products Of like qual Y will be considered if the laid is fully_ weed with the ramufa t is brand name and model. The City rescrves the right to determine products and suppettt of equal value, and whether other brands or MOMS meet the City's product and support needs. 7 Key Rveats Scheduk Sealed HkU Due to and Opened by City howxr err l�xrst Page of this RI H Anticipated Awwd )fie Ntoa 19,206 A. Banda I * b"s W WoYed frw - fifw Xa1xjgtWA NA 4sexr"ke - RFB0609AZ62sM60©2li _ Page 7 of 21 Shana Yelverton, City Manager October 9, 2006 Page 13 of 34 !w„ ; (1M M =^yIi*."Et.'� CEf S. City of Southlake is seeking to one vendor to provide holiday lighting and'decoration I i6 c areas ira Soiafl&ke Town Square. 9:n. ITII'.t'�I N1i MMBR ONE: INSTALLATION OF FMS`1`ING TR" LIGHTING. Description of Serviees to be provided: 9_a.l. All lights will be provided w iib the exception of Holly trees, Grand Avenue and Plaza Park Area, 9.a.2. Trunk lighting must have a minimum of three and one-half inch (3 %z ") spaced bulbs. 9,a.3. Branch and canopy lighting must have a maximum spacing of six inches (6'). 9.aA. Lights must be installed from ground level to a minimum height of fifteen feet (15') in each Cree and - anzst cover all of the branches. 9.0. Lights must be wrapped around the branches and secinred with tape around all electrical connections. 9.a.6, Cable ties may be used to secure lights on the tips if necessary, 9.a.7. All extension cords used must be rated for outdoor use (1612 Gauge, Polarized, S]TW, UL Outdoor, 13Amp). 9.1., ITFM NUNWIR ?1' of WSTAMALUO OF W iSM9 ?AVI 1(N t-19 INQ AN-P DECORATIONS. Description of Services to be provided: 9.b.1_ All lights will be provided.. 9.b2. Perimeter and the upper perimeter is to he done with icicle lights, six inches (6 ") between drops, with between fifteen (15 ") and thirty (30 ") inch drops; there must be four inches (4'� of bulb spacing on the drops. 9.b.3. Attachment most be done so as riot t6 da=ge in arty Way the tile roof on the pavilion on either level. 9.b.4. All cords roust be securely fastened so as not to create any hazard to pedestrians or event participants in the pavilion. 9.b.5. Garland =st be a minimum of fourteen inches (14 ") tip to tip, with twelve hundred (1,200) needles per foot, and of natural color. - 9:13.6. Garland c big "&Wufely m idled to MITAW) with m le ties 6r eqa v-alalt attachm -Mt to ensure it will not come loose in high winds and cause any tripping hazard. 9.b.7. All exposed cords must be properly covered and secured. 9.b.8'. Lights are not to exceed 15 AMPS per breaker, per tree well, 9.c. ITYM NILMBER TH : INSTALLATION OF EXISTING CHRISTMAS TREE LIGHTING A�f)V WRA3`;t NS. Description of8ervicesiabeprovided- 9.v, 1. All lights and decorations to be provided. 9.e.2, Light strings must fill the tree from murk to tips (estimated 900 lights). 9..a.3. onaaments must be a minimum of 150mm in diameter and must be designed for outdoor use with proper drainage and hangers designed to handle windy conditions. 9.e.4. Baws must be outdoor quality and must be secured with wire. 9,e.5. All.exposed cords must be properly covered and smurcd. 9.c_6. fdghts we not to exceed 15 AMPS per breaker, per tree well. 9A.ITFM Fk1tJW=FOUR— INSTALLATION OF TREF; LIGHTING. Description of Services to be provided. 9..d.I. All fights to be provided. 9A,2. Lights must be UL approved outdoor lights, 9.x1.3. Lighta must be vicar Super- Bright tong life bulbs (n&finmm 2,000 hours rating). 9.d.4. Lights must law Iemking sockets. 9A5. Liglits, must have 120V strings:. a Seu €hdalte - RFBO609AI62SM600211 Page 8 of22 / " Shana Yelverton, City Manager October 9, 2006 Page 14 of 34 946. Trunk lighting must have a minimum of three and one -half inch (3 ' /a ") spaced bulbs_ 94.7. Branch and canopy lighting must have a maximum spacing of six inches (6')._ 9.d.8. Lights must be installed from ground level to a minimum height of fifteen Feet (15'y in each tree and must cover all of the branches. 94.9. Lights must be wrapped around the branches and secured with tape around all clecttical cmnncctions. 9:4..10. Cable ties may be used to secure lights on the tips if nccessary. 9.4.11, All extension cords used must be rated for outdoor use (16/2 Gauge, Polarized, SJTW, UL Outdoor, 13 AMP), 9A,12, All exposed cords must be properly covered and secured. 9.d.1'3. Lights are not to exceed 15 AMPS per breaker, per tree well. 9.e. ITEM NUNOF,R FIVE: iPtS'TALLATION OF TOWN HALL LIOIi'1'1Nr AND DECORATIONS. Descriptions of Services to be provided. 9.e.1. AR lights and decorations to be provided. 9.e.2. Ferimeter and the tipper perimeter is to be done with icicle lights, six inches (6 between drops, with•between fifteen (15") atxl thirty (3(") inch drops; there must be, four inches (4" y ofbulb spacing on the drops. 9.e.3. Attachment must be done so as not to damage in any way the file roof on the pavilion on either level. 10. MANi)ATORY SITE VISIT: A mandatory site visit will take place at 9:30 A.M., Priday, September 22, 2006 at the Rustin Park Pavilion, located at 1400 N. Mains, Southlake, Texas 76092. II.. PBNALTY FEE: Proiect mast be cons late no later than Frid#L November 10 2006 or a penalty of $500 per dgy.w- ll be accessed. Cay of8outhlukor -. RFS0609A262SM60 0211 Page 9 of 21 44 :1 . Shana Yelverton, City Manager October 9, 2006 Page 15 of 34 Appendix B — Bid Document The requirements outlined m d& Request for Bids represent the City's desired slseeeibsations and performance levei. Bidders may jake exception with or deviate from any of the specifications, however, each such exception or deviation must be doted and supported with written documentation. When exceptions or deviations are proposed, the Bidders are enemrsged to offer alternate solutions and/or additional features in their Bid Document. (Inelude this page with the Did and afra a copy to the outside of the submittal packet's seated envelope) R)rY3 Number: RFQ060¢A162SM600211 Project Title: TO PROVIDE HOLIDAY LtGM NG AND DECORATIONS FOR PUBLIC AREAS IN SOUTW AB E TOWN SQUARE Submittal Deadline: 3;00 P.M. (CST), September 24, 2006 Submit to: City Secretary's Office 1400 Main Street State 270 r, � + � y � Southlake, TX 76092 Bidder Infq o �u� e l 7��tJt Cr y �tfX�� t�l ri { W f ,. � '1 uc� at. _. Company: 1M5 U-16 (r t4�! .-oJC Address: Con t Name. 4 Con et Title: 5 t 5 J :-I 'g- - m q i-IM W T- , K �kT - KM @. ac. I learned of this R,egaesN for Nds by the follo4ving means; < Newspaper A EK chyp-M&ANefificafim D sautbi i.w ehs;tt D 0,41 W 1. Cfk D nth. aty ofSoutBdake - RFB0609AMSM600211 Page 10 of 21 IMM01 Shana Yelverton, City Manager October 9, 2006 Page 16 of 34 Appendix D – Bid Doctam of (watiuuod) 6s Proposed- Products andfor Services A. Service Deserfution Bidders should utilize this section to describe the technical aspects, capabilities, featuves and options of these rvice ox product and/or service proposed in accordance with the required Scope of Service as id�ntfed in .Appendix A. Literature/brochures or, other technical information may be used. H. Ae?:dtitio. ardaxe Deseritaticarts Bidders should also include in this section a detailed description of wliot additional hwdWare andlor softivase, if any, would be required by the City in order to fully utilize the goods audlor service proposed. Cast of Proposed Products and/or Services A✓ Bid Praparatioat Costs ffiddm electing to respond to this Request is respossible for all costs of Did preparation. The City is not liable for any costs incurred bk a BWder r in response to this RF'B. B. FQ (tlelivery char sl : All products offered shall be FOE final destination, with all deliver, c arses to be prepaid by the Bidder, and fully installed, tested, and accepted by the City. "Tice City does• not accept C.O.D. or collect shipments. All prices proposed shall inclirdc all charges, including delivery,. instaiialion and set-up fees. C. fw— k Wrating and Carta The cost of all special pacldng boxing, crating, or cartage shall be imcladed in the p xi ng specified in the Bid Dwoma tffilm§ tatl`aeit=v,�tszr @Wfftbally srewd M tht- City's Request for DU AD packing, crating, or other debris_ res- okras room, d1c delivery or set -up of the cormxmodily purebased shad be removed amd properly disposed ley the successful nitWer at no additional cost to thce City„ unless otherwise agreed to in writing by the City- M Payment. Disueunts Cash: or prompt paysoettt discount& Zxilx no$ be considered iR- deter minim- an awaz& Alf payment dr wouwts G red wfll be tAtm,, 4earned. and deemed in Ciiy begi inieregi<. B• = Priding shall Pcfllea the fall Scope of services defined herein; fnelmive of all associated cost for deli, l'abw, inautance, tames, overhead, and prafst.. City- will net recogkaiw or accept any charges or fees to per € nn this worts that are not specifically stated in the Bu F. Schedule of 'cin - Bidder shall quote, unit pricing in accordance with the scope of services in the aftadhed !135ciiibik 13, Selaed'u rra or Pri�ffig-,' The BI&W an place taotcg att, tl� 5 section or, a: tltc Bidder's option,. subxsatt quotes on the Ridder's• own form as long as, such form follows the format and order afthe• Scope of Service. CJtp of Sa :�t &intro R f BO609AI62SM600211 Pag e 11 . Shana Yelverton, City Manager October 9, 2006 Page 17 of 34 I„ Tree Lighting Park Area — 24 on perimeter of park with Cry 80011ghts per tree ! l.a. 24 Trees Ea ` Park Area - 12 Large trees in center of park 1,400 lights per tree. 112 $ F� Lb. ,h. 12 Trees Ea Park Area -16 Holly trees in center of park 600 clear minis per tree. $ 'Qo k $) I b Le. 16 TIces Ea 11 6aZebo Area — 44 trees on perimeter of c gazebo with $00 lights per tree, Ld. 14 Trees Ea Sidewalks trees on sidewalks with 1,600 lights per tree 0� $ 1.e. 44 Trees t?a nand Ave. Area — 75 trees on sidewaft and ' Plaza park area with $00 tights per tree. $ —7t) 1•f. 75 Trees Ea Plaza Park Area -- Complete righting 4 lo 00, L& 4 Trees Ea large trees in the center of pant $ ' $ 2. Pavilion Lielitive. Install icicle lights hung from two- (2) levels o� all around gazebo. 2.a. - I Svc Install lighted garland swaged on railing all around with red and green lights. $ $� 2-h. 1 Svc Install 4,000 red lights in right-of-way closest to the water. $ - $ -3 � . 2.e. 1 Swc Install 3,500 green lights In second right of way. om 2.d. I Svc Install 3,000 clear lights in third right-of-way. � 2c. l Svc $ Christmas Tree 7keearationst Decorate and ! � - ,,r, 5 D 3. 1 Svc light outdoor Christmas Tries: $ $ Toym Hall Trees: 24 trees on sidewaft wM $ 3 S� , +L. 2A Ti a,6lxl lights per tree WB -TOTAL LU*S ITFWS I. RF B6664A2'62SM60#2II Page 12 of21 Shana Yelverton, City Manager October 9, 2006 Page 18 of 34 5. 75.a. 7 Town hall f htin Install parapet lighting on lower level on four jam. ff �° I Sve sides of building wf C -9 lights. $ $ la Install icicle lights on upper metal roof on all t`a 5.b. I Svc four sides of building, $ $ Install lighted garland on four columns at n' S.G. i Svc south entrance. $ $ Install lighted garland swaged on upper 5�� 5A. I Svc balcony railing. $ $ Install lighted garland swaged on four small o0 5.e. I Svc balconies on front of the building. Install wreaths on four small balconies on 51 1 Svc front of building $ Install lights on second floor arched windows g OQ gam` 5.. I Svc and window detail an south side of building. $ $ Install large wreaths on north side of ZO.O o� 5.h. I Svc building. $ $ Materials_' The City will provide the contractor with all materials except for the locations as listed in Item 1.e. (Park Area — 16 Holly trees in center of park), I.S. (Grand Ave. Area — 75 trees an sidewalks and Plaza park area), and l.g. (Plaza Park Area). Provide pricing for ti. materials for these areas as per below: 6.a. 1 Svc 0'"C t5ocT 5-c Item # 1( c) .ParkAre in center of c pa $ l $Ob 6.b. 1 Save Item # 1( )Err ve Area $ 6 $ w �- 3 ��. 6.c, 1 Svc Item # 1 g) Plaza Park Area. $ l $ 7. 1 Svc Removal and Storage Services. $ LjZaO. Oo SUB- T'OT'AL LINE ITEMS 5. $ B05, e� THROUGH 7.: TOTAL ALL IE ITEMS 3. Derwery of Products andlor Services --- ,_ -- -.., A. Excen or hu;orrect Commodities Products or materials delivered in e�eror or o e:teess of the zpaodsljr ordered shall be returned at the successful Bidder's expense, unless otherwise agreed to in vniting by the City t e �ba#itske R RO609AI6Z,SM600211 Page 13 of2l Shana Yelverton, City Manager October 9, 2006 Page 19 of 34 3w o' number of days required to deeliver and instals Age d t or egtrilrrtteest after tl receipt of the City's runlase Order. Ths elate may, where time is of ess€s?ce �terrruirke SPze successful' Bidder. If the successful Bidder does not deliver in the promised tame, a penalty fee of $500 per day wW be accessed for delay as provided in this RFB beginrking on the first day following the promised delivery date. If delivery delay is foreseen, the Bidder shall give written notice to City. City has the right to extend the delivery date if reasons appear valid, but is not required to do so. The Bidder must keep the City, through the City's designee; advised at all times al' stave of delivery: 14 the event of 4fnilt irk POMis9 delivery (withwut ancepted reasons) or f4urc to meet specifications, the City shall by authorized to purchase the commodities or services elsewhere and assess army increase in costs to the defaulting Bidder, who, by subrxdtting a Bid agrees to be responsible and liable for such costs, and promises to pay same within ten days of invoice. C. Substitutions or Cancellations No substitutions or cancellations are permitted without written approval of City. Delivery and/or work to, be performed shall be done during nornaal working hours only, unless otherwise requested or agreed in writing by the City. l}: Project Schedule Bidder must provide a project s,&dule noting all projected dates for the project, frorn startup to complctionn� Yip Q ©j x i?. operational Inetructiaris / Matiitala Iftedjuest� lfiy Ci€}�,'iliv� l3irld¢is shall gt`ovide a co�lete sot of operational instructions and descriptive literature for proper evaluation of the service or product proposed. R l2cggLmd Tra €sing Should employee training be required as a result of this service or product, the successful Bidder shall provide on-site (or classroom, if applicable) instruction to designated City etnployecs. This cast sha17 be included fn the Aid. C. Material Safety Data Sheets (M„ If applicable, the successful Bidder shall provide the City with applicable MSDS documentation as requb %d- by applicable laws and regulations. 11. Guarantees and' a ties: Vach bidder shall submit a complete copy ofany warranties or guarantees provided by the manlafactures or Bidder with the Bid submitted. s,,Cr, N(} ` 1 e Acceptance of Products and Services All products furnished wider this contract shall be warranted to be merchantable and good quality and fit for the purposes intended as described irk this Bid., to the satisfaction of City and in accordance with the specifications, temps and conditions of the Scope of Serivtdd, aiiA all se ices paefdlMbd shall be vdawarkted to lie fir€ a gassed slid Workitatilike q 'ty., iM addition to, and not in lieu *any other express written warranties it ties provided, y reserves the- to inspect t services per wined or product delivered, and to dletennirne the quality, aceeptabili€y, aMd fitness. of such send ms or product upon delivery, add to reject any wn- conforming goods, providing., however, that the City shall not be required to do so, and any failure by the City to do so shall not prohibit orbar the CAA from later asserting any ran conforcnarrcc er breach 9 warranty. Wilder *s Ekperjeam IStaff A- Pr*tq Fear hkmtify all members of the Bidder's teams (including both team rneritbers and mana"est) who will be providing any services proposed and iWIlide information which details their expesiew -, 50A— ��Q �X .W 04#SomMake RFB0609AI62SM600211 page 14 of 21 Shana Yelverton, City Manager October 9, 2006 Page 20 of 34 B. Remqtral or R . raomnent. of' 5taf- If the Bidder &t� that an assiped' staff person most the rem"ed at rt lrPamd for whatever eh errzr taro e„ the xephOMMI Mist be approved by City prior ter. . ft P ro j ect Ensfiva Bstalzlialm"t: State the number' Of years the Rider's business has been established and Operating. If Bidder's business has changca r-a=s or if the PyWiWfs OP M ng the business operate any sa3rila2 businesses under different names, or have operated any other businesses or changed the legal status or form of the business within the last five (S) years, all naives, of predecessor business names, affiliated entities, and previous business elih s� p �operated by the princil: if diifferea than resent must be provided; 13. Rm�ss Raper ence State the num of years_experience tho business has: and the number ofeznplayees: ,��..,,�;`P°�'�.at exp rie nce and e Related Experience All Bids must include detailed Wom3ation that details the Bidder's experiearpertise in providing the requested services that demonstrates the Bidder's ability to logically plan and complete the requested project. 5r. •.Q_.. A, �x ` r r Independent Contractor Status ` Bidder agrees that Bidder and .Bidder's employees and agents have no employer Mployee relationship with City. Bidder agrees that if Bidder is selected and awarded a contract, City shall not be responsible for the .Federal Insurance Contribution Act (FICA) payments, federal Or State unemployment taxes; income tax Mthlrclftg, Workers Cbsrtpensatiss Insurance payments, or awy other insurance payments, no -rill wit, furnish, any medical- or retirement benefits or any paid vacation or sick leave.. Insi�rairce ' Bidder, consistent Willi its status as an independent eorrtaaetor, shall carry, and shall require any of its subcontractors to carry, at least the following iaasuraraee in such form, with suer-. companies, and in such aamounts (unless otherwise spe(ified) as City may require-. i. wb-M&4 . CUDIlpt;'MAU611 Vftd $ rk )pl&�&s Liability i 'SO43100, �tcluflfrn�,'�'� All .StUe'3 Usttd(Smi' ent, to the extent required by federal law and complying with the Haws of tike State of Texas; ii. commercial General Liability insurance, including Blanket Contractual Liability, Broad Form Property Damage, Personal lniury, Completed €Jperationsfl'toducts Liability, Premises Liability, Medical Payments, Interest of FrrrplWeua as additional insureds, and Broad Form Geacral Liability BndmseUKmts,, for at least one Million Dollars ($I,0DG,0j30) Combined Single Limit Bodily I*ry and Property Damage ors an acemroncce Basis; iii. Corrrprcliensi we Autairnobffe Liability insurance covering all averred, non- owned or bired automobiles to be rased by ft. Contractor, with coveaage for at least One Mill'iort Dollar& ($1,000,00o) Combined Single 14"t Bodily Injury and Property Damage. Bidder skull provide tla,Pe (3) nfererices wvhcm Bidder has perfaatsned samnxlar to or the same tripes of services as demaw liercirr. Client t comrpmy lriwne: e amctltisa�err� k, nrreSriiaal7a f� Date aid Smve. of Work I'tovid'ed: ' R - - U �2 f•ac��i`�C } 2 ( - U ,a.r .c o zh CRY ais wkA¢!'!e RF"B9609A162SM60#211' - page IS of 21 Shana Yelverton, City Manager October 9, 2006 Page 21 of 34 Client I Company Nme: Contact Name: k 4j Date and Scope of W'o�F`ovided: ¢ � �..,�`�-rz..•. -.,� ��.���y . Gee tt L JJ' V O Gsr�t�t 0 c wens I Lornpany uvamc: re.1`nic.0 �QYhMUnt�t�s Contact }Name: hh __ Contact Title:���p ` Date and Scope of Wmlt Provided: TKC_ , t,1(t'r 7. Certifications of Bidder fn compliance with this M, and subject to all the condidonz Herein, the undersigned Bidder certifies and agrees to the following: A. Assignments 'Elie eights and duties awarded the arrccesslul Bidder shall not be assigned: to another without the written consent of the Purchasing Agent. Stich consent shall not relieve the assigner of liability 'in the event of default by the assignee.. B. ILEDT. Bidder shali indemnify and save harmless the City against auty amid all liens and enctumbrances for all labor, goods, and services which may be provided sander the City's request, by Bidder m Bidder's vendors) and if the City requests, a proper release of all liens or satisfactory evidence of ft-Od :n from hens shall be deliver to the City, C. Indemnifrgatiosx Bidder agrees to defend, indemnify slid }told harmless the City, all of its officers, Council members, agents and employees from and against all claims,. actions, suits, deman&, proceedings, eosin damages antd liabilities, attorneys fees, court costa and related expenses, ansmig• oat of, connected with, or rwuTftg fra-m any acts or omissions of Bidder or make agent, exVkoeeyee, subcontractor, or supplier of Bidder in the earecuktion ar performnice of tW4 contract withouut regard to whether gatih persons. are under the direction arcity agents or employees. The Bidder ag ees to protect and indernnd'y the City, aA grits offleexs, Connell rpernbers, agen and employees, Timm all claims, actions, scuts, demands, p=ee& nM costs, damages and liabilities, melnding reasun ble attorneys' fees, coital costs and relater} expeauses, arising out esf any alleged kfi_ingement Ofpatrits or copyrights anmg fx+um the Coubwtax's p erforniance under the t;ontaarWs Birk, inch Mang auttcurneys' ffts and court costs. D. 7rtdestmtit3r f k'afe>xts Co ghts d Tiad rlrs ) addea F reby vs�ara�ronts that the use or sale of the P Malts and seuvirs delivered hereraunder wilt rrat ihfrittge ouz the righlts of any patent, cppyright or registered trademark caverirrg sin sruateriala. asv<I tlae successful Bidder agrees to irxternnifya and kiotd luerrniess the City fax and akk emits earperlscs„ judg nets, and damages which the Cit�a � l hue guar or incur. Cdr ofSva#Jake - "NO609A16.2S`M600211 Page 16 of 21 Shana Yelverton, City Manager October 9, 2006 Page 22 of 34 B. KWAs of use :. All the goods eonh acteal with this project shall become &e sole properly otthe City.. R Csratnitim f nbm: Bidder certifies that na bridles in the form of entertinnnient, as, or otherwise, were offmd or gWm by the suemsfiul Bidder, or its agent or representative, to any City offteer, employee or electcd representative, with respect to this RPB or any conir with the City. C' CQ °otiVe_ kumb Other governmental entities utilizing ittterlocal agreements v6ththe City, away desire, but aie&A obligated, to purchase goods and services defused in this R B from the successful Bidder. All purcI'iases by governmental entities, other than the City, will, be billed directly to and paid by that governmental entity. The City will not be responsible for another governmental entity's debts. Each governmental entity will place their own orders with the successful Bidder and be responsible for ensuring full compliance with the RFB specifications. Prior to other g:±vr.3 g- m-Ate eo t t s. plwillg 4l°dws.; tap, pity will lie tifY tli-, aneq qgfw Bidow of tf t t,, Please indicate below if you will permit other governmental entities to purchase from your agreement with the City. j kes, Others can purchase; [ ] No, Only the City can purchase. Fl. Erma iak Ilwmgi,_e�e• t Ttte Richter is not delifiT;ent i F the payment of ary franchise, tax owed the State of Texas. I. Antitrust Laws Neither the Bidder nor any person firm, corporation, partnership, or institution represented by or affiliated with the Bidder, has violated the antitrust laws of this State or the Federal Antitrust Laws, nor communicated directly or indirectly the Bid made to any competitor or any other person engaged in such line of business. The Bidder hereby assigns to the City any and all claims for overcharges associated with any contract resulting from this RFB which arise under either the antitrust laws of the United States 15 U.S.C,A. Section 1, et seq. (1973), or the antitrust laws of the State of Texas, Texas Business and Consr=cial Code Assn, Sec. 19.41, et sec}. (1967). 1. Child Smp sort Pursuant to section 231.006 (d) of the Texas Family Code, governing the payment of child support, the Bidder certifies that the Bidder is not ineligilsle to receive. the specified payment and acknowledges that this contact may be terminated and payment may be withheld if this certification is inaccurate. Y. Eli rbali : Pursuant to Section 2155.004 of the Texas Government Code, governing the collection of st -Or" 1 WaT 4 #- grail un t ax the 644E -Ttf "n that e �Rdi al % blisiRess gtoty ?erT iq this Bid is not ineligible to receive the specified contract and acknowledges that this cozatraet May be terminated and/or payment withheld if this certification is inaccurate. L. Debts of Bidder The Bidder agrees that any payments due the Bidder under this contract may be applied towards any debt of the Bidder to the City or the State oFTexas, including but not Ihnited to dvHvq xet to -ca and child support th--t is MW to the State of Texas undler tlue. City. Ikd. heclnired Licems Bidder certifies that he holds all licenses required by the State of Texas for a provider of the goods andlor seM=f s described by the Scope o f Service herein. R Arras tnity fo Submit Bid and Enter, Contract The person sigzxing on behalf of Bidder hereby 64itEgs # ft slow lam s"ttttm ity tQ suwj this 4i4 rm 1 44W of the Bidder Z44 Iiririd the 13iddear to any resulti contract. 00Y s gear, terse - RFB0609AI62,SM600211 Page 17 tst'21 Shana Yelverton, City Manager October 9, 2006 Page 23 of 34 > 'tee Swxeb md& ca?afideagnl tnfe a n Taade Seacts gnsl Moan ela tigl dnforcma:gW This Bid _V woeo _. (rila&g ) 00MIM0 traal+V sc : ender eW&derstiaY please && such trade seearm xW oo ldetzial iafomabori,, od the ham" f paw assertion. Ilat suc- � to-TA . Hog for la �l P to - sw . am diisck ©see. 4.i fure�N0.t �n �nlsp� 15 Sor al Se 9. & RM!Md Itms Each Biel must include the fallowing items. i. Each Bid should include the Bidder's Payee IdmWiication Number (PN(formerly Vendor M) ' and the Kill legal name and addiess of the Bidd& (eihtu iar b1ft €s px6uid6d). a. Bidder's (PIN) # 75 _ Z � � b. Bidder's Legal Name, I} Ln §S V ft5 (.l6tt� C? �Q "'Al 2 'K c. Bidder Address, spo V\�A l�f Applicable Please review the following itum to determine their applicability to the Bid, aud, if applicable to, the B provi(k the following infenna.fiow F�,'. �eratlf�d Viflkt3i��v1�" lsbt 1G�'tD1Y�LL/k[t �ulYtlV�rt`'. tf iii. Prime contractor HUB ! i BB registration numben # iv, An individual Bidder acting as a sole proprietor rrzust also enter the Bidder's Social Security - Number: # v. Pursuant to Section 231.006 (c) of the Texas Family Miele, each Bid should include the nme acid Social Security Number of each person with at least 2.J��fo ownership o€ business entity submitting the Sid, Bidders that have pre - registered this infau nation on theTBPL Centralized 11 wer Bidders List have satisfied Us 'requirement. If not so pre - registered complete the e . following; lVarite is �. l akh �cr� SS N, 5 i - fit 8 -� 8`� ES �v Ala. Na=— 98P:. MOW. CF&4 hkke - AFB0609A162SM600211 Page 18 of21 Shana Yelverton, City Manager October 9, 2006 Page 24 of 34 an t du uiriflaJltt 3tinrxthtenrtnl ♦ Wilk Appendix C - Conflict of Interest Questionnaire (CIQ) IileittAUR of l OUM kill 919 Filing Canfliet Disrimeare Statements. A person or business, and their agents, whd, seek to contract or enter into an agreement with the City, are required by Texas Local Gavernnteait Code, Chapter 176, to file a conffiet of interest questionnaire (P(51tivl dq-) which is found below or on -line 4 www.eflties.4;ijjgx.us The terra must be filed with the Ci33, Secretary no later than seven (7) days aft the date the person or business begins contract discussions or negotiations with the City, or submits an applicatioo, responds to a request for proposals or bids, correspondences, or other writing related to al potential agreement with the City, Such persons and businesses, end their agents, must also file an updated questionnaire not later than Septemberl of each year in which the person or business begins contract discussions or negotiations with the City, or submits an application, responds to a "urmt for proposals, quotes, or bids, aorrespondenee, or other writing related to a. potential agreement with the City, and within sown days after the date of an event that would make a filed questionnaire incomplete or inaccnrata. An updated complete questionnaire is not required iftho person orbusibers filed & q1csli6fdiil & 6FIrI dalad tfiiestiorriialie lifter Me 1 butliet6rd Si pwffibbr 1. CONFLICT OF .INTEREST QuEsnciNNAIRE FORM C1Q For vendor or other person doing business with local government entity ThSs quosticonaim is being tlled in aeomdance with chapter 176 of the Local CmvemmentCode by a Ol<Ti ICE USR ON Person doing business with the governmental entity. ISals Itel;eived By law this questionnain: mast he filed with the records administrator of the local $avemment not later than the 7 business day after the date the person becomes aware of facts that require the matementtobe filed. See Section 176.008, Local Govemment Code, A prison unntmits an offewo if the person violates Section t76.006, Local 6.ovemunat Code. An offense under M's section is a Class C misdemcanor. n it A. Name of rson doing business with local governmental entity. ° g g ty. (Plea ` p ' C � { 2- L�SI Cheek fhis box if you ase filing an update to apreviously filed. questionnaire. (Me low requires that yen file an updated competed questionnaire with the appropr --iate filing authority later than September t of the year for which an activity described in Section 176.006(a), Local 0overnment Code, is pending and not Iater than the 7 business day after the date the originally fried questionnaire becomes incomplete or inaccurate.) 3. Desetibe each afliation or business relationship with an empleyee or.ctm4mctor of the local governmental entity who mattes recommendations to a local government officer of the local government entity with respect to expenditure of money kA 4. Desctibe caek eflistion or ha amass sedatienship with a person who is a local go vernment officer and who appoints or etttlrloys a heal g4vffminm of =r ofibe local governmental entity that is the subject of this questionnaire, CdpOSm Akke• - AFBO609 41 62SM60(7221 Page 19 of 21 Shana Yelverton, City Manager October 9, 2006 Page 25 of 34 CONFUCT OF INTEREST QUESTIONNAIRE FORM CI Q FOE veMdov of 000' r gssson doing business with lewd govemmmt entity page 2 5. Natne of hscaE government oiticor with whom filer It as affiliation or business relationship. (Complete ibis section only W the answer to A, B, or C is YES.) This section, itetn 5 including subparts A, B, C & D, mast be completed for each officer with wbom the tiler has affiliation or business relationship. Attach additional pages t this Form CIQ as necessary. A. Is the local government officer natned in this section mraiving or likely to receive taxable income from the filer of the questionnaire? 11 Yes ❑ No B. Is the Cher of the questionnaire receiving or ltirely to receive taxable income from or at the direction of the local government officer named in this section AND the taxable income is not from the local govemmental entity? ❑ Yes ❑ No C. Is the filer of this questionnaire affiliated with a corporation of other business entity that the local government officer serves as an officer or director, or holds an ownership of to per€.ent or more?' tI W D No D. Describe each a,ffrliation or business relationship. b Describe any+ other afflation or business relationship (bat tnlgh6 cause a conflict of interest. 7 %pWixe W pmm; doing hasiaess with the governmental -tityF Date My of tnte - RFB0609A162SM600211 Page 20 of 21 Shana Yelverton, City Manager October 9, 2006 Page 26 of 34 I 9. Appendix D — No latest to Submit Form N ymw firm has ch 1 not to submit a bid for this proeunnunt, plewe wmplete this form anal su b m it to. Cay Of Sout5lake Purehasin repay DiAmon, Dep ent of Finance 1409 Main Street, Suite #"440 Sauthtake, Tpxas 76092 -Please check aft Items that apply. ❑ Do not sell the itein(s) required. ❑ Gannet provide Insurance required. ❑ Cannot be competitive. E]Ca=ot provide Bonding required. ❑ Cannot meet 8paoifications highlighted in atta. D hed D . c.t ..n ith Indinif request. ❑ in .0. J.b to large ❑ Job ton wall ❑ Do not wi* to do business with the cit y of av ❑ otw; MM-PANYNAW- Auffiorized Officer Name (Please print): f la*rned of Ws Request Aw Bids by the felhwing meam, City A&.9s..eW ❑ wbt. ❑ co m W, to CRY Maijd M, , cepy 11 06, //U e 11 - kv RFU609A162SM600211 Page, 21 t 21 Shana Yelverton, City Manager October 9, 2006 Page 27 of 34 The Christmas Light Company, Inc. Company Information The Christmas Light Company, Inc. 8019 Military Parkway Dallas, TX 75227 Phone: 214 - 515 - XMAS (9627) Fax: 214- 348 -9992 Email: Bill TheChristmasLi htCom an .com Federal Tax I.D. Number: 75- 294435.3 Contact: Bill Rathburn Bill's: Cell Phone Number: 214- 244 -4487 * Our referral _list is absolutely second to none! (Included) TcLC ,� Shana Yelverton, City Manager z:l October 9, 2006 Page 28 of 34 I I ! ACOM cERTir-mATE OF LIARIUTY jNsLjRANr—F I OpRops OUR IswipAwx soml= duo 8. eg 114 ClsbuLite, TR 7"33 The Chrim-sm Tagb.t couphnY.Inc. — * MROM9 - Rin A*thbu= N6—. 2WOMADMI COMWI! k== 3W *00 military joark"my IN"m m z0aw Wm= ZURUPANM 1)4kl"*, TX 75227 MUNTL ---- I %0-15-06 G044 AVAM-4L. UMP APP"M A-SR; x f FOXY F 2sw 17 I= I DCWRFIERGE _,a 7. UUU.VUU . . . . J . . . . . . . We Lwf".v � ov", coo t W.WOL A00462A70 2,D00,009 UoAMY wam Ain m a32770940 10-27-05 1 20-27-06 Y01A III! MNAIM I WMn�irsRe.0 �I— owip L CLAMSMAO EAW occu wm ArrYrEwtE 000756267 ,10-29-05 10-28-06 ix!4wyt"� Mal 000 p MAwWUL Omw=dLt Tv%slzXTt t0M.%=S ZXAKUT ADDITIOVAL ZUSURED ZNWP.SXW4T AS munm BY VONMAZT ZW PAV*R OLF CZRTlr2C^Tn WWXR. WWoRrXAS CCdpZNSATX0jq CMMIVS 70'"m VMTVWR OF 30210CAMON mmmatuT rd Mfbk or C23*1# CATE Romra. I SHI)MDAWGF * NCOO',OkCe"FkMPQutLLOWECAWML90WOMTREF�nAn.N WMA "0 OWU79m OR "AWFIV Of Ayr KW U" Tw 178 AUUM OR Shana Yelverton, City Manager October 9, 2006 Page 29 of 34 Business Experience Company has been in business for nine years. Individuals have experience from 1 =10 years. We have 30 employees with over 120 years worth of experience company -wide. Shana Yelverton, City Manager October 9, 2006 Page 30 of 34 mctv n"° Proiect Related Experience We have hundreds ofyobs under our belts. From rooflines, to trees, to decorations, we have done it all, hundreds of times. SOME RELATED EXPERIENCE (lots more available upon request) -Trees city of southlake — 3 years city of keller — 5 years shops at legacy — 5 years city of coppell — 3 years city of mckinney — 2 years etc. - Building tops city of southlake — 3 years premier communities — 4 years city of mckinney — 2 years karahan companies — 5 years lantana — 3 years etc. - Decorations city of southlake — 3 years premier communities — 4 years villa del norte — 5 years karahan companies — 5 years lantana — 3 years Shana Yelverton, City Manager October 9, 2006 Page 31 of 34 Business Establishment The Christmas Light Company started in 1996. Moved to Texas in 1997, & incorporated in October, 2000. 2 C- Shana Yelverton, City Manager October 9, 2006 Page 32 of 34 wee �-X t� Prpject Team 1- Bill Rathburn; 10 years experience, all facets of holiday decorating, bidding, and management. 2- Jim Sciandra; 7 years experience, all facets of holiday decorating, bidding, and management. 3- Jon Wingate; 7 years experience, all facets of holiday decorating and management. 4- Max Wingate; 6 years experience, all facets of holiday decorating and management. J- Eulogio Leandro; 7 years experience, all facets of holiday decorating and management. 6- Matt Poldrugach; 3 years of holiday decorating experience, also is a certified electrician. 7- Adam Ferdinand; 6 years experience, all facets of holiday decorating and planning. 8- Kevin Mera; 6 years experience, all facets of holiday decorating. 9 - Richie McGee; 5 years experience, all facets of holiday decorating. 10- Butch Blocker; 5 years experience, all facets of holiday decorating. 11- Martin Luna; 4 years experience, all facets of holiday decorating. . 12- Larry Daniel; 9 years experience, all facets of holiday decorating. 13 - Anthony Garcia; 5 years experience, all facets of holiday decorating and management. 14- Vincent Bazemore; 4 years experience, all facets of holiday decorating. 15- Brad Lemmons; 6 years experience, all facets of holiday decorating. ,l�t� Shana Yelverton, City Manager October 9, 2006 Page 33 of 34 `t it Warranty on New Lights Purchased *All new lights and decoration_ s come with a 2 year warranty. warranty guaranteed by Bidder. d � `R Shana Yelverton, City Manager October 9, 2006 Page 34 of 34 AV07Q0\X Project Schedule: Appendix Z 9/22/06 @ 9:30 a.m. — Mandatory Bidders Meting 9/29/06 @ 3:00 p.m. — Bid Due 10/19/06 — Bid Awarded 10/20/06 — Start Install 1 11/3/06 —Complete Install d9, 11/4/06 — Our Own Company's Inspection 11/10/06 — Project Completion Deadline Available for installation walk -thru anytime! Service is continual the entire season Full staff will be on hand for tree lighting Removals will be between 1/3/07 & 1/5/07 (or at city's request) Available for removal walk -thru anytime! id - t M