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Item 4GCITY OF SOUTHLAKE MEMORANDUM (December 4, 2012) To: Shana Yelverton, City Manager From: Robert H. Price, P.E., Director of Public Works Subject: Renew annual purchasing agreements with Vulcan, Inc. and Pathmark, Inc. for the purchase of signs and pavement marking materials. Action Requested: Renew annual purchasing agreements with Vulcan, Inc. and Pathmark, Inc. for the purchase of signs and pavement marking materials. Background Information: Throughout the year, the Street Division of Public Works makes numerous purchases of signs and pavement marking materials for use in the repair, maintenance, and replacement of traffic control signs and pavement markings. In order to obtain competitive pricing and facilitate these purchases, staff solicited sealed bids for the most commonly used supplies from relevant vendors. In January 2011, contracts were awarded to these two vendors for a twelve month term with the provision that the contracts were eligible for two (2), one (1) year renewals. Neither vendor requested any price increases over the prior year. The bids have been reviewed by City Staff and are tabulated on the basis of the best price and past performance. It is recommended that the City Council approve the renewal of the annual purchasing agreement for Signs and Pavement Marking to Pathmark, Inc. and Vulcan, Inc. by category as indicated on the bid tabulation sheet. Financial Considerations: Funding for purchases under these agreements is available in the FY 2013 operating budget of the Street Division. The prices shown on the bid tab are based on estimated quantities for the purpose of comparing unit pricing and do represent the actual amount to be spent during the contract term. Strategic Link: The maintenance and replacement of signs and pavement markings links to the city's strategy map relative to the focus areas of Infrastructure and Performance Management and Service Delivery. The specific corporate objective that is met by this purchase agreement is investing to provide and maintain high quality public assets. Citizen Input/ Board Review: N/A Legal Review: N/A Alternatives: The City Council may approve or deny these agreements. Supporting Documents: Bid Tabulation Staff Recommendation: Renew annual purchasing agreements with Vulcan, Inc. and Pathmark, Inc. for the purchase of signs and pavement marking materials. Staff Contact: Robert H. Price, P.E., Public Works Director Chuck Kendrick, Deputy Director of Public Works - Operations SOUTHLAKE 10 November 19, 2012 Vulcan Inc. PO Box 1850 Foley, Alabama 36536 -1850 Attn: Mr. David Beviacqua Subject: Option to E=xtend Notification for RFB1011 B360CK100029 Provide and Deliver Signs and Signage Hardware Dear: Mr. Beviacqua: The City of Southlake is providing notification they intend to extend the contract, pending City Council approval, resulting from your RFB1011 B360CK100029 Provide and Deliver Signs and Signage Hardware, copy included, for Fiscal Year 2013. This extension shall become effective January 19, 2013 pending City Council approval (CC Award date ) and shall continue in full force based on the terms and conditions of the initial award. Additionally as a condition of contract renewal a price adjustment may be requested by the vendor and considered by the City. In support of a price adjustment, vendor may submit documentation as to the need of the price adjustment. Requests for price adjustments may only occur at the time of renewal and only upon securing the approval of the City in writing. Requests for price adjustments must be solely for the purpose of accommodating an increase in the vendors cost, not profit. Your company has indicated an increase in pricing is not requested at this renewal. The terms and conditions proposed and accepted in this renewal agreement are as follows Line Items Awarded: Line Items # 1 -149 and 165 -196 Payment Terms: Net 30 days (Unless otherwise noted — such as pre- and/or partial payment) Method of Payment: Shall be made by purchasing card or purchase order. Delivery Terms:. FOB Destination Delivery Locations: IF STATED IN RFB DOCUMENT Term of Contract: Shall be effective for twelve months from date of renewal City Contact: RYAN YORK 817- 748 -8093 Send all billing to: City of Southlake 1400 Main Street, Suite 440, Accounts Payable Southlake, TX 76092 or accountspayable o.ci.southlake.tx.us Other Charges: The City of Southlake is a tax exempt municipal corporation and is exempt from all federal, state, and local sales taxes. All other specifications, terms and conditions shall be as provided in the original procurement documents. No other attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an authorized representative of the City of Southlake. Thank you for participating in our procurement process. Please call 817.748.8312 with any questions. Sincerely, Tim Slifka Purchasing Manager, CPPB City of Southlake 1400 Main Street, Suite 440 Southlake, Texas 76092 tsllfka(a).CI.Southlake.tx, us Phone 817 -748 -8312 Fax: 817- 748 -8048 Contract and Award Accepted: Signed: Date: Mayor John Terrell City of Southlake 1400 Main Street, Suite 440 Attest: Alicia Richardson, TRMC City Secretary Approved as to Form and Legality: City Attorney Southlake, Texas 76092 I must have your reply before 5 PM, November 12, 2012 in order-to process your renewal. Chuck Kendrick Deputy Director of Public Works - 'Operations City of Southlake Phone (817) 748 -8080 Fax (817) 748 -8103 ckendrick @ci.southlake.tx.us vn Pathmark renewal 2013.pdf 4206K David Beviacqua <davidb @vulcaninc.com> Thu, Nov 15, 2012 at 9:26 AM To: Chuck Kendrick <ckendrick@cl.southlake.tx.us> Cc: Joe Walsh <jwalsh @cl.southlake.tx.us >, Timothy Slifka <tsIllka@ci. south Iake.tx.us> Mr. Kendrick, Pursuant to our conversation yesterday, I am sending this email to confirm that Vulcan Signs will extended the contract with the City with no increase. Please let me know if you need more information. Regards, David Beviacqua I Sales Manager Office I BOO.633.5845 Cell 1251.424.2554 Fax] 251.972.1534 Vulcan Signs' Wehsite Take a Virtual Tour of Vulcan Signs ORIGINAL DOCUMENT CITY OF SOUTHLAKE Council Action: Q' N Ord.IRes. No. SCUTHLAKE C.rry Or D ate Approved 'f ullow 17 1 9 December 9, 2011 Vulcan Inc. PO Box 1850 Foley, Alabama 36536 -1850 Attn: Mr. David Beviacqua Subject: Option to Extend Notification for RFBI011B360CK100029 Provide and Deliver Signs and Signage Hardware Dear: Mr. Beviacqua: The City of Southlake is providing notification they intend to extend the contract, pending City Council approval, resulting from your RFB1011B364CK100029 Provide and Deliver Signs and Signage Hardware, copy included, for Fiscal Year 2012. This extension shall become effective after City Council approval (CC Award date f and shall continue in full force based on the terms and conditions of the initial award. Additionally as a condition of contract renewal a price adjustment may be requested by the vendor and considered by the City. In support of a price adjustment, vendor may submit documentation as to the need of the price adjustment. Requests for price adjustments may only occur at the time of renewal and only upon securing the approval of the City in writing. Requests for price adjustments must be solely for the purpose of accommodating an increase in the vendor's cost, not profit. Your company has indicated an increase in pricing is requested at this renewal. Update pricing has been included as part of this renewal agreement. The terms and conditions proposed and accepted in this renewal agreement are as follows: Line Items Awarded: Line Items # 1 -149 and 165 -196 Payment Terms: Net 30 days (Unless otherwise noted — such as pre - and /or partial payment) Method of Payment: Shall be made by purchasing card or purchase order. Delivery Terms: FOB Destination Delivery Locations: IF STATED IN RFB DOCUMENT Term of Contract: Shall be effective for twelve months from date of renewal City Contact: RYAN YORK 817- 748 -8093 Send all billing to: City of Southlake 1400 Main Street, Suite 440, Accounts Payable Southlake, TX 76092 or accounispa yablegei.southlake.tx.us Other Charges: The City of Southlake is a tax exempt municipal corporation and is exempt from all federal, state, and local sales taxes. All other specifications, terms and conditions shall be as provided in the original procurement documents. No other attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an authorized representative of the City of Southlake. Thank you for participating in our procurement process. Please call 817.748.8312 with any questions. Sincerely, Tirn - Slifka Purchasing Manager, CPPB �7 City of Southlake Renew Ap - proved Date 1400 Main Street, Suite 440 John Terrell Southlake, Texas 76092 A pr, City of Southlake tslifka@c.i.south lake.tr.us Phone / Fax: 817.748.8312 / 817.748.8048 " Alicia Richardson, TRMC 1400 Main Street, Suite 440 CAA SW MW, Texas 76092 January 19, 2011 Vulcan Inc. PO Box 1850 Foley, Alabama 36536 -1850 r , ­ Y SOUTHUME 9 UFA; I "' ' E E 0 R D ATTN: Mr. David Beviacqua Subject: RFB1011 B36OCK100029 Provide and Deliver Signs and Signage Hardware Dear Mr. Beviacqua: The City of Southlake is pleased to inform you that Vulcan Inc. of Foley, Alabama is one of two vendors being awarded "RF131011 B360CK100029 Provide and Deliver Signs and Signage Hardware" The award and this agreement are based on your bid to the City, copy enclosed. This is a multiple vendor award contract. Your company's portion of the award is attached_ This award was approved by the City of Southlake City Council on January 18, 2011. The terms and conditions proposed and accepted in this agreement are as follows: Line Items Awarded LINE ITEMS AWARDED: Line items # 1 -149 and 165 -196. Payment Terms: Net 30 days (Unless otherwise noted — such as pre- andfor partial payment) Estimated Quantities: The City does not guarantee to purchase any minimum or maximum quantity but does contemplate purchasing the awarded items exclusively during the term of the contract from the successful vendors. Method of Payment: Shall be made by purchasing card or purchase order. Delivery Terms: FOB Destination Delivery Locations: Vendor Delivery or City employee pick -up. Term of Contract: The term of awarded contract shall remain in effect for twelve months from date of award and is eligible for up to two (2) one (1) year annual renewals. City Contact: CHUCK KENDRICK 817 -748 -8080 Send all billing to: City of Southlake 1400 Main Street, Suite 440, Accounts Payable Southlake, TX 76092 Other Charges: The City of Southlake is a tax exempt municipal corporation and is exempt from all federal, state, and local sales taxes. All other specifications, terms and conditions shall be as provided in the original procurement documents. No other attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an authorized representative of the City of Southlake. Thank you for participating in our procurement process. Please call 817.748.8312 with any questions Sincerely, Tim Slifka Purchasing Manager City of Southlake 1400 Main Street, Suite 440 Southlake, Texas 76092 tslifkaOa ci.so uth lake. tx. us Phone 1 Fax: 817.748.8312 ! 817.748,8048 Contract d7<wa d A d: Signe . Mayor John Terrell Cc; Originator File (2 copies) DATE: J' t y 0 1400 Main Street, Suite 440 Southlake, Texas 76092 Appendix. B — Bid Document SabmHlai Creekilst (To deterenfae validity of bid) APFeRdix B (PPS _$ thmnik 17, acct be iachded is the nrd sabre RA Appendix C (Page 17J Conflict of Iaterefft Fero mast be fKdudW in tke bid sabnMaL Faiibit A, Pricing Sckedwie Paper Copy tied CO in Excel Format ® NewTper Ad,,tis==t ❑ SoutWAe Website ❑ Mailed Me a COPY ® City &mad Natification ❑ Cold Call to City ❑ Other CttyofSon hkke - RIT101111360C:K100029 - Page 8 of 18 I learned of tbis Regdest for Rids by the-following mean: Appeadlr B — Bid Document (c**&.ed) I. MUIRED BID INFORMATION EV ORDER FOR A BID TO BE CONSIDERED COMPLETE, AND TO BE EVALUATED FOR A C0N7X4CT AWARD BY THE CITY, BIDDER MUST SUBMIT ALL OF THE FOLLOWING RWORMA770M 1. .Proposed Products and/or Servkes A ftduct or Sock& Description Bidders should utilize this suction to describe the technical aspects, capabilities, features and options of the service or product ar&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 Descrintious Bidders should also include in this section a detailed description of what additional hardware and/or software, if any, would he required by the City in order to fully utilize the goods and/or services proposed. C. Material _Safety Data Sheets_(MSDS) If applicable, the successful Bidder shall provide the City with applicable MSDS documentation as required by applicable laws and regulations. D. Guarantees and Warranties Each Bidder shall submit a complete copy of any warranties or guarantees provided by the manufacturer or Bidder with the Bid submitted. E. Project Schedule/Delivery Date Bidder must provide a project schedule noting all projected completion dates for segments of the Project, from start -up to completion, and all delivery dates for goods covered by the RFB. The Bid Document must show the number of days required to deliver and install the product or equipment after the receipt of the City's Purchase Order. 2. Cost of Proposed Products and/or Services A. Pte 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 PriLmX Bidder shall quote unit pricing in accordance with the itemized listing of products or contract segments stated in the Scope of Services and using the following format: NOTE TO MMOR EDIT "A" PRICING SCHEDULE MUST BE SUBMITTED ON A CD AND IN EXCEL FORMAT AND INCLUDE A PAPER COPY 3. Bidder's E=perieece / Staff A. Proiect Team Identify all members of the Bidder's team (including both team members and management) who will be providing any services proposed and include information which details their experience. 13. Removal or Replacement of StafE If an assigned staff person must be removed or replaced for any reason, the replacement person must be approved by City prior to joining the project, C. Business Establishment State the number of years the Bidder's business has been established and operating. If Bidder's business has changed names or if the principals operating the business operate any similar businesses under different names, or have operated any other businesses or changed the legal status or form of the business within the last five (5) years, all names, of predecessor business names, affiliated entities, and previous business entities operated by the principals, if different than present, must be provided, City ofSourhlake - Rf'B101IB36OCK100029 - Page 9 of 18 State the number of years experience the business has: 44 ; and the number of employees: 150 D. Pruject Related EApt rience All Bids must include detailed information that details the Bidder's experience and expertise in providing the requested services that demonstrates the Bidder's ability to logically plan and complete the requested project. d. R+efe3reaces Bider shall provide three (3) references where Bidder has performed similar to or the same types of services as described here n - Reference #1: Client/ Co Name: * ** SEE ATTACHED * ** Contact Name: Contact Title. Phone: Email: Date and Scope of Work Provided: Reference 3: Client / Company Name: Contact Name: Contact Title: Phone: Email: Date and Scope of Work Provided Reference #3: Client: / Company Name: Contact Name: Contact Title: Phone: Email: Date and Scope of Work Provided: City ofSouthkke - RFB1011ffi60C[C10ti11Z9 - Page 10of 18 Vulcan Sens A Part of Vulcan, lnc. 408 East Berry Avenue • P.O. Box 1850 • Foley, Atabama 36536 -185D (251) 943 -1541 - FAX (251) 943 -1544 • E-mail: vulcan3@vulcanine com • Website: www.vulcaninc.com CUSTOMER REFERENCES City of Richardson, TX Mr. Larry Mclnis 1260 Columbia Drive Traffic Operations Manager Richardson, TX 75081 (972) 744 -4460 FAX (972) 783 -7251 City of College Station, TX Mr. Doug Payne P.O. Box 9960 College Station, TX 77840 - (979) 764 -3847 FAX (979) 764 -3851 City of Brenham, TX Bubba Herrin P.O. Box 1059 Street Department Brenham, TX 77833 (979) 451 -9034 FAX (979) 337 -7228 Travis County, TX Mr. Paul Garcia P.O. Box 1748 Sign Shop Austin, TX 78767 (512) 854 -9009 FAX (512) 854 -9012 Brazoria County, TX Mr. Jerry Sirmans P.O. Box 998 Road & Bridge Clute, TX 77531 (979) 265 -3953 FAX (979) 265 -5409 "AN EMPLOYEE OWNED COMPANYI" 5. Trade Secrets and/or Confidential Wormation Trade Secrets and/or Confidential Information: This bid _ (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. 6. Federal,, State and/or Local Identifiendon information A. Centralized Master Bidders List registration number: N IA B. Prime contractor HUB / MWBE registration number_ N/A C. An individual Bidder acting as a sole proprietor must also enter the Bidder's Social Security Number. # - 7. Cooperittive Governmental Purchasing Notice Other governmental entities maintaining interlooal agreements, with the City, may desire, but are not obligated, to purchase goods and services defined in this RFB from the successful Bidder. All purchaser; by governmental entities, other than the City, will be billed directly to and paid by that govemmentai entity. The City will not be responsible for another governmental entity's debts. Each governmental entity will place their own orders with the successful Bidder and be responsible for ensuring full compliance with the RFB specifications. Prior to other governmental entities placing orders, the City will notify the successful Bidder of their intent . Please indicate below if you will permit other governmental entities to purchase from your agreement with the City. [ ] Yes, Others can purchase [ x ] No, Only the City can purchase & Term of Contract and Option to Extend: Any contract resulting from this RFB shall be effective for twelve months from date of award. The City anticipates that contract shall be renewed pursuant to the availability of fends and at the discretion of the City. The following clauses shall be included in Ow contract: A. O I on Clause It is agreed that City will have the option to extend the contract for up to two (2) 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 fund g is unavailable or if the contractor's past performance is not within the industry standard B. Escalation Clause Should market conditions prevail which dictate an increase, the successful contractor may submit documentation requesting permission to increase pricing no later than 30 days after receiving notice from the City of its intent to extend the agreement Escalation may only occur at the time of renewal and only upon securing the approval of the City in writing. Requests for price adjustments must be solely for the purpose of accommodating an increase in the contractor's cost, not profits. Vendors shall show in this quote their anticipated percent of escalation if/when the option.to extend is exercised. The percent quoted will be a maximum. In addition, the percentage proposed will be a factor in determining the best value to the City. It is the 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 1 /o escalation. City ofSoudhlake - RFBIOlIB369M00029 - Page 11 of 18 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 tare comparative statement de livered to the City. The maximum increase allowed under this provision shall be eight percent (fl ° ! o) per year. The City shall have authority, in its reasonable discretion, to determine the validity of any ebange in Contractor's rates. City cannot exercise the Option to Extend with any price increases unless the Vendor completes the section of the Quote requesting anticipated percentage of annual escalation. FIRST ADDITIONAL YEAR (FY 11 -12) F, SCALATION ........................— 5 % SECOND ADDITIONAL YEAR (FY 12-13) ESCALATION ..................... 5 % H. CONTRACT TERMS AND CONDITIONS EXCEPT WHERE BIDDER MAKES SPECIFIC EXCEPTION IN TIM SUBMITTED BID, ANY CONTRACT RESULTING FROM TWS RFB WILL CONTAIN TEE FOLLOWING TERMS AND CONDITIONS, WEICE BIDDEN R REBY ARNOWLEDGES, AND TO WfIICEBIDDER AGREES BYSUBM.ITTING A BID: 1. Delivery of Products and/or Services A. favmeat Terms Unless otherwise specified in the Scope of Services or otherwise agreed to in writing by the City, payment terms for the City are Net 30 days upon receipt of invoice. B. warranty of Products and Services All products furnished under this contract shall be warranted to be merchantable and good quality and fit for the purposes intended as described in this Bid, to the satisfaction of City and in accordance with the specifications, terms, and conditions of the Scope of Services, and all am"ces performed shall be warranted to be of a good and workmanlike quality, in addition to, and not in lieu oft any other express written warranties provided C. Late Delivery or ft. ormance: If Bidder fails to deliver acceptable goods or services within the timefiames established in the Project Schedule, the City shall be authorized to purchase the goods or services from another source and assess any increase in costs to the defaulting Bidder, who agrees to pay such costs within ten days of invoice. D. FOB (delivery charm All products of e d shall be FOB final destination, with all delivery charges to be prepaid by the Bidder. The City does not accept C.O.D. or collect shipments. The contract price shall include all charges, including delivery, installation and set-up fecs. All Packing, crating„ or other debris resulting from the delivery or set-up of the commodity purchased shall be removed and properly disposed by the successful Bidder at no additional cost to the City. E. FAgM or [ncorrect Commodities Products or materials delivered in error or in excess of the quantity ordered shall be returned at the successful Bidder's expense, unless otherwise agreed to in writing by the City. F. Title to Goods and Risk of Loss For goods to he provided by Bidders hereunder, if any, the title and risk of loss of the goods shall not pass to City until City actually receives, takes possession, and accepts the goods and the installation of such goods, has tested the system„ and determined that it is in good and acceptable working order. 2. MlacenaDmus A. ftdeRM4 Contractor: Bidder agrees that Bidder and Bidder's employees and agents have no employer - employee relationship with City. Bidder agrees that if Bidder is selected and awarded a contract, City shall not be responsible for the Federal lasuranee 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. CytyofSoutl&ke - RFHIDIIB36OCKIO0029 - Page 12 of 1S B. Assignments The rights and duties awarded the successful Bidder shall not be assigned to another without the written consent of the Purchasing Manager. Such consent shall not relieve the assigner of liability in the event of default by the assignee. C. LLp: Bidder shall indemnify and save harmless the City against any and all liens and encumbrances for all labor, goods, and services which may be provided to the City by Bidder or Bidder's vendor(s), and if the City requests, a proper release of all liens. or satisfactory evidence of freedom from liens shall be delivered to the City. D. Gratuities / Bribes Bidder certifies that no bribes in the form of enterfaimmmit, gifts, or otherwise, were offered or given by the successful Bidder, or its agent or representative, to any City officer, employee or elected representative, with respect to this RFB or any corfract 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. Finandal Partipipgon: Bidder certifies that it has not received compensation from the City to participate in preparing the specifications or RFB on which the Bid is based and acknowledges that this contract may be terminated and/or payment withheld if this certification is inaccurate. F. RzMbmd Licenses: Bidder certifies that he holds all licenses required by the State of Texas for a provider of the goods andlor services described by the Scope of Services herein. G. Authority to Submit Bid and Enter Contrast The person signing on behalf of Bidder certifies that the signer has authority to submit the Bid on behalf of the Bidder and to bind the Bidder to any resulting contract. EL C fiance with Anlicable Law; Bidder agrees that the contract will be subject to, and Bidder will strictly comply with, all applicable federal, state, and local laws, ordinances, rules, and regulations. 3. Financial Responsibility Provisions A. Insruance The Bidder, consistent with its status as an independent cofactor, shall carry, and shall require any of its subcontractors to carry, at least the following insurance in such form, with such companies, and in such amounts (unless otherwise specified) as City may require. i Worker's Compensation and Employer's Liability insurance, including All States Wit, to the extent required by federal law and complying with the laws of tine State of Texas; ii Commercial General Liability insurance, including Blanket Contractual Liability, Broad Form Property Damage, Personal Injury, Completed Operations/Products Liability, Premises Liability, Medical Payments, Interest of Employees as additional insureds, and Broad Form General Liability Endorsements, for at Ieast One Million Dollars ($ 1,000,000) Combined Single Limit Bodily Injury and Property Damage on an occurrence basis; iii. Comprehensive Automobile Liability insurance covmmg all awned, urn -owned or hirer/ automobiles to be used by the Contractor, with coverage for at least One Million Dollars ($I,000,000) Combined Single Limit Bodily Injury and Property Damage. B. Indemnification Bidder agrees to defend, indemnify and hold harmless the City, all of its ci5cer14 Council members, agents and employees from and agalu t all claims, actions, ssdts, demands, pry costs, damages and liabilities, inclading reasonable attorneys' fees, court costs and related expenses, arising out of connected with, or resulting from any acts or omissions of Bidder or any agent, employee, subcontractor, or supplier of Bidder in the execition or perform mwe of this contract without regard to whether such persons are under the direction of City agents or employees. City ofSouddake - M101111360CKHOQ29 - Page 13 of 18 The Bidder agrees to protect and Indemnify the City, an of its officers, Council members, agents and employees, from all ciairns, actions, suits, demands, proceedings, costs, damages and liabilities, including reasowd* attorneys' fees, court cons and related expenses, arising Out of any alleged fdringement of patents or copyrights arising from the Contractor's performsmee under the Contractor's Bid, including attorneys' fees and court coats. C. Indemnity for Intellectual Property Bidder hereby warrants that the use or sale of the products, materials and services delivered heretmder will not mfrmge on the rights of any trade secrets, patent, copyright, registered trademark, or other intellectual property by right covering such materials and the successful Bidder agrees to indernrify and hold harmless the City for any and all costs, expenses, judgments, and damages which. the City may have to pay or incest. City QfSo+a e - RFBIOlIB36OCK100029 Paige 14 of 18 Appendix C -- Form CIQ flVM "V0NREalN ENG PENWRCJONFUCTOPMrERMT(?UE 'O)OV.4ZU WHO: A prrtpm mod file a Conflict of iutarrst queWomnake wtttr the C b if the par= has a em*Ynb at Or basmcss tdsticshd� vn* an afflocr of the Cry tba nsub in taxable kw= exceedtag WOO during the pc+ecedmg twchc mDwl pedal, or an Uffcar or a member of the omoces famfly has aeoeptcd gigs whh as aWagxte valise of more thm 5250 wing the previous tvmlve mouth period and tits pe mm eager is any of the fbaum g actoos: 1. ocmtracts er sech to contain fnr the sale or purdrme of property, goods, or services wP the Chn Mudmg any of the folknviW a writtM and Implied eoahacts, ud* ptacmes, F=jv so M*rs, credit gad pamhases end any'pumhasc of goods and services by the C hr, b. contracts for the pruchaw or sale of ted property, pmma icy bmkd* an uwficn ofproprlty; Q tax abamaent and economic dev kp=xd ag memeuN 2. submits a bid to sell goods or services, or.mspond r to a taquest lac pmpoW for scn kcr, 3. colas into oegotW0ns with the Cily for a eoniM4 or 4. appbw for a tart abatcmeut aixYcr ego development mceadve that will result in a emtract vath file City. TBE FOLJA)N 1G ARE CONKIDERM OFFICERS OF TUB C3iT'Y: Mayan and City Comrcll Membeas; 2. City Manager; 3. Board and Cammi=im rneembem appeintrd by the Mayor er City cuanefi mamben£; 4. Directors of 4A and 4B devetapmmt calKwat;oms;. 5. the executive din m%m or mates of 4A and 4B devdcpmeot omporstfons; and 6. Iirectors of the City of Sorfdala: wbo have aa&a&y to ggo aaHhX is on behalf of the City. EXCLUSION& A quca m a MUMeM need not be filed if the mtrney idd to a kcal $overmmeu3 offices was a palib cal comkttiotion, a gift to a member of the officer's fm ly fiv¢n a fsmtily meanber; a coute t or pwduw of less brae $2,50O or it tr=mdon d a price and subject N:ffi tt�auisY�giEtr k 76Abedamt Mt37B OU. Pam r an City of SouMlake - M1011B36OCK100029 - Page 15 of 18 to t availal>7,o to The public; a payment fbr food, lodgin& umispaftzioa or eabataf mmLt or IL tarns CCK a subject m rear or fee regulatim by a gpvmmm aw cv&y or ageocy. WHAT: A pmxm m busimss tlot oaf WUh the City err WbU aee1M W ca&act wig ft City mast file a "cou@ict of gam& m& s' (FORM aQ) wbWh ;$ available ao I. at tz us and a copy of which is attacjmd to this C kdddim. The f D m ,td, maadattry d wlames rega ding `=*ymcmt or busimse rdatiomhipe with a mmicipal . Oftiab may be a*ed ID cduify or interpret vmum pmtma of fhe gae�tionnaise. WMW TUc person or buamosa must films 1. ft gaesgannsim no lder then seven days after the date the person or business bins eoutcaat disc ms m armSo f dens with fhe nnslcdpslky, err subulits an sXakz&n, mrspauds to a mclmmt for pmposals. m bide omespon1mr, or other wathzg related to a pokatiel camas or with the City; snd 2. sri updated q=Wm=mm wig men daps after the date of an cvcmt that would make a filed qumdonnaim incumplese or kwo It does not mstber if the snbWt W of a bid or poopowl reuuHs in a cam Me statofn reQ*m a vmdor to filer a FORM CIQ at the time a pmposal is mdaitted ar negvtistims ccanmeuoe. WHIR; 'The veadar or pair:rial vmk r must ruml or deliver a cnupleled gamtioama to the 1?i�ce ]7Re Fitaa�e Deper6e�1 Es ngdred by Lsv M past tike d errs doe My "s iir &xd Xviiafte. WWORCEMEN# ; Fail= to file a queatnotmaim is a cbm c mi r pnokftble by a fine mt to emceed 5500. It is >,a e�saepti� to pcoseaa first 1 persem IIes a)4Yl1Ui QQ sot lehx thao seven bwinem days after *e parscut received entice of a violWm NOTE. The City duos not have a duty to msare that a person files a conflict of is eat qWSSDMdM W- 1XAWm.tCZQMMx" F%F2d3 City of Som*lake - RFB11111H360MOD029 - Page 16 of 18 CONFLICT OF INTEREST QUESTIONNAIRE FORM C!Q I Far Vw dw or a#ler PWWn dOhM besk*M WIM cowl pMM(npmrtfil eftW f 7hk qmmawwYn r c♦..W rtes W ew Iti tU ti6 Urf, aeM 110. t Mft t =LM Thisg7 ea6ormrreI%6ebgdWdin rma*,omM ChapterIMl "WmmnW' tCode bya aadefMed6trSe�ont7LSppf [1-e3a�lalaal 9epaaawa�i enfly+and the pagan a>awta ngmanamde andsr9rs6e R6A05{e). pY b'►' ��rt 6eAsd +ahlracardoadminietrsbraftw bad porwaoraad entltyiao� Mw tfien lhe7� tm>inees da`rader4isdemer p�teon hemmesa�. aFt� ttwalregairerioataiisaadb6at�d. SaeBry lcn176i00$,Ladfr�ammeatCede, A pmm 000roalss an *#a m If the pmwn mft*oy Valdes Raabn 17 msU natal {iarenwna1LC0de.MdFme wAmrthim wdiDn it a Clem C mbdwnwfw.. �. Kse orpmall who hu a tot govern Ialwft VULCAN, INC. (D /B /A VULCAN SIGNS) - I Cl 1 pbmxMyvas at�os�NpewsramnawuWpMd ,ueadMWWM. uu Phe law reQttfine tltdYou !!k - wuw cove" 9mflamaire rtfh " iD wt"s 11N Nermr ml - filer the the Ifr tadram dqr 7�rfrs di.a via ortpesa�r lead gpaipefsa�e ne[aatra ftlLdt� lab ar Ywms� 7 1latsa of low! 4-it w'"o— wlm MaaEa lller tea wnpisY+aui erwm1nme %m*rww Fbne df C75ea 17re eedba (mm b 1 uft ShMls A 0. C k D) FAW be curplWad br Nth dFm oft whoa 4w Aar Cola an w0uent aaborhreneat eedattrwoIYtiselm176MI (1- ak LOW GmammedCodaArmM .Mewd pepea b ttia ft" M u mearwx & W g resanelf o0weaaad F this mxw m0&& y or dmyta rn[eire bm" Income, obwfrgn kwmftw h1C(Nllf. tlGln tlw t�af tlae 4aes(aaaaterl 0 Q Nb It. IS tflefearar N 4r�}M11rprH reOBNMrp Q tiny b leeaM1� ilfvlhY Caere, aairrttr irrreeYa:ri Primes, Tun au>f Iw rnretlmn of fie lor�t eeriaasrasl dicer rssnud h tsrb ieseoo MN >he tyrahp Yraoafs Y not meaMd tmvm ile lumi gmwmmww ago r. Is the tier of sk 9ueeewram errapbyad by ■ ®9-10" a d,- r M rift' %M Iwpu@ ro W90 ne Inal f7s+ataemt dbw eaves s, an alEoer cr ditidoar, a hoiQs sir ° cr to peQt rr oiler F MR 0. Dsaatlta miM tart or hasis!7p viler the lad f7>rsrnmept oA[e nsrraf in iM7 7erl tr NONE .. DAVID B. BEVIACQUA, w: 1 7�ralmaet t3Z.tm6A7doe 12 / 02/ 2010 ZIP Aar air MOT hp 7 aQ3 CIV ofSouddake - RFB10111"CK100029 - Page 17 of 18 COmNCllst! 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THANKS, CONNIE svi-1 12/09/2010 15:00 2519431544 VULCAN SIGNS PACE dY 10i All ' RBQi1 W M R BM: RM DUX DATTM A MKDUII!<NMR3i O 1 DATM Debar 9 , 200 X18 AND UCMABR $AADWAU 3" per, D 1T.2ft$ per Addeadm #l. the City of Soutl" id wwwft v mim wbeelllbd q=Mim r. QUZrr", Item mmaW, 264 265 gad 266 are km*rdft los We *Wc tlaoos" la ecdar to gw, ym m aaowds Wdixg p im reo w W Sm b be me of *6 $IN m" d" be tie MmAw ti 4' do? ANgW M The "mn it sWU be Wa&d inw (4') kWm wA the "1et>ieM"b+ waded twelve (12 iwo Qt=TMW t Os the abort nhrmW WA I do nd see a oa l-= fu dwbm dddkn se ex WI OM S 4w ten you po""fohmdim? AI+iSWM tlY oar dP thicimew b X30 incbtt. We be(ie►e b tba ioda+try at�dad. QUES 074— Wa ware w mdw ft if fm Tode oa *c p fining deett in p to oat o! ow am cow s 0*m or ow of 1►or wdaftm mmbm? Ault: no cWM Had O= loan 60 MOM as Vdbmr, MMM Coma Dmdw 0tTl'CI 8awe "a baw ewaaded pa m NE M VwW woftom but tie codta in Ale bid aoma 6m t w Fet OW t onq Ada n'e o2WW al. YwA mw omm tbm geihrd l AoWP4dWmfiWm 00 WOVW d l�artl'lparQMl� r. 1 ,I1 4: � :1 : : It r'r;' .1. M "f � Yr t.. .�L•.:!1' f 'I : . � J Ir E i r � J1 Ih • •.� n' cl II C ,� I' 11 r a �' •+ • �. f • r it 1 ribdf�a L W06909646 ��mw V immm MOKMARM&WRAIW MON 12/09/2610 i5: 6e 2519x31544 VULCAN SIGNS PACE 01 Vu/cwn S1Vs APART OF VZ/bM, W- 408 Ex* Berry Awnw w P.O. Bic 1860 • FW", AMMM 3ON61850 (261) 943 -1541 • FAX (251) 972 - 1'54.000 vuk8n304u = 1 - 1macm DATE: 12109Y1D - TO: City of Stwlhwc% TX DEC ATTN: Tara FAX: 417 - 748-8270 FROM: Connie Ledet Customer Service Fax: 251,972.1547 or 251.943.15" RE: RFB1011B30OCK1OOM PAGES INCLUDING COVER: 2 HI, WE HAVE ALREADY RAILED OUR BID, WOULD YOU PLEASE ATTACH THIS ADDENDUM TO OUR PACKAGE. THANKS, CONNIE "An Emp10]IM C%WW Comp" 049 12/99/2010 15:49 2519431544 VULCAN SIGNS PA6F dY TO: AN „ r JMUW FM BM: IM DUI DATE: ADEMUM MMRR it I DAM Daandw9, HflM4111piOCiDAY W P WOVIDZ A?M DR•IJM tHUOM AND i MMZ HAVMAae 3 00 p s., DK=9= 317, It 8 1. per AddnW= 41, the CHY of 8ou&ldm is ujwwft wadot wbeatd qsotd=L gUIRKON, Ittun mm *m 264355 ad 266 arc OmWHWWM RA time Plod$ tt sdk Im an* to gt ti yoo m wmwh bidft p vm w mW 1poa to be awe of to Ow M" Wouid t31ey W the dm dard 4" do? AWML. jU Nmair Belt ba ltaaded fog' (4') %obw mid 66 0 me"bd amdat'd taxi" ( Htbw. giMSTWIf, og the abate i e€ete0md b da aee L c�aH t aiae�iutwn ddekam hr so ofto d6nr: +om you pmroide em mfermadon4 Ai'i8'WM Ctttrmtly ow v�p tHdaam Is MO k ob a. We We" W is the Hurt eolndatd. Q[iZrawt we wr¢e wo dam if TA& an thz pwq Beets am pe wxiaa to ow of aw an eok& iromt WAWb= ar cm of yaw w&d baQa m=b=4 ANSW88: 13m cWw Hoed ooam Mm d w efemd m � � g4rrCD) Some MbM bm►a ae WWW portiapa l tba com in dHw bid oo= &M the Peden Wqh%v A4midwbv6Wl 00 " mm W. . Yoe zW amm tits Fedard'1 & my AdbimbO ntlan's oD'i W tt MW at ir7lpardJpardlrl.gat !t ' i on 1 r• � ! -. � ;� 1 � - i t' r ".. •P . Ir r i 7 i -- �:! 1 - -li L': •i:-tw :il r 'I ' r r.a !1 :1 � 1 : - a, Y.� - � � 1 I1: i r.7 ii• :[i II 'C ', fl [ ! 1: i! r ` l.r , lar,,��i��s. CtlPANY NAHdt~• �atlSirMa4 sill • MMON RimbIa • Samlt riowmw pxAA� An gAO- hl�i0l11 5«,h,LAKE City of Southlake REQUEST FOR BIDS Bid Reference Number. RFB101IB36OCK100029 Project Title: PROVIDE AND DELIVER SIGNS AND SIGNAGE HARDWARE Bid Closing Date: 3:00 P.M.(CST), FRIDAY, DECEMBER 17, 2010 TABLE OF CONTENTS Table Content s ..................................................................... ............................... ........................... Page 1 Request for Bids (3) Bidder's Experience / Staff ............................................ ............................... ...................... Page 9 (1) Introduction ....................................................._ ....................................................................... Page 2 (2) Definitions ........................................................................ ............................... ......................Page 2 (3) General Information ............. ............................... . ................................ ............................... Page 3 (4) RFB Withdrawals and / or Amendments ............... .. ............................................. ................... Page 3 (5) Estimated Quantities ................................................................................. ............................... Page 3 (6) Biel Submittal Requirements ..................................................................... ............................... Page 3 (7) Bid Evaluation and Contract Award .............................. ............................... ........................... Page 4 Appendix A — Scope of Services Page 12 (1) Project Tide .................................................................... ............................... ........................... Page 6 (2) Scope of Services Contact ......................................................................... ............................... Page 6 (3) Spacial Conditions ..........................................................•......•................... ............................... Page 6 (4) Bid Evaluation Factors ................................................... ............................... ........................... Page 6 (5) Brand Manufacture R, eferesrce ................................................................... ............................... Page 6 (6) Key Events Schedule ................................................................................. ............................... Page 6 (7) Scope of Services ...................................................................................... ............................... Page 6 Appendix B — Bid {) Label Format for Submittal Packet's Sealed Envelope ... ............................... ........................... Page 8 I. Rewired Bid Information: (1) Proposed Products and / or Services .............................. ............................... ........................... Page 9 (2) Cost of Proposed Products and Services ........................ ............................... ........................... Page 9 (3) Bidder's Experience / Staff ............................................ ............................... ...................... Page 9 (4) Re£eronces ............................................................................................... ............................... Page 10 (5) Trade Secrets and I or Confidential Information .................................... ............................... Page 11 (6) Federal, State and f or Local Identification Information ........................ ............................... Page 11 (7) Cooperative Governmental Purchasing Notice.... ................................... ............................... Page 11 (8) Term of Contract and Option to Extend .................................................. ............................... Page 11 II. Contrad Terms and Conditions: (1) Delivery of Products and / of Services ....................................... ............................... .......... Page 12 (2) Misedlaueous .......................................................................................... ............................... Page 12 (3) Financial Responsibility Provisions ......................... ............................... ............................... Page 13 AppendixC — Conflict of Interest Form.... ........................... ............................... ........................... Page 15 Appendix — No Intent to Submit Form......... .................... ............................... ........................... Page l8 ExhibitA — Pricing Schedul e......................................... ................................................ ............................... My of SouMake - M1011B36OCK100029 Page 1 of IS Southlake, Texas Request for Bids J.. Introduction A. Project Overview The City of Southlake is requesting Bids with the intent of awarding a contract . for the purchase of goods and services contained in Appendix A — Scope of Services. B. Questions: Following are contacts for questions as identified. L RFB Clarifications All questions related to requirements or processes of this RFB should be submitted in writing to the P=h asing Manager identified in.section 2 below. ii &ore 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. ke lies Responses to inquiries which directly affect an interpretation or effect a change to this RFB will be issued in writing by addendum and mailed to all parties recorded by City as having received a copy of the RFB. All such addenda issued by City prior to the submittal deadline shall be considered part of the RFB. The City strap not be bound by any reply to an inquiry unless such reply is made by such formal written addendum. iv. Acknowlednt of Addenda The Bidder must acknowledge all addenda by signing and returning such document(s) or by initialing appropriate area of the Bid document. C. Notification of Errors or Omissions Bidders shall promptly notify the City of any omissions, ambiguity, inconsistency or error that they may discover Wa examination of this RFB. The City shall not be responsible or liable for any errors andlor 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. 2. Definitions Bid Document The signed and executed submittal of the entirety of Appendix B — Bid Document. Bidder The Bidder and the Bidder's designated contact signing the fast page of the Bid Document. City of Southlake CT t) 1 : The City of Southlake, Texas. City Secretary's Office The office of the City Secretary of the City, located at 1440 Main Street, Suite #270, Southlake, Texas 76092. PM (817) 748 -8016; Fax: (817) 748 -8270. Project The name of this Request for Bids as identified on the cover sheet and first page of the Request for Bids herein. City of Soulklake - RFBIOl IB36t M00029 - page 2 of 18 hUsa gg Manager The City of Southlake Purchasing Manager is Timothy Slitter, PH: (817) 748- 8312, &Mail: tsli ci.souuthlake.tx.us• Fax (817) 748 -8048. Bequest for Bids (RFB) The entirety of this document, including all Appendices and Addenda. She of Services The entirety of Appendix A — Scope of Services. 3. General Information A 'fax Exempt Status City purchases are exempt from State Sales 'fax and Federal Excise Tax. Do not include tax in the Bid. City will famish Excise Tax Exemption Certificate upon request B. Public inspection of Bids The City strictly adheres to the Tww Public Information Act (Texas Government Cade Chapter 552.001, et seq.) and all other gove statutes, regulations, and laws regarding the disclosure of RFB information. Bid Documents are not available for public inspection until after the contract award. If the Bidder has notified the City, in writing, that the Bid Document contains trade secrets or confidential information, the City will generally take reasonable steps to prevent disclosure of such information, in accordance with the Public Information Act. This is a statement of general policy only, and in no event shall the City be liable for disclosure of such information by the City in response to a request, regardless of the City's failure to take any such reasonable steps, even if the City is negligent in failing to do so. 4. RFB Wldkdrawah and/or Amendments A. R Withdrawal The City reserves the right to withdraw this RFB for any reason. B. RIM Amendments The City reserves the right to amend any aspect of this RFB by formal written Addendum prior to the Bid submittal deadline and will endeavor to notify all potential Bidders that have registered in accordance with Section LC herein, but failure to notify shall impose no obligation or liability on the City. S. Estimated Quantities The City does not guarantee to purchase any minimum or maximum quantity but does contenTlate purchasing exclusively during the term of the contract from the successful vendor. 6. Bid Submittal Reclakemente A. Submittal Packet — Rpquired Content Bidder mast submit one (1) signed original Bid Document with Exhibit "A" Pricing Schedule on CD in Excel format with paper copy and three complete (3) paper copies, This submittal packet shall be submitted In a sealed envelope with a completely signed and executed page B- 1 (page 8) affixed to the outside of the envelope. Lack of Exhibit "A" Pricing Schedule on CD in Excel format may resalt in bid rejecdion. B. Submittal Deadline The deadline for submittal of Bids shall be as identified on page 8 (eight) of Appendix B -Bid. It is the Bidder's responsibility to have the Bid correctly marked and delivered to the City Secretary's Office by the submittal deadline. No extensions will be granted and no late bids will be accepted. C. Bids Received Late Bidders are encouraged to submit their bids as soon as possible. The time and date of receipt as recorded in the City Secretary's Office shall be the official time of receipt. The City is not responsible for late delivery of mail or other carver. Late Bids will not be considered under any cimmces. C4 gf&uthlake - RFBIOlIB36DCK100029 - Page 3 of 18 D. Alterations or Withdrawals of Bid Document Any submitted Bid may be withdrawn or a revised bid substituted if a written notice is submitted to the City Secretary prior to the submittal deadline. Any interimeations, alteration, erasure or other amendment made before the submittal deadline, must be signed or initialed by the Bidder or the Bidder's authorized agent, guaranteeing authenticity. Bid Documents cannot be altered, amended or withdrawn by the Bidder after the submittal deadline, unless such alteration, amendment or withdrawal notice is approved in writing by the Purchasing Manager. E. Bid Document Format All Bid Documents roust be prepared in single -space type, on standard 8- 112" x 11" vertically oriented pages, using one side of the paper only. Pages shall be numbered at the bottom. Entries shall be typed, or legibly written in ink. Any other format (via telephone, fax, email, etc.) may be rejected by the City at its discretion: F. Validity, Period Once the submittal deadline has passed, any Bid Document shall constitute an irrevocable bid to provide dw commodities andlor services set forth in the Scope of Services at the prioe(s) shown in the Bid Document on the terms set forth in the Bid Document, such bid to be irrevocable until the earlier of the expiration of nicety (90) days from the submittal deadline, or until a contract has been awarded by the City. 7. Bid Evaluation and Contract Award A. Bid Evaluation and Qntract Award Process An award of a contract to provide the goods or services specified herein will be made using competitive sealed Bids, in accordance with Chapter 252 of the Texas Local Government Code and with the City's purchasing policy. Bid Documents will be opened publicly. The City will evaluate Bids using the best value method. A variety of factors may be used in the evaluation of the submitted Bids for this project. The anticipated evaluation factors and emphasis placed on each factor may be as identified in the Scope of Services. City reserves the right to determine which Bid provides the City with the best value and which will be in the City's best interest. B. Completeness If the Bid Document is incomplete or otherwise fails to conform to the requirements of the RFB, City alone will determine whether the variance is so significant as to render the Bid non- responsive, or whether the variance may be cured by the Bidder or waived by the City, such that the Bid may be considered for award- C. Ambieuity Any ambiguity in the Bid Document as a result of omission, error, lath of clarity or non-compliance by the Bidder with specifications, instructions and all conditions shall be consttved in the favor of the City. In the event of a conflict between these standard RFB requirements and details provided in Appendix A — Scope of Services or Appendix B — Sid, the Appendices shall prevail. D. Unit Prices and Extensions If unit prices and their extensions do not coincide, the City may accept the price most beneficial to the City, and the Bidder will be bound thereby. E. Additional Information City may request any other.information necessary to determine Bidder's ability to meet the minimum standards required by this RFB_ F. Partial Contract Award City reserves the right to award one contract for some or all the requirements proposed or award multiple contracts for various portions of the requirements to different Bidders based on the unit prices proposed in response to this request, or to reject any and all Bids and re- solicit for Bids, as deemed to be in the best interest of City. G. Terminate for Cause: The occrn moe of any one or more of the following events will justify termination of the contract by the City of Soutlilake for cause: City ofSauMake _ RFRIOLIB36OCK100029 - Page 4 of 18 ) The successful bidder fails to perform in accordance with the provisions of these specifications; or ii) The successful bidder violates any of the provisions of these specifications; or iii) The successful bidder disregards laws or regulations of any public body having jurisdiction; or iv) The successful bidder transfers, assigns, or conveys any or all of its obligations or duties tinder the contract to another without written consent of the City. v) If one or more of the events identified in Subparagraphs G i) through iv) occurs, the City of Southlake may, terminate the contract by giving the successful bidder seven (7) days written notice. In such case, the successful bidder shall only be entitled to receive payment for goods and services provided before the effective date of termination The successfud bidder shall not receive any payment on account of loss of anticipated profits or revenue or other economic foss 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. CUY OfSoud ake - RFBIOUB360M00029 Page 5 of 18 Appendix. A — Scope of Services 1. Project Title; PROVIDE AND DELIVER, SIGNS AND SIGNAGE HARDWARE 2. Scope of Services Contact Questions about the technical nature of the Scope of Services, etc. may be directed to CHUCK KENDRICK, PH. 817.748.8080, e-mail ckendrick@cisouthlake.tx.us 3. Spec Conditions The following special conditions shall prevail over areas of conflict in previous pages: EXHIBIT "A" PRICING SCHEDULE MUST BE SUBMITTED ON A CD IN EXCEL FORMAT AND INCLUDE A PAPER. COPY. 4. Bid Evaluation Factors 5. C. 7 Emphasis Factor 35% Vendor Overall Mci 30% Vendor Ab' ' to SRply S ecific Brand Named Parts and Supplies 25% Vendor References 5% Vendor Past Performance With Ci 5% Vendor Ability to Old Multi -Year Contract Option Brand Mamufactom Reference The City has determined that any manuf "carer's brand deified in the Scope of Services meets the City's product and support need. The manufactww's reference is not intended to be restrictive, and is only descriptive of the type and quality the City desires to purchase. Quotes for similar manufactured products of like quality will be considered if the Bid is fully naaed with the manufacturer's brand name and model. The City reserves the right to determine products and support of dual value, and whether other brands or models meet the City's product and support needs. Key Events Schedule Bid Release Date Deadline for Submittal of Written Questions Sealed Bids Due to and Opened by City Anticipated Committee Evaluation Review Date Anticipated Award Scope of Services November 29, 2010 December 8, 2010 Shown on First Page of this RFB Weed[ of December 20, 2010 January 2010 The City of Southlake is seeking multiple vendors to 'Pmvide and Deliver Signs and Signage Hardware'. At its option, the City may elect to have vendor deliver and or have a City employee pick up signs and or signage hardware. If City elects for vendor to deliver signs and signage hardware, they shall do so to the address indicated below: City of Southlske Public Works Department 1950 E. Continental Blvd. Southlake, Texas 76092 Attn: Chuck Kendrick Uly of Snrdhlake - RFB1011B360CK100029 - Page 6 of 18 In the event the City elects for signs and or dgnag hardware to be picked up by a City employee, it will notify the vendor at time of order. 7.1. Term of Contract The term of awarded contract shall be twelve months from date of award and is eligible for two (7) one (1) year renewals. 7.2. Intent: The intent of taxis bid is to award to multiple qualified vendors for the purchase and or delivery of signs and signage hardware as noted on 'l:xhibit A, List of Sins and Sis me fisr wM'. These items shall'be purchases within a twelve month period. The City does not guarantee to purchase any set quantity. The quantities listed are estimated quantities. Contract will be awarded on a CATEGORY BANS FOR SPEC1FiED SIGNS AND SIEGNA E HARD`JVARE, VENDOR MUST BID ON ALL ITEMS IN A CATEGORY TO BE CONSIDERED FOR AWARD OF THAT CATEGORY MUL OUANUM PURCHASED THROUGHOUT THE TERM OF MS ACRtEEMIEIT MAY BE MORE OR LESS THAN THE ESTIl'VIATES HEREIN. 7.3. Alternate Vendor Orders: It is the intent of the City to award this purchase to multiple vendors. If the primary vendor cannot provide the quantities and or materials ordered for a specific delivery time, the City reserves the option to give the order to another vendor that has bid on this contracL 7.4. Samples: The City reserves its right to request samples of any and or all signs and or signage hardware during the bid evaluation process. Samples will be free to the City. When possible, samples will be made available for vendor pick up after evaluation process. Failure to provide samples on a timely basis may result in bid rejection. The City reserves the right to determine products of equal value. 7.5. Products Specifications: Products must follow MUTCD and NCBRP -350 standards where applicable. Sign face material shall be standard englaeer grade, reflective material Mess otherwise specified. Cit ofSauWake - RFB101IW60CK100029 - Page 7 of 19 C h 'r C`F SOUTHLAKE 9 November 19, 2012 Pathmark Traffic Products of Texas Inc. PO Box 1066 San Marcos, Texas 78667 Attn: Mr. Jose Perez Subject: Option to Extend Notification for RFB1011 B360CK100029 Provide and Deliver Signs and Signage Hardware Dear: Mr. Perez: The City of Southlake is providing notification they intend to extend the contract, pending City Council approval, resulting from your RFB1011 B360CK100029 Provide and Deliver Signs and Signage Hardware, copy included, for Fiscal Year 2013. This extension shall become effective January 19, 2013 and after City Council approval (CC Award date ) and shall continue in full force based on the terms and conditions of the initial award. Additionally as a condition of contract renewal a price adjustment may be requested by the vendor and considered by the City. In support of a price adjustment, vendor may submit documentation as to the need of the price adjustment. Requests for price adjustments may only occur at the time of renewal and only upon securing the approval of the City in writing. Requests for price adjustments must be solely for the purpose of accommodating an increase in the vendor's cost, not profit. Your company has indicated they will not be requesting a price increase at this renewal and as such, all terms, conditions and pricing of the original contract shall remain in effect during this renewal period. The terms and conditions proposed and accepted in this renewal agreement are as follows: Line Items Awarded: Line Items # 150-164,197-208 and 220 -288 Payment Terms: Net 30 days (Unless otherwise noted — such as pre- and/or partial payment) Method of Payment: Shall be made by purchasing card or purchase order. Delivery Terms: FOB Destination Delivery Locations: IF STATED IN RFB DOCUMENT Term of Contract: Shall be effective for twelve months from date of renewal City Contact: RYAN YORK 817- 748 -8093 Send all billing to: City of Southlake 1400 Main Street, Suite 440, Accounts Payable Southlake, TX 76092 or accountspayable Ocl. south lake.tx.us Other Charges: The City of Southlake is a tax exempt municipal corporation and is exempt from all federal, state, and local sales taxes. All other specifications, terms and conditions shall be as provided in the original procurement documents. No other attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an authorized representative of the City of Southlake. Thank you for participating in our procurement process. Please call 817.748.8312 with any questions. Sincerely Tim Slifk'. Purchasing Manager, CPPB City of Southlake 1400 Main Street, Suite 440 Southlake, Texas 76092 tslitka(c�ci.southlake.tx. us Contract and Award Accepted: Signed: Date: Attest: Alicia Richardson, TRMC City Secretary Approved as to Form and Legality: Mayor John Terrell City of Southlake City Attorney PATHMARK TRAFFIC PRODUCTS OF TEXAS, INC. P.O. Box 1066 - 4435 Hunter Road - San Marcos, TX 78667 (512)392 -2090 or FAX (512)392 -2092 Internet: http: / /www.pathmark.net TO: Chuck Kendrick City of Southlake DATE: 11 -12 -2012 FROM: Jose Perez SUBJECT: RFB1011B36OCK100029 Pathmark Traffic Products agrees to renew the existing contract with the same terms and conditions for another yearly term. Please feel free to call with any questions. Jose Perez General Manager ORIGINAL DOCUMENT CITY OF SOUTHLAKE Council Action: 0 N Ord. /Res. No. I 201 SCXJTHLA Date Approved November 29, 2011 Pathmark Traffic Products of Texas Inc. PO Box 1066 San Marcos, Texas 78667 Attn: Mr. Jose Perez Subject: Option to Extend Notification for RFB101 IB36OCK100029 Provide and Deliver Signs and Signage Hardware Dear: Mr. Perez: The City of Southlake is providing notification they intend to extend the contract, pending City Council approval, resulting from your RFB1011B36OCK100029 Provide and Deliver Signs and Signage Hardware, copy included, for Fiscal Year 2012. This extension shall become effective after City Council approval (CC Award date Jill I 12 and shall continue in full force based on the terms and conditions of the initial award. Additionally as a condition of contract renewal a price adjustment may be requested by the vendor and considered by the City. In support of a price adjustment, vendor may submit documentation as to the need of the price adjustment. Requests for price adjustments may only occur at the time of renewal and only upon securing the approval of the City in writing. Requests for price adjustments must be solely for the purpose of accommodating an increase in the vendor's cost, not profit. Your company has indicated they will not be requesting a price increase at this renewal and as such, all terms, conditions and pricing of the original contract shall remain in effect during this renewal period. The terms and conditions proposed and accepted in this renewal agreement are as follows: Line Items Awarded: Line Items # 150 -164, 197 -208 and 220 -288 Payment Terms: Net 30 days (Unless otherwise noted — such as pre- and /or partial payment) Method of Payment: Shall be made by purchasing card or purchase order. Delivery Terms: FOB Destination Delivery Locations: IF STATED IN RFB DOCUMENT Term of Contract: Shall be effective for twelve months from date of renewal City Contact: RYAN YORK 817- 748 -8093 Send all billing to: City of Southlake 1400 Main Street, Suite 440, Accounts Payable Southlake, TX 76092 or accountspavable ,c ' ci. south lake.tx.us Other Charges: The City of Southlake is a tax exempt municipal corporation and is exempt from all federal, state, and local sales taxes. All other specifications, terms and conditions shall be as provided in the original procurement documents. No other attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an authorized representative of the City of Southlake. Thank you for participating in our procurement process. Please call 817.748.8312 with any questions. S incerely, v�—�v Tim Sli flca Purchasing Manager, CPPB City of Southlake Renewal Approvee Date 1400 Main Street, Suite 440 John Terrell Southlake, Texas 76092 Mayor, City of Southlake tslitka c_ ;ci.southlake.tx.us 11TTEST: Phone / Fax: 817.748.8312 / 817.748.8048 Alicia Richardson, TRMC 1400 Main Street, Suite 440 Southlake, Texas 76092 Pity Secretary A . January 19, 2011 Pathmark Traffic Products of Texas Inc. PO Box 1066 San Marcos, Texas 78667 ATTN: Mr. Jose Perez sOuTHLAKE OFFICIM.. RECORD Subject: RFB1011 B360CK100029 Provide and Deliver Signs and Signage Hardware Dear Mr. Perez: The City of Southlake is pleased to inform you that Pathmark Traffic Products of Texas Inc. of San Marcos, Texas is one of two vendors being awarded "RFB1011 B360CK100029 Provide and Deliver Signs and Signage Hardware" The award and this agreement are based on your bid to the City, copy enclosed. This is a multiple vendor award contract. Your company's portion of the award is attached. This award was approved by the City of Southlake City Council on January 18, 2011. The terms and conditions proposed and accepted in this agreement are as follows: Line Items Awarded LINE ITEMS AWARDED: Line items # 150-164,197-208 and 220 -288. Payment Terms: Net 30 days (Unless otherwise noted — such as pre- and /or partial payment) Estimated Quantities: The City does not guarantee to purchase any minimum or maximum quantity but does contemplate purchasing the awarded items exclusively during the term of the contract from the successful vendors. Method of Payment: Shall be made by purchasing card or purchase order. Delivery Terms: FOB Destination Delivery Locations: Vendor Delivery or City employee pick -up. Term of Contract: The term of awarded contract shall remain in effect for twelve months from date of award and is eligible for up to two (2) one (1) year annual renewals. City Contact: CHUCK KENDRICK 817- 748 -8080 Send all billing to: City of Southlake 1400 Main Street, Suite 440, Accounts Payable Southlake, TX 76092 Other Charges: The City of Southlake is a tax exempt municipal corporation and is exempt from all federal, state, and local sales taxes. All other specifications, terms and conditions shall be as provided in the original procurement documents. No other attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an authorized representative of the City of Southlake. Thank you for participating in our procurement process. Please call 817.748.8312 with any questions Sincerely, Tim Slifka Purchasing Manager City of Southlake 1400 Main Street, Suite 440 Southlake, Texas 76092 tslifka @ci southlake tx us Phone / Fax: 817.748.8312 1817.748.8048 Contract rd Ac c ted: Signed: Mayor John Terrell Cc: Originator File (2 copies) DATE: ! Z4 1400 Main Street, Suite 440 Southlake, Texas 76092 Appendix B — Bid Document Sobi®Nad CbwUst: (To determine validity o €bW f Appeadds B (pa05 8 thwoab 17, mart be included In the bld abmittal. Appaadix C (pagr_17, Conflict o €lrterert Form moot be included N the bid submittal. _�,Ezbibit A PrMog Sckedale Paper Copy and CD is End Foram RFB1011B360CK100029 AND DELIVER SIGNS AND SIGNAGE HARDWARE ' r ...., 3:00 PAL (CST), FRIDAY DECEMBER 17, 2010 City Secretary "s Office 1400. Main Street, Suite 270 Southlnke, TX 76092 1 748-8016 it r lr+ --`• ' �. - ,, ». ,. _ __ .., ::• .'.}t +^5k:;, t . #c.L�` "i.. '�:r .:t;� f. y �+.- ':j :'. � ":N:� '+4: :3k',�� :::';Y �..• ,t. .. . a• 7 W 7 UA ? 7079 Al. may. lri:: i•• + Y ��:' '���'` i t "4.f ?�• 7: t: ? 31;�v.t't.�:r.._��' � ... i3:�=r:'S :.. •r l� ,.-'r: :., z., •1� a':"'.`r,^.i �;y' } '4 � ,y t �.{i^ {,, msµ, y ..y n '•J: �., Y µ..a �y�:' {�• ^: ry Wl+tr'.�� - Y• yf,F. 55 ;ii r:f.' •'�`: 11 +� � A.. {. . • l - k,�+.�. �+.:+t: �S..t } ~. 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Y1 ' ( .Y. r � F•, :!,! - � •' .,,.'�, +•£ . �.1 � {' y � S. }y�,��¢7q �r_ y,(' N %�L. `•'f••'': rr ^ i ��. �t:_ • _ ,','i! _r�isi � .1,: - 't ^'r,'• y�'..� .� i•� 7 } - •� •.� - '}�� : , _ •.� :��. �1,. :. y't'.' .� - • .Lr�� . `�;' w'Tk .•:!' �. ,.•tr -.:,' ,SS.p`.: fir': ?u " }l, �� .. 'e•�: %- �..�'!L+'•'. ��.•:. :.V �,:. I learned of this Request for Bids by the following means: ❑ Newspaper Advertisement ❑ City &tnad Notificadod ❑ Soutw*e w ❑ Cold Call to aty 40 Me a Copy ❑ Other CJ' ofSooddah - • M101IB36OCK100029 - 8 of 1 8 CITY or SOUTHLAICE J City of Southla.ke REQUEST FOR BIDS Bid Reference Number: RFB1011B360CK100029 Project Title: PROVIDE AND DELIVER SIGNS AND SIGNAGE HARDWARE Bid Closing Date: 3:00 P.M.(CST), FRIDAY, DECEMBER 17, 2010 N TABLE OF CONTENTS Tableof Contents .............................................................................................. ............................... Page 1 Request for Bins (l) Introduction ............................................................................................... ............................... Page 2 (2) Definitions ................................................................................................. ............................... Page 2 (3) General Information .................................................................................. ............................... Page 3 (4) RFB Withdrawals and / or Amendments .................................................. ............................... Page 3 (5) Estimated Quantities ................................................................................. ............................... Page 3 (6) Bid Submittal Requirements ..................................................................... ............................... Page 3 (7) Bid Evaluation and Contract Award ......................................................... ............................... Page 4 Appendix A — Scope of Services (1) Project Title .................................................................... ............................... ........................... Page 6 (2) Scope of Services Contact .............................................. ............................... ........................... Page 6 (3) Special Conditions ..................................................................................... ............................... Page 6 (4) Bid Evaluation Factors ...................................... ............................... ..... ............................... Page 6 (5) Brand Manufacture Reference ................................................................... ............................... Page 6 (6) Key Events Schedule ................................................................................. ............................... Page 6 (7) Scope of Services ...................................................................................... ............................... Page 6 Appendix B — Bid ( -) Label Format for Submittal Packet's Sealed Envelope .............................. ............................... Page 8 1. Required Bid Information: (1) Proposed Products and / or Services ......................................................... ............................... Page 9 (2) Cost of Proposed Products and Services ................................................... ............................... Page 9 (3) Bidder's Experience / Staff ....................................................................... ............................... Page 9 (4) References ............................................................................................... ............................... Page 10 (5) Trade Secrets and / or Confidential Information ..................................... ............................... Page 11 (6) Federal, State and / or Local Identification Information ........................ ............................... Page 11 (7) Cooperative Governmental Purchasing Notice ....................................... ............................... Page I 1 (8) Term of Contract and Option to Extend .................................................. ............................... Page 11 II. Contract Terms and Conditions: (l) Delivery of Products and / of Services .................................................... ............................... Page 12 (2) Miscellaneous .......................................................................................... ............................... Page 12 (3) Financial Responsibility Provisions ........................................................ ............................... Page 13 Appendix C — Conflict of Interest Form .......................................................... ............................... Page 15 AppendixD — No Intent to Submit Form ........................................................ ............................... Page 18 Exhibit — Pricing Schedule ......................................................................................... ............................... City of Souddake - RFB1011 B36OCK100029 - Page 1 of 18 Southlake, Texas Request for Bids 1. Introduction A. Project Overview The City of Southlake is requesting Bids with the intent of awarding a contract for the purchase of goods and services contained in Appendix A — Scope of Services. B. uestions: Following are contacts for questions as identified. i. RFB Clarifications All questions related to requirements or processes of this RFB should be submitted in writing to the Purchasing Manager identified in section 2 below. ii. Scone of Service Questions All questions related to the scope of services, should be submitted in writing to the contact person(s) noted in Appendix A — Scope of Services. iii. Replies Responses to inquiries which directly affect an interpretation or effect a change to this RFB will be issued in writing by addendum and mailed to all parties recorded by City - as having received a copy of the RFB. All such addenda issued by City prior to- the submittal deadline shall be considered part of the RFB. The City shall not be bound by any reply to an inquiry unless such reply is made by such formal written addendum. iv. Ack nowledgement of Addenda The Bidder must acknowledge all addenda by signing and returning such document(s) or by initialing appropriate area of the Bid document. C. Notification of Errors or Omissions Bidders shall promptly notify the City of any omissions, ambiguity, inconsistency or error that they may discover upon examination of this RFB. The City shall not be responsible or liable for any errors and/or misrepresentation that result from the solicitations which are inadvertently incomplete, ambiguous, inconsistent or obviously erroneous. D. Conflict of Interest Questionnaire (Form 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. 2. Definitions Bid Document The signed and executed submittal of the entirety of Appendix B — Bid Document. Bidder The Bidder and the Bidder's designated contact signing the first page of the Bid Document. City of Southlake ( "City") The City of Southlake, Texas. City Secre M'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 Bids as identified on the cover sheet and first page of the Request for Bids herein. City OfSouthiake - RTB101113360CK100029 - Page 2 of 18 i Purchasing Manager The City of Southlake Purchasing Manager is Timothy Slifka, PH: (817) 748- 8312, E -Mail: tslifkaQci.southlake.tx.us Fax (817) 748 -8048. Rawest for Bids (RFB) The entirety of this document, including all Appendices and Addenda. Scope of Services The entirety of Appendix A — Scope of Services. 3. General Information A. Tax Exempt Status City purchases are exempt from State Sales Tax and Federal Excise Tax. Do not include tax in the Bid. City will furnish Excise Tax Exemption Certificate upon request. B. Public Inspection of Bids The City strictly adheres to the Texas Public Information Act (Texas Government Code Chapter 552.001, et seq.) and all other governing statutes, regulations, and laws regarding the disclosure of RFB information. Bid Documents are not available for public inspection until after the contract award. If the Bidder has notified the City, in writing, that the Bid Document contains trade secrets or confidential information, the City will generally take reasonable steps to prevent disclosure of such information, in accordance with the Public Information Act. This is a statement of general policy only, and in no event shall the City be liable for disclosure of such information by the City in response to a request, regardless of the City's failure to take any such reasonable steps, even if the City is negligent in failing to do so. 4. RFB Withdrawals and /or Amendments A. RFB Withdrawal The City reserves the right to withdraw this RFB for any reason. B. RFB Amendments The City reserves the right to amend any aspect of this RFB by formal written Addendum prior to the Bid submittal deadline and will endeavor to notify all potential Bidders that have registered in accordance with Section LC herein, but failure to notify shall impose no obligation or liability on the City. 5. Estimated Quantities The City does not guarantee to purchase any minimum or maximum quantity but does contemplate purchasing exclusively during the term of the contract from the successful vendor. 6. Bid Submittal Requirements A. Submittal Packet — Required Content Bidder must submit one (1) signed original Bid Document with Exhibit "A" Pricing Schedule on CD in Excel format with paper copy and three complete (3) paper copies. This submittal packet shall be submitted in a sealed envelope with a completely signed and executed page B-1 (page 8) affixed to the outside of the envelope. Lack of Exhibit "A" Pricing Schedule on CD in Excel format may result in bid rejection. B. Submittal Deadline The deadline for submittal of Bids shall be as identified on page 8 (eight) of Appendix B -Bid. It is the Bidder's responsibility to have the Bid correctly marked and delivered to the City Secretary's Office by the submittal deadline. No extensions will be granted and no late bids will be accepted. C. Bids Received Late Bidders are encouraged to submit their bids as soon as possible. The time and date of receipt as recorded in the City Secretary's Office shall be the official time of receipt. The City is not responsible for late delivery of mail or other carrier. Late Bids will not be considered under any circumstances. C&y Of Souddake - RFBIOI IB360CK100029 - Page 3 of 18 k D. Alterations or Withdrawals of Bid Document Any submitted Bid may be withdrawn or a revised bid substituted if a written notice is submitted to the City Secretary prior to the submittal deadline.. Any interlineations, alteration, erasure or other amendment made before the submittal deadline, must be. signed or initialed by the Bidder or the Bidder's authorized agent, guaranteeing authenticity. Bid Documents cannot be altered, amended or withdrawn by the Bidder after the submittal deadline, unless such alteration, amendment or withdrawal notice is approved in writing by the Purchasing Manager. E. Bid Document Format All Bid Documents must be prepared in single -space type, on standard 8- 1/2" x' 11" vertically oriented pages, using one side of the paper only. Pages shall be numbered at the bottom. Entries shall be typed or legibly written in ink. Any other format (via telephone, fax, email, etc.) may be rejected by the City at its discretion. F. Validity Period Once the submittal deadline has passed, any Bid Document shall constitute an irrevocable bid to provide the commodities and/or services set forth in the Scope of Services at the price(s) shown in the Bid Document on the terms set forth in the Bid Document, such bid to be irrevocable until the earlier of the expiration of ninety (90 ) days from the submittal deadline, or until a contract has been awarded by the City. 7. Bid Evaluation and Contract Award A. Bid Evaluation and Contract Award Process An award of a contract to provide the goods or services specified herein will be made using competitive sealed Bids, in accordance with Chapter 252 of the Texas Local Government Code and with the City's purchasing policy. Bid Documents will be opened publicly. The City will evaluate Bids using the best value method. A variety of factors may be used in the evaluation of the submitted Bids for this project. The anticipated evaluation factors and emphasis placed on each factor may be as identified in the Scope of Services. City reserves the right to determine which Bid provides the City with the best value and which will be in the City's best interest. B. Completeness If the Bid Document is incomplete or otherwise fails to conform to the requirements of the RFB, City alone will determine whether the variance is so significant as to render the Bid non - responsive, or whether the variance may be cured by the Bidder or waived by the City, such that the Bid may be considered for award. C. Ambig_ty Any ambiguity in the Bid Document as a result of omission, error, lack of clarity or non - compliance by the Bidder with specifications, instructions and all conditions shall be construed in the favor of the City. In the event of a conflict between these standard RFB requirements and details provided in Appendix A — Scope of Services or Appendix B — Bid, the Appendices shall prevail. D. Unit Prices and Extensions if unit prices and their extensions do not coincide, the City may accept the price most beneficial to the City, and the Bidder will be bound thereby. E. Additional Information City may request any other information necessary to determine Bidder's ability to meet the minimum standards required by this RFB. F. Partial Contract Award City reserves the right to award one contract for some or all the requirements proposed or award multiple contracts for various portions of the requirements to different Bidders based on the unit prices proposed in response to this request, or to reject any and all Bids and re- solicit for Bids, as deemed to be in the best interest of City. G. Terminate for Cause: The occurrence of any one or more of the following events will justify termination of the contract by the City of Southlake for cause: City ofSouthlake - RFB1011B360CK100029 Page 4 of 18 i) The successful bidder fails to perform in accordance with the provisions of these specifications; or ii) The successful bidder violates any of the provisions of these specifications; or iii) The successful bidder disregards laws or regulations of any public body having jurisdiction; or iv) The successful bidder transfers, assigns,. or conveys any or all of its obligations or duties under the contract. to another without written consent of the City. v) If one or more of the events identified in Subparagraphs G i) through iv) occurs, the City of Southlake may, terminate the contract by giving the successful bidder seven (7) days written notice. In such case, the successful bidder shall only be entitled to receive payment for goods and services provided before the effective date of termination. The successful bidder shall not receive any payment on account of loss of anticipated profits or revenue or other economic loss resulting from such termination. vi.) When the contract has been so terminated by the City of Southlake, such termination shall not affect any rights or remedies of the City then existing or which may thereafter accrue. City of Souddake - RFB1011 B36OCK100029 - Page 5 of 18 I Appendix A — Scope of Services 1. 2. 3. 4. 6. Project Title; PROVIDE AND DELIVER SIGNS AND SIGNAGE HARDWARE Scope of Services Contact Questions about the technical nature of the Scope of Services, etc. may be directed to CHUCK KENDRICK, PH. 817.748.8080, e-mail: ckendrick@ci.southlake.tx us Special Conditions The following special conditions shall prevail over areas of conflict in previous pages: EXHIBIT "A" PRICING SCHEDULE MUST BE SUBMITTED ON A CD IN EXCEL FORMAT AND INCLUDE A PAPER COPY. Bid Evaluation Factors Emphasis Factor 35% Vendor Overall Pricin 30% Vendor Ability to Supply Specific Brand Named Parts and Supplies 25% Vendor References 5% Vendor Past Performance With Ci 5% Vendor Ability to Offer Multi-Year Contract Option Brand Manufacture Reference The City has determined that any manufacturer's brand defined in the Scope of Services meets the City's product and support need. The manufacturer's reference is not intended to be restrictive, and is only descriptive of the type and quality the City desires to purchase. Quotes for similar manufactured products of like quality will be considered if the Bid is fully noted with the manufacturer's brand name and model. The City reserves the right to determine products and support of equal value, and whether other brands or models meet the City's product and support needs. Key Events Schedule Bid Release Date Deadline for Submittal of Written Questions Sealed Bids Due to and Opened by City Anticipated Committee Evaluation Review Date Anticipated Award Scope of Services November 29, 2010 December 8, 2010 Shown on First Page of this RFB Week of December 20, 2010 January 2010 The City of Southlake is seeking multiple vendors to `Provide and Deliver Signs and Signage Hardware'. At its option, the City may elect to have vendor deliver and or have a City employee pick up signs and or signage hardware. If City elects for vendor to deliver signs and signage hardware, they shall do so to the address indicated below: City of Southlake Public Works Department 1950 E. Continental Blvd. Southlake, Texas 76092 Attn: Chuck Kendrick City of Southlake RFB1011B360CK100029 Page 6 of 18 In the event the City elects for signs and or signage hardware to be picked up by a City employee, it will notify the vendor at time of order. 7.1. Term of Contract: The term of awarded contract shall be twelve months from date of award and is eligible for two (2) one (1) year renewals. 7.2. Intent: The intent of this bid is to award to multiple qualified vendors for the purchase and or delivery of signs and signage hardware as noted on `Exhibit A, List of Signs and Sim e Hardware'. These items shall be purchases within a twelve month period. The City does not guarantee to purchase any set quantity. The quantities listed are estimated quantities. Contract will be awarded on a CATEGORY BASIS FOR SPECIFIED SIGNS AND SIGNAGE HARDWARE. VENDOR MUST BID ON ALL ITEMS IN A CATEGORY TO BE CONSIDERED FOR AWARD OF THAT CATEGORY. TOTAL QUANTITIES PURCHASED THROUGHOUT THE TERM OF THIS AGREEMENT MAY BE MORE OR LESS THAN THE ESTIMATES HEREIN. 7.3. Alternate Vendor Orders: It is the intent of the City to award this purchase to multiple vendors. If the primary vendor cannot provide the quantities and or materials ordered for a specific delivery time, the City reserves the option to give the order to another vendor that has bid on this contract. 7.4. Samples: The City reserves its right to request samples of any and or all signs and or signage hardware during the bid evaluation process. Samples will be free to the City. When possible, samples will be made available for vendor pick up after evaluation process. Failure to provide samples on a timely basis may result in bid rejection. The City reserves the right to determine products of equal value. 7.5. Products Specifications: Products must follow MUTCD and NCHRP -350 standards where applicable. Sign face material shall be standard engineer grade, reflective material unless otherwise specified. City of Southlake - RFBIOl IB36OCK100029 - Page 7 of 18 1 I � Appendix B — Bid Document (confirmed) L REQUIRED BID INFORMATION IN ORDER FOR A BID TO BE CONSIDERED COMPLETE, AND TO BE EVALUATED FOR A CONTRACT AWARD BY THE CITY, BIDDER MUST SUBMIT ALL OF THE FOLLOWING INFORMATION: 1. Proposed Products and/or Services A. Product or Service. Description Bidders should utilize this section to describe the technical aspects, capabilities, features and options of the service or product and/or service proposed in accordance with the required Scope of Services as identified in Appendix A. Promotional literature, brochures, or other technical information may be used. B. Additional Hardware Descriptions Bidders should also include in this section a detailed description of what additional hardware and/or software, if any, would be required by the City in order to fully utilize the goods and/or services proposed. C. Material Safety Data Sheets (MSDS) If applicable, the successful Bidder shall provide the City with applicable MSDS documentation as required by applicable laws and regulations. D. Guarantees and Warranties Each Bidder shall submit a complete copy of any warranties or guarantees provided by the manufacturer or Bidder with the Bid submitted. E. Project Schedule/Delivery Date Bidder must provide a project schedule noting all projected completion dates for segments of the Project, from start -up to completion, and all delivery for goods covered by the RFB. The Bid Document must show the number of days required to deliver and install the product or equipment after the receipt of the City's Purchase Order. 2. Cost of Proposed Products and/or Services A. Pricing Pricing shall reflect the full Scope of Services defined herein, inclusive of all associated cost for delivery, labor, insurance, taxes, overhead, and profit. B. Schedule of Rd!cj a : Bidder shall quote unit pricing in accordance with the itemized listing of products or contract segments stated in the Scope of Services and using the following format: NOTE TO VENDOR: EXHIBIT "A" PRICING SCHEDULE MUST BE SUBMITTED ON A CD AND IN EXCEL FORMAT AND INCLUDE A PAPER COPY 3. Bidder's Experience /Staff A. Project Team Identify all members of the Bidder's team (including both team members and management) who will be providing any services proposed and include information which details their experience. B. Removal or Replacement of Staff If an assigned staff person must be removed or replaced for any reason, the replacement person must be approved by City prior to joining the project. C. Business Establishment State the number of years the Bidder's business has been established and operating. If Bidder's business has changed names or if the principals operating the business operate any similar businesses under different names, or have operated any other businesses or changed the legal status or form of the business within the last five (5) years, all names, of predecessor business names, affiliated entities, and previous business entities operated by the principals, if different than present, must be provided; City of Soedhlake - RFB1011 B36OCK100029 - Page 9 of 18 S the number of years experience the business has: and the number of employees: D. Project Related Experience All Bids must include detailed information that details the Bidder's experience and expertise in providing the requested services that demonstrates the Bidder's ability to logically plan and complete the requested project. 4. References Bidder shall provide three (3) references where Bidder has performed similar to or the same types of services as described herein. Reference #]: Client / Company Name: C, OF 4" 0 as qro w w Contact Name: - �o�i•�s Contact Title: .t X eld Phone: rIz g.3 8 /J'/ Email: N �i4 Date and Scope of Work Provided: Email: Reference 2: Client/ Company Name: W /�.�.�rr.,.. `i 41W Contact Name: Contact Title: Phone: ,, 7/Z 9Y-3 Email: Ilea, OVA Date and Scope of / Work Provide 'J Reference #3: Client/ Company Name: OM I Gd -V,1 Contact Name: dYc�c .•• r7� Contact Title: (f! cyT Phone: Do ZX1 - /oo Email: Date and Scope of Work Provided: •Ara of 7� cq�3 �[� A-1 dtiu Ago City of Southk" - RFB1011 B36OCK100029 - Page 10 of 18 5. Trade Secrets and/or Confidential Information Trade Secrets and/or Confidential Information: This bid _ (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. 6. Federal, State and /or Local Identification Information A. Centralized Master Bidders List registration number: B. Prime contractor HUB / MWBE registration number: C. An individual Bidder acting as a sole proprietor must also enter the Bidder's Social Security Number: # - - 7. Cooperative Governmental Purchasing Notice Other governmental entities maintaining interlocal agreements with the City, may desire, but are not obligated, to purchase goods and services defined in this RFB from the successful Bidder. All purchases by governmental entities, other than the City, will be billed directly to and paid by that governmental entity. The City will not be responsible for another governmental entity's debts. Each governmental entity will place their own orders with the successful Bidder and be responsible for ensuring full compliance with the RFB specifications. Prior to other governmental entities placing orders, the City will notify the successful Bidder of their intent. Please indicate below if you will permit other governmental entities to purchase from your agreement with the City. �es, Others can purchase [ j No, Only the City can purchase 8. Term of Contract and Option to Extend: Any contract resulting from this RFB shall be effective for twelve months from date of award. The City anticipates that contract shall be renewed pursuant to'the availability of funds and at the discretion of the City. The following clauses shall be included in the contract: A. Option Clause It is agreed that City will have the option to extend the contract for up to two (2) additional years, in one -year intervals. To exercise this option, the City shall serve notice 30 days prior to contract termination or to the end of any one -year extension. The Option to Extend will not be considered if funding is unavailable or if the contractor's past performance is not within the industry standard. B. Escalation Clause Should market conditions prevail which dictate an increase, the successful contractor may submit documentation requesting permission to increase pricing no later than 30 days after receiving notice from the City of its intent to extend the agreement. Escalation may only occur at the time of renewal and only upon securing the approval of the City in writing. Requests for price adjustments must be solely for the purpose of accommodating an increase in the contractor's cost, not profits. Vendors shall show in this quote their anticipated percent of escalation if/when the option to extend is exercised. The percent quoted will be a maximum. In addition, the percentage proposed will be a factor in determining the best value to the City. It is the 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' /o escalation. Clty of Southlake - RFB101IB36OCK100029 - Pagel 1 of 18 C. Price lncreases Upon Extension If approved by the City, the Contractor shall modify the rates charged by the Contractor to reflect any changes shown in the comparative statement delivered to the City. The maximum increase allowed under this provision shall be eight percent (8%) per year. The City shall have authority, in its reasonable discretion, to determine the validity of any change in Contractor's rates. City cannot exercise the Option to Extend with any price increases unless the Vendor completes the section of the Quote requesting anticipated percentage of annual escalation. FIRST ADDITIONAL YEAR (FY 11 -12) ESCALATION ........................... SECOND ADDITIONAL YEAR (FY 12 -13) ESCALATION ....................... IL CONTRACT TERMS AND CONDITIONS. EXCEPT WHERE BIDDER MAKES SPECIFIC EXCEPTION IN THE SUBMITTED BID, ANY CONTRACT RESULTING FROM THIS RFB WILL CONTAIN THE FOLLOWING TERMS AND CONDITIONS, WHICH BIDDER HEREBY AKNOWLEDGES, AND TO WHICH BIDDER AGREES BY SUBMITTING A BID: 1. 2. 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. Farran ft of Products and Services: All products furnished under this contract shall be warranted to be merchantable and good quality and fit for the purposes intended as described in this Bid, to the satisfaction of City and in accordance with the specifications, terms, and conditions of the Scope of Services, and all services performed shall be warranted to be of a good and workmanlike quality, in addition to, and not in lieu of, any other express written warranties provided. C. Late Delivery or Performance If Bidder fails to deliver acceptable goods or services within the timeframes established in the Project Schedule, the City shall be authorized to purchase the goods or services from another source and assess any increase in costs to the defaulting Bidder, who agrees to pay such costs within ten days of invoice. D. FOB !delivery charges) All products offered shall be FOB final destination, with all delivery charges to be prepaid by the Bidder. The City does not accept C.O.D. or collect shipments. The contract price shall include all charges, including delivery, installation and set -up fees. All packing, crating, or other debris resulting from the delivery or set -up of the commodity purchased shall be removed and properly disposed by the successful Bidder at no additional cost to the City. E. Excess or Incorrect Commodities Products or materials delivered in error or in excess of the quantity ordered shall be returned at the successful Bidder's expense, unless otherwise agreed to in writing by the City. F. Title to Goods and Risk of Loss For goods to be provided by Bidders hereunder, if any, the title and risk of loss of the goods shall not pass to City until City actually receives, takes possession, and accepts the goods and the installation of such .goods, has tested the system, and determined that it is in good and acceptable working order. Miscellaneous A. Independent Contractor Bidder agrees that Bidder and Bidder's employees and agents have no employer- employee relationship with City. Bidder agrees that if Bidder is selected and awarded a contract, City shall not be responsible for the Federal Insurance Contribution Act (FICA) payments, Federal or State unemployment taxes, income tax withholding, Workers Compensation Insurance payments, or any other insurance payments, nor will. City furnish any medical or retirement benefits or any paid vacation or sick leave. City of Soatklake - RFB1011 B36OCK100029 - Page 12 of 18 B. Assignments The rights and duties awarded the successful Bidder shall not be assigned to another without the written consent of the Purchasing Manager. Such consent shall not relieve the assigner of liability in the event of default by the assignee. C. Liens Bidder shall indemnify and save harmless the City against any and all liens and encumbrances for all labor, goods, and services which may be provided to the City by Bidder or Bidder's vendor(s), and if the City requests, a proper release of all liens or satisfactory evidence of freedom from liens shall be delivered to the City. D. Gratuities / Brib es: Bidder certifies that no bribes in the form of entertainment, gifts, or otherwise, were offered or given by the successful Bidder, or its agent or representative, to any City officer, employee or elected representative, with respect to this RFB or any contract with the City, and that if any such bribe is found to have been made this shall be grounds for voiding of the contract E. Financial Participation Bidder certifies that it has not received compensation from the City to participate in preparing the specifications or RFB on which the Bid is based and acknowledges that this contract may be terminated and/or payment withheld if this certification is inaccurate. F. Reauired Licenses Bidder certifies that he holds all licenses required by the State of Texas for a provider of the goods and/or services described by the Scope of Services herein. G. Authority to Submit Bid and Enter Contract The person signing on behalf of Bidder certifies that the signer has authority to submit the Bid on behalf of the Bidder and to bind the Bidder to any resulting contract. H.' Compliance with Analicable Law Bidder agrees that the contract will be subject to, and Bidder will strictly comply with, all applicable federal, state, and local laws, ordinances, rules, and regulations. 3. Financial Responsibility Provisions A. Insurance The Bidder, consistent with its status as an independent contractor, shall carry, and shall require any of its subcontractors to carry, at least the following insurance in such form, with such companies, and in such amounts (unless otherwise specified) as City may require: Worker's Compensation and Employer's Liability insurance, including. All States Endorsement, to the extent required by federal law and complying with the laws of the State of Texas; ii. Commercial General Liability insurance, including Blanket Contractual Liability, Broad Form Property Damage, Personal Injury, Completed Operations/Products Liability, Premises Liability, Medical Payments, Interest of Employees as additional insureds, and Broad Form General Liability Endorsements, for at least One Million Dollars ($1,000,000) Combined Single Limit Bodily Injury and Property Damage on an occurrence basis; iii. Comprehensive Automobile Liability insurance covering all owned, non -owned or hired automobiles to be used by the Contractor, with coverage for at least One Million Dollars ($1,000,000) Combined Single Limit Bodily Injury and Property Damage. B. Indemnification Bidder agrees to defend, indemnify and hold harmless the City, all of its officers, Council members, agents and employees from and against all claims, actions, suits, demands, proceedings, costs, damages and liabilities, including reasonable attorneys' fees, court costs and related expenses, arising out of, connected with, or resulting from any acts or omissions of Bidder or any agent, employee, subcontractor, or supplier of Bidder m 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 - RFBIOI I B36OCK100029 - Page 13 of 18 � I 9 Appendix C — Form CIQ . LVFORMTIONRTsGARDING VENDOR CONFLICT OFMEMT QUEMONNe M WHO: A person must 111c a conflict of interest questionnaire with the City if the person has a employment or businass relationship with an officer of the City that results in taxable income exceeding $2,500 during the preceding twelve month period, or an offi= 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 c o ttrdd for the sale or purchase of property, goods, or services with the City, including any of the following: a. writbem and implied contracts, atllity 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 pmperty including an auction ofpanpelty; C. tax abatement and eoonoWc development agreements; 2. submits a bid to sell goods or services, or responds to a request for proposal for services; 3. canters 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 OFFICXRS OF nM CITY: I . Mayor and City Council Members; 2. City Manager; 3. Board and Commission members appointed by the Mayor or City Council members; 4. Directors of 4A and 413 development corporations; 5. the executive directors or managers of 4A and 4B development corporations; and 6. Directors of the City of Soudilalm who have authority to sign contracts on behalf of the City. EXCLUSIONS: A questi statement need not be filers if the money paid to a local government officer was a political cortn'bution, a gift to a member of the officer's family from it family member; a contract or purchase of loss than $2,500 or a transaction at a price and subject W. 1L'hapmr 176Aftd=edCJQ.09760Ldoc Page i 0B City of Southlake - RFB1011B36OCK100029 - Page 15 of 18 r � • M to berms 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 dW contracts with the City or who seeks to contact with the City must file a "onuffiet of interest questionnaire" (FORM CIQ} which is available online at www.ethics.stato.tx.os and a copy of which is attached to this Guideline. The form coatsins mandatory disclosures regarding "employmcat or business relationships" with a municipal officer. Officials may be asked to clarify or interpret various portions of the questionnaire. WHEN: The person or business must file: 1. the questionnaire no Taber than seven days after the daze 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 widen 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 requites a vendor to file a FORM CIQ at the time a proposal is sr>bmitted or negotiations commence. WHERE: The vendor or potential vendor must mail or deliver a completed questionnaire to the Finance Department The Bnowe Deparbmt is regaked by law to past the stateMM& on the City's bderA t webslte. ENFORCElY1ENT: Failure to Me 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 Om 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. W: 176.AUwhmmK CIQ.0926wA00 Page 2 0f3 City ofSouWake - RY131011B360CK100029 - Page 16 of 18 CONFUCT. OF INTEREST QUESTIONNAIRE FORM CIQ Far vendor or ostler persolt dotty bualeleu with local gowuninmentael anft The qu..awmdn niraaM dhnea medl to the laws air KIL 1 eah Lou. MOW Swim OFMEUSEOnLY Thiaquealioravdi l Is beingliled In scaordanccia wwhh Chppter176. Loral Government Coda Dm ReWuml by personwho has a business ralaillonshipas defined by Section 17BA01(1- a)w1te a local 0overreererhtaleri tyadthepersonarseeisugdv mwbmcbrSeetion176D06(a). Ely Iswthb re must be Mad vdhtbs records adminiolvWWolthe local llimm ranbl wilky net labirthah the 71h business day after diet dslethe person becomes aware otfa is lird require the stalemendt to be thd. Sec Sectkn 176.006, local Govemmant Code. A person commtb an iNkeee V the person knowet0ly vidaes Sedion 176.006. Loral GoverranariCode. An age, undi rthis section is a Class C misdemeanor. 1 mane orpaeaon M m has a lastrMee rdsti nshlpww; local governmental w . z Ctw:k*b boxVvDu we ttlbnQan uPdMtos prevtaMly Mod queatbnggm. (The law requires that you Me an updaW campleed greestlomrehe wilt Orb appropriate filing awMartly oat War than the 71h btalneas day aOerlhe d tree diP* sled quastl rinsh becomes ln=M a'ea or lnscctwOte. Neros of low 1110 artlmenr otlleervrRh wlwp rer cgs emPleyteeat err busieress ralatdnshlp taarnewonoa TUIs secilm (awn 3 indudi np eubpams A, B, C 6 b) Ihsrat m wrtaated fir eoewt dlYer whir wham Ole fAer has an aapbleerd or other Iaelness rah Minalia u delbled by 6scibn 176DIM(1 -a), Local Govemmad Cone. Math adMonal psues to this Form n.'1Q as nsaesey. A. is Cn lord gtuenmrent Moor neshed in mb section rec"i; err"b raceNs taxable treoma, other than Iawstaun t 11=011, from tins tier of Oe mhsmlonrcake7 Q Y N $_ Is the lWof the quesshnnate receMil or ill* to heericrs taxable Income, direr Oran ImveshtWd Iconic ham or at 1M dlrocton of the local 06vereameee other named In this section AW she taxable Income Is nd reuMd from the local govam n®ntal armgr7 I� Yes hto G is the trw of thle questionnaire WMbYea by a eorpcwalimh of other business aelllr with rup to vddtlh Ilia local govotrmwrt atecer serves as an at3eer or director, or holds an owmerft of 10Permit or monol E Yes o W ^' /,�-. D. Describe each ernpioi meat or business relatbnahlp with the beat owemmerd deter named in Ills carbon. sigrohn ce poem &v thhaahes vdh ma ecw•rr Tankiii eheliy Oda W:1SohhddsirdMtwManam"Upkir 176.AM dmratCIQ.0 ZQK.doe pap 3 of 3 City of SomMake - RFBI OI 1360CK100029 - Page 17 of 18 1 1 1 1 1 1 1 1 f 1 1 1 1 1 1 I 1 1 1 1 1 1 I f 1 1 1 1 1 1 M68- tts 61) , u g M sR V3- v► iffV,vS6S 6S Envs 6-3 ft OW vs rtr 00 to W N N O t O N W tfj N O M O O p O O to to V' IB � � 1O N LO N LO N to W O N N tO � O O O pp � to to 0 lO 117 op O O W LO {5 c t t t t Ci v f { f t 3 �5 � rG �t � fS � f5 c�5 3 f3 f t cri W W W W W W W W w cc M L W W w W ca t 0 W W W 41 W � t W {L W W W LJ W W lL 1 1 W W M M c r) M M cQ V) ;D t0 M N N N M N p b M Sr t t+1 b CG O 'd' M Crl t+9 N �' b OO = 00 N N r r r C0 GD r r r xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx O co cp CO cl' N N 'V' 't7 N N N N tV r CV v "sp N N N N N N N a}' N d' N b �0 k k co cq N N � CO N - tV N r r r r N cV M r r r r r N r r r ) 1 r r N N r 1 r N C7 ' 1 — z 01— 1 C M 1 f7 17 C6 a � N N N � N t � 1[7 N J� � � a' Q -h t� 'L t� F- It �4wi W- w OCwwwal'd'Q'�Swiwiw irx0:1 it E z J z a s ozo z o r� E am0 m E icy m ' 3 °z M of tgtcc Q Wp ++ a a o. 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J F O f- a N s m w in Be ), .. . tp ADDENDUM NUMBER # 1 TO: All Bidders' DATE: December 9, 2010 REQUEST FOR BEDS: RFBIOJIB36OCK100029 PROVIDE AND DELIVER SIGNS AND SIGNAGE HARDWARE BID DUE DATE: 3:00 p.m., DECEMBER 17, 2010 1. ADDENDUM NO. 1. dated DECEMBER 9.201,_0, per Addendum #1, the City of Southlake is answering vendor submitted qucstions. QUESTION: Item numbers 264 265 and 266 are Small- parking lot size plastic stencils. In order to give you an accurate bidding price we would like to be sure of the size needed. Would they be tha standard 4" sire? ANSWER: The "small" shall be standard four (4'� inches and the "large" shall be standard twelve (12') inches. QUESTION: On the above referenced bid, I do not see a call-out for aluminum thickness for any of the signs; can you provide this informstion? ANSWER Currently our sign thickness is .080 inches. We believe this is the industry standard. QUESTION: We were wondering if the "Code" on the pricing sheets are pertaining to one of our own codes/items numbers or one of your codes/items numbers? ANSWER: The codes listed come from the Manual on Uniform Traffic Control Devices (MUTCD). Some states have amended portions to suite special conditions but the codes in the bid come from the Federal highway Administration's official manual. You may access the Federal Highway Administration's official manual at bttp: // ma6ed. PLwadot. gov /btm/2003rlr2/part2 /part2bl.htm 2. THERE ARE NO OTHER CHANGES, 1 � S9w Jackson Director ofFinance City of Soutblake IN THE SUBMISSION OF HIS BID, BIDDER MUST ACKNOWLEDGE RECEIPT OF THIS ADDENDUM. BIDDER SHALL ACKNOWLEDGE THIS ADDENDUM BY SIGMNG AND RETURNING ONE COPY OF THIS NO71CF- W THEIR ID. SICiNNID: DATED: COMPANY NAME: CRyofSatfte - Fnm Mpmbm f - 740 M* Mew& 5u0440. 5a� TemsAW An ErmoAWmwuwAWan ImOdcn