RFP 2023-034 - Waterline Replacement (Parts Only) on Southview Street

Location: Texas
Posted: Oct 26, 2023
Due: Nov 20, 2023
Agency: City of Palestine
Type of Government: State & Local
Category:
  • 70 - General Purpose Information Technology Equipment (including software).
  • Y - Construction of Structures and Facilities
  • Z - Maintenance, Repair or Alteration of Real Property
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  • RFP 2023-034 - Waterline Replacement (Parts Only) on Southview Street
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    Notice is published in the Palestine Herald Press on Saturday, October 28, 2023, and Saturday,
    November 4, 2023, editions.
    CITY OF PALESTINE
    REQUEST FOR PROPOSALS (RFP)
    RFP 2023-034 -WATERLINE REPLACEMENT (PARTS ONLY) ON SOUTHVIEW ST.
    Sealed Proposal Bids Due Date: Monday, November 20, 2023, at 1:00 p.m.
    I. PURPOSE
    The City of Palestine (City) is soliciting Request for Proposals (RFP) for parts only for the
    waterline replacement on Southview Street, from Crockett Road to Old Elkhart Road.
    Sealed Proposals are due in the City Secretary's Office by Monday, November 20, 2023, at 1:00
    p.m. Sealed bid proposals will be opened on Monday, November 20, 2023, at 1:30 p.m. in the
    City Hall Conference Room. To be considered, the sealed proposal must address each of the
    requests for information in the Summary of Qualifications section.
    II. SERVICES REQUIRED
    This is a request for proposal for parts only for the waterline replacement on Southview Street,
    from Crockett Road to Old Elkhart Road.
    Please see the attached materials list for the waterline replacement on Southview Street.
    III. MARKET CONDITIONS
    The City is aware of the extreme market fluctuations occurring for these services, so we strive to
    arrive at a bid format that satisfies state bid law and protects vendors against future price increases.
    We will ask your company to establish a baseline price for the services and products listed to
    protect the vendor and the City. Prices can be negotiated after bids are opened based on increases
    and/or decreases in the same amount as the market changes. However, the winning vendor(s) will
    be asked to provide documentation proving a price change has occurred. If prices decrease over
    the term of this agreement, the winning vendor(s) will be expected to pass along these decreases
    in pricing. The City will assume that your company agrees to this market protection by submitting
    a bid under this format. If you have a different method of price protection, please include your
    information in your response.
    IV. GENERAL INFORMATION
    The City of Palestine is a home rule city located in Anderson County with a population of
    approximately 18,544 per the 2020 U.S. Census estimate. The City operates under a council-
    manager form of government with a mayor, six (6) council members, and a city manager. The
    council members are elected from single-member districts, with the mayor elected at large. The
    city manager is the chief executive officer of the City. It is the city manager's duty to execute and
    implement policies established by the City Council.
    V. SUBMISSION OF RESPONSE
    Delivery: Proposals must be sealed and may be mailed or hand-delivered. Sealed Proposals for
    RFP 2023-034 - WATER LINE REPLACEMENT (PARTS ONLY) ON SOUTHVIEW ST.
    are due on Monday, November 20, 2023, at 1:00 p.m. in the city secretarys office.
    Proposal packets are required to include three (3) copies.
    The vendor and/or contractor will provide a certificate of liability insurance with a bid proposal.
    Also, include any breakdown of vendor requirements to comply with City of Palestine
    specifications and/or applicable stipulations for this bid proposal.
    Please include the following on the sealed bid envelope:
    SEALED RFP 2023-034 - WATER LINE REPLACEMENT (PARTS ONLY) ON
    SOUTHVIEW ST. – TO BE OPENED: 11/20/2023 AT 1:30 P.M.”
    Mailing Address and Hand Delivery Address:
    City of Palestine
    Attn: April Jackson, City Secretary
    504 North Queen Street
    Palestine, TX 75801
    Your qualification shall be governed by the following schedule:
    Wednesday, November 15, 2023, at 5:00 p.m., Central Standard Time (CST)
    Deadline for inquiries, questions, or requests for information regarding this request for proposal.
    All questions must be submitted in writing by E-mail to pwadmin@palestine-tx.org.
    Monday, November 20, 2023, at 1:00 p.m., Central Standard Time (CST)
    Sealed bid proposals are due in the City Secretary’s Office. The date and time received shall be
    noted on the envelope or box and initialed. Proposals cannot be altered or amended after the
    submission deadline. Any interlineations, alterations, or erasures made before bid opening must
    be initialed by the signor of the proposal, guaranteeing authenticity. Bids Proposals received after
    the published deadline shall remain unopened and be returned to the vendor/contractor(s).
    Monday, November 20, 2023, at 1:30 p.m., Central Standard Time (CST)
    Sealed bids will be opened and publicly read in the City Hall Conference Room at 504 N. Queen
    Street, Palestine, Texas. Bids that are received, which are unmarked, shall be opened for
    identification purposes only and resealed. The envelope or box shall be marked accordingly.
    Communications: All communications regarding the submission of your qualification proposal
    are to be in writing directly to E-mail address: pwadmin@palestine-tx.org.
    VI. SUMMARY OF QUALIFICATIONS
    Statement of Qualifications
    Each Statement of Qualification (SOQ) must address, but does not need to be limited to, the
    following information:
    Respondents shall include:
    QUALIFICATIONS AND EXPERIENCE
    1. List the name and all addresses of the location(s) of your firm. Which firm location will be
    used to provide services for this project?
    2. List all individuals and contact information for who would be providing materials for this
    RFP.
    3. List your history (if any) in providing services to the City of Palestine.
    4. Describe your involvement with municipalities or other governmental agencies where you
    have provided services for waterline and sewer line replacements. List any contact
    information for current/former references for the past five (5) years for governmental
    clients.
    VII. EVALUATION PROCESS
    The City reserves the right to request additional information concerning any proposals for
    clarification and waive any irregularities and informalities in the submittal and evaluation process.
    After proposals are opened and publicly read, the proposals will be tabulated for comparison based
    on the bid prices and quantities (lowest responsible vendor/contractor) or by the best value.
    The following items will be considered when an award is based on best value:
    The total cost for parts only for the waterline replacement on Southview St;
    The extent to which the goods or services meet with municipality's needs;
    The bidder's past relationship with the municipality;
    The total long-term cost to the municipality to acquire the bidder's services;
    The RFP will be awarded using the following criteria:
    Pricing for services provided
    Ability to deliver services to complete project in a timely manner
    The extent to which the services meet the City's needs
    References
    Previous relationship with the City of Palestine
    VIII. BID AWARD AND PRICING
    The bids shall remain on file, open for inspection, for at least forty-eight (48) hours before the
    contract may be awarded. After your response to this RFP is submitted, the City will negotiate a
    final price, which City Council will approve on November 13, 2023. Before City Council approval,
    if any market changes occur, the responding vendor must notify the Purchasing Department
    immediately. Once this Council approval occurs, pricing will be subject to the Market Conditions
    terms listed previously for price increases and decreases. After the bid is awarded and the vendor
    awarded a contract wishes to approve adjusted pricing to the agreement due to changes in the
    market, they must do so through certified mail or via e-mail to the Public Works Department at
    pwadmin@palestine-tx.org. Documentation verifying the reason for the price increase must be
    sent as part of the request. Upon review of adjusted proposals, the City of Palestine may elect to
    dissolve the existing contract upon the expiration date or accept the price adjustment(s).
    The Public Works Department shall be responsible for preparing a tabulation sheet for all bids
    received that will be made available to the public upon request. The tabulation sheets will be
    forwarded to the City Council to make the final decision on an award.
    Point of Contact
    In the event clarification or additional information is needed, contact:
    City of Palestine
    Public Works Department
    1620 West Palestine Avenue
    Palestine, Texas 75801
    Telephone: 903-731-8423
    E-Mail: pwadmin@palestine-tx.org
    Notice
    Any notice provided by this RFP or required by law is to be given by the City of Palestine. Any
    interpretations, corrections, or changes to this Request of Qualifications will be made by addenda.
    The sole issuing authority of addenda shall be the City of Palestine City Secretary. The addenda
    will be mailed to all who have received a copy of this Request for Proposals.
    Material's for water line on Southview St.
    Qty
    1700'
    10
    3
    5
    30
    11
    1
    500'
    50
    10
    1
    2
    1
    1
    1
    2
    1
    50'
    1
    11
    4
    3
    6
    1
    Parts
    6'' C900 Water pipe
    AVK F/h, 4' bury, painted silver with Storz fitting
    6'' MJ x MJ x MJ Swivel tee's
    6'' MJ x MJ Resilient Wedge gate valves
    6'' Pipe restraint kits comparable to Mega lug
    6''x1'' tapping saddle all Stainless Steel with Stainless Steel Corp.
    10'' x 6'' tapping sleeve for cast
    1'' service tubing
    1'' SS stiffeners
    1'' CTS x 3/4 '' meter nut, angle cutoff with external wing nut
    1'' CTS x 1 '' meter nut, angle cutoff with external wing nut
    2'' SS Stiffeners
    Jumbo meter box soild blue lid
    6'' x 2'' tapping saddle tapping saddle all Stainless Steel
    2'' IP x IP Corp
    2'' MIP x CTS Adapter
    2 '' meter flange x 2'' CTS angle cutoff
    2'' service tubeing
    2'' FIP x FIP Wedge gate valve
    Square meter boxes with solid blue lids
    blue tracer wire 500' rolls
    Gal Pipe lube
    valve boxes with water lid
    6'' x 12'' MJ x MJ Sleeve
    This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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