RFP 2024-023 ? Waterline Replacement on Queen St (Labor Only) (PDF)

Location:	Texas
Posted:	Dec 16, 2024
Due:	Jan 6, 2025
Agency:	City of Palestine
Type of Government:	State & Local
Category:	Y - Construction of Structures and Facilities Z - Maintenance, Repair or Alteration of Real Property
Publication URL:	To access bid details, please log in.

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This notice is published in the Palestine Herald Press on Saturday, December 14, 2024, and

Saturday December 21, 2024.

CITY OF PALESTINE

REQUEST FOR PROPOSALS (RFP)

RFP 2024-023 – Waterline Replacement on Queen St (Labor Only)

Sealed Proposal Bids Due Date: January 6, 2025, at 1:00 p.m.

I. PURPOSE

The City of Palestine (City) is soliciting Request for Proposals (RFP) for Waterline Replacement

on Queen St. (Labor Only).

Sealed proposals are due in the City Secretary’s Office by Monday, January 6, 2025, at 1:00

p.m. Sealed proposals will be opened on Monday, January 6, 2025, at 1:30 p.m. in the City Hall

Conference Room. To be considered, the sealed proposal must address each of the services

required.

II. SERVICES REQUIRED

x This is a request for proposal for Waterline Replacement on Queen St (Labor Only).

x Install 2,200’ of 6’’ C900

x Install 7, one-inch services, then reduce at meter to ¾-inch (Long side)

x Install 6, one-inch services, then reduce at meter to ¾-inch (Short side)

x Install 4, fire hydrants with valves at main

x Kill out old mains and cap them off, pull all old Fire Hydrants and meters/boxes.

x Tie new 6’’ pipes to old lines

x Relocate 1 water meter and tie back in

x Install 9 valves

x All services and pipe will need tracer wire.

x All valve boxes must have a concrete pad poured around them Labor and Material.

x Must take Bac-t Samples and they must all be negative before tying in water line.

x Must notify all residents of work to be done.

x If bidding on project contractor must visit site with staff prior to bidding.

x Contractor must include compaction testing in their bid. In order to pass Compaction test,

soil must be 95%. Compaction test locations will be picked by City staff. Compaction

every 300’ of project.

x Contractor must install grass (same as in yard). Include Labor and Materials in bid.

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 as 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

Deliver: Proposals must be sealed and may be mailed or hand delivered. Sealed Proposals

for “RFP 2024-023 Waterline Replacement on Queen St (Labor Only)” are due on

Monday, January 6, 2025, at 1:00 p.m. in the City Secretary’s Office.

Proposal packets are required to include three (3) copies.

The vendor/contractor(s) will provide a certificate of liability insurance with the 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:

“RFP 2024-023 Waterline Replacement on Queen St (Labor Only)” – TO BE OPENED:

01/06/25 AT 1:30 p.m.”

Proposals received after 1:00 p.m. on January 6, 2025, will be returned unopened. The city

reserves the right to reject any proposals, request additional information concerning any proposals

for clarification, and waive any irregularities and informalities in the submittal and evaluation

process. This RFP does not obligate the city to pay any cost incurred by respondents in the

preparation of the proposals. Furthermore, this RFP does not obligate the city to accept or contract

for any implied services.

Mailing Address and Hand Delivery Address:

City of Palestine

Attn: April Jackson, City Secretary

504 North Queen Street

Palestine, TX 75801

Your qualifications shall be governed by the following schedule:

Thursday, January 2, 2025, at 3:00 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: pwadmin@palestine-tx.org.

Monday, January 6, 2025, 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, January 6, 2025, 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 the E-mail address: pwadmin@palestine-tx.org

VI. QUALIFICATION PROPOSAL INFORMATION

Statement of Qualifications:

Each Statement of Qualifications (SOQ) must address and include, but does not need to be limited

to, the following information:

Qualifications of Experience

1. List the name and all addresses of the location(s) of your company. Which company location

will

2. be used to provide services for the Waterline Replacement on Queen St. (Labor Only)

3. List all individuals and contact information for those who will be providing services for this

RFP.

4. List your history (if any) in providing services to the City of Palestine.

5. Describe your involvement with municipalities or other governmental agencies where you

have provided water line replacement. 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 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:

x the total cost for Waterline Replacement on Queen St (Labor Only)

x the extent to which the goods or services meet the municipality's needs

x the bidder's past relationship with the municipality

x the total long-term cost to the municipality to acquire the bidder's services

The RFP will be awarded using the following criteria:

x pricing for services provided

x ability to deliver services to complete the project in a timely manner

x the extent to which the services meet the City's needs

x references

x 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 the City Council will approve on January 13, 2025. 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).

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 proposal.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

RFP 2024-023 ? Waterline Replacement on Queen St (Labor Only) (PDF)

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