This notice is published in the Palestine Herald Press on Saturday, January 27, 2024, and Saturday,
February 3, 2024.
CITY OF PALESTINE
REQUEST FOR PROPOSALS (RFP)
RFP 2024-004 - Waterline Replacement (Parts Only) on Second Street
Sealed Proposal Bids Due Date: Tuesday, February 20, 2024, at 1:00 p.m.
I. PURPOSE
The City of Palestine (“City”) is soliciting Request for Proposals (RFP) for waterline replacement
(parts only) on Second Street, from W. Oak Street to Avenue D.
Sealed Proposals are due in the City Secretary's Office by Tuesday, February 20, 2024, at 1:00
p.m. Sealed bid proposals will be opened on Tuesday, February 20, 2024, at 1:30 p.m. in the
City Hall Conference Room. To be considered, the sealed proposal must address each required
qualification.
II. SERVICES REQUIRED
This is a request for proposals for waterline replacement (parts only) on Second Street with the
following services required:
Please see the attachment for the parts list.
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 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 2024-
004 - WATERLINE REPLACEMENT (PARTS ONLY) ON SECOND STREET are due on
Tuesday, February 20, 2024, at 1:00 p.m. in the city secretary’s 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 2024-004 – WATERLINE REPLACEMENT (PARTS ONLY) ON SECOND
STREET – TO BE OPENED: 02/20/2024 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, February 14, 2024, 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: pwadmin@palestine-tx.org.
Tuesday, February 20, 2024, 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).
Tuesday, February 20, 2024, 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
and sent directly to the E-mail address pwadmin@palestine-tx.org.
VI. QUALIFICATION PROPOSAL INFORMATION
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 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 labor for waterline replacement (parts only) on Second Street
• the extent to which the goods or services meet the 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 the project in a timely manner
• the extent to which the services meet the City's needs
• references
• previous relationship with the City of Palestine
VII. 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 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, which 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 5th St.
Qty Parts
8
6
6
6
35
35
6
24
1
1,000'
50
23
1
23
1
2
3
3
12
4
2
AVK F/h, 4' bury, painted silver with Storz fitting
8'' MJ x MJ x 6'' MJ Swivel tee's
8'' MJ x MJ Resilient Wedge gate valves
6'' MJ x MJ Resilient Wedge gate valves
8'' Pipe restraint kits comparable to Mega lug
6'' Pipe restraint kits comparable to Mega lug
8'' MJ x MJ anchor coupling
8''x1'' tapping saddle all Stainless Steel with Stainless Steel Corp.
10'' x 8'' 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
Square meter boxes with solid blue lids
Metal meter box
6'' Sleeve by 12''
blue tracer wire 500' rolls
Gal Pipe lube
valve boxes with water lid
6'' 45 bends
8'' 45 bends