CITY OF SHENANDOAH REQUEST FOR PROPOSALS. for the SOLAR LED STREET LIGHT PROJECT CITY OF SHENANDOAH I-45 NORTH SHENANDOAH, TEXAS 77381

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1 CITY OF SHENANDOAH REQUEST FOR PROPOSALS fr the SOLAR LED STREET LIGHT PROJECT CITY OF SHENANDOAH I-45 NORTH SHENANDOAH, TEXAS RESPONSES DUE DECEMBER 3, 2014 AT 10:00 A.M. ADMINISTRATION DEPARTMENT CITY OF SHENANDOAH 1

2 1.00 OBJECTIVE CITY OF SHENANDOAH SOLAR LED STREET LIGHT PROJECT REQUEST FOR PROPOSALS This request fr prpsal is t select a qualified bidder fr prviding and installing slar street lights within a prtin f Shenandah. The City will select a bidder based n this request fr prpsals and wrk with the successful bidder t identify the exact lcatins fr each light SELECTION OF REASONABLY QUALIFIED BIDDERS The City f Shenandah will determine which bidders are reasnably qualified fr the cnsideratin f the award f the Cntract ABILITY TO PERFORM The City f Shenandah may, at any time, investigate a bidder's ability t perfrm services. The City f Shenandah may require additinal infrmatin abut the cmpany and its service n previus cntracts. Bidders wh chse nt t submit the required infrmatin will nt be cnsidered OUTSIDE SOURCES The City f Shenandah may use surces f infrmatin nt supplied by the bidder cncerning an rganizatin s ability t perfrm this wrk. Such surces may include current r past custmers f the rganizatin; current r past suppliers; articles frm ther published surces such as industry newsletters r frm nn-published surces made available t the City f Shenandah REQUESTED INFORMATION The City f Shenandah requires the bid t cntain, at a minimum, the fllwing infrmatin: Please prvide the fllwing n a crprate and lcal level: A. Firm Backgrund - Prvide a brief descriptin and histry f the firm including current size. Als include the names, qualificatins, years f experience and ther detailed backgrund infrmatin f the lcal management team directly respnsible fr lcal peratins. B. Experience and References - Discuss the firm's prir service experience in prviding the prpsed service t ther rganizatins. Prvide references f the three (3) mst recent Cntracts where cmparable services were prvided. References must include: custmer s name, address, cntact persn, and cntact infrmatin. 2

3 6.00 BID FORMAT 6.01 EXECUTIVE SUMMARY Describe yur firm. Include any pertinent infrmatin including partnerships, hlding and business relatinships. Include the infrmatin required in item RESPONSE TO THE MINIMUM REQUIREMENTS OF THE BID List any exceptins, exclusins r reservatins yu may have t the requirements listed in the prpsal PRICE STRUCTURE See Appendix A fr the Bid Frm that must be returned SOLAR STREET LIGHT SPECIFICATION 7.01 DEFINITION The fllwing slar street light criterin established the standard fr slar street light installatin fr the City f Shenandah SCOPE OF WORK The Cntractr shall prvide all necessary labr, material, equipment, and supervisry persnnel t prvide and install slar street lights within the limits f the cntract scpe, at the City s requested lcatin(s). The Cntractr shall prvide the City a map shwing the precise recmmended lcatin fr the lights, The City shall review and apprve the map prir t award f a cntract fr street lights. 4 Residential Slar LED Street Lights n Wellman Rad 4 Cmmercial Slar LED Street Lights n David Memrial Drive 4 Cmmercial Slar LED Street Lights n Visin Park Bulevard 7.03 PROJECT CRITERIA FOR RESIDENTIAL STREETS Residential Street Light shall be an identical match t existing residential slar-pwered LED street lights. Texas Slar Resurces, Inc. # GS-SLS-20-60W PROJECT CRITERIA FOR COMMERCIAL STREETS Cmmercial Street Light shall be an identical match t existing cmmercial slar-pwered LED street lights. Texas Slar Resurces, Inc. # GS-SLS-30-90W. 3

4 7.05 ENGINEERING 7.06 WARRANTY a) The ple, slar panel and anchr base shall be designed t withstand a 130 MPH windstrm. b) Cntractr will submit all drawings and cnstructin plans t the City fr apprval, including windstrm. Drawings shall be stamped by a prfessinal engineer licensed in Texas. c) Shading and ptential bstructin issues may exist adjacent r near light lcatins. Cntractr shuld visit the site t becme familiar with the cnditins where lights will be installed. Cntactr shall prvide a 10 year warranty n each Slar LED Street Light STAGING AREA City shall make available a secured indr facility t Cntractr fr the duratin f the prject. The facility will be leased t Cntractr at n charge. The facility includes tw pull-thrugh bays. Cntractr can schedule a tur f the facility during the bid prcess with the City by cntacting Steve Early at ALTERNATE 1 Alternate Cmmercial Slar LED Street Lights fr Visin Park Bulevard shall be an identical match t existing cmmercial slar-pwered LED street lights with the exceptin f a twin head. Texas Slar Resurces, Inc. # GC-SLT-30-60W. 8.0 GENERAL CONDITIONS A. SCHEDULE Cntractr shall have 75 business days t cmplete the prject. Cntractr shall submit a schedule t the City upn receipt f the Ntice t Prceed. At a minimum, the schedule shuld stipulate the timing fr delivery f parts, beginning and ending f installatin. The City recgnizes a large prtin f the cntract time will be waiting n delivery f the parts necessary t install the prject. The cntractr shall nt begin installatin f any part f the lights until cntractr has certified, in writing, t the City that Cntractr has received all parts necessary fr the cmplete installatin. B. CONTRACTOR PERSONNEL 4

5 The Cntractr shall have nly prperly trained persnnel n site t perfrm all functins. They shall be trained in prper mechanical prcedures t ensure that all peratins are prefrmed safely and effectively. C. HOURS OF OPERAITON Cnstructin shall nt start befre 7:00 a.m. r cntinue after 10:00 p.m. D. EVIDENCE OF INSURANCE Cntractr shall prvide certificate f current insurance cverage in rder t demnstrate insurability. Cntractr shall prcure and maintain fr the duratin f the cntract insurance against claims fr injuries t persns r damages t prperty that may arise frm r in cnjunctin with the perfrmance f the wrk hereunder by the Cntractr, his agents, representatives, emplyees, r subcntractrs. The cst f such insurance shall be brne by the Cntractr. E. OTHER INSURANCE PROVISIONS The certificates shall cntain the fllwing express bligatins: "This is t certify that the plicies f insurance described herein have been issued t the insured fr which this certificate is executed and are in frce at this time. In the event f cancellatin r material change in a plicy affecting the certificate hlder, thirty (30) days prir written ntice shall be given t the City f Shenandah." As sn as practicable, but nt mre than ten (10) days after the executin f the cntract, the Cntractr shall have the City, City s agents and emplyees named as an additinal insured n each certificate f insurance except Wrker's Cmpensatin and Emplyer's Liability, prviding written evidence f the same t the City, and shall have each plicy including Wrker's Cmpensatin and Emplyer's Liability endrsed t prvide a waiver f subrgatin in favr f the City. Cntractr (and any and all subcntractrs emplyed by Cntractr t perfrm any prtin f the wrk t be perfrmed by Cntractr under this Cntract) shall at all times during the Cntract maintain in full frce and effect Wrker s Cmpensatin and Emplyer s Liability, Cmmercial General Liability and Cmprehensive Autmbile Liability Insurance. All insurance shall be placed with cmpanies rated at least A by Best s Key Rating Guide and fr plicy limits acceptable t City and cmpliant with all applicable state and federal laws. Fr the purpse f the Cntract, the Cntractr shall carry the fllwing types f insurance in at least the limits specified belw: 5

6 F. MINIMUM LIMITS OF INSURANCE Type f Cverage Wrker s Cmpensatin Cmmercial General (public) Liability Cmprehensive Autmbile Liability Excess Umbrella Liability Limits f Liability Emplyer s Liability with limits f $1,000,000 per emplyee fr ccupatinal disease; $1,000,000 plicy limit fr disease; and $1,000,000 fr each accident. Cmbined single limit fr bdily injury and prperty damage f $1,000,000 per ccurrence r its equivalent Cmbined single limit fr bdily injury and prperty damage f $1,000,000 per ccurrence r its equivalent $ 2,000,000 per ccurrence $ 5,000,000 aggregate G. LI FAILURE TO ENTER INTO THE CONTRACT The Cntract shall be deemed as having been awarded when the City shall have delivered frmal ntice f award t the Cntractr by certified mail. The Cntractr t whm the Cntract shall have been awarded will be required t execute tw (2) cpies f the Cntracts as may mutually be agreed upn by the City and the selected Cntractr and t furnish insurance certificates, all as required. In case f his refusal r failure t d s within twenty (20) days after his receipt f frmal ntice f award, Cntractr will be cnsidered t have abandned all his rights and interests in the award, Cntractr will be cnsidered t have abandned all his rights and interests in the award, and the award may then be made t the next best qualified Cntractr, r the wrk re-advertised fr bids, as the City may elect. Such frfeited security shall be the remedy f the City. The Cntractr and Owner agree that as liquidated f damages fr delay (but nt as a penalty), Cntract shall by City $200 fr each day that expires after the time specified herein. 6

7 H. SITE CONDITIONS Each Cntractr shall fully acquaint himself with cnditins relating t the scpe and restrictins attending the executin f the wrk under the Cntract. Cntractrs shall thrughly examine and be familiar with the General Specificatins. It is als expected that the Cntractr will btain infrmatin cncerning the cnditins at lcatins that may affect its wrk. The failure r missin f any Cntractr t receive r examine any frm, instrument, addendum r ther dcument, r t acquaint itself with cnditins existing, shall in n way relieve Cntractr f any bligatins with respect t this bid r t the Cntract. The City shall make all such dcuments available t the Cntractrs. Except with respect t events r cnditins that are nt discverable, the Cntractr shall make his wn determinatin as t cnditins and shall assume all risk and respnsibility and shall cmplete the wrk in and under cnditins he may encunter r create, withut extra cst t the City. The Cntractr's attentin is directed t the fact that all applicable State laws, municipal rdinances, and the rules and regulatins f all authrities having jurisdictin ver the wrk t be perfrmed shall apply t the Cntract thrughut, and they will be deemed t be included in the Cntract as thugh written ut in full in the Cntract SITE RESPONSIBILITY Cntractr shall be respnsible fr the wrk site nce the City issues a ntice t prceed fr the cntract. The Cntractr shall ensure that sufficient traffic cntrl is prvided. Cntractr shall be respnsible fr the entirety f the wrk until final acceptance. Cntractr shall be respnsible fr cleaning the site daily and at the end f the prject. Final payment will nt be made until site is cleaned, all excess material is remved and dispsed, and all damages are repaired. Cntractr shall be required t keep the streets clean f debris, mud, and dirt. Retainage will be withheld until final acceptance f the wrk NAME, ADDRESS, AND LEGAL STATUS OF THE CONTRACTOR The bid must be prperly signed in ink and will include the physical and mailing address f the Cntractr. The legal status f the Cntractr whether a crpratin, partnership r individual, shall be stated in the bid. A crpratin shall execute the bid by its duly authrized fficers in accrdance with its crprate by-laws and shall als list the State in which it is incrprated. A partnership Cntractr shall give full names and addresses f all partners. Partnership and individual Cntractrs will be required t state in the bid the names f all persns interested therein. 7

8 The place f residence f each Cntractr, r the ffice address in the case f a firm r cmpany, with cunty and state and telephne number, must be given after his signature. If the Cntractr is a jint venture cnsisting f a cmbinatin f any r all f the abve entities, each jint venture shall execute the bid QUALIFICATIONS OF CONTRACTOR The pening f the bid shall nt be cnstrued as an acceptance f the Cntractr as a qualified, respnsible Cntractr. In the event the City shall require additinal certified supprting data regarding the qualificatins f the Cntractr in rder t determine whether he is a qualified, respnsible Cntractr, the Cntractr may be required t furnish any r all f the requested infrmatin DISQUALIFICATION OF CONTRACTORS A. Althugh nt intended t be an exhaustive list f causes fr disqualificatin, any ne mre f the fllwing causes, amng thers, may be cnsidered sufficient fr the disqualificatin f a Cntractr and the rejectin f his bid: Evidence f cllusin amng Cntractrs. Lack f cmpetency as revealed by financial statements, experience r equipment statements as submitted r ther factrs. Lack f respnsibility as shwn by past wrk, judged frm the standpint f wrkmanship as submitted. Default n a previus City cntract fr failure t perfrm. Incmpleteness f bid METHOD OF AWARD The City reserves the right t accept any bid r t reject any and all bids, and t waive defects r irregularities in any bid. In particular, erasure r interlineatins f the Cntract Dcuments and f the bid shall render the accmpanying prpsal irregular and subject t (but nt requiring) rejectin by the City. 8

9 14.0 COMPLIANCE WITH LAWS The Cntractr, its fficers, agents, emplyees, cntractrs, and subcntractrs shall abide by and cmply with all laws, federal, state, and lcal. It is agreed and understd that, if the City calls the attentin f the Cntractr t any such vilatins n the part f the Cntractr, its fficers, agents, emplyees, cntractrs, r subcntractrs, then Cntractr shall immediately desist frm and crrect each vilatin DISCRIMINATION PROHIBITED 16.0 TERM Cntractr, in the executin, perfrmance, r attempted perfrmance f this service, shall nt discriminate against any persn r persns because f sex, race, religin, clr, r natinal rigin. The Cntractr must be an equal pprtunity emplyer. The term f service shall expire upn cmplete install f all lights and acceptance by the City. Final acceptance shall nt ccur until all sites have been restred PAYMENT Cntractr shall send mnthly invices t the City. The mnthly invices will be paid within 30 days f receipt by the City. The invices will be detailed s any regular services are billed n a regular basis and any special services previusly agreed t by the City are inviced in separate line items. A 10% retainage will be withheld n all payments until the final pay estimate. Retainage will nt be released until the wrk is cmpleted and its entirety including all punch list and cleanup wrk items LICENSE AND TAXES The Cntractr shall btain all licenses and permits (ther than the license and permit granted by the Cntract) and prmptly pay all taxes required by the City and the State INDEMNITY The Cntractr will indemnify and hld harmless the City, its fficers, and emplyees frm and against any and all suits, actins, legal prceedings, claims, demands, damages, csts, expenses, and attrneys fees arising ut f a willful r negligent act r missin f the Cntractr in the perfrmance f this cntract. City will nt be respnsible fr negligence f Cntractr, r any f its agents, emplyees, r custmers. 9

10 20.0 BOND A. PERFORMANCE, PAYMENT AND MAINTENANCE BONDS The bid shall be accmpanied by a letter frm a crprate surety satisfactry t the City stating that the Perfrmance, Payment and Maintenance Bnds will be furnished by it t the persn submitting the Prpsal in the event he is the successful Cntractr. Such letter is t be signed by an authrized representative f the surety tgether with a certified and effectively dated cpy f his pwer f attrney attached theret. The successful Cntractr will be required t furnish Perfrmance and Payment bnds as security fr the faithful perfrmance f this Cntract. Said bnds must be in an amunt equal t 100% f the awarded bid. The Successful Cntractr will be required t furnish Maintenance Bnd as security fr the faithful perfrmance f maintenance. Said bnd must be in an amunt equal t 100% f the awarded bid and will be dated frm the date f final acceptance f the wrk and be fr a perid f tw years. The Cntractr shall pay any and all premiums fr the bnds described abve. A certificate frm the surety shwing that the bnd premiums are paid in full shall accmpany the bnd. Such certificate shall be submitted t the City with the bnd n an annual basis. The surety n the bnd shall be a duly authrized crprate surety t d business in the State f Texas. If Cntractr wishes t bill fr payment in full after cmpletin t the prject, a Payment Bnd is nt required. If the Cntractr wishes t frg furnishing a Payment Bnd the City will nt present payment until acceptance f prject. B. POWER OF ATTORNEY Attrneys-in-fact wh sign bnds must file with each bnd a certified and effectively dated cpy f their pwer f attrney TRANSFERABILITY OF AGREEMENT Other than by peratin f law, n assignment f the Cntract r any right accruing under the Cntract shall be made in whle r in part by the Cntractr withut the express written cnsent f the City, which cnsent shall nt be unreasnably withheld as lng as the assignee meets the same financial stability, safety recrd, and custmer service recrd as required in the Request fr Bids. In the assignment, the assignee shall assume the liability f the Cntractr. 10

11 22.0 NOTICES Any ntice required r permitted t be delivered hereunder shall be in writing and shall be deemed t be delivered when depsited in the United States mail, pstage paid, certified mail, return receipt requested, addressed t the respective part f the address set frth belw: If t the City: If t the Cntractr: City f Shenandah ATTN: City Administratr IH-45 Nrth Shenandah, TX ATTN: Or such ther addresses as the parties may hereafter specify by written ntice delivered in accrdance herewith FORCE MAJEURE Ntwithstanding anything herein t the cntrary, Cntractr shall nt be liable fr the failure t perfrm its duties if such failure is caused by a catastrphe, rit, war, gvernmental rder r regulatin, fire, act f Gd, r ther similar r different cntingency beynd the reasnable cntrl f the Cntractr SEVERABILITY In the event that any prvisin r prtin theref f any Cntract dcument shall be fund t be invalid r unenfrceable, then such prvisin r prtin theref shall be perfrmed in accrdance with applicable laws. The invalidity r unenfrceability f any prvisin r prtin f any Cntract dcument shall be affect the validity r enfrceability f any ther prvisin r prtin f any Cntract dcument SUBMISSION OF BID Tw cpies f the prpsal/bid shall be submitted sealed and addressed t the City n r befre December 3, 2014 at 10:00 a.m. at which time bids will be pened publicly. Cmpany: 11

12 Signature f Authrized Agent: 12

13 APPENDIX A SOLAR LED STREET LIGHT PROJECT BID FORM Owner: City f Shenandah Attn: Greg Smith I-45 Nrth Shenandah, Texas Prject Name: Slar LED Light Prject Bidder: Addenda: All Addenda have been received. Mdificatins t Bid Dcuments have been cnsidered and all related csts are included in the Ttal Bid Price. Bidder acknwledges receipt f the fllwing Addenda: Add. N.: Date: Add. N.: Date: Add. N.: Date: Add. N.: Date: Add. N.: Date: Add. N.: Date: Bid Supplements: The fllwing dcuments are attached: [ ] Security Depsit as defined in the bid dcuments. [ ] Other as listed: Cntract Time: 13

14 APPENDIX A Bid Table N Item Descriptin A. Base Price Table Prvide and install a RESIDENTIAL slar LED street light system including all parts 1. and labr t prvide a cmplete functining slar LED street light as specified, cst per light. Prvide and install a COMMERCIAL slar LED street light system including all parts 2. and labr t prvide a cmplete functining slar LED street light as specified, cst per light. B. Alternate Prvide and install a ALTERNATE COMMERCIAL slar LED street light system with dual light fixtures including all 3. parts and labr t prvide a cmplete functining slar LED street light as specified, cst per light. Unit Measure Unit Quantity Unit Price Ttal EA 4 $ $ EA 8 $ $ EA 4 $ $ Ttal Base Bid Price (Bid Item 1+2) $ Signatures: BIDDER: By signing this Dcument, I agree that I have received and reviewed all Addenda and cnsidered all csts assciated with the Addenda in calculating the bid prices. (Print r type full name f prprietrship, partnership, crpratin, r jint venture.*) **By: Signature Date Name: (Print r type name) Title 14

15 Address: Mailing Street Address, if different Cntact: Phne Fax *If Bid is a jint venture, add additinal Bid frm signature sheets fr each member f the jint venture. **Bidder certifies that the nly persn r parties interested in this ffer as principals are thse named abve. Bidder has nt directly r indirectly entered int any agreement, participated in any cllusin, r therwise taken any actin in restraint f free cmpetitive bidder. 15