CITY OF SHENANDOAH REQUEST FOR PROPOSALS. for the SPECIAL EVENT TENTS CITY OF SHENANDOAH I-45 NORTH SHENANDOAH, TEXAS 77381

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1 CITY OF SHENANDOAH REQUEST FOR PROPOSALS for the SPECIAL EVENT TENTS CITY OF SHENANDOAH I-45 NORTH SHENANDOAH, TEXAS RESPONSES DUE MONDAY, SEPTEMBER 19, 10:00 AM 1

2 CITY OF SHENANDOAH SPECIAL EVENT TENTS REQUEST FOR PROPOSALS 1.00 OBJECTIVE The City of Shenandoah will be hosting the NCAA Division III Swimming and Diving Championships in March This request for proposals is to select a qualified bidder for providing and installing a banquet tent to hold 850 guests for one night and a separate tent for hospitality for five days SELECTION OF REASONABLY QUALIFIED BIDDERS The City of Shenandoah will determine which bidders are reasonably qualified for the consideration of the award of the Contract ABILITY TO PERFORM The City of Shenandoah may, at any time, investigate a bidder's ability to perform services. The City of Shenandoah may require additional information about the company and its service on previous contracts. Bidders who choose not to submit the required information will not be considered OUTSIDE SOURCES The City of Shenandoah may use sources of information not supplied by the bidder concerning an organization s ability to perform this work. Such sources may include current or past customers of the organization; current or past suppliers; articles from other published sources such as industry newsletters or from non-published sources made available to the City of Shenandoah REQUESTED INFORMATION The City of Shenandoah requires the bid to contain, at a minimum, the following information: Firm Background - Provide a brief description and history of the firm including current size. Include information about the team that would be directly responsible for this contract. Experience and References - Discuss the firm's prior experience in providing the proposed service to other organizations. Provide references of the three (3) most recent Contracts where comparable services were provided. References must include: customer s name, address, contact person, and contact information EXECUTIVE SUMMARY Describe your firm. Include any pertinent information including partnerships, holding and business relationships. Include the information required in item RESPONSE TO THE MINIMUM REQUIREMENTS OF THE BID 2

3 List any exceptions, exclusions or reservations you may have to the requirements listed in the proposal TENT AND EQUIPMENT SPECIFICATION 7.01 SCOPE OF WORK Contractor will provide equipment/supplies or provide a list of equivalent equipment/supplies to facilitate the following: 30 Meter X 55 Meter Structure tent for one to two days to support 850 guests Tent location will be either concrete parking lot of Woodforest Stadium off David Memorial Dr. Shenandoah, TX or grass area adjacent to CISD Natatorium off David Memorial Dr. Shenandoah, TX (see map in Appendix A); Proposal should include price for stakes and price for concrete anchors. White lighting to fully light tent. Tent flooring with turf: No major leveling required for either grass or concrete install. White sidewalls to fully enclose tent and four (4) double doors. Fire safety equipment including lit exit signs, no smoking and fire extinguishers. Air Conditioning System including generator(s) to run AC. Indicate on proposal whether system can also be switched to heat. Price should inclusive of all cost including 16 hours of diesel fuel. Generator for 110V event power: Tent lighting, exit signs, and (20) additional circuits for AV & miscellaneous needs. 16 hours run time. 16 X 16 Stage, 30 Tall with carpet, skirts and two (2) sets of steps. 60 round tables with floor length linen for 850 guests. Include setup & breakdown. 850 folding chairs, including setup & breakdown. Chairs must be of good quality and in good condition. Black or white chairs preferred. 850 each of dinner plates, salad plates, dessert plates, dinner knives, dinner forks, spoons & napkins. 1,600 Water Glasses. Drop off only Proposal should include all delivery costs, labor costs and any heavy equipment needed for install and breakdown. Proposal should include basic timeline for installation and breakdown. 40 x40 hospitality tent for five days Tent will be installed on concrete adjacent to CISD Natatorium off David Memorial Dr. Shenandoah, TX (see map Appendix B); Proposal should include water barrels to anchor tent. White lighting to fully light tent Tent flooring with turf: No major leveling required for either grass or concrete install White Sidewalls to enclose tent and 1 double door Fire safety equipment including lit exit signs, no smoking and fire extinguishers. AC System & Generator for AC and (12) 110V circuits. Price should inclusive of all cost including 80 hours run time. (6) 8 tables each with (5) sets of disposable linens. Setup & breakdown of tables only. 50 padded folding chairs including setup & breakdown (1) Portable full size refrigerator (1) Electric food warmer 3

4 (1) 10x10 tent for storage. Including water barrels, white sidewalls and basic lighting. Proposal should include all delivery and labor costs. A COMPLETE PROPOSAL WILL INCLUDE: FEES: Itemized detail of all fees. The table has been provided as a reference. Vendor may use their own quotation format to provide proposal rather than fill in the table. PHOTOS: Photos of past events utilizing equipment similar to what is being requested. REFERENCES: A list of at least 3 client contact names and phone numbers and the type of services performed for each BID FORMAT: 8.01 SCHEDULE Contractor shall supply a construction schedule CONTRACTOR PERSONNEL The Contractor shall have only properly trained personnel on site to perform all functions. They shall be trained in proper mechanical procedures to ensure that all operations are performed safely and effectively EVIDENCE OF INSURANCE Contractor shall provide certificate of current insurance coverage in order to demonstrate insurability. Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property that may arise from or in conjunction with the performance of the work hereunder by the Contractor, his agents, representatives, employees, or subcontractors. The cost of such insurance shall be borne by the Contractor. The certificates shall contain the following express obligations: "This is to certify that the policies of insurance described herein have been issued to the insured for which this certificate is executed and are in force at this time. In the event of cancellation or material change in a policy affecting the certificate holder, thirty (30) days prior written notice shall be given to the City of Shenandoah." Prior to execution of the contract, the Contractor shall have the City, City s agents and employees named as an additional insured on each certificate of insurance except Worker's Compensation and Employer's Liability, providing written evidence of the same to the City, and shall have each policy including Worker's Compensation and Employer's Liability endorsed to provide a waiver of subrogation in favor of the City. Contractor (and any and all subcontractors employed by Contractor to perform any portion of the work to be performed by Contractor under this Contract) shall at all times during the Contract maintain in full force and effect Worker s Compensation and Employer s Liability, Commercial General Liability and Comprehensive Automobile Liability Insurance. All insurance shall be placed with companies rated at least A by Best s Key Rating Guide and for policy limits acceptable to City and compliant with all 4

5 applicable state and federal laws. For the purpose of the Contract, the Contractor shall carry the following types of insurance in at least the limits specified below: A. MINIMUM LIMITS OF INSURANCE: Type of Coverage Worker s Compensation Commercial General (public) Liability Comprehensive Automobile Liability Excess Umbrella Liability Limits of Liability Employer s Liability with limits of $1,000,000 per employee for occupational disease; $1,000,000 policy limit for disease; and $1,000,000 for each accident. Combined single limit for bodily injury and property damage of $1,000,000 per occurrence or its equivalent Combined single limit for bodily injury and property damage of $1,000,000 per occurrence or its equivalent $ 2,000,000 per occurrence $ 5,000,000 aggregate 8.04 ENTERING INTO THE CONTRACT The Contractor to whom the Contract shall have been awarded will be required to execute two (2) copies of the Contracts as may mutually be agreed upon by the City and the selected Contractor and to furnish insurance certificates, all as required. In case of his refusal or failure to do so within twenty (20) days after his receipt of formal notice of award, Contractor will be considered to have abandoned all his rights and interests in the award, and the award may then be made to the next best qualified Contractor, or the work re-advertised for bids, as the City may elect SITE CONDITIONS Each Contractor shall fully acquaint himself with conditions relating to the scope and restrictions attending the execution of the work under the Contract. Contractors shall thoroughly examine and be familiar with the General Specifications. It is also expected that the Contractor will obtain information concerning the conditions at locations that may affect its work. The failure or omission of any Contractor to receive or examine any form, instrument, addendum or other document, or to acquaint itself with conditions existing, shall in no way relieve Contractor of any obligations with respect to this bid or to the Contract. The City shall make all such documents available to the Contractors. Except with respect to events or conditions that are not discoverable, the Contractor shall make his own determination as to conditions and shall assume all risk and responsibility and shall complete the work in and under conditions he may encounter or create, without extra cost to the City. The Contractor's attention is directed to the fact that all applicable State laws, municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the work to be performed shall apply to the Contract throughout, and they will be deemed to be included in the Contract as though written out in full in the Contract. 5

6 8.06 PAYMENT Contractor shall be paid upon completion of work. Contractor shall be paid for work items at the end of each calendar month in accordance with the unit bid prices. Contractor shall submit invoice for payment of work items completed during the previous month by the fifth of each month. Partial payments will not be made. Contractor shall provide the maintenance bond prior to final payment will be made SITE RESPONSIBILITY Contractor shall be responsible for the site once the City issues a notice to proceed for the contract. Contractor shall be responsible for the entirety of the work until final acceptance. 9.0 NAME, ADDRESS, AND LEGAL STATUS OF THE CONTRACTOR: 9.01 The bid must be properly signed in ink and will include the physical and mailing address of the Contractor. The legal status of the Contractor whether a corporation, partnership or individual, shall be stated in the bid. A corporation shall execute the bid by its duly authorized officers in accordance with its corporate by-laws and shall also list the State in which it is incorporated. A partnership Contractor shall give full names and addresses of all partners. Partnership and individual Contractors will be required to state in the bid the names of all persons interested therein The place of residence of each Contractor, or the office address in the case of a firm or company, with county and state and telephone number, must be given after his signature If the Contractor is a joint venture consisting of a combination of any or all of the above entities, each joint venture shall execute the bid QUALIFICATIONS OF CONTRACTOR: The opening of the bid shall not be construed as an acceptance of the Contractor as a qualified, responsible Contractor In the event the City shall require additional certified supporting data regarding the qualifications of the Contractor in order to determine whether he is a qualified, responsible Contractor, the Contractor may be required to furnish any or all of the requested information DISQUALIFICATION OF CONTRACTORS: Although not intended to be an exhaustive list of causes for disqualification, any one or more of the following causes, among others, may be considered sufficient for the disqualification of a Contractor and the rejection of his bid: (a) Evidence of collusion among Contractors. (b) Lack of competency as revealed by financial statements, experience or equipment statements as submitted or other factors. 6

7 (c) Lack of responsibility as shown by past work, judged from the standpoint of workmanship as submitted. (d) (e) Default on a previous City contract for failure to perform. Incompleteness of bid METHOD OF AWARD The City reserves the right to accept any bid or to reject any and all bids, and to waive defects or irregularities in any bid. In particular, erasure or interlineation of the Contract Documents and of the bid shall render the accompanying proposal irregular and subject to (but not requiring) rejection by the City COMPLIANCE WITH LAWS The Contractor, its officers, agents, employees, contractors, and subcontractors shall abide by and comply with all laws, federal, state, and local. It is agreed and understood that, if the City calls the attention of the Contractor to any such violations on the part of the Contractor, its officers, agents, employees, contractors, or subcontractors, then Contractor shall immediately desist from and correct each violation DISCRIMINATION PROHIBITED Contractor, in the execution, performance, or attempted performance of this service, shall not discriminate against any person or persons because of sex, race, religion, color, or national origin. The Contractor must be an equal opportunity employer TERM The term of service shall expire upon completion of the special event and with the city s final acceptance of the work LICENSE AND TAXES The Contractor shall obtain all licenses and permits (other than the license and permit granted by the Contract) and promptly pay all taxes required by the City and the State INDEMNITY The Contractor will indemnify and hold harmless the City, its officers, and employees from and against any and all suits, actions, legal proceedings, claims, demands, damages, costs, expenses, and attorneys fees arising out of a willful or negligent act or omission of the Contractor in the performance of this contract. City will not be responsible for negligence of Contractor, or any of its agents, employees, or customers. 7

8 18.0 BOND Performance Bonds: The bid shall be accompanied by a letter from a corporate surety satisfactory to the City stating that the Performance Bonds will be furnished by it to the person submitting the Proposal in the event he is the successful Contractor. Such letter is to be signed by an authorized representative of the surety together with a certified and effectively dated copy of his power of attorney attached thereto. The successful Contractor will be required to furnish a performance bond as security for the faithful performance of this Contract. Said bonds must be in an amount equal to 100% of the awarded bid. The surety on the bond shall be a duly authorized corporate surety to do business in the State of Texas Power of Attorney: Attorneys-in-fact who sign bonds must file with each bond a certified and effectively dated copy of their power of attorney TRANSFERABILITY OF AGREEMENT Other than by operation of law, no assignment of the Contract or any right accruing under the Contract shall be made in whole or in part by the Contractor without the express written consent of the City, which consent shall not be unreasonably withheld as long as the assignee meets the same financial stability, safety record, and customer service record as required in the Request for Bids. In the assignment, the assignee shall assume the liability of the Contractor NOTICES Any notice required or permitted to be delivered hereunder shall be in writing and shall be deemed to be delivered when deposited in the United States mail, postage paid, certified mail, return receipt requested, addressed to the respective part of the address set forth below: City of Shenandoah ATTN: CVB Director IH-45 North Shenandoah, TX Or such other addresses as the parties may hereafter specify by written notice delivered in accordance herewith FORCE MAJEURE Notwithstanding anything herein to the contrary, Contractor shall not be liable for the failure to perform its duties if such failure is caused by a catastrophe, riot, war, governmental order or regulation, fire, act of God, or other similar or different contingency beyond the reasonable control of the Contractor. 8

9 22.0 SEVERABILITY In the event that any provision or portion thereof of any Contract document shall be found to be invalid or unenforceable, then such provision or portion thereof shall be performed in accordance with applicable laws. The invalidity or unenforceability of any provision or portion of any Contract document shall be affect the validity or enforceability of any other provision or portion of any Contract document SUBMISSION OF BID Two copies of the proposal/bid shall be submitted sealed and addressed to the City on or before Monday, September 19, at 10:00 AM at which time bids will be opened publicly. Company: Signature of Authorized Agent: 9