City of Denton
RFP FOR CONSTRUCTION OF DENTON FIRE STATION #4
Materials Management Department
901-B Texas Street
Denton, Texas 76209
REQUEST FOR PROPOSALS
RFP 6262
CONSTRUCTION OF FIRE STATION #4
FOR THE CITY OF DENTON
NIGP CLASS and ITEM
912 / 00913 / 61
914 / 00
Issue Date: October 11, 2016
Response due Date and Time (Central Time):
Tuesday, November 8, 2016, 11:00 A.M.
Table of Contents
1.INTRODUCTION
2.PROJECT DESCRIPTION
3.MINIMUM QUALIFICATIONS
4.SCHEDULE OF EVENTS
5.PRE-SUBMITTAL CONFERENCE AND WALKTHROUGH
6.CONTRACT TERM
7.PRICING
8.PRICE ADJUSTMENTS
9.QUANTITIES
10.ADDENDA
11.BUSINESS OVERVIEW
12.EXCEPTIONS
13.SAFETY RECORD
14.DISCLOSURES
15.ACKNOWLEDGEMENT
16.EQUIPMENT SCHEDULE
17.SUBMITTAL INSTRUCTIONS
a.Submission Format
b.Electronic Submission Requirements
18.EVALUATION PROCEDURES
19.CONTACT BETWEEN RESPONDENT AND THE CITY
SOLICITATION CHECKLIST
ATTACHMENT A-BUSINESS OVERVIEW QUESTIONNAIRE AND FORMS
ATTACHMENT B-SUBMISSION EXCEPTIONS
ATTACHMENT C-SAFETY RECORD QUESTIONNAIRE
ATTACHMENT D-REFERENCES
ATTACHMENT E-CONFLICT OF INTEREST QUESTIONNAIRE
ATTACHMENT F-ACKNOWLEDGEMENT
Exhibit 1Pricing Sheet
Exhibit 2General Provisions, Standard Terms and Conditions and Appendices
Exhibit 3Scope of Work or Technical Specifications
Exhibit 4Plans and Drawings
1.INTRODUCTION
In accordance with the provisions of Texas Local Government Code, Chapter 252 and 271 or the Government Code 2269, The City of Denton (the City) is requesting submissions to contract with an individual or business with considerable experience in providing services of this solicitation. The responses and the cost solutions shall be submitted to the City of Denton in a sealed submission.
The awarded individual or business shall possess a proven track record of using innovative approaches to providing goods and services that represent the best value to their clients. The awarded individual or business shall have the ability to accomplish all aspects of the requested services. The selected individual or firm should be able to provide innovative methods to deal with municipal challenges, and cost effective solutions.
2.PROJECT DESCRIPTION
The City of Denton is seeking qualified construction firms to provide building construction for the Fire Station No. 4 located at the corner of Sherman Drive and Kings Row, Denton, Texas 76205. This project will require new construction to existing real property. For more detailed description, please refer to the scope of work, project specifications and technical drawings. This project is pursuing LEED Silver certification.
The construction services shall be accomplished per all exhibits indentified in the table of contents.
3.MINIMUM QUALIFICATIONS
The following minimum requirements must be demonstrated in order for the submission to be considered responsive to the City of Denton. Any submission received, which is determined to not meet these mandatory requirements shall be immediately disqualified and rejected as non-responsive.
- Three (3) years’ experience providing similar services.
- Three (3) references from governmental entities for the services requested. The City prefers references from municipalities of similar size.
- The responding individual or business must be registered in the State of Texas, or the County of Denton, to provide the products or services required in thissolicitation, and the individual or business must have all licensure required by the State to provide any services required under this contact.
- To learn how to obtain information about filing with the State of Texas, or obtaining copies or certificates from the Secretary of State visit Webpage: Phone 512-463-5578; or email .
- Submittal documents including a cover sheet, Solicitation Checklist, AttachmentsA -F and Exhibit 1, per the method described in SUBMITTAL INSTRUCTIONS.
4.SCHEDULE OF EVENTS
The City of Denton reserves the right to change the dates indicated below:
Solicitation Schedule:
Issue Solicitation:10/11/2016
Pre-submittal conference and walkthrough10/19/2016 at 1:30 PM CST
Deadline for Submission of Questions:10/31/2016 at 11:00 AM CST
Deadline for Submission of Responses:11/08/2016 at 11:00 AM CST
Evaluate and rank initial results:11/08/2016
Completion of Negotiations: 11/09/2016
Official Award: 11/15/2016
The City of Denton is using the solicitation ‘Issue Date’ as noted in the Schedule of Events above as the official 30 day notification requirement for an interview with a firm.
5.PRE-SUBMITTAL CONFERENCE AND WALKTHROUGH
A non-mandatory, pre-submission conference and walkthrough will be available to interested contractors. Attendance at the pre-submission conference and walkthrough is strongly encouraged prior to submission of a proposal. The conference walkthrough will be held on Wednesday, October 19, 2016at 1:30 pm. The conference and walkthrough will consist of a meeting in the Facilities Management Conference Room, 869 South Woodrow Lane, Denton, Texas 76205; to present a project overview then will reconvene at the proposed site of the Denton Fire Station #4, located at the corner of Sherman Drive and Kings Row, Denton, Texas 76205, immediately thereafter.
Internet link to meeting location:
6.CONTRACT TERM
It is the intention of the City of Denton to award a contract for construction of the project as described in the drawings and specifications. Materials and services undertaken pursuant to this solicitation will be required to commence within fourteen (14) days of delivery of a Notice to Proceed.
The Contract shall commence upon the issuance of a Notice to Proceed by the City of Denton and shall automatically expire upon completion of the work and acceptance by the City of Denton.
7.PRICING
Only firm pricing with no escalation will be accepted for this project. Unit Pricing in Exhibit 1 shall include all fees and costs to provide the goods and services to the City.
8.PRICE ADJUSTMENTS
Price adjustments will not be allowed for this project unless a change in scope is approved that increases or decreases the amount of work required.
Requests for changes in scope must be submitted in writing with documentation that provides justification for the change and supporting evidence that describes the basis for the cost change.
Upon receipt of such request, the City of Denton reserves the right to either: accept the proposed change as competitive with the original agreed upon proposed unit pricing at the time and issue appropriate authorizations or reject the increases after receipt of a properly submitted request. No work shall be undertaken on a proposed change until authorized by the City of Denton in the form of a Purchase Order change and/or other documentation appropriate to amending the contract.
The request can be sent by e-mail to: noting the solicitation number.
The City of Denton reserves the right to accept, reject, or negotiate the proposed price changes.
9.QUANTITIES
The quantities indicated on the drawings,technical specifications, and pricing exhibit are believed to be accurate but shall be considered only as estimates. The project requires complete and functional construction in accordance with the Technical Specifications in Exhibit 3 and the plans in Exhibit 4. Differences between the quantities of material required and the estimated quantities will not be considered as basis for a change in the unit price for the project. In submitting a response, the respondent is stating that he has reviewed the project drawings and specifications and understands their intent and has checked the quantities and dimension and is asserting that the submissions is intended to account for all conditions and quantities to complete the project as described in the plans and specification.
10.ADDENDA
Respondents are required to acknowledge addendawith their submission. Respondents will be responsible for monitoring the City of Denton Purchasing website at to ensure they have downloaded and signed all addenda required for submission with their submission. Respondents should acknowledge each individual addendum on Attachment F.
11.BUSINESS OVERVIEW
Respondent shall complete the Business Overview Questionnaire, Project Information Form & Schedule Compliance Form as applicable per Attachment A.
12.EXCEPTIONS
The Request for Proposal (RFP) process allows for negotiation of the terms and conditions of this proposal. The respondent shall note any exceptions to the solicitation document, on Attachment B. The exceptions will be reviewed to ensure they meet the minimum specifications and requirements and will be ranked in accordance with the evaluation criteria. The City reserves the right to accept, reject or negotiate the exceptions provided. Respondents shall itemize all exceptions on Attachment B. Additional pages may be added as necessary. Do not mark or change the text of the solicitation document, exceptions shall be noted only on Attachment B.
If no exceptions are taken, the respondent shall sign and return Attachment B in the appropriate signature block.
13.SAFETY RECORD
The City of Denton desires to avail itself of the benefits of Section 252.0435 of the Local Government Code, and consider the safety records of potential contractors prior to awarding City contracts. Pursuant to Section 252.0435 of the Local Government Code, the City of Denton has adopted the written definition and criteria as shown in the Safety Record Questionnaire (Attachment C) for accurately determining the safety record of a respondent prior to awarding City contracts.
14.DISCLOSURES
The individual or business must disclose any business relationship that would have an effect, of a conflict of interest. A conflict of interest statement must be signed as part of the contract negotiated with the awardee(s). (Attachment E)
15.ACKNOWLEDGEMENT
Submit a signed acknowledgement by authorized agent of the responding firm (Attachment F).
16.EQUIPMENT SCHEDULE
The respondent shall provide an equipment schedule. The schedule shall include the year, make, model and description of the equipment.
17.SUBMITTAL INSTRUCTIONS
The City of Denton will accept electronic or hard copy submittals until the date and time on the cover sheet of this solicitation. Any submission received after the date and/or hour set for solicitation opening will be returned unopened.
Electronic submittals may be emailed to with the solicitation number and name in the subject line. Emails received by the City will remain unopened until after the due date and time. Only authorized Materials Management Staff will have access to the e-bid email inbox. Please do not email the buyer directly to ensure security of the proposal.
Hard copy submissionsmay be hand delivered (by firm or express courier) to the address listed below:
City of Denton
Materials Management
SOLICITATION NUMBER AND NAME
901B Texas Street
Denton, TX 76209
The City of Denton reserves the right to accept or reject in part or in whole any submission, and to waive technicalities of the submission, in the best interest of obtaining best value for the City.
Each respondent is responsible for taking the necessary steps to ensure their submission is received by the date and time noted herein. The City is not responsible for missing, lost or late mail or any mail or email delays, internal or external, that may result in the submission arriving after the set time.
a.Submission Format
Respondents shall provide detailed information to allow the City to properly evaluate the submission. The City requests the following format be used:
- Hard copy submissions shall be bound only utilizing a staple or binder clip. Do not submit responses in a binder or file folder.
- Submission shall be no more than 200 pages in length
- Utilize tabs to indentify exhibits and attachments
- The submission shall be in the following order:
a)Coversheet – including Solicitation number and name, firm name, address, contact name, phone, fax, website and email address.
b)Pricing Sheet – Exhibit 1
c)Completed Solicitation Checklist
d)Attachment A- Business Questionnaire
e)Attachment B- Exception Form
f)Attachment C -Safety Record
g)Attachment D -References
h)Attachment E -Conflict of Interest Questionnaire Form
i)Attachment F -Signed Acknowledgement form
j)Appendices may be used for additional documentation or clarification at the respondent’s option.
- Hard Copy submittals shall include one (1) original signed by an officer authorized to bind the firm, and three (3) copies of the completed response.
- Submit response, before the published due date. Hard copy submittalsmust be in a sealed envelope with the solicitation number and name.
b.Electronic Submission Requirements
All respondents shall submit their pricing sheet (Exhibit 1) in Microsoft Excel format for quick tabulation of results. The electronic pricing sheet must be received regardless of the method chosen by the proposer to submit (hard copy or electronic). If a respondent is only submitting a hard copy, they shall provide a flash drive, containing a complete copy of the response to this solicitation, or submit electronically to . Emails to the City should include the solicitation number and name in the subject line. Please do not email the buyer directly to ensure security of the proposal.
18.EVALUATION PROCEDURES
Selection of a firm(s) to provide the aforementioned materials and services shall be in accordance with the City of Denton Purchasing Policies and procedures and the State of Texas Local Government Code 252.043 and Texas Government Code 2269. The City of Denton shall open all submissions and evaluate each respondent in accordance to the below criteria:
Step 1:The City of Denton will evaluate the submission in accordance with the selection criteria and will rank the firms on the basis of the submittals. The City of Denton, reserves the right to consider information obtained in addition to the data submitted in the response. The selection criterion is listed below:
a)Project Schedule (FACTOR: 10%).
Ability to timely start and complete project. This includes the schedule to complete project and may include ability to meet required milestones of completion.
b)Compliance with specifications, quality, reliability, characteristics to meet stated or implied needs (FACTOR 20%)
Compliance with the stated specification(s) coupled with the quality and reliability of the goods and services such as fitness for use that meets or exceeds Owner’s expectations and the characteristics of the product or service that bear on its ability to meet the stated/implied needs.
c)Indicators of Probable Performance under contract (FACTOR: 10%).
Indicators of probable performance under the contract to include: past vendor performance, financial resources and ability to perform, experience or demonstrated capability and responsibility, references, and the vendor’s ability to provide reliable maintenance agreements and support.
d)Price, Total Cost of Ownership (FACTOR: 60%).
The price of the items, to include total cost of ownership, such as installation costs, life cycle costs, and warranty provisions.
In addition to the above factors, others that can be utilized as stated within Local Government Code 252.043 are: (1) the extent to which the goods or services meet the City’s needs, (2)the impact on the ability of the City to comply with the laws and rules related to contracting with historically underutilized businesses and non-profit organizations employing persons with disabilities, (3) the long term cost to the City to acquire the respondents’ goods and services, and (4) any relevant criteria specifically listed in the solicitation by the City.
The total possible score of the submissions shall be scored and weighted as indicated above, Step 1 items a-d.Based on the outcome of the computations performed, each submission will be assigned a raw score. The assigned weight will then be applied to these scores to calculate an overall score for each submission for completion of the final scoring process.
The submissions shall be evaluated utilizing standard tools, based upon the weighted factors above, and will be assigned a final score. The City of Denton will proceed to Step 2, with the firm(s) that are considered within the competitive range and present an overall best value to the City of Denton.
Step 2:After the final ranking of the submissions and determination of Firm(s) that provide a best value to the City and are within the competitive range, provided the City of Denton elects to proceed without oral discussions, the City will immediately proceed to negotiate final pricing, terms and conditions with the highest ranked Firm or Firms. The City of Denton may elect to conduct oral discussions, request clarifications, and presentations concerning the project approach and ability to furnish the requirements, as part of the negotiation process. The City may elect to utilize a Best and Final negotiation phase to determine the Firm that provides the overall best value to the City.
Step 3:Upon selection of the submission or Best and Final Offer that represents the “best value”, a written recommendation will be presented to the appropriate approving authority for the City of Denton (the City Manager, Public Utility Board, City Council) requesting authorization to proceed with contract execution for the proposed services.
In accordance with Local Government Code 252.049, trade secrets and confidential information in competitive sealed proposals are not open for public inspection. All submissions shall be opened in a manner that avoids disclosure of the contents to competing respondents and keeps the responses secret during negotiations. A public opening will not be conducted with this process.
After the contract has been awarded all submissions will be open for public inspection, and the unsuccessful respondent(s) may request a debriefing regarding their submittal.Please contact the City of Denton Materials Management staff to document the request for a debriefing. A meeting with the City of Denton Materials Management Staff and the using Division will be scheduled within a reasonable time.
19.CONTACT BETWEEN RESPONDENT AND THE CITY
Respondents shall direct all inquiries and communications concerning this solicitation to the Point of Contact(s) listed below:
Elton D. Brock, MBA, CTPM, CTCM, C.P.M., CPSM
Manager, Materials Management
901-B Texas Street
Denton, TX 76209
(940) 349-7100
Fax: (940) 349-7302
*** Please do not email the buyer any portion of the final proposal unless requested after the due date and time published on the coversheet. A proposal should be emailed to , ONLY.
SOLICITATION CHECKLIST
Check when Completed / Task to be Completed by RespondentExhibit 1 – Pricing sheet
Review Exhibit 2 – General Provisions and Terms and Conditions
Review Exhibit 3 – Scope of Work
Review Exhibit 4 –Plans
Cover sheet
Solicitationnumber
Solicitationname
Firm name
Firm address
Contact name
Contact phone
Contact fax
Website address
Contact email address
Solicitation Checklist
Attachment A- Business Overview Questionnaire
Document how firm meets Minimum Qualifications (Section 3)
Detail to support evaluation criteria
Attachment B – Exception Form
Attachment C – Safety Record Questionnaire
Attachment D – Reference Form
Attachment E – Conflict of Interest Questionnaire Form – with signature
Attachment F - Acknowledgment
Acknowledgment of Addenda
Submission signed by authorized officer, in the order specified below
Hard Copy Submission: If submitting a hard copy, the City requires one (1) original and three (3) copies, with the pricing sheet submitted electronically in excel or emailed in excel to with the solicitation # and name in the subject line.
Electronic Submission: If submitting an electronic proposal only, email to with the solicitation # and name in the subject line. The pricing sheet (Exhibit 1) must be in excel format.
Order for Submission / Document
1 / Cover Sheet
2 / Bid Bond (if required in Section 3- Minimum Qualifications)
3 / Pricing Sheet – Exhibit 1
4 / Solicitation Checklist
5 / Attachment A- Business Overview Questionnaire
6 / Attachment B – Exception Form
7 / Attachment C – Safety Record Questionnaire
8 / Attachment D – Reference Form
9 / Attachment E – Conflict of Questionnaire Form
10 / Attachment F - Acknowledgment
Submit response, with tabs marking each section,in the following order: