South Texas Workforce Development Board, Inc

Workforce Solutions for South Texas

Invitation for Bids

South Texas Workforce Center

Release Date: September 3, 2009

Due Date: September 16, 2009 4:00 p.m.

Workforce Solutions for South Texas

1701 E. Hillside Road

Laredo, Texas

Rogelio Trevino, Executive Director

Workforce Solutions for South Texas

NOTICE OF INVITATION FOR BID

Workforce Solutions for South Texas (Board) is soliciting sealed bids for leasing of office space in Laredo, Texas for a workforce center.

Bid Number: WFC-LRD-2010

Issued Date: September 3, 2009

Bid Closing Date: September 16, 2009 at 4:00PM (CST)

Agency: Workforce Solutions for South Texas (Board)

Space: Workforce Solutions for South Texas One-Stop Center

Sq. Ft. 25,000 sq ft. Minimum. Negotiable.

Bid Area: Space should be located within the Laredo, Texas city limits.

Lease Term: Annual lease with option to renew for an additional 5 years. Negotiable.

Services: Optional Bidder may submit to include:

Option 1 - Lessor (bidder) provides and pays for all utilities (except telephones). Lessor (bidder) provides and pays for janitorial service.

Or

Option 2 - Lessee (Board) pays for all utilities. Lessee (Board) provides and pays for janitorial service.

Option 3 - Lessor (bidder) builds facility to specifications and leases facility to Lessee (Board) with conditions of Option 1 or Option 2 above.

Other: Site must be on or near a major thoroughfare and if available must have public transportation available within a reasonable distance to the entrance of the facility site. Off-street parking for a minimum of 100 vehicles with a minimum of 4 handicapped accessible spaces in which 2 are van accessible.

If you are interested in submitting a bid, please submit a bid packet by filling out the enclosed forms to:

Ludi Solis, Research and Development Supervisor

Workforce Solutions for South Texas

1701 E. Hillside Road or Mail to P.O. Box 1757

Laredo, Texas 78044-1757

(956)722-3973 ext. 239

I. Background Information

Workforce Solutions for South Texas is a local organization that implements a system of services focused to increase our community’s economic development - as a resource for employers to access workforce they are seeking, and training individuals to be successfully employed.

Workforce Solutions for South Texas offers a broad range of programs and services focused to the local workforce needs with employer-focused objectives, including job training, workplace education, child care and educational programs necessary to support the citizen of Jim Hogg, Webb and Zapata Counties to be successful at work.

The Workforce Solutions Workforce Center is a high traffic office serving an average of

350 visitors per day. The Board is interested in housing additional services and staff

which will increase the volume of customers served per today to an additional 100 visitors. The Board is also considering adding a third computer lab to the Center.

II. Purpose of Invitation for Bids (IFB)

The Workforce Solutions for South Texas Board (Board) is requesting Bids for approximately one (1) office space with 25,000 square feet minimum to house the Workforce Solutions for South Texas One-Stop Center. The Board may negotiate size of space depending on office layout, client-flow, and cost. Bids received will undergo a technical evaluation in order to determine responsible offerors for the purpose of holding discussions/negotiations regarding the lease of said office space.

The Board may conduct negotiations with offeror or offerors deemed by the Board to be in the competitive range prior to selecting the offeror.

III. Bid Deadline

Deadline Date and Time: September 16, 2009 by 4:00PM. (CST)

IV. Procedures for Submitting Bids

A. Receipt of Bids

Bids must be received no later than 4:00PM (CST), September 16, 2009 in order to be considered responsive.

Bids may be hand delivered or mailed to:

Ludi Solis, Research and Development Supervisor

Workforce Solutions for South Texas

1701 E. Hillside Road

Laredo, Texas 78044

Mail to:

Ludi Solis, Research and Development Supervisor

Workforce Solutions for South Texas

P.O. Box 1757

Laredo, Texas 78044-1757

B. Number of Copies of Bid(s)

An original plus four (4) copies of the bid shall be submitted for a total of five (5) sets.

C. Questions Regarding Bid(s)

Written questions may be submitted by email to: Ludi Solis at .

D. Preparation of Bid

All Bids must be submitted in accordance with the response format outlined in IFB.

E. Multiple bids

Bidders may propose more than one location, but each bid must be submitted separately. Bidders may submit options on the same location within one bid.

F. Signature Authorization Certificate

The Bidder must assure that the individual signing on behalf of the organization has the authority to submit the bid and carry out the services solicited in the IFB.

G. Disclaimer:

1. It is understood and agreed that the Board reserves the right to increase or decrease quantities such as square footage, and to buy additional items and services under the terms of any contract resulting from this bid for a minimum of ninety (90) days from the closing date.

2. This invitation for bids does not commit Workforce Solutions for South Texas to a

Award a contract, to pay any costs incurred in the preparation of a bid to this

Request, or to procure or contract for services, supplies or space.

3. Workforce Solutions for South Texas reserves the right to accept or reject any or

All bids received as a result of this request, or negotiate with all qualified sources,

to waive any informalities or minor irregularities in bids, or to cancel in part or in

its entirety the IFB if it is in the best interest of Workforce Solutions for South

Texas.

H. Prices

1. All prices and rates should be clearly identified and expressed as per square foot per month.

2.  Sums of money shall be indicated by both Unit Cost and Total Item Cost. In case of discrepancy, the lower cost will be used. All prices must be valid for a period of ninety (90) days. After that period, the Board reserves the right to acquire additional space or services at the Vendor’s then current price.

I. Delivery

Time of delivery is a part of the consideration. Bidders should indicate the number of days from the awarding of a contract it requires to prepare the facility for use by the Board.

J. Deviations

The Bidder must offer materials that meet or exceed the details of the specifications stated in this IFB. Any deviations must be stated in writing by the Bidder at the time the Bid is submitted and shall include specific reasons as to why the deviation will render equivalent or better performance and reliability.

K. Minimum Standards

A prospective Bidder must affirmatively demonstrate responsibility and must meet the following requirements:

·  have adequate financial resources, or the ability to obtain such resources as required;

·  be able to comply with required or proposed delivery schedule;

·  have a satisfactory record of performance;

·  have a satisfactory record of integrity and ethics;

·  be otherwise qualified and eligible to receive an award.

L. Warranty

Successful Bidders shall warrant that all items/services shall conform to the proposed specifications and/or all warranties as stated in the Uniform Commercial Code and be free from all defects in material, workmanship and title.

M. Type of Contract

A contract or lease agreement will be entered into by the Board and selected bidder.

N. Payment

Payment will be made on a monthly basis.

V. General Requirements

A.  Proposed building must be located in Laredo, Texas. Bidder(s) should make approximately 25,000 (minimum) square feet available. The Board may negotiate size of office space depending on office layout, customer flow, and cost. There are approximately 65 staff members requiring adequate space.

B.  The office shall have space for:

·  A reception/waiting area (approximately 350-450 customers served per day)

·  Two (2) to (3) rooms for computer labs

·  Four (4) classrooms for orientations

·  10 (minimum) medium offices for staff and partners

·  An open area for case managers that accommodates cubical (modular) furniture for approximately 65 employees. Size per cubical is about 8’x 6’.

·  Copier/Fax Machine/Printer room

·  An open area for an Employer Resource Room

·  (3) three to (4)Meeting rooms

·  An open area for Job Seeker/Public Resource Room-preferably in the center of the building.

·  Public restrooms-preferably near the reception area.

·  Employee restrooms

·  Computer room-office form LAN/Telephone

·  Supply room

·  Storage room

·  Janitorial Closet with sink plus room for mop, trash can and cleaning solutions.

·  Break room with kitchen sink and cabinets, including space for refrigerator and two small round tables.

·  Parking lot for Center staff and customers (high volume office serving 350-450 customers per day)

The Board may request modifications if deemed necessary. Such changes may be requested upon receipt of proposed floor plan.

If possible, the building may have accessibility from the ceiling for automation connectivity. The proposed building must comply with the requirements of the Americans with Disabilities Act. If the building requires modifications to bring it into compliance with ADA, the modifications will be done at the Bidders’s expense. The Board will negotiate all terms and specifications on this bid.

B. The initial lease will commence upon occupancy and will end one year from commencement. The Board will reserve the right to renew the lease on an annual basis

with option to renew for an additional 5 years (negotiable).

NOTE: The Board is under Contract with the Texas Workforce Commission, for the provision of Workforce Development Services in the South Texas Workforce Development Area. Grant funds are awarded annually to the Workforce Solutions for South Texas Board. The Board lease agreements will all be subject to funding availability from the Texas Workforce Commission and U.S. Department of Labor.

C. The facility must be located within the city limits of Laredo, Texas.

D. Bidder should indicate a monthly lease rate and should indicate what utilities or services are included. Utilities or services proposed as options should be listed under the heading of “Optional”.

E. Bidder should indicate the number of parking spaces provided, including handicapped accessible parking spaces, and whether the parking spaces are for Center exclusive use and control or are common spaces to be shared with other tenants or the public. Bidder should indicate its parking lot maintenance schedule. This facility shall serve participants enrolled in program services such as orientations, presentations, and employment skills trainings. It is estimated that a minimum of 100 parking spaces will be needed and that at a minimum 4 of the spaces will be handicapped and 2 van accessible (negotiable).

F. Bidder should indicate whether signage would be available, as well as the size and location of signs, and whether the signs are illuminated. If signs are not provided, bidder should indicate where the Board might place a sign and any restrictions on signage.

G. Bidder should indicate if there is accessibility to public transportation and where the nearest public transportation stop is located and the routes and scheduled stops at the location.

H. Bidder should indicate any other amenities, which will be provided.

I. Bidder should indicate any restrictions, which it intends to impose.

J. Bidder should indicate if modifications will be made for three computer labs.

Each lab will have 10-12 computer stations.

J. Building must be accessible as per the American with Disabilities Act (ADA) requirements. ADA requirements are available and may be downloaded from the following website address: www.access-board.gov.

VI. IFB Evaluation and Scoring

The Board will review each responsive Bid submitted in response to the IFB. The review will include a determination of the conformity of the Bid, the responsiveness of the Bid, ability of the bidder to provide requested products and/or services in a timely manner. Other considerations will be bidder’s past performance, condition of facility, visibility of building, parking, accessibility to public transportation, aesthetic appeal of building and grounds, and amenities provided. Selected Board staff will evaluate each Bid.

VII. Protest Rights

Bids not selected for award may be appealed only with respect to any fault or violation of law or regulation regarding the review process. Appeals must be filed within ten calendar days of final the Board action with the Board’s Monitoring/EO Officer. Inquiries shall be directed to:

Ms. Blanca Stevenson

Quality Assurance/EO Officer

South Texas WDB

1701 E. Hillside Road

Laredo, Texas 78044

The appeal must indicate the Board action appealed and the violation, which forms the basis for the appeal, and shall be signed by the appellant organization’s authorized representative. Fax and e-mail transmittals will not be accepted. The filing of the appeal within the time frame is a condition precedent. There is no relief accorded appellants for not filing within the published deadlines. Hearings shall be conducted in accordance with existing Board procedures.

VII. Evaluation of Bids

The items listed below are essential elements required in the facility. Readers of the accepted Bids will evaluate and assign a score for each item. The reader will enter the total score at the bottom of the form. These scores will act as an initial step in determining which Bid(s) best address(es) and meet(s) the needs of the Board.

A Floor Plan is required that includes the specifications listed on page 6, dimensions, location of doors, emergency exits, each room labeled (reception area, resource room, etc.). One copy of floor plan is required for each of the five copies.

Pictures of interior and exterior is recommended, but not required.