Bid Invitation7422
State Legislative Consulting Service
Issue Date:7/16/2020
Questions Deadline:7/31/2020 11:00 AM (CT)
Response Deadline:8/7/2020 11:00 AM (CT)
Denton - Purchasing
Contact Information
Contact:Erica Garcia
Address:Buyer
901-B Texas Street
Denton, TX 76209
Phone:(940) 349-7100
Email:erica.garcia@cityofdenton.com
Page 1 of 21 pages Deadline: 8/7/2020 11:00 AM (CT)7422
Event Information
Number:7422
Title:State Legislative Consulting Service
Type:Request for Proposal
Issue Date:7/16/2020
Question Deadline:7/31/2020 11:00 AM (CT)
Response Deadline:8/7/2020 11:00 AM (CT)
Notes:
Out of an abundance of caution, the City of Denton is not accepting hard
copy bids.
Please submit all bids electronically in Ionwave at
https://dentontx.ionwave.net.
The City highly recommends that respondents do not wait until minutes
before the due date and time to submit proposal.
The submittal process may take significant time.
Submissions accepted via IONWAVE ONLY (no emails).
Questions must be submitted by the deadline via IONWAVE only (no
emails/no phone calls)
The City of Denton (the City) is requesting submissions to contract with an individual
or business with considerable experience in providing goods or 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.
A firm may submit a solicitation response for one or more of the categories of
product or services requested in this solicitation.
It is the intent of the entity to consider interlocal cooperative agreements and
state/federal contracts in determining the best value for the entity.
Ship To Information
Address:901B Texas Street
Denton, TX 76209
Billing Information
Contact:City of Denton
Address:Accounts Payable
215 E McKinney St
Denton, TX 96201-4299
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Bid Attachments
State Legislative Scope of Services - 052520 Draft.pdf Download
Scope of Work
Supplemental RFP Questions.docx Download
Supplemental RFP Questions
Conflict_of_Interest_Questionaire.docx Download
Conflict of Interest Questionnaire
Safety_Record.docx Download
Safety Record
Requested Attachments
Conflict of Interest Questionnaire
(Attachment required)
The individual or business must disclose any business relationship that would have an effect, of a conflict of interest.
Please attach a signed copy of the conflict of interest questionnaire.
Invoice Example
(Attachment required)
Please attach an example of your invoice based on the City requirements in Attribute 7
Supplemental RFP Questions
(Attachment required)
Supplemental RFP Questions can be found under the attachments tab.
Bid Attributes
1 SECTION 1
General Information
2 Contract Term
It is the intention of the City of Denton to award a contract for two (2) year, effective from date of award. The City
and the Supplier shall have the option to renew this contract for an additional two (2) two-year periods.
The contract shall commence upon the issuance of a Notice of Award by the City of Denton and shall automatically
renew each year, from the date of award by City Council. At the sole option of the City of Denton, the contract may
be further extended as needed, not to exceed a total of six (6) months.
3 Pricing
Unit Pricing shall include all fees and costs to provide the goods and services to the City. Unit pricing for goods shall
include delivery costs, F.O.B. Destination
Firm Price
Pricing and discounts submitted are firm for the initial one-year period specified in the solicitation. Price decreases
are allowed at any time. Price increases shall only be considered as stipulated below in "PRICE ADJUSTMENTS".
Price Decreases/Discount Increases
Respondents are required to immediately implement any price decrease or discount increase that may become
available. The City of Denton must be notified in writing for updating the contract.
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4 Price Adjustments
Prices quoted for the commodities or services described in the solicitation must be firm for a period of one year from
date of contract award. Any request for price adjustment must be based on the, U.S Department of Labor, Bureau
of Labor Statistics, Producer Price Index (PPI) or the manufacturer published pricing list. The maximum escalation
will not exceed +/- 8% for any individual year. The escalation will be determined annually at the renewal date. The
price will be increased or decreased based upon the annual percentage change in the PPI or the percentage
change in the manufacturers price list. Should the PPI or manufacturer price list change exceed a minimum
threshold value of +/-1%, then the stated eligible bid prices shall be adjusted in accordance with the percent
change not to exceed the 8% limit per year. The supplier should provide documentation as percentage of each
cost associated with the unit prices quoted for consideration.
Request must be submitted in writing with supporting evidence for need of such increase to the Purchasing
Manager at least 60 days prior to contract expiration of each year. Respondent must also provide supporting
documentation as justification for the request. If no request is made, then it will be assumed that the current
contract price will be in effect.
Upon receipt of such request, the City of Denton reserves the right to either: accept the escalation as competitive
with the general market price at the time, and become effective upon the renewal date of the contract award or
reject the increases within 30 calendar days after receipt of a properly submitted request. If a properly submitted
increase is rejected, the Contractor may request cancellation of such items from the Contract by giving the City of
Denton written notice. Cancellation will not go into effect for 15 calendar days after a determination has been
issued. Pre-price increase prices must be honored on orders dated up to the official date of the City of Denton
approval and/or cancellation.
The request can be sent by e-mail to: purchasing@cityofdenton.com noting the solicitation number.
The City of Denton reserves the right to accept, reject, or negotiate the proposed price changes.
5 Invoices
A. The Contractor shall submit separate invoices in duplicate on each purchase order or purchase release after
each delivery. If partial shipments or deliveries are authorized by the City, a separate invoice must be sent for each
shipment or delivery made.
B. Proper Invoices must include a unique invoice number, the purchase order or delivery order number and the
master agreement number if applicable, the Department’s Name, and the name of the point of contact for the
Department. Invoices shall be itemized and transportation charges, if any, shall be listed separately. A
copy of the bill of lading and the freight waybill, when applicable, shall be attached to the invoice. The Contractor’s
name, remittance address and, if applicable, the tax identification number on the invoice must exactly match the
information in the Vendor’s registration with the City. Unless otherwise instructed in writing, the City may rely on the
remittance address specified on the Contractor’s invoice.
C. Invoices for labor shall include a copy of all time-sheets with trade labor rate and deliverables order number
clearly identified. Invoices shall also include a tabulation of work-hours at the appropriate rates and grouped by
work order number. Time billed for labor shall be limited to hours actually worked at the work site.
D. Unless otherwise expressly authorized in the Contract, the Contractor shall pass through all Subcontract and
other authorized expenses at actual cost without markup.
E. Federal excise taxes, State taxes, or City sales taxes must not be included in the invoiced amount. The City will
furnish a tax exemption certificate upon request.
A sample invoice must be submitted with this solicitation
Acknowledge
(Required: Check if applicable)
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6 Cooperative Purchasing Agreement
As permitted under Interlocal Cooperation Act C Texas Government Code, Chapter 791, other governmental entities
may wish to also participate under the same terms and conditions contained in this contract. The governmental
entities will have the option to use the pricing as agreed to within the resulting contract. Governmental entities will
issue their internal purchase orders directly to the contractor(s).
Yes No (Please Select)
(Required: Check only one)
7 Submittal Instructions
The City of Denton will accept electronic in Ionwave 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 automatically
rejected. Do not wait until the last minute, incomplete submission will be automatically rejected. The City will not
allow late submissions due to technical difficulties.
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 technical difficulties that may result in the submission arriving
after the set time.
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8 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. 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:
Relevant Experience (FACTOR: 30%)
Briefly describe proposer’s experience with similar projects in the last 2 years.
Indicators of Probable Performance under contract (FACTOR: 40%)
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.
Price, Total Cost of Ownership (FACTOR: 30%)
The price of items, to include total cost of ownership, such as installation costs, life cycle costs, and warranty
provisions.
The total possible score of the submissions shall be scored and weighted as indicated above. 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.
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
best and final pricing cannot be higher than the original proposal submitted. 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 Texas State Law, 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.
9 Section 2
Business Overview Questionnaire
1
0
Firm's Legal Name
(Required: Maximum 1000 characters allowed)
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1
1
Address Line 1
(Required: Maximum 1000 characters allowed)
1
2
Address Line 2
(Optional: Maximum 1000 characters allowed)
1
3
City
(Required: Maximum 1000 characters allowed)
1
4
State
(Required: Maximum 1000 characters allowed)
1
5
Zip Code
(Required: Maximum 15 characters allowed)
1
6
Agent Authorized to sign contract
The agents name and email who is authorized to sign the contract
(Required: Maximum 1000 characters allowed)
1
7
Subsidiary of:
(Optional: Maximum 1000 characters allowed)
1
8
Organization Class
Partnership Corporation Individual Association
(Required: Check only one)
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1
9
Tax Payer ID
(Required: Maximum 1000 characters allowed)
2
0
Date Established
__ __ / __ __ / __ __ __ __
(Required)
2
1
Historically Underutilized Business
Yes, We are a registered HUB.
(Optional: Check if applicable)
2
2
Please provide a detailed listing of all products and/or services that your company provides.
(Required: Maximum 4000 characters allowed)
2
3
Has your company filed or been named in any litigation involving your company and the Owner on a
contract within the last five years under your current company name or any other company name?
If so provide details of the issues and resolution if available. Include lawsuits where Owner was involved. (Notice:
Failure to disclose this information during proposal submission, and later discovered, may result in contract
termination at the Owner's option.)
(Optional: Maximum 4000 characters allowed)
2
4
Have you ever defaulted on or failed to complete a contract under your current company name or any
other company name? If so, where and why? Give name and telephone number of Owner.
(Optional: Maximum 4000 characters allowed)
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2
5
Have you ever had a contract terminated by the Owner? If so, where and why? Give name and
telephone number (s) of Owner (s).
(Optional: Maximum 4000 characters allowed)
2
6
Has your company implemented an Employee Health and Safety Program compliant with 29 CFR 1910
General Industry Standard and/or 29 CFR 1926 General Construction Standards as they apply to your
Company's customary activities?
http://www.osha.gov/pls/oshaweb/owasrch.search_form?
p_doc_type=STANDARDS&p_toc_level=1&p_keyvalue=1926
(Optional: Maximum 4000 characters allowed)
2
7
Resident/Non-Resident Bidder Determination
Texas Government Code Section 2252.002: Non-resident bidders. Texas law prohibits cities and other governmental
units from awarding contracts to a non-resident firm unless the amount of such a bid is lower than the lowest bid by
a Texas resident by the amount the Texas resident would be required to underbid in the non-resident bidders state.
In order to make this determination, please provide the name, address and phone number of:
a. Responding firms principle place of business:
b. Company's majority owner principal place of business
c. Ultimate Parent Company's principle place of business
(Optional: Maximum 4000 characters allowed)
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2
8
Prohibition on Contracts with Companies Boycotting Israel
Pursuant to Section 2270.002 of the Texas Government Code, Respondent certifies that either (i) it meets an
exemption criteria under Section 2270.002; or (ii) it does not boycott Israel and will not boycott Israel during the term
of the contract resulting from this solicitation. Respondent shall state any facts and provide documentation that
make it exempt from the boycott certification in its Response.
Exemption criteria includes the following:
1. Company is a sole proprietorship;
2. Company employs less than 10 full-time employees;
3. Value of the contract is less than $100,000
“Boycott Israel” is defined to mean refusing to deal with, terminating business activities with, or otherwise taking any
action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or
with a person or entity doing business in Israel or in an Israeli-controlled territory, but does not include an action
made for ordinary business purposes. “Company” is defined to mean a for-profit sole proprietorship, organization,
association, corporation, partnership, joint venture, limited partnership, limited liability partnership, or limited liability
company, including a wholly owned subsidiary, majority-owned subsidiary, parent company, or affiliate of those
entities or business associations that exists to make a profit.
Sole proprietorship Employs less than 10 Full time employees
Value of the contract is less than $100,000 Does not Boycott Israel
(Required: Check only one)
2
9
Section 3
Minimum Qualifications
3
0
Three(3) years experience providing similar products or services
Yes No (Please Select)
(Required: Check only one)
3
1
Reference 1 - Government/Company Name
Person who you have done business with in the past.
(Required: Maximum 1000 characters allowed)
3
2
Reference 1 - Phone
Enter phone number.
(__ __ __) __ __ __ - __ __ __ __ext:
(Required)
3
3
Reference 1 - Contact Person & Title
(Required: Maximum 1000 characters allowed)
3
4
Reference 1 - Email Address
(Required: Email address)
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3
5
Reference 1 - Scope of Work
(Required: Maximum 1000 characters allowed)
3
6
Reference 1 - Contract Period
(Required: Maximum 1000 characters allowed)
3
7
Reference 2 - Government/Company Name
Person who you have done business with in the past.
(Required: Maximum 1000 characters allowed)
3
8
Reference 2 - Phone
Enter phone number
(__ __ __) __ __ __ - __ __ __ __ext:
(Required)
3
9
Reference 2 - Contact Person & Title
(Required: Maximum 1000 characters allowed)
4
0
Reference 2 - Email Address
(Required: Email address)
4
1
Reference 2 - Scope of Work
(Required: Maximum 1000 characters allowed)
4
2
Reference 2 - Contract Period
(Required: Maximum 1000 characters allowed)
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4
3
Reference 3 - Government/Company Name
Person who you have done business with in the past
(Required: Maximum 1000 characters allowed)
4
4
Refernece 3 - Phone
Enter phone number
(__ __ __) __ __ __ - __ __ __ __ext:
(Required)
4
5
Reference 3 - Contact Person & Title
(Required: Maximum 1000 characters allowed)
4
6
Reference 3 - Email Address
(Required: Email address)
4
7
Reference 3 - Scope of Work
(Required: Maximum 1000 characters allowed)
4
8
Reference 3 - Contract Period
(Required: Maximum 1000 characters allowed)
4
9
Registered with the State of Texas
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 the solicitation, 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: http://www.sos.state.tx.us/corp/copies.shtml; Phone 512-463-5578; or email
corpcert@sos.state.tx.us.
5
0
Authorized Manufacturer
Authorized manufacturer or distributor authorized by the manufacturer for products identified in the Technical
Specifications to sell to the City of Denton, Texas. Attach documentation such as a letter from the manufacturer or a
line card.
5
1
Section 4
Terms and Conditions
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5
2
General Provisions
1. SILENCE OF SPECIFICATIONS
The apparent silence of these specifications as to any detail or the apparent omission from it of a detailed
description concerning any point, shall be regarded as a meaning that the only best commercial practices are to
prevail. All interpretations of these specifications shall be made on the basis of this statement.
____________________________________________________________________________________________________
2. RESPONDENTS COST TO DEVELOP SUBMITTAL
Respondents to this solicitation are responsible for all costs of submittal preparation, delivery and any oral
presentations required as part of the selection process. All materials submitted in response to the solicitation
become property of the City of Denton and will be returned only at the option of the City.
____________________________________________________________________________________________________
3. MINIMUM RESPONSE
Submittals that do not, at a minimum, contain the Attachments and Exhibit 1 Pricing Sheet will be subject to
disqualification at the sole discretion of the City of Denton. If any firm submitting a proposal is a corporation, it must
be registered to conduct business in the State of Texas. Proof of this registration must be included as part of the
submittal.
____________________________________________________________________________________________________
4. VALIDITY PERIOD
The information included in the solicitation response(s), and any cost information obtained from a negotiation
process, remain valid for 120 days from the response due date or until the contract is approved by the governing
body.
____________________________________________________________________________________________________
5. REJECTION OF SUBMITTAL ANY PROPOSAL SUBMITTED AFTER THE DUE DATE AND TIME SPECIFIED
WITHIN SECTION III, SHALL BE REJECTED. THE CITY SHALL REJECT RESPONSES SUBMITTED BY FIRMS
THAT DO NOT MEET MINIMUM QUALIFICATIONS.
The City of Denton reserves the right to reject any and all submittals received in response to the solicitation and to
waive any minor technicalities or irregularities as determined to be in the best interest of the City.
____________________________________________________________________________________________________
6. PROPRIETARY INFORMATION
If a respondent does not desire proprietary information in the submission to be disclosed, the respondent shall
identify all proprietary information in the submission. This identification will be accomplished by individually marking
each page or line item detail with the words “Proprietary Information”. If the respondent fails to identify proprietary
information, the respondent agrees that by submission of its response, that those sections shall be deemed non-
proprietary and made available upon public request. Respondents are advised that the City, to the extent permitted
by law, will protect the confidentiality of all submissions. Respondent shall consider the implications of the Texas
Public Information Act, particularly after the solicitation process has ceased and the contract has been awarded.
While there are provisions in the Texas Public Information Act to protect proprietary information, where the
respondent can meet certain evidentiary standards, please be advised that a determination on whether those
standards have been met will not be decided by the City of Denton, but by the Office of the Attorney General of the
State of Texas. In the event a request for public information is made, the City will notify the respondent, who may
then request an opinion from the Attorney General pursuant to 552.305, Texas Government Code. The City will not
make a request of the Attorney General.
____________________________________________________________________________________________________
7. NON-ENDORSEMENT
If a submission is accepted, the successful respondent shall not issue any news releases or other statements
pertaining to the award or servicing of the agreement that state or imply the City of Denton’s endorsement of the
successful respondent’s services.
__________________________________________________________________________________________
8. ASSIGNMENT
The successful contractor shall not sell, assign, transfer or convey this contract in whole, or part, without the prior
written consent of the Purchasing Manager.
____________________________________________________________________________________________________
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9. UNAUTHORIZED COMMUNICATIONS
After release of this solicitation, respondent contact regarding this solicitation with members of the evaluation,
interview or selection panels, employees of the City or officials of the City other than the Purchasing Manager, or
authorized City of Denton purchasing staff, or as otherwise indicated is prohibited and may result in disqualification
from this procurement process. No officer, employee, agent or representative of the respondent shall have any
contact or discussion, verbal or written, with any members of the City Council, members of the evaluation, interview,
or selection panels, City staff or City’s consultants, or directly or indirectly through others, seeking to influence any
City Council member, City staff, or City’s consultants regarding any matters pertaining to this solicitation, except as
herein provided. If a representative of any respondent violates the foregoing prohibition by contacting any of the
above listed parties with who contact is not authorized, such contact may result in the respondent being disqualified
from the procurement process. Any oral communications are considered unofficial and non-binding with regard to
this solicitation.
____________________________________________________________________________________________________
10. DISQUALIFICATIONS
Any terms and conditions attached to a solicitation will not be considered unless specifically referred to on a
solicitation and may result in disqualification. Any submissions that do not clearly outline all qualifications may be
disqualified.
____________________________________________________________________________________________________
11. INTELLECTUALLY PROPERTY INDEMNIFICATION
The contractor will indemnify, defend and hold harmless the City of Denton, and its authorized users, against any
action or claim brought against the City of Denton, or its authorized users that is based on a claim that software
infringes any patent rights, copyright rights or incorporated misappropriated trade secrets. Contractor will pay any
damages attributable to such claim that are awarded against the City of Denton or its authorized users, in a
judgment or settlement. If the City of Denton or its authorized users’ utilization of the software becomes subject to a
claim, or is likely to become subject to a claim, in the sole opinion of the City of Denton, or its authorized users, the
Contractor shall, at its sole expense:
(1) procure for City of Denton or its authorized users, the right to continue using such software under the
terms of this Contract; or
(2) replace or modify the software so that it is non-infringing.
____________________________________________________________________________________________________
12. RIGHTS TO DATA, DOCUMENTS, AND COMPUTER SOFTWARE (GOVERNMENTAL ENTITY OWNERSHIP)
Any software, research, reports studies, data, photographs, negatives or other documents, drawings or materials
prepared by contractor in the performance of its obligations under this contract shall be the exclusive property of
the City of Denton and all such materials shall be delivered to the City by the contractor upon completion,
termination, or cancellation of this contract. Contractor may, at its own expense, keep copies of all its writings for its
personal files. Contractor shall not use, willingly allow, or cause to have such materials used for any purpose other
than the performance of contractor’s obligations under this contract without the prior written consent of the City;
provided, however, that contractor shall be allowed to use non-confidential materials for writing samples in pursuit of
the work. The ownership rights described herein shall include, but not be limited to, the right to copy, publish,
display, transfer, prepare derivative works, or otherwise use the works.
__________________________________________________________________________________________
13. PATENT RIGHTS
The contractor agrees to indemnify and hold harmless the City from any claim involving patent right infringement or
copyrights on goods supplied.
____________________________________________________________________________________________________
14. AWARD
The City reserves the right to award a contract or contracts to various respondents by line item, section(s), or by
entire proposal; whichever is most advantageous, or provides the “best value” to the City, unless denied by the
respondent.
____________________________________________________________________________________________________
15. CONTRACTS
The successful awarded vendor(s) will be required to sign an original contract. A sample contract is attached.
____________________________________________________________________________________________________
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16. INSURANCE
The City requires standard insurance for services performed on site. The successful awarded vendor will be
required to provide a certificate of insurance as outlined in the contract.
____________________________________________________________________________________________________
17. CHANGES DURING CONTRACT TERM
The awarded contractor shall not change specifications during the contract term without prior approval. Any
deviation in the specifications or change in the products must be approved in advance by the City of Denton. Notice
of a change shall be submitted in writing to purchasing@cityofdenton.com, with the solicitation number in the
subject line, for review. Products/Services found to have changed specifications without notification, and
acceptance, will be returned at the supplier’s expense. Products that have been installed will be replaced at the
contractor’s expense.
____________________________________________________________________________________________________
18. ADDING NEW PRODUCTS OR SERVICES TO THE CONTRACT AFTER AWARD
Following the Contract award, additional services or products of the same general category that could have been
encompassed in the award of this contract, and that are not already on the contract, may be added. A formal written
request may be sent to successful Contractor (s) to provide a proposal on the additional services and shall submit
proposals to the City of Denton as instructed. All prices are subject to negotiation with a Best and Final Offer
(“BAFO”). The City of Denton may accept or reject any or all pricing proposals, and may issue a separate
solicitation for the services/products after rejecting some or all of the proposals. The commodities and services
covered under this provision shall conform to the statement of work, specifications, and requirements as outlined in
the request. Contract changes shall be made in accordance with Local Government Code 252.048
____________________________________________________________________________________________________
19. SAFETY AND ENVIRONMENTAL HAZARDS
The City does not warrant or guarantee against the possibility that safety or environmental hazards or potential
hazards (including premises and special defects) may exist at the City’s facilities. The Contractor shall be
responsible for identifying any hazardous conditions and notifying the City of these conditions in writing no later
than 30 days after contract award and prior to initiation of service delivery on the property. This will be
accomplished by the Contractor conducting an environmental assessment and an occupational health, and safety
inspection of the service bay or field service areas by competent, qualified and appropriately licensed practitioners.
The costs of these inspections and any subsequent corrective action will be negotiated between the City and the
Contractor.
All contractors to the City of Denton are required to ensure absolute safety standards are applied and enforced.
The City of Denton will not be responsible for individual contractor safety, and the awarded contractor shall not hold
the City of Denton responsible. Known hazards shall immediately be reported and all safety precautions shall be
taken to prevent potential safety issues from occurring.
__________________________________________________________________________________________
20. CONTRACTOR STANDARDS OF PERFORMANCE
Monthly Time Standards - Contractors shall fully understand that the City relies on the product or service of the
solicitation to provide vital municipal services, and the availability and reliability of the equipment is of the essence.
With this in mind, the Contractor shall meet the following performance standards at all times. Labor disputes,
strikes, and other events, except those beyond the Contractor's control such as acts of God, shall not relieve the
Contractor from meeting these standards. For service category, the Contractor must ensure the given level of
service is achieved, within the designated number of working hours.
Contractor shall deliver goods or services within specified delivery times for 95% of all orders.
____________________________________________________________________________________________________
21. ANTICIPATED PROBLEMS AND PROPOSED SOLUTIONS
Respondent shall offer written observations, based upon previous experiences in public projects of this magnitude,
addressing any anticipated problems and offer proposed solutions to those problems.
____________________________________________________________________________________________________
22. ADDITIONAL GENERAL REQUIREMENTS
A. Prior to commencement of the services, the City and selected individual or business will conduct an initial
meeting to review the overall scope, schedule, deliverables and planning process to implement a successful
program.
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B. The awarded Contractor shall provide to the City of Denton, detailed reports of time and services provided
to the City on a monthly basis.
C.Staff available to assist the selected provider is limited; the proposals submitted should not anticipate
extensive staff assistance during equipment repairs or maintenance.
____________________________________________________________________________________________________
23. PAYMENT AND PERFORMANCE REQUIREMENTS
a. PAYMENT AND INVOICES: Payment processing: The City review, inspection, and processing procedures
for invoices ordinarily require thirty (30) days after receipt of invoices, materials, or services. Submissions
which call for payment before thirty (30) days from receipt of invoice, or cash discounts given on such
payment, will be considered only if, in the opinion of the Purchasing Manager, the review, inspection, and
processing procedures can be completed as specified. It is the intention of the City of Denton to make
payment within thirty days after receipt of valid invoices for which items or services have been received
unless unusual circumstances arise. The 30 day processing period for invoices will begin on the date the
invoice is received or the date the items or services are received, whichever is later. Direct deposit for
payments: Contractors are encouraged to arrange for receiving payments through direct deposit. Information
regarding direct deposit payments is available from the City of Denton Purchasing website:
www.dentonpurchasing.com. Invoices shall be sent directly to the City of Denton Accounts Payable
Department, 215 E McKinney St, Denton, TX, 76201-4299. A pro-forma invoice shall be sent to the contract
administrator as identified in the Notice to Proceed. It is the intention of the City of Denton to make payment
on completed orders within thirty days after receipt of invoice or items; whichever is later, unless unusual
circumstances arise. Invoices must be fully documented as to labor, materials, and equipment provided, if
applicable, and must reference the City of Denton Purchase Order Number in order to be processed. No
payments shall be made on invoices not listing a Purchase Order Number.
b. PAYMENT TO PERFORMANCE MILESTONES Awarded contractor shall prepare and submit invoices after
completion of specific project milestones. The invoice shall detail the major milestones accomplished and
detailed cost information for project. These milestones shall be submitted to the City of Denton and the City’s
Project Staff shall review such for completion and accuracy, prior to payment authorization.
c. TAX EXEMPTION The City of Denton qualifies for sales tax exemption pursuant to the provisions of Article
20.04 (F) of the Texas Limited Sales, Excise and Use Tax Act. Any Contractor performing work under this
contract for the City of Denton may purchase materials and supplies and rent or lease equipment sales tax
free. This is accomplished by issuing exemption certificates to suppliers. Certificates must comply with State
Comptroller’s ruling #95-0.07 and #95-0.09.
____________________________________________________________________________________________________
24. SUBMISSION ERRORS
Prices offered shall be used for submission analysis and for agreement pricing. In case of errors in the pricing
extension or totals, the unit pricing offered by the respondent will govern.
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General Provisions - Additional for Goods & Services
__________________________________________________________________________________________
1. PREFERENCES
__________________________________________________________________________________________
VENDORS THAT MEET OR EXCEED AIR QUALITY STANDARDS
1. This section applies only to a contract to be performed, wholly or partly, in a non-attainment area or
in an affected county, as those terms are defined by Section 386.001, Health and Safety Code.
2. A governmental agency procuring goods or services may: give preference to goods or services of a vendor that
demonstrates that the vendor meets or exceeds any state or federal environmental standards, including voluntary
standards, relating to air quality; or require that a vendor demonstrate that the vendor meets or exceeds any state or
federal environmental standards, including voluntary standards, relating to air quality. The preference may be given only
if the cost to the governmental agency for the goods or services would not exceed 105 percent of the cost of the goods
or services provided by a vendor who does not meet the standards.”
____________________________________________________________________________________________________
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2. PERFORMANCE LIQUIDATED DAMAGES
____________________________________________________________________________________________________
The Contractor shall incur contractual payment losses, as initiated by the City for performance that falls short of specified performance
standards as outlined below:
Delivery beyond contracted lead times
Performance below contracted levels (services only)
The Contractor shall be assessed a one (1%) percent fee each month when any one of the performance standards outlined above
are not met in full. The Contractor shall be assessed a two (2%) percent profit fee each month when any two (2) or more performance
standards outlined above are not met in full. At the end of each month, the City will review the monthly reports and determine the
percentage of penalty to be assessed to the Contractor’s monthly profit margin.
____________________________________________________________________________________________________
3. WARRANTIES
____________________________________________________________________________________________________
The contractor shall provide a warranty that is standard in the industry. Repair or Maintenance of fleet not performed to industry
standards shall be accomplished at the contractor’s expense, at the option of the City.
____________________________________________________________________________________________________
4. QUANTITIES
____________________________________________________________________________________________________
The quantities indicated on the Pricing Sheet are estimates based upon the best available information. The City reserves the right to
increase or decrease the quantities to meet its actual needs without any adjustments in the prices. Individual purchase orders will be
issued on an as needed basis.
____________________________________________________________________________________________________
5. SAMPLES
____________________________________________________________________________________________________
Respondents must make samples available upon request by the City of Denton prior to award with no costs to the City.
____________________________________________________________________________________________________
6. AUTHORIZED DISTRIBUTOR
____________________________________________________________________________________________________
The respondent shall be the manufacturer or authorized distributor of the proposed products. The distributor shall be authorized to
sell to the City of Denton, and make available the manufacturer’s representative as needed by the City.
____________________________________________________________________________________________________
7. SUBSTITUTIONS
____________________________________________________________________________________________________
Substitutions are not permitted without the written approval of The City of Denton Purchasing Department. If specific manufacturers,
brands or part numbers are listed in the exhibits, the City will not accept substitutes. If the manufacturer part numbers provided has
been updated, but do not change the material functionality, please note the change in bid exceptions.
____________________________________________________________________________________________________
8. SHIPPING, DELIVERY, AND PACKAGING
____________________________________________________________________________________________________
Identification of Shipments: In addition to the complete destination address, each delivery must be clearly marked with the purchase
order number. Each shipment must be accompanied by a packing slip.
Packaging and Labeling: All items shipped must be properly labeled, with weather resistant labeling, showing the brand name,
package quantity, lot number (if applicable) and any other necessary identifying information.
Special Delivery Requirements: City Department representatives may have specific, internal delivery rules and policies. These will be
provided on each purchase order issued. The contractor(s) will be required to adhere to those requirements.
Hours of Delivery: Delivery shall be made during the hours of 8:00 am to 3:00 pm (CST) unless prior approval for after-hours delivery
has been obtained from the City. In the event of any approval by the City for after-hours delivery, Contractor may not invoice any
additional charges for that delivery. Contractor is encouraged to obtain City's hours of operation at time of order.
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Delivery Schedule: Respondent's shall furnish, in the space indicated on the price sheet, a delivery schedule for each line item as to
time required for delivery after receipt of order (ARO) under normal conditions. Delivery Days means calendar days, unless otherwise
specified. Failure to state delivery time may disqualify Respondent. The City of Denton, at its sole option, may choose to negotiate
delivery times.
Delivery Delays: If delay is foreseen, Contractor shall give written notice to the City and must keep City advised at all times of the
status of order. Default in promised delivery (without accepted reasons) or failure to meet specifications authorizes the City to
purchase goods and services of this solicitation elsewhere and charge any increased costs for the goods and services, including the
cost of re-soliciting, to the Contractor. Failure to pay a damage assessment is cause for contract cancellation and/or removal of the
contractor from the City's authorized list of suppliers.
Compliant Products: Providing products or materials which do not meet all specification requirements does not constitute
delivery.Delivery does not occur until the contractor delivers products ormaterials in full compliance with the specifications to City's
F.O.B. destination, unless delivery is specifically accepted, in whole or in part, by the Customer. City reserves the right to require new
delivery or a refund in the event that materials or products not meeting specifications are discovered after payment has been made.
Restocking Fee: The City may request that a contractor accept return of merchandise already delivered or that a contractor cancel an
order prior to delivery. If the return is required through no fault of the contractor, the contractor may request a reasonable restocking
charge. The Customer may pay a restocking charge if the City determines that the charge is justifiable. As a guideline, such charges
shall not exceed 10%. There shall be no fees charged for cancellation of an order prior to shipment by the Contractor.
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Bid Acceptance
I have read and understand the Terms and Conditions, Specifications, and Insurance requirements, contained
herein, and further agree to abide and accept said Terms, Conditions and Specifications.
Yes Yes - with exceptions (Please Select)
(Required: Check only one)
5
5
Bid Acceptance Exceptions
If you answered yes - with exceptions to the above question please list the exceptions.
(Additional exceptions will not be allowed during the negotiation process)
(Optional: Maximum 4000 characters allowed)
5
6
Additional Agreement
Any additional agreement that the supplier wishes to have considered as part of the resulting contract shall be
attached and submitted with the response to this solicitation. Any agreement that is submitted after the closing
date of the solicitation shall not be considered. Please note that agreements in direct conflict with the terms and
conditions of this solicitation may result in rejection of your response to the solicitation.
Acknowledged
(Required: Check if applicable)
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7
Acknowledgement
The undersigned agrees this submission becomes the property of the City of Denton after the official opening.
The undersigned affirms he has familiarized himself with the specification, drawings, exhibits and other documents;
the local conditions under which the work is to be performed; satisfied himself of the conditions of delivery, handling
and storage of materials and equipment; and all other matters that will be required for the work before submitting a
response.
The undersigned agrees, if this submission is accepted, to furnish any and all items/services upon which prices are
offered, at the price(s) and upon the terms and conditions contained in the specification. The period for acceptance
of this submission will be 120 calendar days unless a different period is noted.
The undersigned affirms that they are duly authorized to execute this contract, that this submission has not been
prepared in collusion with any other respondent, nor any employee of the City of Denton, and that the contents of
this submission have not been communicated to any other respondent or to any employee of the City of Denton
prior to the acceptance of this submission.
Respondent hereby assigns to the City any and all claims for overcharges associated with this contract which arise
under the antitrust laws of the United States, 15 USCA Section 1 et seq., and which arise under the antitrust laws of
the State of Texas, Tex. Bus. & Com. Code, Section 15.01, et seq.
The undersigned affirms that they have read and do understand the specifications, all exhibits and attachments
contained in this solicitation package.
The undersigned agrees that the solicitation package posted on the website are the official specifications and shall
not alter the electronic copy of the specifications and/or pricing sheet, without clearly identifying changes.
The undersigned understands they will be responsible for monitoring the City of Denton Purchasing Website at:
https://www.cityofdenton.com/en-us/business/solicitations-contracting to ensure they have downloaded all
addendum(s).
I certify that I have made no willful misrepresentations in this submission, nor have I withheld information in my
statements and answers to questions. I am aware that the information given by me in this submission will be
investigated, with my full permission, and that any misrepresentations or omissions may cause my submission to be
rejected.
Acknowledge
(Required: Check if applicable)
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Certificate of Interested Parties Electronic Filing
In 2015, the Texas Legislature adopted House Bill 1295, which added section 2252.908 of the Government Code.
The law states that the City may not enter into this contract unless the Contractor submits a disclosure of interested
parties (Form 1295) to the City at the time the Contractor submits the signed contract. The Texas Ethics
Commission has adopted rules requiring the business entity to file Form 1295 electronically with the Commission.
Contractor will be required to furnish an original Certificate of Interest Parties before the contract is
awarded, in accordance with Government Code 2252.908.
The contractor shall:
1. Log onto the State Ethics Commission Website at :
https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm
2. Register utilizing the tutorial provided by the State
3. Print a copy of the completed Form 1295
4. Enter the Certificate Number on page 2 of this contract.
5. Sign the Form 1295
6. Email the form to purchasing@cityofdenton.com with the contract number in the subject line. (EX: Contract
1234 - Form 1295)
7. The City must acknowledge the receipt of the filed Form 1295 not later than the 30th day after Council award.
Once a Form 1295 is acknowledged, it will be posted to the Texas Ethics Commission's website within seven
business days.
Acknowledge
(Optional: Check if applicable)
Bid Lines
1
Fee for General Consulting
Quantity:1 UOM:EA Price:$Total:$
Supplier Notes:
No bid
Additional notes
(Attach separate sheet)
2 Fee for Denton Municipal Electric Consulting
Quantity:1 UOM:EA Price:$Total:$
Supplier Notes:
No bid
Additional notes
(Attach separate sheet)
3 Fee for both General and Denton Municipal Electric Consulting
Quantity:1 UOM:EA Price:$Total:$
Supplier Notes:
No bid
Additional notes
(Attach separate sheet)
Page 20 of 21 pages Deadline: 8/7/2020 11:00 AM (CT)7422
Supplier Information
Company Name:
Contact Name:
Address:
Phone:
Fax:
Email:
Supplier Notes
The undersigned agrees this submission becomes the property of the City of Denton after the official opening.
The undersigned affirms he has familiarized himself with the specification, drawings, exhibits and other documents; the
local conditions under which the work is to be performed; satisfied himself of the conditions of delivery, handling and
storage of materials and equipment; and all other matters that will be required for the work before submitting a response.
The undersigned affirms that they are duly authorized to execute this contract, that this submission has not been
prepared in collusion with any other respondent, nor any employee of the City of Denton, and that the contents of this
submission have not been communicated to any other respondent or to any employee of the City of Denton prior to the
acceptance of this submission.
The undersigned affirms that they have read and do understand the specifications, all exhibits and attachments
contained in this solicitation package.
I certify that I have made no willful misrepresentations in this submission, nor have I withheld information in my statements
and answers to questions. I am aware that the information given by me in this submission will be investigated, with my full
permission, and that any misrepresentations or omissions may cause my submission to be rejected.
Print Name Signature
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