CITY OF PALESTINE PARKS AND RECREATION DEPARTMENT … · 10/26/2019 · City of Palestine Municipal Pool Resurface I. Background This project will consist of a turnkey resurface

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RFP - Pool Resurface

CITY OF PALESTINE PARKS AND RECREATION DEPARTMENT

REQUEST FOR PROPOSALS

POOL RESURFACE RFP-2019-015

RFP ISSUE DATE: October 26, 2019

SUBMITTAL DEADLINE: November 25, 2019 by 3 PM

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TABLE OF CONTENTS

I. Background ............................................................................................................................ 3

II. Scope of Work ....................................................................................................................... 4

III. Schedule of Events ................................................................................................................ 6

IV. Submittal Requirements and Instructions ............................................................................ 6

V. Amendments to the RFP .......................................................................................................9

VI. Restriction on Communications ............................................................................................9

VII. Award of Contract and Reservation of Rights ........................................................................ 10

VIII. Exhibit A…………………………………………………………………………………………………………………………13

IX. Exhibit B…………………………………………………………………………………………………………………………14

X. Exhibit C………………………………………………………………………………………………………………………...15

ATTACHMENTS

Form 1 – Submittal Cover / Signature Sheet

Form 2 – Submittal Checklist

Form 3 – Deviation or Compliance

Form 4 – Demonstration of Experience

Form 5 – Litigation Disclosure

Page Number

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City of Palestine Municipal Pool Resurface

I. Background

This project will consist of a turnkey resurface of the City of Palestine’s Pool located at

5500 N. Loop 256 in Palestine Texas.

The Pool was built in February 1997, and the most recent replaster was completed in 2014.

The Pool is a 50 meter X 20 yard, six lane, unheated pool. Its depths range from 3.5 feet to

16 feet. The pool has low (1 meter) diving boards, a pump room, and restrooms. The lane

lines have deteriorated, and the City wishes to have them reinstated. The facility is

currently a summer operational facility for open swim and programs such as swim lessons,

water aerobics, swim team, and senior programs.

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II. Scope of Work

Proposer shall provide professional, commercial grade swimming pool resurfacing for the City

of Palestine, Texas as per specifications listed in this document.

Note: Once awarded, the project must begin by January 6, 2020 and be completed by

January 13, 2020.

Pool Resurfacing:

City shall drain all water from pool. The selected Respondent shall inform the City one week in advance of when the pool is to be drained prior to the start of work.

Once pool has been emptied, remove hydrostatic valve caps and replace when

resurfacing is completed.

Double saw cut all perimeter tile, vacuum line, returns, main drains, etc.

Cover all drains, inlets, etc. to prevent any and all debris from adhering to, or entering

pool piping during construction.

V-cut all cracks back by saw cutting to structural soundness and repair with Hydraulic

Cement.

All old plaster must be stripped and removed in its entirety from the pool before

the new plaster is installed.

Remove and repair all hollow or damaged areas in pool shell.

Completely remove expansion joint material from expansion joints.

Install tile line on either side of expansion joint as finishing point for plaster. All tile

must match.

Lane lines – remove existing tile and install six 1’ wid th blue tile lane lines for the

length of the pool (50 meters). City to provide color specifications.

Respondent will include in bid all new coping around pools edge. (See Exhibit A).

Replace all small tiles around inside of pool with depth tiles. (See Exhibit B).

Install new joint material using joint primer per material manufacture’s specification,

and self-leveling material such as Sika-Flex 1A equal.

Allow full cure time per material manufacturer’s specification before allowing any

water to touch material.

Acid wash pool with 20 Baum muriatic acid twice to ensure proper cleaning and

etching, pumping all slurry into a slurry box which shall be disposed of offsite.

Apply Bond Koat or equal per manufacturer’s specification. Note – new plaster

surface shall be applied the following day.

DiamondBrite or Pebble Fina to an approved matching, or equal, color by the City.

Three bonding procedures will be used:

o Proper preparation of surface as previously specified.

o A proper plaster mix as per manufacturers specifications.

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o Finish plaster to a smooth and uniform finish.

o Plaster shall be mixed by a plaster mixing machine and be free of lumps and

dry spots. All bidders must be in good standing with the National Plaster

Council (NPC).

Surface shall be structurally sound and free of any foreign substances and debris that

could reduce or impair adhesion, free of dirt, oil, grease or other foreign materials.

Sound and remove all loose concrete to firm substrate. Surfaces shall be roughened

by sand blasting, water jetting, shot blasting, scarifying, or grinding. Pressure-wash

the entire surface. Wash with trisodium phosphate (TSP) using a stiff broom.

Thoroughly wash / rinse with clean potable water. Surface defects or holes in the

substrate shall be patched per manufacturer’s recommendations. Lightly moisten

walls prior to application of product.

Pool will be completely plastered in one (1) working day and will be a minimum of

3/8” and a maximum of 1/2” in thickness trawled to a smooth and uniform finish.

Clean and remove all debris from job site.

All wastewater shall be neutralized and disposed of in accordance with local and state

codes.

Refill the pool. Water shall be chemically balanced by contractor to include chlorine,

pH, calcium hardness, and total alkalinity. If fill water has a heavy mineral content,

Sequa Sol should be used. Liquid chlorine and sulfuric acid will be provided by the

City. All other chemicals shall be provided by the contractor.

The City is aware of the pitting that is occurring throughout the pool. You will also

see the pitting on the steps entering the pool. (See Exhibit C).

If during the project rotten concrete (exposed rebar, delaminating concrete, bruised

concrete, etc.) is discovered, the contractor will need to inform the City immediately

and submit a cost to remediate the issue.

Include a copy of the written warranty covering the installation of the pool surface.

Vendor will provide a minimum five- y e a r warranty covering against plaster

delamination. Vendor will be on premises to address warranty claims within 24-hours

of notification and work with the City to schedule the repairs. It is understood that

improper water chemistry is essential to maintaining the warranty.

All work must be compliant with all federal, state, and local codes.

The water chemistry shall be balanced by the contractor to the following:

o Chlorine: 1 ppm to 3 ppm

o pH: 7.4-7.6

o Total Alkalinity: 90-120

o Calcium Hardness: 200-250

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Respondents shall include pricing to replace the Lane tiles that match the wall tiles.

(See Exhibit D).

III. Site Visit

A mandatory site visit will be held on the date specified in the Schedule of Events at the

Olympic Pool, 5500 N. Loop 356, Palestine, Texas. All respondents must have a

representative attend the meeting. The pool WILL NOT be drained at this time.

IV. Schedule of Events

The following tentative schedule has been prepared for this study:

Mandatory Site Visit at the Pool November 14th at 10 a.m.

Deadline for Submission of Written Questions November 21st by 3 p.m.

RFP Submittal Due November 25th by 3 p.m.

Interviews (if necessary)

Anticipated City Council Consideration Work to begin no later than (contingent on weather delay)

Work to be Completed

V. Submittal Requirements

The City shall conduct a comprehensive, fair and impartial evaluation of all submittals received in response to this RFP. City may appoint a selection committee to perform the evaluation. Each submittal shall be analyzed to determine overall responsiveness and qualifications under the RFP. Respondents shall be aware the City may choose not to select any of the submitting Respondents to perform the scope of work of the project outlined in this RFP. If City elects to conduct interviews following its evaluation of the submittals received, selected Respondent shall be interviewed and re-scored, based upon these same criteria or additional criteria to be determined by the selection committee.

Respondent’s Submittal shall include the following items in the following sequence:

A. SUBMITTAL COVER / SIGNATURE SHEET (Form 1) – Respondent shall include the completed Submittal Cover / Signature Sheet with its submittal. The Submittal Cover / Signature Sheet shall be signed by a person authorized to bind Respondent and the entity submitting the response. Submittals signed by a person other than an officer of the company or partner of the firm shall be accompanied by evidence of authority. Joint ventures submittals require signatures from all firms participating in the joint venture. Submitting joint ventures are required to provide

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legal proof of the joint venture, such as a joint venture agreement, as an attachment to Respondent’s submittal.

B. SUBMITTAL CHECKLIST (Form 2) – Respondent shall complete this form, which shall be used as the checklist for Respondent’s submittal.

C. PRICING – Respondent shall include the total cost for a turnkey project as specified in this RFP with itemized detail. Include project timeline and number of workdays. The additive alternate shall be listed separately.

D. DEVIATION OR COMPLIANCE (Form 3) – Respondent shall complete and submit the deviation or compliance form.

E. STATEMENT OF QUALIFICATIONS – Respondent shall provide a narrative clearly addressing their qualifications for the project, and acknowledgment of project scope and compliance of the timeline.

F. DEMONSTRATION OF EXPERIENCE (Form 4) – Respondent shall complete and submit the demonstration of experience form.

G. LETTERS OF REFERENCE – Respondent shall provide a maximum of three (3) letters of reference on a similar project completed during the past five (5) years. Reference letter must also include a summary of the project scope, price, contact name and information.

H. LITIGATION DISCLOSURE FORM (Form 5) – Respondent shall complete a Litigation Disclosure form, utilizing additional pages for explanation, if necessary, and submit the completed form in Respondent’s Submittal. If Respondent is proposing as a team or joint venture, each party to that team or joint venture shall completed and submit a separate Litigation Disclosure Form with Respondent’s Submittal.

I. PROOF OF INSURABILITY – Respondent shall submit a copy of its current insurance

certificate.

J. AKNOWLEDGEMENT OF TEC FORM 1295 REQUIREMENT FOR SELECTED FIRM – Effective January 1, 2016, the City of Palestine is required to comply with Texas Government Code, Chapter 2252, Subchapter Z, Section 2252.908 (hereafter referred to as “the Code”). The Code states City shall not enter into a contract with a business entity unless and until the business entity has submitted a Certificate of Interested Parties (hereafter referred to as “Form 1295”) to City for filing with the Texas Ethics Commission (hereafter referred to as “TEC”). The Form 1295 requirement imposed upon the City applies to all contracts:

a. having a value greater than $50,000;

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b. requiring Palestine City Council approval; and/or c. renewals, extensions or amendments requiring the approval of the

Palestine City Council

TEC has made available on its website the new filing application that must be used by Respondent to file its Form 1295 with City. Form 1295 must be completed on-line by the business entity FOR THE SELECTED FIRM ONLY.

It is accessible at: https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

As a result of this new requirement imposed upon City by the Code, City is requiring all Respondents on each project to be familiar with Form 1295.

City shall review Form 1295 as part of the Minimum Requirements Review performed upon all proposals received. Deficiencies in or missing Form 1295 shall not be a disqualifying error. Instead, City shall notify a Respondent of any requirements to cure the deficiency and / or to submit / re-submit Form 1295 within two (2) days of notice to remain eligible to be considered for a contract award. City may include the selected Respondent’s Form 1295 in its package prepared for the Palestine City Council’s consideration for contract award.

VII. Performance and Payment Bonds

A performance / payment bond in the amount of one hundred percent (100%) of the total contract price will be required by the selected Respondent.

VIII. Evaluation Criteria

Understanding of the Project Scope, Related Experience, Qualifications, References – 60 Points

Pricing – 30 points

RFP Response – 10 points

IX. Submission Instructions

Respondent shall submit the following all in a sealed package, with the Submittal clearly marked on the front of the package “RFP: Pool Resurfacing”. Submittals received by facsimile or e-mail will not be accepted.

a. one (1) original unbound submittal signed in ink;

VI. Bid Bond A bid bond for 10% of the proposed project cost must be included with the submittal.

http://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

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b. three (3) bound copies of the submittal; and c. one (1) electronic copy of the entire submittal in an Adobe PDF format on a flash drive

or the like.

All submittals shall be received i n the Ci ty Secr etar y’s O ff i ce according to the date and time listed in the schedule of events.

Physical Address:

City Secretary’s Office City of Palestine

504 N. Queen Street Palestine, Texas 75803

A response to this solicitation shall be complete, well organized, professional, and clearly marked. Adherence to the criterion is critical; each page side (maximum 8 1/2” x 11”) with criteria information shall be counted. Font shall be Arial or Calibri size 12. Each submittal shall include the sections and attachments in the sequence listed in the Submittal Checklist (Form 2) with labeled tabs. Failure to meet the above conditions may result in disqualification of Respondent’s proposal.

Unnecessarily elaborate brochures, artwork, bindings, visual aids, or other materials beyond which is sufficient to present a complete and effective submission are discouraged. Electronic files, websites or URLs shall not be included as part of the proposal, other than what is specified above. Three-ring binders are not permitted. With regards to other types of binding, plastic not metal) spiral o r “comb” binding is highly recommended.

X. Amendments to RFP

Changes, amendments or written responses to questions received, in compliance with Restrictions on Communication section below, may be posted on City’s website at http://cityofpalestinetx.com. It is the Respondent’s responsibility to review this website and ascertain whether any amendments have been made to this RFP, prior to Respondent’s submission of a proposal.

No oral statement of any person shall modify or otherwise change or affect the terms, conditions or specifications stated in the RFP and changes to the RFP – if any – shall be made only in writing.

XI. Restriction on Communications

Upon release of this RFP solicitation, Respondent is prohibited from communicating with City

staff regarding the RFP or its submittal, with the following exceptions:

http://cityofpalestinetx.com/

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Respondent is prohibited from communicating about this project with elected City officials, City

staff, or City employees regarding the RFP or Respondent’s submittal from the time the RFP is

released until the contract is posted as a City Council agenda item. These restrictions extend to

“thank you” letters, phone calls, e-mails, and any contact resulting in the direct or indirect

discussion of this RFP and / or submittal submitted by Respondents. Violation of this provision

by Respondent and / or its agent(s) may lead to disqualification of Respondent’s submittal from

consideration. Exceptions to the restrictions on communication with City employees include:

Respondent may ask questions concerning this RFP through proper, identified channels listed in this RFP.

Respondent may submit written questions by e-mail, only, concerning this RFP to the staff contact person listed in the address below until by the date and time listed in the schedule of events. Questions received after the stated deadline shall not be answered. Staff will not respond to inquiries via phone call, in person, or means other than via e-mail.

All questions are to be sent to:

Patsy Smith Director of Parks and Recreation City of Palestine [email protected]

XII. Award of Contract and Reservation Rights

City reserves the right to award one, or not award a contract in response to this RFP.

A. A contract, if awarded, shall be awarded to the selected Respondent(s) whose submittal is deemed most advantageous to City, as d et ermin ed b y the select ion committee and upon approval by the Palestine City Council.

B. City reserves the right to accept one or more submittals or reject any or all submittals

received in response to this RFP and to waive informalities and irregularities in the proposals received. City also reserves the right to terminate this RFP, reissue a subsequent solicitation and / or remedy technical errors in the RFP process.

C. City shall require the selected Respondent to execute a contract with City, prior to City

Council award. No work shall commence until City signs the contract document(s) and Respondent provides the necessary evidence of insurance and submittals as required in this RFP and the contract. Contract documents are not binding until approved by the Palestine City Council and signed by the City Manager. In the event the parties cannot negotiate and execute a contract within the time specified by City, City reserves the right

mailto:[email protected]

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to terminate negotiations with that selected Respondent and commence negotiations with another Respondent.

D. This RFP does not commit City to enter into a contract or award any services related to this

RFP, nor does it obligate City to pay any costs incurred in preparation or submission of a response or in anticipation of a contract.

E. Conflicts of Interest: Respondent acknowledges it is informed the City prohibits a City

officer or employee from having a financial interest in any contract with City or any City agency.

F. Independent Contractor: Respondent agrees and understands, if selected, it and all

persons designated by it to provide services in connection with a contract, is, are and shall be deemed to be an independent contractor(s), is / are responsible for its / their respective acts or omissions, City shall in no way be responsible for Respondent’s actions and none of the parties hereto shall have the authority to bind the other(s) or to hold out to third parties it / they has / have such authority.

G. All submittals become the property of City upon receipt and shall not be returned. Any information deemed to be confidential by Respondent should clearly be noted on the page(s) where confidential information is contained; however, City cannot guarantee it will not be compelled to disclose all or part of any public record under the Texas Public Information Act, since information deemed to be confidential by Respondent may not be considered confidential under Texas law or pursuant to a Court order.

H. Any cost or expense incurred by Respondent associated with the preparation of its

submittal or incurred during any phase of the selection process shall be borne solely by Respondent.

I. City reserves the right to verify any and all information submitted by Respondents at any time of the solicitation / evaluation process.

J. Final approval of a selected firm is subject to the action of the Palestine City Council.

K. City reserves the right to contact any Respondent to negotiate a contract, if such contact is deemed desirable by City.

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XIII. Additional Information

Local Government Code 252.022 specifically exempts contracts for professional services from the competitive bidding requirements. The Professional Services Procurement Act states that a City may not use traditional competitive bidding procedures to obtain the services of architects, engineers, certified public accountants, land surveyors, physicians, optometrists or state-certified real estate appraisers. If the professional services desired by the City do not fall under the Professional Services Procurement Act, state law permits the services to be obtained with or without the use of competitive bidding, as the City desires.

Fees must be fair and reasonable, consistent with and not in excess of published recommended practices and fees of applicable professional organizations, and not in excess of any maximums specified by state law. The Professional Services Procurement Act specifies that when obtaining architectural, engineering, or land surveying services, the City must first select the most highly qualified provider of those services on the basis of demonstrated competence and qualifications; and then attempt to negotiate a contract with that provider at a fair and reasonable price. If a satisfactory contract cannot be negotiated with the most highly qualified provider of architectural, engineering, or land surveying services, the City must formally end negotiations with that provider, select the next most highly qualified provider, and attempt to negotiate a contract with that provider at a fair and reasonable price. The City must continue this process to select and negotiate with providers until a contract is entered into.

To correctly submit a response to this RFP, Respondent shall reveal, disclose and state the true and correct name of the individual, proprietorship, corporation and / or partnership (clearly identifying the responsible general partner and all other partners who would be associated with the contract, if any) submitting the response. No nick-names, abbreviations (unless part of the legal title), shortened or short-hand, or local "handles" shall be accepted in lieu of the full, true and correct legal name of the entity. The true and correct name shall comport exactly with the corporate and franchise records of the Texas Secretary of State and Texas Comptroller of Public Accounts. Individuals and proprietorships, if operating under other than an individual name, s h a l l m a t c h w i t h exact Assumed Name filings. Corporate Respondents and limited liability company Respondents shall include the 11-digit Comptroller's Taxpayer Number on the signature page of the Proposal.

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Exhibit A – Coping around Edging of Pool

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Exhibit B – Small tiles/Depth Tiles

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Exhibit C – Pitting throughout pool

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EXHIBIT D – Lane Tiles

Lane Tiles

Date Typed Title of Authorized Individual

FORM 1

SUBMITTAL COVER / SIGNATURE SHEET

RFP POSTING DATE: October 26, 2019 REQUEST FOR QUALIFICATIONS TITLE:

DATE OF CLOSING:

TIME OF CLOSING:

SUBMIT TO:

November 25, 2019

3:00p.m. City of Palestine City Secretary’s Office 504 N. Queen Street

Palestine, Texas 78028

City of Palestine Pool Resurfacing RFP-2019-015

READ, COMPLETE, AND SIGN BELOW. UNSIGNED COVER SHEET WILL NOT BE ACCEPTED.

Legal Name of Firm:

Address:

City: State: Zip Code:

Contact Person and Title: Office Phone Number:

E-Mail Address:

I CERTIFY THAT TO THE BEST OF MY KNOWLEDGE, information contained in this submittal reflects accurate data regarding my organization / firm. By signing this cover sheet, the undersigned agrees that, if awarded a contract in response to this RFP, Respondent will be able and willing to comply with all representations made by Respondent in Respondent’s Submittal and during Solicitation process.

The undersigned certifies that he / she is authorized to bind the organization. All provisions in Respondent’s submittal shall remain valid for 90 days following the deadline date for submissions or, if Respondent is awarded a contract, throughout the entire term of the contract.

Signature of Authorized Individual Typed Name of Authorized Individual

FORM 2

SUBMITTAL CHECKLIST

The materials and information listed on this checklist shall be submitted as part of the submittal.

Failure to submit any of the requested materials or provide adequate explanation may eliminate

the submittal from consideration.

Materials shall be included in the submittal in the order identified on the Submittal Checklist.

Identify the corresponding page numbers in your submittal in the spaces provided below.

Sheet / Form Title Form No. Page No.

Submittal Cover / Signature Page Form 1

Submittal Checklist Form 2

Pricing N/A

Deviation or Compliance Form 3

Statement of Qualifications N/A

Demonstration of Experience Form 4

Letters of Reference N/A

Litigation Disclosure Form Form 5

Proof of Insurability N/A

Acknowledgment of Certificate of Interested Parties TEC Form 1295 N/A

Attended Mandatory Site Visit: Yes or No

Name of Firm: Initial here:


FORM 3

Deviation or Compliance

Deviations: In the event the undersigned Proposer intends to deviate from the general terms,

conditions, special conditions or specifications contrary to those listed in the “terms and

conditions” and other information attached hereto, all such deviations must be listed on this

page, with complete detailed conditions and information also being attached (attach additional

pages as necessary).

Compliance (no deviations): Respondent acknowledges the City’s requirements and

specifications as set forth in this RFP and assures the City of the Respondent’s compliance with

no deviations.

All Proposers must complete this page.

Deviation # Deviation Title

RFP Reference (related to

the deviation)

Detailed Description of Deviation Issue

Recommended Solution

Our Proposal Submitted Includes (check only one):

Deviations Listed Above

No Deviations


FORM 4

Demonstration of Experience

Years in business under present business name:

Total years of experience for scope included in this RFP:

List in the table below the contracts of similar scope and scale to the City’s RFP that your

organization has successfully completed. List the most recent first.

Contract Amount

Type of Work

Month & Year

Completed

Length of

Project

Project Complete on time and without issues? If no, provide an

explanation

Organization’s Name and Contact Info.

List in the table below current contracts your organization currently has for similar scope:

Contract Amount

Type of Work

Projected Date of

Completion

Length of

Project

Organization’s Name and Contact Info.

FORM 5

LITIGATION DISCLOSURE

Respond to each of the questions below by checking the appropriate box. Failure to fully and

truthfully disclose the information required by this Litigation Disclosure form may result in the

disqualification of your proposal from consideration or termination of the contract, once

awarded.

1. Have you or any member of your Firm or Team to be assigned to this engagement ever

been indicted or convicted of a felony or misdemeanor greater than a Class C in the last

five (5) years?

YES □ NO □

2. Have you or any member of your Firm or Team to be assigned to this engagement been

terminated (for cause or otherwise) from any work being performed for any federal, state, or local government?

YES □ NO □

3. Have you or any member of your Firm or Team to be assigned to this engagement been

involved in any claim or litigation with any federal, state, or local government, or private

entity during the last ten 10 years?

YES □ NO □

If you have answered “yes” to any of the above questions, please indicate the names(s) of the person(s), the nature, and the status and / or outcome of the information, indictment, conviction, termination, claim or litigation, as applicable. Any such information should be provided on a separate page, attached to this form and submitted with your proposal.


Documents

CITY OF PALESTINE PARKS AND RECREATION DEPARTMENT … · 10/26/2019 · City of Palestine Municipal Pool Resurface I. Background This project will consist of a turnkey resurface