Microsoft Word - RFP Supt Search Final.docx -...

of14

REQUEST FOR PROPOSALSRe-Roofing of Gymnasium at

Dorothy Thompson Middle School

SECTIONI–RESPONSEINSTRUCTIONS

1. INTRODUCTION.

Progreso Independent School District (Progreso ISD)invites your Firm to submit a written Proposal response to provide re-roofing and possibly additional roof insulation of the school gymnasium at the Dorothy Thompson Middle School. Progreso ISD is seeking a Firm that has both experience and expertise in re-roofing products and services.

2. GENERAL TERMS, CONDITIONS AND REQUIREMENTS FOR SOLICITATIONS.

This RFP shall be governed by the following documents, which are incorporated herein. A copy may be obtained by contacting the Progreso ISD Contact listed on the cover sheet. Any exception to the terms and conditions must be included in the Proposer’s response.

Texas Education Code section 44.031• Progreso ISD Board Policy CH(LEGAL):Purchasing and Acquisition• Progreso ISD Board Policy CH(LOCAL):Purchasing and Acquisition

TENTATIVE SOLICITATION SCHEDULE OF EVENTS.Below are the tentatively scheduled events for this RFP:

Event Date Time(CST)RFP Released November 23, 2014 --RFP Closes December 12, 2014 2:00 pmInterview(s) TBD --Board Action Dec 2014 or Jan 2015

202015--

The District reserves the right to change, add, reschedule and/or remove any item not considered necessary for the purpose of making an award of this Solicitation.

3. REQUEST FOR CLARIFICATION, INTERPRETATION AND QUESTIONS.

Verbal Requests Not Binding.

Or a land other interpretations or clarifications without written addenda through the District’s Purchasing Office will be without legal effect.

of14



Verbal requests for clarification or additional information may not be addressed. VERBAL RESPONSES OR CONVERSATIONS ARE NOT BINDING - ONLY QUESTIONS ANSWERED BY FORMAL WRITTEN ADDENDA WILL BE BINDING AND WILL BE MADE PART OF THE PROPOSAL DOCUMENTS.

Inquiries and Requests for Information.

Inquiries and requests for information affecting the RFP must be in writing and shall be directed to the Progreso ISD Purchasing Office. Any prospective respondent detecting a conflict or ambiguity in the RFP should notify the Purchasing Office, in writing, setting forth the grounds of the alleged conflict or ambiguity and request the issuance of a clarifying addendum. If PISD believes that clarification is necessary and proper, a clarifying addendum will be distributed to all prospective vendors.

Contact with District Personnel.

All communications or discussions related to the Solicitation are to be handled by and through the Progreso ISD Purchasing Office.

The District is not responsible for any other explanation or interpretations, which anyone presumes to make by any other source other than the Progreso ISD Purchasing Office.

If, after release of this Solicitation and prior to the opening, a vendor attempts to contact District personnel concerning this Solicitation other than the Purchasing Office staff, the vendor’s response may be disqualified.

4. SUBMISSION OF PROPOSAL RESPONSES.

This RFP states the overall scope of services desired, procurement terms and conditions, as well as the scope of Proposer services to be provided. All Proposal responses should clearly detail how the proposed services can best satisfy Progreso ISD’s requirements.

The submitted Proposal must follow the rules and format established within this RFP. Adherence to these rules will ensure a fair and objective analysis of all Proposal responses.

of14



A Proposal response shall represent a true and correct statement and shall contain no cause for claim of omission or error. As directed by the RFP, the Proposer shall provide any and all certifications, forms, and documents as stated within the Solicitation.

Response Submission Details.

Hard copy responses are required, one original and two copies of the RFP to be submitted to the following location by the same deadline stated above:

Progreso ISDBusiness OfficeAttn: Salvador AcostaP.O. Box 610Progreso, TX 78579

The District is not responsible for responses submitted to a different address.

Late responses will not be considered under any circumstances.

Proposal responses shall be submitted with the following information in the following order, with each section clearly identified:

I: Certification and RepresentationsII: Executive Summary, Firm Information, Include list of re- roofing projectsIII: Professional Experience and Strengths of Proposed Project TeamIV: Description of products to be used and application methodology V. Description of Roof warranty -twenty year roof warranty preferredV: Projected Scope of Services and TimelineVI: Cost of Proposed ServicesVII:Unit pricing for to furnish and install additional insulation and R-values for productVIII: Firm References

SeeAttachment B: Response Requirements for a complete description of the information required to be presented with regard to the above categories.

of14



Proposers are also required to complete Attachment C:Felony Conviction Notice and Attachment D:Conflict of Interest Questionnaire.

5. SELECTION PROCESS.

Progreso ISD anticipates that the evaluation process may include multiple levels of evaluation in the steps outlined below. The District reserves the right to add, remove or modify the evaluation steps, determine when scores from previous steps are conveyed or refreshed, and establish additional evaluation steps if the District determines additional steps are necessary to make an award.

Evaluation Process.

Step 1: Proposal Response Review - Review of Proposal response to the requirements of the RFP. Once scoring has been completed for this step, the District reserves the right to create a short list of Firms that have scored the highest based on a competitive range. The District reserves the right to determine the competitive range.

Step1 Scoring. Scoring of the Proposal responses will be based on the following breakdown of points by category:

Category WeightsA. Firm’s Reputation, Experience, and Expertise 20B. Quality, Life Expectancy, and warranties for, proposed products Projected 35

C. Cost of Proposed Services 35D Timelines for construction 10Total Overall Points 100

Step 2: Interviews – Proposers that are considered to have provided the top responses through Step 1may be required to participate in interviews with staff, the entire Board of Trustees, or a subcommittee of Board Members in order to clarify or elaborate on their Proposal response. The District reserves the right to use the same categories and weights for interviews as listed above or adapt new categories and/or weights. If adapting new categories and/or weights, such information will be made public to the short-listed Firms prior to the scheduled interviews.

Step 3: Final Selection- The District will review the outcome of

of14



Step 2and make a determination on award. The Board of Trustees of the District will select the Proposer and may select from any Proposals received.

6. AWARD OF CONTRACT.

Award will be made to the Proposer submitting the best response that best meets Progreso ISD’s requirements, price, and other factors considered in the evaluation process. Progreso ISD shall negotiate an agreement with the most qualified Proposer of the required services selected at a fair and reasonable price.

If a satisfactory contract cannot be negotiated with the most qualified Proposer, Progreso ISD shall formally end negotiations with that Proposer, select the next most highly qualified Proposer, and attempt to negotiate a contract with that Proposer at a fair and reasonable price. Progreso ISD shall continue the foregoing process until the agreement is executed or the process is terminated.

The Proposer who is awarded the contract based on this RFP may not assign its responsibilities to another entity unless prior written approval has been given by Progreso ISD, based on the original terms and conditions.

Any contract resulting from the acceptance of a Proposal response shall contain, at a minimum, all applicable provisions of this RFP. Progreso ISD reserves the right to tender its own contract which shall incorporate the requirements of this RFP and the successful Proposer’s response.

7. SPECIAL TERMS AND CONDITIONS

Proposers must provide detailed explanations of any exceptions the respondent has with any requirement or term specified in this RFP and thoroughly explain any alternate service offered.

Progreso ISD reserves the right to negotiate all elements which comprise the Proposer’s offer to ensure the best possible consideration and to reject any and all responses.

Progreso ISD is not responsible for any costs incurred by a Firm for the preparation or distribution of the response to this RFP, or any oral presentations required to supplement and/or clarify a proposal that may be required by the District.

of14



Proposers or other authorized representatives are expected to fully inform themselves as to all conditions, requirements, and specifications before submitting proposals. Failure to do so will be at the Proposer’s own risk.

8. PROPRIETARY INFORMATION

Proprietary information, if submitted to Progreso ISD in response to this RFP, should be identified as such. Any information identified as proprietary will be handled in accordance with the provisions of the Texas Public Information Act as it applies to such information.

SECTIONII–CONTRACTREQUIREMENTSFor establishing the terms and conditions for the contract, the awarded Proposer shall hereby be known as Contractor.

Contracts for services will be put into effect by means of the fully executed contract after award is determined. The conditions stated herein are applicable and form a part of all contract documents and a part of the terms of all purchase orders for items included in the specifications and proposal forms issued here with. The contract shall be considered complete upon execution of an employment contract with final candidate.

Both parties shall identify a single individual that will be considered their representative during the life of the contract, and shall be identified to have authority to execute any and all actions necessary to allow for successful contract results.

The District representative must approve and sign off on all invoices prior to payment being made to insure all charges are appropriate and all requirements have been met. All amounts represented in the invoices shall match the contracts fees for the request for payment to be made by the District representative. Failure on the part of the Contractor to provide accurate pricing will delay payment until corrected.

The contract will be governed and construed according to the laws of the State of Texas. Any disputes or conflicts involving damages or claimed remedies shall be referred to a court of competent jurisdiction in Hidalgo County, Texas.

of14



ATTACHMENT ACertification and Representations

Proposer’s Certification

The undersigned affirms that he or she is duly authorized to execute this certification and Proposal response, that this company, corporation, firm, partnership or individual has not prepared this Proposal response in collusion with any other person, firm or entity making or considering making a Proposal response to Progreso ISD for any future District projects, and that contents of this Proposal response as to prices, terms or conditions of said Proposal response have not beencommunicated by the undersigned nor by any employee or agent to any other person engaged in this type of business prior to the official opening of this Proposal response.

The undersigned, by his/her signature, represents that he/she is authorized to bind Proposer to fully comply with the terms and conditions of this Request for Proposal, including all forms and attachments included and/or referenced here in, if accepted within one-hundred-twenty(120)calendar days after Solicitation closing.

NOTE: FAILURE TO SIGN BELOW WILL DISQUALIFY THE PROPOSER’S RESPONSE.

Company Name:_______________________________

Company Address:_____________________________

City/State/Zip: ________________________________

Company Phone No:____________________________

Company Fax No: _____________________________

Authorized Representative Signature:___________________________________________

Date:_______________________________________________

of14



Authorized Representative Name:______________________________________________

Representative Title:_______________________________________________

Representative Phone No:________________________________________________

Representative Email Address: ___________________________________________________

of14



ATTACHMENT BResponse Requirements

I: Certifications and Representations The Proposer shall provide the requested information identified within Attachment A: Certification and Representations.

NOTE:FAILURE TO SIGN THE PROPOSER’S CERTIFICATION WILL DISQUALIFY THE PROPOSER’SRESPONSE.

II: Executive Summary, Firm Information, List of Projects The Proposer shall provide an executive summary, briefly introducing the Proposal response, highlighting any specific areas that are considered of importance, and illustrating their commitment to Progreso ISD to provide gymnasium re-roofing, and possibly related roof insulation installation services.

A. Firm Information

The Proposer shall provide the following information:

Firm Information. The Proposer shall provide the:Firm namePhysical address of the Corporate headquartersPhysical address of the Texas office (if applicable)Type of organization (corporation, sole proprietor, partnership, etc.)Year the Firm was establishedNumber of years providing services under the company nameName of parent company(if applicable)Former company name(s)the Proposer has been known or done business under providing the services described herein, and the reason for the name change (if applicable)Firm websiteContact information on all senior/management employees, including name, business address, phone/fax numbers, and email addressesTotal number of employees Firm-wideTotalnumber of employees inTexas

of14



Tota lnumberof offices / locationsTotal number of offices / locations in TexasCopy of Company's W-9

B. List of Re-Roofing Projects

The Proposer shall provide a list of all re-roofing projects their company has performed in the last two (2)years.

Information about each project identified shall include:

Project owner.Project nameAddress, City, State, and ZipContact Person Phone NumberTime Frame for services rendered (start and end)Current Status (e.g. Completed, Project scheduled to be completed by(date),etc.)

III: Professional Experience and Strengths of Proposed Project Team

A. Professional Experience

Describe the expertise provided by the Firm’s staff.

B. Strength of Proposed Team

Provide the qualifications for all Firm staff who will be assigned to this project.

Specify the primary contact proposed to lead the Progreso ISD project ,and identify his/her experience that would meet the needs of Progreso ISD.

Identify types of special or professional licensing or manufacturer’s certifications held by Firm.

IV:Description of Methodology and Recommended Process The Proposer shall provide the following information:

of14



Describe all available products offered by the Firm for consideration.Provide life expectancy and product warranty information on each product offeredProvide information and/or drawings appropriate to describe finished productProvide timelines for installation of each product offered.Identify cost for the installation of each product offeredIdentify any known additional services necessary for the completion of the process which are not included in the proposal.

V:Cost of Proposed Services The Proposer shall provide cost information for services provided. Information may include a lump sum fee for providing the services described herein, a menu of services, or a range of “package” pricing based on the level of services appropriate for Progreso ISD. If other expenses are to be charged outside of the lump sum fee, such as travel or other administrative costs, then detailed estimates should be provided.

VII: Firm References The Proposer shall submit a minimum of three(3)and up to five (5) references that have contracted with their company to provide products and services equal to the requirements of this RFP.It is recommended that Proposers how school districts similar in size and performance to Progreso ISD, if possible.

Each reference provided shall include:

District NameAddress, City, State, and ZipContact PersonContact Person Phone NumberContact Person Email Address

of14



ATTACHMENT CTO BE SUBMITTED WITH PROPOSAL

FELONY CONVICTION NOTICE

State of Texas legislative Senate Bill No. 1, Section 44.034, Notification of Criminal History, Subsection (a), states “a person or business entity that enters into a contract with a school district must give advance notice to the district if the person or an owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction of a felony.”

Subsection (b) states “a school district may terminate a contract with a person or business entity if the district determines that the person or business entity failed to give notice as required by Subsection (a) or misrepresented the conduct resulting in the conviction. The district must compensate the person or business entity for services performed before the termination of the contract.”

THIS NOTICE IS NOT REQUIRED OF A PUBLICY-HELD COROPORATION

Please check off one box and sign the form in the appropriate space(s)

I, the undersigned agent for the firm named below, certify that the information concerning notification of felony conviction has been reviewed by me and the information furnished is true to the best of my knowledge.

VENDOR’S NAME: ___________________________________________________________________

AUTHORIZED COMPANY OFFICIAL’S NAME (Printed): _________________________________

A. My firm is a publicly-held corporation, therefore, this reporting requirements is not applicable.Signature of Company Official: _________________________________________________

B. My firm is not owned nor operated by anyone who has been convicted of a felony:Signature of Company Official: _________________________________________________

C. My firm is owned and operated by the following individual(s) who has/have been convicted ofa felony.

of14



Name of Felon(s): _____________________________________________________________Details of Conviction(s): ________________________________________________________________________________________________________________________________________________________________________________________________________________

Signature of Company Official: __________________________________________________

CONFLICTOFINTERESTQUESTIONNAIRE FORM CIQ For vendor or other person doing business with local governmental entity

This questionnaire reflects changes made to the law by H.B. 1491, 80th Leg. ,Regular Session. OFFICE USE ONLYThis questionnaire is being filed in accordance with chapter 176 of the Local Government Date Received Code by a person doing business with the governmental entity.

By law this questionnaire must be filed with the records administrator of the local government notLater than the 7th business day after the date the person becomes aware of facts that require theStatement to be filed. See Section176.006, Local Government Code.

A person commits an offense if the person violates Section176.006,Local Government Code. AnOffense under this section is a Class C misdemeanor.

1 Name of person doing business with local governmental entity.

2 Check this box if you are filling an update to a previously filed questionnaire.

(The law requires that you file an updatedCompleted questionnaire with the appropriate filing authority not later than the7thbusiness day after the date the originally filed questionnaire becomes incomplete or inaccurate.)

3 Describe any affiliation or business relationship with any of the individuals listed below:

Progreso ISD School Board of Trustees- Juan Ramos, Jr., President- Raul Martinez, Sr., Vice-

President- Juan Vela, Secretary- Juan Garcia, - Raul Martinez, Jr.- Leo Rodriguez

of14



- Felix HernandezThis section (item3 including subparts A, B,C &D)must be completed for each officer employment

or other business relationship as defined bySection176.001(1-a), Local Government pages to this Form CIQ as necessary.

A.Is the local government to office named in this section receiving or likely to receive taxable income, income, from the filer of the questionnaire?

Yes NoB.Is the filer of the questionnaire receiving or likely to receive taxable income, other than

investment direction of the local government officer named in this section AND the taxable income is governmental entity?

Yes NoC.Is the filer of this questionnaire employed by a corporation or other business entity with

government officer serves as an officer or director, or holds an ownership of 10 percent or more?

Yes NoD. Describe each employment or business relationship with any local government officer named in

this section.E.

4 Signature of Person doing business with government entity Date

of14



Microsoft Word - RFP Supt Search Final.docx -...

Documents

Transcript of Microsoft Word - RFP Supt Search Final.docx -...