Annual Contract for Towing of Junk or Abandoned Vehicles

Agency:	County of Brazos
State:	Texas
Type of Government:	State & Local
NAICS Category:	488410 - Motor Vehicle Towing
Posted Date:	Mar 7, 2024
Due Date:	Mar 22, 2024
Solicitation No:	24-011
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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REQUEST FOR PROPOSAL

POST DATE: March 7, 2024

RFP #24-011

DUE DATE: March 22, 2024 @ 2:00 P.M. C.S.T.

CITY OF BRYAN

Purchasing Department

205 E. 28th Street

Bryan, TX 77803

979-209-5500

www.bryantx.gov

Public Proposal Opening via Zoom:

March 22, 2024 @ 2:00 PM

Join Zoom Meeting

Link: https://us02web.zoom.us/j/88078693789?pwd=Mldwd2VtV0RzOW00c045eThmSXQzZz09

Meeting ID: 880 7869 3789

Passcode: 800805

Dial In: +1 346 248 7799 US

Disclosure Requirements

Chapter 176 of the Texas Local Government Code mandates the public disclosure of certain information

concerning persons doing business or seeking to do business with the City of Bryan, including affiliations

and business and financial relationships such persons may have with City of Bryan officers. An explanation

of the requirements of Chapter 176, applicable forms and a complete text of the new law are available at:

http://www.bryantx.gov/departments/index.html?name=texas_ethics . If you are unable to obtain such

information online, please contact the City of Bryan Purchasing Department, 205 E. 28th St., Bryan, Texas

77803 or call (979)209-5500.

BY DOING BUSINESS OR SEEKING TO DO BUSINESS WITH THE CITY OF BRYAN, YOU

ACKNOWLEDGE THAT YOU HAVE BEEN NOTIFIED OF THE REQUIREMENTS OF

CHAPTER 176 OF THE TEXAS LOCAL GOVERNMENT CODE AND THAT YOU ARE

SOLELY RESPONSIBLE FOR COMPLYING WITH THEM.

RFP 24-011 Annual Contract for Towing of Junk or Abandoned Vehicles - Page 1 of 23

CONTENTS

CONTENTS.................................................................................................................................................. 2

INTRODUCTION ........................................................................................................................................ 3

SCHEDULE OF EVENTS ........................................................................................................................... 4

DEFINITIONS, TERMS AND CONDITIONS ........................................................................................... 4

GENERAL INFORMATION ....................................................................................................................... 9

INTENT AND SCOPE……………………………………………………………………………………10

SPECIAL PROVISIONS............................................................................................................................ 11

FORMAT REQUIREMENT ...................................................................................................................... 12

EVALUATION FACTORS........................................................................................................................14

CERTIFICATION AND AUTHORIZATION ........................................................................................... 15

CONTRACT ............................................................................................................................................... 16

ATTACHMENT 1 ...................................................................................................................................... 21

EXHIBIT B – INSURANCE REQUIREMENTS ...................................................................................... 22

Disclosure of Interested Parties

In 2015, the Texas Legislature adopted House Bill 1295, which added section 2252.908 of the

Government Code. The law states that a governmental entity or state agency may not enter into

certain contracts with a business entity unless the business entity submits a disclosure of interested

parties to the governmental entity or state agency at the time the business entity submits the signed

contract to the governmental entity or state agency. The law applies only to a contract of a

governmental entity or state agency that either (1) requires an action or vote by the governing body

of the entity or agency before the contract may be signed or (2) has a value of at least $1 million.

The disclosure requirement applies to a contract entered into on or after January 1, 2016. The

process as implemented by the Commission is as follows:

1. A business entity must use the application to enter the required information on Form

1295 and print a copy of the form and a separate certification of filing that will

contain a unique certification number.

2. An authorized agent of the business entity must sign the printed copy of the form

and have the form notarized. The completed Form 1295 and certification of filing

must be filed with the city “at the time the business entity submits the signed

contract” to the city.

3. The city must notify the Commission, using the Commission’s filing application,

of the receipt of the filed Form 1295 and certification of filing not later than the

30th day after the date the contract binds all parties to the contract.

For more information regarding how to file Form 1295, please click on the following link:

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

RFP 24-011 Annual Contract for Towing of Junk or Abandoned Vehicles - Page 2 of 23

INTRODUCTION

RFP#24-011

Annual Contract for Towing of Junk or Abandoned Vehicles

The City of Bryan is seeking Proposal(s) from qualified Offerors for Annual Contract for Towing

of Junked or Abandoned Vehicles as described in the Scope of Work for the City of Bryan.

It is the intent of the City of Bryan to select a single company to accomplish services outlined in

this Request for Proposal.

Pre-Proposal Meeting to be held via zoom:

March 14, 2024 @ 10:00 a.m.

https://us02web.zoom.us/j/88473392331?pwd=b2t5S0xMd0lwQWVFTDJ4K3JURTR3UT09

Meeting ID: 884 7339 2331

Passcode: 535024

Dial In: 1-346-248-7799 (US)

In order to ensure a fair and objective RFP process and evaluation, all questions and inquiries

related to this Request for Proposal shall be addressed in writing via the Brazos Valley e-

Marketplace Online Bidding System (brazosbid.ionwave.net) to the individual identified above.

The deadline for written questions and inquiries is March 19, 2024 @ 10:00 a.m. Contact

with any City of Bryan employee or official is prohibited without prior written consent from the

Purchasing Department or designee. Offerors contacting any other employee(s) or official(s)

without prior written consent risk elimination of their proposal from further consideration.

SEALED Proposal packages will be accepted until 2:00 p.m. CST, March 22, 2024 and publicly

opened and read aloud at the location indicated below and online. The outside of the envelope

must clearly be labeled with the proposer’s name, the RFP name/number and the due date. Any

Proposal received after the aforementioned closing time will be returned unopened. Deliver the

sealed envelope to:

RFP #24-011

Catherine Benavides, Buyer

City of Bryan, Purchasing Department

205 E. 28th Street

Bryan, Texas 77803

Plans, Specifications and Information for Proposers are online at https://brazosbid.ionwave.net or

may be examined at the Purchasing Department Office at 205 E. 28th Street, Bryan, Texas, (979)

209-5505. No Proposal may in any way qualify, modify, substitute or change any part of the

specifications or contract documents.

The City believes that the data contained in these specifications is sufficient for the preparation of

Competitive Sealed Proposals. Requests for additional information will be considered depending

on the proposal time frame and the availability of the requested information. Such information

will be submitted to all known Proposers simultaneously on the website mentioned above.

RFP 24-011 Annual Contract for Towing of Junk or Abandoned Vehicles - Page 3 of 23

SCHEDULE OF EVENTS

The tentative schedule for this Request for Proposal is as follows:

Release and Distribute RFP to Offerors

Pre-Proposal Meeting

Deadline for Questions and Inquiries

Proposal Submission Deadline

Contract Evaluations/Negotiations

Earliest Award by City

MARCH 7, 2024

MARCH 14, 2024 at 10:00 a.m.

MARCH 19, 2024 at 10:00 a.m.

MARCH 22, 2024 - Deadline is 2:00 p.m.

MARCH/APRIL APRIL

DEFINITIONS, TERMS AND CONDITIONS

Definitions

In order to simplify the language throughout this request for qualification, the following

definitions shall apply:

CITY OF BRYAN/CITY – A home rule Municipal Corporation of the State of Texas.

CITY COUNCIL – The elected officials of the City of Bryan, Texas, given the authority to

exercise such powers and jurisdiction of all City business as conferred by the State Constitution

and Laws.

CONTRACT – An agreement between the City and a Supplier to furnish supplies or services

over a designated period of time during which repeated purchases are made of the commodity or

service specified.

COOPERATIVE AGREEMENT – Any governmental entity(s) that has entered into a joint

interlocal purchasing cooperative agreement with the City of Bryan, Texas.

OFFEROR/SERVICE PROVIDER/FIRM – Organization offering a proposal in response to this

RFP.

PARTICIPATING ENTITIES – The City of Bryan and any other local entity who may elect to

participate in the future.

RFP – Request for Proposal

Proposals

The submitted proposal(s) must be received by the Purchasing Department prior to the time and

date specified herein. The mere fact that the proposal was dispatched will not be considered; the

Offeror must ensure that the proposal is actually delivered and received on time.

Proposals received after the date and time specified shall be returned unopened and will be

considered void and unacceptable. The City of Bryan is not responsible for lateness of mail carrier,

etc., and time/date stamp in the Purchasing Department shall be the official time of receipt.

RFP 24-011 Annual Contract for Towing of Junk or Abandoned Vehicles - Page 4 of 23

Proposals cannot be altered or amended after the closing date. Alterations made before closing

must be initialed by Offeror guaranteeing authenticity. Proposals may not be withdrawn after

proposal closing date and Offeror so agrees upon submittal of their proposal.

Proposals will be publicly acknowledged in the Purchasing Department’s via zoom at 2:00 p.m.

on the date specified. Offerors, their representative(s), and interested persons may see page one

for zoom details to attend. The proposals received will be publicly opened but not read aloud.

Proposals shall remain valid for a period of ninety (90) days from the date and time of the proposal

submission deadline date of the submission deadline date, with the same terms, conditions and

negotiated fee schedule.

Proposal must be submitted as instructed in the Introduction on page three (3).

By submitting a proposal, the Service Provider certifies that he has fully read and understands this

“Request for Proposal” and has full knowledge of the scope, quantity, and quality of the services

to be furnished and intends to adhere to the provisions described herein. Failure to do so will be

at the Offerors own risk, and he cannot secure relief on pleas or error. Neither law nor regulations

make allowance for error of omission or commission on part of Service Providers.

Any proposal which does not contain all of the information requested in this RFP will be

considered incomplete and may be rejected by the City of Bryan.

The City of Bryan by statue is exempt from State Sales Tax and Federal Excise Tax, and the

proposal price shall not include taxes.

The Offeror shall furnish any additional information as the City of Bryan may require. The City

of Bryan reserves the right to make investigation of the qualifications of the Offerors as they deem

appropriate.

This proposal, when properly accepted by the City of Bryan, shall constitute a contract equally

binding between the successful Service Provider and the City of Bryan. No different or additional

terms, including the Service Providers’ subscriber agreement, will become part of this Contract

with the exception of a Change Order.

This Request for Proposal does not commit the City of Bryan to award a contract, to pay any cost

incurred in the preparation of a proposal, or to procure or contract for services.

Successful offeror agrees to extend prices and terms to all entities who have entered or will enter

into joint purchasing inter-local cooperation agreement(s) with the City of Bryan.

Reservations

The City of Bryan reserves the right to accept or reject any or all proposals as a result of this

request, to negotiate with all qualified sources, or to cancel, in part or in its entirety, this Request

for Proposal if found in the best interest of the City of Bryan. All proposals become the property

of the City of Bryan.

The City of Bryan reserves the right to waive any informalities and technicalities and to accept the

offer considered most advantageous in order to obtain the best value for the City. Causes for

RFP 24-011 Annual Contract for Towing of Junk or Abandoned Vehicles - Page 5 of 23

Annual Contract for Towing of Junk or Abandoned Vehicles

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