Cemetery Columbaria and Installation

Agency:	County of Brazos
State:	Texas
Type of Government:	State & Local
NAICS Category:	238210 - Electrical Contractors and Other Wiring Installation Contractors 238990 - All Other Specialty Trade Contractors 561730 - Landscaping Services
Posted Date:	Dec 2, 2022
Due Date:	Dec 16, 2022
Solicitation No:	23-013
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: 12/02/22

RFP #23-013

DUE DATE: DECEMBER 16, 2022

@ 2:00 PM, CST

RFP Acknowledgement via Zoom:

https://us02web.zoom.us/j/89059736215?pwd=Q0plcTJvcjluWXMrZ0ZIemN6dEphUT09

Meeting ID: 890 5973 6215

Passcode: 223202

1 346 248 7799 US

CITY OF BRYAN

Purchasing Department

205 E. 28th Street

Bryan, TX 77803

979-209-5500

www.bryantx.gov

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 #23-013 - Page 1 of 25

CONTENTS

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

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

DEFINITIONS, TERMS AND CONDITIONS ........................................................................................... 5

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

INTENT AND SCOPE OF WORK............................................................................................................ 10

SPECIAL PROVISIONS............................................................................................................................ 12

FORMAT REQUIREMENT ...................................................................................................................... 13

EVALUATION FACTORS........................................................................................................................ 15

CERTIFICATION AND AUTHORIZATION ........................................................................................... 16

EXHIBIT A................................................................................................................................................. 17

CONTRACT ............................................................................................................................................... 18

DRAWINGS..…………………………………………………………………………….see attachment

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 #23-013 - Page 2 of 25

INTRODUCTION

RFP #23-013

Cemetery Columbaria and Installation

The City of Bryan is seeking Proposal(s) from qualified firms for the Cemetery Columbaria and Installation

for the facility 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 Vendor to accomplish services outlined in this Request

for Proposal.

Sealed/Electronic proposals will be accepted until 2:00 PM on Friday, December 16, 2022 and should be

addressed to:

RFP #23-013

City of Bryan - Purchasing Department

Attn: Laura Perez, Buyer

205 E. 28th Street

Bryan, TX 77803

email: lperez@bryantx.gov

You may upload one (1) electronic proposal in the format prescribed herein on our website at

brazosbid.ionwave.net . (Please note that the City of Bryan is not responsible for high internet

traffic/demand at or near the time the response packages are due and that firms submitting their

response package during peak traffic times risk their submittal not being received by the due date

and time.) However, if you choose to respond in writing, one (1) original copy of the proposal must

be returned in a sealed envelope bearing the RFP name, RFP number, and the name and address of

the respondent on the outside of the envelope. Response packages will be accepted until 2:00 PM

CST on Friday, December 16, 2022 and should be addressed to: SEE ABOVE.

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 Friday, December 9, 2022 @ 10:00 AM. Contact with any City of Bryan employee or

official is prohibited without prior written consent from the Purchasing Department or designee. Service

Provider contacting any other employee(s) or official(s) without prior written consent risk elimination of

their proposal from further consideration.

The RFP is on file and may be examined at the Purchasing Department Office at 205 E. 28th Street,

Bryan, Texas and may be obtained by prospective bidders by calling (979) 209-5500; also

available online at brazosbid.ionwave.net .

The City believes that the data contained in this RFP is sufficient for the preparation of an RFP.

Requests for additional information will be considered depending on the RFP time frame and the

availability of the requested information. Such information will be submitted to all known firms

simultaneously.

RFP #23-013 - Page 3 of 25

SCHEDULE OF IMPORTANT DATES

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

Release and Distribute RFP to Firms

December 2, 2022

Deadline for Questions and Inquiries

December 9, 2022

Proposal Submission Deadline

December 16, 2022

Contract Evaluations/Negotiations

December/January

RFP #23-013 - Page 4 of 25

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.

SERVICE PROVIDER/VENDOR/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 firm 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.

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

initialed by Service Provider guaranteeing authenticity. Proposals may not be withdrawn after proposal

closing date and Service Provider so agrees upon submittal of their proposal.

Proposals will be publicly acknowledged in the Purchasing Department’s Conference Room at 205 E. 28th

St, Bryan, TX 77803 at 2:00 p.m. on the date specified via Zoom. Service Provider, their representative(s),

and interested persons may be present. 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 vendor 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 Service Provider 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 Vendors.

RFP #23-013 - Page 5 of 25

Cemetery Columbaria and Installation

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