RFP 2023-033 - Annual Price Agreement for Base Material

Agency:	City of Palestine
State:	Texas
Type of Government:	State & Local
NAICS Category:	811219 - Other Electronic and Precision Equipment Repair and Maintenance
Posted Date:	Oct 12, 2023
Due Date:	Oct 30, 2023
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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Notice is published in Palestine Herald Press in the Saturday, October 14, 2023, and Saturday,

October 21, 2023, editions.

CITY OF PALESTINE

REQUEST FOR PROPOSALS (RFP)

RFP 2023-033 – ANNUAL PRICE AGREEMENT FOR BASE MATERIAL

Sealed Proposal Bids Due Date: Monday, October 30, 2023, at 1:00 p.m.

I. PURPOSE

The City of Palestine (City) is soliciting Request for Proposals (RFP) for an Annual Price

Agreement for Base Material.

Sealed proposals are due in the City Secretary's Office by Monday, October 30, 2023, at 1:00

p.m. Sealed proposals will be opened on Monday, October 30, 2023, at 1:30 p.m. in the City

Hall Conference Room. In order to be considered, the sealed proposal must address each of the

requests for information in the Summary of Qualifications section.

II. SERVICES REQUIRED

This is a request for proposals for an Annual Price Agreement for Base Material.

Please provide the price per ton delivered for the City of Palestine’s Fiscal Year beginning

October 01, 2023, ending on September 30, 2024.

III. MARKET CONDITIONS

The City is aware of the extreme market fluctuations occurring for these services, so we strive to

arrive at a bid format that satisfies state bid law and protects vendors against future price increases.

We will ask your company to establish a baseline price for the services and products listed to

protect the vendor and the City. Prices can be negotiated after bids are opened based on increases

and/or decreases in the same amount as the market changes. However, the winning vendor(s) will

be asked to provide documentation proving a change in price has occurred. If prices decrease over

the term of this agreement, the winning vendor(s) will be expected to pass along these decreases

in pricing. The City will assume that submitting a bid under this format allows your company to

agree to this market protection. If you have a different method of price protection, please include

your information in your response.

IV. GENERAL INFORMATION

The City of Palestine is a home rule City located in Anderson County with a population of

approximately 18,544 per the 2020 U.S. Census estimate. The City operates under a Council-

Manager form of government with a mayor, six (6) council members, and a city manager. The

council members are elected from single member districts, with the mayor elected at large. The

city manager is the chief executive officer of the City. It is the city manager's duty to execute and

implement policies as established by the City Council.

V. SUBMISSION OF RESPONSE

Delivery: Proposals must be sealed and may be mailed or hand-delivered. Sealed Proposals for

RFP 2023-033 – ANNUAL PRICE AGREEMENT FOR BASE MATERIAL are due on Monday,

October 30, 2023, at 1:00 p.m. in the City Secretary’s Office.

The vendor and/or contractor will provide a certificate of liability insurance with the bid proposal.

Also, include any breakdown of vendor requirements to comply with the City of Palestine

specifications and/or applicable stipulations regarding the completion of this waterline

replacement.

Please include the following on the sealed bid envelope:

“RFP 2023-033 – ANNUAL PRICE AGREEMENT FOR BASE MATERIAL – TO BE

OPENED: 10/30/2023 AT 1:30 P.M.”

Mailing Address and Hand Delivery Address:

City of Palestine

Attn: April Jackson, City Secretary

504 North Queen Street

Palestine, TX 75801

Your qualification shall be governed by the following schedule:

Wednesday, October 25, 2023, at 5:00 p.m., Central Standard Time (CST)

Deadline for inquiries, questions, or requests for information regarding RFP 2023-033 – ANNUAL

PRICE AGREEMENT FOR BASE MATERIAL. All questions must be submitted in writing by

E-mail: pwadmin@palestine-tx.org.

Monday, October 30, 2023, at 1:00 p.m., Central Standard Time (CST)

Sealed bid proposals are due in the City Secretary’s Office. The date and time received shall be

noted on the envelope or box and initialed. Proposals cannot be altered or amended after the

submission deadline. Any interlineations, alterations, or erasures made before bid opening must

be initialed by the signor of the proposal, guaranteeing authenticity. Bids Proposals received after

the published deadline shall remain unopened and be returned to the vendor/contractor(s).

Monday, October 30, 2023, at 1:30 p.m., Central Standard Time (CST)

Sealed bids will be opened and publicly read in the City Hall Conference Room at 504 N. Queen

Street, Palestine, Texas. Bids that are received, which are unmarked, shall be opened for

identification purposes only and resealed. The envelope or box shall be marked accordingly.

Communications: All communications regarding the submission of your qualification proposal

are to be in writing directly to the E-mail address: pwadmin@palestine-tx.org.

VI. EVALUATION PROCESS

The City reserves the right to request additional information concerning any proposals for

clarification and waive any irregularities and informalities in the submittal and evaluation process.

After proposals are opened and publicly read, the proposals will be tabulated for comparison based

on the bid prices and quantities (lowest responsible vendor/contractor) or by the best value.

The following items will be considered when an award is based on best value:

• The extent to which the goods or services meet the municipality's needs

• The bidder's past relationship with the municipality

• The total long-term cost to the municipality to acquire the bidder's services

Until the final award of the contract, the city reserves the right to reject any or all bids, waive

technicalities, and re-advertise for new bids.

The RFP will be awarded using the following criteria:

• Pricing for services provided

• Ability to deliver services to complete the project in a timely manner

• The extent to which the services meet the City's needs

• References

• Previous relationship with the City of Palestine

This RFP does not obligate the city to pay any cost incurred by respondents in the preparation of

the proposals. Furthermore, this RFP does not obligate the city to accept or contract for any implied

services.

VII. BID AWARD AND PRICING

The bids shall remain on file, open for inspection, for at least forty-eight (48) hours before the

contract may be awarded. After your response to this RFP is submitted, the City will negotiate a

final price, which City Council will approve on November 13, 2023. Before City Council approval,

if any market changes occur, the responding vendor must notify the Purchasing Department

immediately. Once this Council approval occurs, pricing will be subject to the Market Conditions

terms listed previously for price increases and decreases. After the bid is awarded and the vendor

awarded a contract wishes to approve adjusted pricing to the agreement due to changes in the

market, they must do so through certified mail or via e-mail to the Public Works Department at

pwadmin@palestine-tx.org. Documentation verifying the reason for the price increase must be

sent as part of the request. Upon review of adjusted proposals, the City of Palestine may elect to

dissolve the existing contract upon the expiration date or accept the price adjustment(s).

The Public Works Department shall be responsible for preparing a tabulation sheet for all bids

received that will be made available to the public upon request. The tabulation sheets will be

forwarded to the City Council to make the final decision on an award.

Point of Contact

In the event clarification or additional information is needed, contact:

City of Palestine

Public Works Department

1620 West Palestine Avenue

Palestine, Texas 75801

Telephone: 903-731-8423

E-Mail: pwadmin@palestine-tx.org

Notice

Any notice provided by this RFP or required by law is to be given by the City of Palestine. Any

interpretations, corrections, or changes to this Request of Qualifications will be made by addenda.

The sole issuing authority of addenda shall be the City of Palestine City Secretary. The addenda

will be mailed to all who have received a copy of this Request for Proposals.

RFP 2023-033 - Annual Price Agreement for Base Material

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