1-02. Best Value Bid Criteria and Bidders Statement of Qualificiations.pdf

INSTRUCTIONS FOR BEST VALUE BID 1. PREPARATION FOR PROPOSAL

1.1 The proposal shall be correctly filled in, stating the price in numerals for which the Bidder intends to do the work contemplated or furnish the materials required. Such prices shall be written in ink, distinctly and legibly, or typewritten. In case of discrepancy between the unit price and the extended total for a proposal item, the unit price will be taken. A proposal that has been opened may not be changed for the purpose of correcting an error in the proposal price. The Bidder shall submit the proposal on forms furnished by the City, and any corrections to the proposal price must be made on the proposal submittal prior to proposal opening.

1.2 If the proposal is submitted by an individual, his name must be signed by him or his duly authorized agent. If a proposal is submitted by a firm, association, or partnership, the name and address of each member must be given and the proposal signed by a member of the firm, association or partnership, or person duly authorized. If the proposal is submitted by a company or corporation, the company or corporate name and business address must be given, and the proposal signed by an official or duly authorized agent. Powers of attorney authorizing agents or others to sign proposals must be properly certified and must be in writing and submitted with the proposal. The proposal shall be executed in ink.

BEST VALUE BID CRITERIA

BASIS OF PROPOSALS AND SELECTION CRITERIA

The City uses the Best Value Bid procurement method as authorized by the Texas Legislature and further defined by Texas Local Government Code Title 8, Subtitle A, Section 252.043. Criteria used from Sec.

252.043(b) includes:

(a) the price.

(b) the reputation of the bidder and of the bidder's goods or services.

(c) the quality of the bidder's goods or services.

(d) the bidder's past relationship with the municipality.

(e) any relevant criteria specifically listed in the request for bids or proposals.

The Maximum Point value is equal to 100 points. The weight factor is 50 points for Price, 40 points for Bidder Qualifications, and 10 points for Construction Time. The selection criteria used to evaluate each proposal include the following:

PRICE (50 POSSIBLE POINTS):

The quality of Bidders will not be judged solely by a low initial cost proposal or, conversely, eliminated solely because of a high initial cost proposal.

BIDDER QUALIFICATIONS (40 POSSIBLE POINTS):

When evaluating a Bidder’s qualifications, the City uses the “Bidder’s Statement of Qualifications” and any past experience with the Bidder. The “Bidder’s Statement of Qualifications” is a minimum, and you may provide additional pertinent information relevant to the project for which you are submitting this proposal.

Evaluation of the Bidder’s qualifications shall be based on the following:

(a) The reputation of the bidder and of the bidder's goods or services:

a.1 The character, integrity, reputation, judgment, experience, and efficiency of the bidder. (5 points)

(b) the quality of the bidder's goods or services:

b.1 The quality of performance of previous contracts or services. (5 points)

(c) the bidder's past relationship with the municipality. (5 points)

(d) any relevant criteria specifically listed in the request for bids or proposals:

d.1 The ability, capacity, skill, and financial resources to perform the work or provide the service required. (5 points) d.2 The ability of the Bidder to perform and complete the work or provide the service, promptly and within the time specified, including maintaining productivity and minimizing disruption in limited working spaces and constrained site conditions, without delay or interference. (5 points) d.3 Relevant experience on projects involving storm sewer construction, complex storm sewer alignment conditions, and constrained work areas of comparable size, scope, and complexity. (5 points) d.4 The experience and qualifications of key project personnel. (5 points) d.5 Demonstrated understanding of the project-specific constraints, including storm sewer alignment, site access limitations, and restricted working space, along with a practical approach to address them including identification of subcontractors proposed for specialty or critical work items and confirmation of their history of satisfactory performance and availability for the project schedule. (5 points)

CONSTRUCTION TIME (10 POSSIBLE POINTS):

The Bidder shall demonstrate its ability to meet the required construction schedule by providing clear and detailed information regarding project timelines, resource availability, and proposed sequencing of work, including identification of key subcontracted activities, anticipated subcontractor availability, and the Bidder’s approach to coordinating and managing subcontracted work to maintain the proposed schedule. The submittal should reflect a proven history of completing projects on time and include a well-defined plan for achieving timely completion of the services requested. Evaluation of this criterion will be based on the Bidder’s demonstrated capacity to effectively plan, schedule, and deliver the project within the required timeframe. Points will be awarded based on the completeness, clarity, and feasibility of the proposed schedule and approach, as well as the Bidder’s documented history of on-time project delivery.

Bidders Statement of Qualifications

Individual Bidders and joint ventures submitting a proposal must complete the following evaluation information for the Project. Joint ventures shall be composed of not more than two firms and each firm must complete separate evaluations. Evaluation information must be submitted at time of proposal submittal. Failure to submit the following Bidder Evaluation information may result in the OWNER considering the proposal non-responsive and result in rejection of the proposal by the OWNER. Bidders are to provide any additional information requested by the OWNER.

The OWNER reserves the right to waive irregularities in determining the firm's qualifications and reserves the right to require the submission of additional information at the discretion of the purchasing agent in writing.

The qualifications of a firm shall not deprive the OWNER of the right to accept a proposal, which in its judgement is the best value to the OWNER, to reject any and all proposals, to waive irregularities in the proposals, or to reject nonconforming, non- responsive, or conditional proposals. In addition, the OWNER reserves the right to reject any proposal where circumstances and developments have in the opinion of the OWNER changed the qualifications or responsibility of the firm.

Material misstatements on the qualifications forms may be grounds for rejection of the firm's proposal on this project. Any such misstatement, if discovered after award of the contract to such firm, may be grounds for immediate termination of the contract. Additionally, the firm will be liable to the OWNER for any additional costs or damages to the OWNER resulting from such misstatements, including costs and attorney's fees for collecting such costs and damages.

Complete the following information for your organization:

Bidder’s General Information

Organization Doing Business As

Business Address of Principle Office

Telephone Numbers Main Number Fax Number

Web Site Address Form of Business (Check One) A Corporation A Partnership An Individual If a Corporation Date of Incorporation State of Incorporation Chief Executive Officer’s Name President’s Name

Vice President’s Name(s)

Secretary’s Name Treasurer’s Name If a Partnership Date of Organization State whether partnership is general or limited

If an Individual Name

Business Address

Identify all individuals not previously named which exert a significant amount of business control over the organization

Indicators of Organization Size Average Number of Current Full Time Employees

Average Estimate of Revenue for the Current Year

Bidder’s Organizational Experience

Business Address of Regional Office

Name of Regional Office Manager Telephone Numbers

Main Number Fax Number

Web Site Address Organization History List of names that this organization currently, has or anticipates operating under over the history of the organization, including the names of related companies presently doing business:

Names of Organization From Date To Date

List of companies, firms or organizations that own any part of the organization.

Name of companies, firms or organization Percent Ownership

Construction Experience Years experience in projects similar to the proposed project:

As a General Bidder As a Joint Venture Partner Has this or a predecessor organization ever defaulted on a project or failed to complete any work awarded to it?

If yes provide full details in a separate attachment. See attachment No.

Has this or a predecessor organization been released from a proposal or proposal in the past ten years?

Has this or a predecessor organization ever been disqualification as a Bidder by any local, state, or federal agency within the last five years?

Is this organization or your proposed surety currently in any litigation or contemplating litigation?

Has this or a predecessor organization ever refused to construct or refused to provide materials defined in the contract documents?

Bidder’s Proposed Key Personnel

Proposed Project Organization Provide a brief description of the managerial structure of the organization and illustrate with an organizational chart.

Include the title and names of key personnel. Include this chart as an attachment to this description. See attachment No.

Provide a brief description of the managerial structure proposed for this project and illustrate with an organizational chart. Include the title and names of proposed key personnel and alternates. Include this chart as an attachment to this description. See attachment No.

Experience of Key Personnel Provide information on the key personnel proposed for this project that will provide the following key functions.

Provide information for candidates for each of these positions on the pages for each of these key personnel. Also provide biographical information for each primary and alternate candidate as an attachment. The biographical information must include the following as a minimum: technical experience, managerial experience, education and formal training, work history which describes project experience, including the roles and responsibilities for each assignment, and primary language. Additional information highlighting experience which makes them the best candidate for the assignment should also be included.

Role Primary Candidate Alternate Candidate Project Manager Project Superintendent Project Safety Officer Quality Control Manager

If key personnel are to fulfill more than one of the roles listed above, provide a written narrative describing how much time will be devoted to each function, their qualifications to fulfill each role and the percentage of their time that will be devoted to each role. If the individual is not to be devoted solely to this project, indicate how time it to be divided between this project and their other assignments.

Proposed Project Managers

Primary Candidate Name of Individual Years of Experience as Project Manager Years of Experience with this organization Number of similar projects as Project Manager Number of similar projects in other positions Current Project Assignments

Name of Assignment Percent of Time Used for this Project

Estimated Project Completion Date

Reference Contact Information (listing names indicates approval to contacting the names individuals as a reference) Name Name Title/ Position Title/ Position Organization Organization Telephone Telephone E-mail E-mail Project Project Candidate role on Project

Candidate role on Project

Alternate Candidate Name of Individual Years of Experience as Project Manager Years of Experience with this organization Number of similar projects as Project Manager Number of similar projects in other positions Current Project Assignments

Name of Assignment Percent of Time Used for this Project

Reference Contact Information (listing names indicates approval to contacting the names individuals as a reference)

Title/ Position Title/ Position Organization Organization Telephone Telephone E-mail E-mail Project Project Candidate role on Project

Candidate role on Project

Proposed Project Superintendent

Name of Individual Years of Experience as Project Superintendent Years of Experience with this organization Number of similar projects as Superintendent Number of similar projects in other positions Current Project Assignments

Name of Assignment Percent of Time Used for this Project

Reference Contact Information (listing names indicates approval to contacting the names individuals as a reference)

Title/ Position Title/ Position Organization Organization Telephone Telephone E-mail E-mail Project Project Candidate role on Project

Candidate role on Project

Years of Experience as Project Superintendent Years of Experience with this organization Number of similar projects as Superintendent Number of similar projects in other positions Current Project Assignments

Name of Assignment Percent of Time Used for this Project

Reference Contact Information (listing names indicates approval to contacting the names individuals as a reference)

Title/ Position Title/ Position Organization Organization Telephone Telephone E-mail E-mail Project Project Candidate role on Project

Proposed Project Safety Officer

Name of Individual Years of Experience as Project Safety Officer Years of Experience with this organization Number of similar projects as Safety Officer Number of similar projects in other positions Current Project Assignments

Name of Assignment Percent of Time Used for this Project

Reference Contact Information (listing names indicates approval to contacting the names individuals as a reference)

Title/ Position Title/ Position Organization Organization Telephone Telephone E-mail E-mail Project Project Candidate role on Project

Years of Experience as Project Safety Officer Years of Experience with this organization Number of similar projects as Safety Officer Number of similar projects in other positions Current Project Assignments

Name of Assignment Percent of Time Used for this Project

Reference Contact Information (listing names indicates approval to contacting the names individuals as a reference)

Title/ Position Title/ Position Organization Organization Telephone Telephone E-mail E-mail Project Project Candidate role on Project

Proposed Project Quality Control Manager

Name of Individual Years of Experience as Quality Control Manager Years of Experience with this organization Number of similar projects as Quality Manager Number of similar projects in other positions Current Project Assignments

Name of Assignment Percent of Time Used for this Project

Reference Contact Information (listing names indicates approval to contacting the names individuals as a reference)

Title/ Position Title/ Position Organization Organization Telephone Telephone E-mail E-mail Project Project Candidate role on Project

Years of Experience as Quality Control Manager Years of Experience with this organization Number of similar projects as Quality Manager Number of similar projects in other positions Current Project Assignments

Name of Assignment Percent of Time Used for this Project

Reference Contact Information (listing names indicates approval to contacting the names individuals as a reference)

Title/ Position Title/ Position Organization Organization Telephone Telephone E-mail E-mail Project Project Candidate role on Project

Bidder’s Project Experience and Resources

Projects Provide a list of major projects that are currently underway, or have been completed within the last ten years on Attachment A Provide a completed Project Information form (Attachment B) for projects that have been completed in the last five years which specifically illustrate the organizations capability to provide best value to the Owner for this project.

Include a completed Project Information form (Attachment B) for projects which illustrate the experience of the proposed key personnel.

Provide a description of your organizations approach to completing this project to provide best value for the Owner.

Including a description of your approach in the following areas:

1. Contract administration

2. Management of sub-contractor and suppliers

3. Time management

4. Cost control

5. Quality management

6. Project site safety

7. Managing changes to the project

8. Managing equipment

Equipment Provide a list of major equipment proposed for use on this project. Attach Additional Information if necessary

Equipment Item Primary Use on Project Own Will Buy Lease

Division of Work between Organization and Sub-Contractor What work will the organization complete using its own resources?

What work does the organization propose to subcontract on this project?

Bidder’s Sub-contractors and Vendors

Project Sub-contractors Provide a list of sub-contractors that will provide more than 10 percent of the work (based on contract amounts

Name Work to be Provided Est. Percent of Contract

Provide information on the proposed key personnel, project experience and a description of past relationship and work experience for each sub-contractor listed above using the Project Information Forms.

Equipment Vendors Provide a list of major equipment proposed for use on this project. Attach Additional Information if necessary

Vendor Name

Equipment / Material Provided Furnish

Only

Furnish and Install

Attachment A

Current Projects and Project Completed within the last 10 Years

Project Owner Project Name General Description of Project:

Project Cost Date Project Completed

Key Project Personnel Project Manager Project Superintendent Safety Officer Quality Control Manager

Name Reference Contact Information (listing names indicates approval to contacting the names individuals as a reference)

Name Title/ Position Organization Telephone E-mail Owner Designer Construction Manager

Project Owner Project Name General Description of Project:

Project Cost Date Project Completed

Key Project Personnel Project Manager Project Superintendent Safety Officer Quality Control Manager

Name Reference Contact Information (listing names indicates approval to contacting the names individuals as a reference)

Name Title/ Position Organization Telephone E-mail Owner Designer Construction Manager

Project Owner Project Name General Description of Project:

Project Cost Date Project Completed

Key Project Personnel Project Manager Project Superintendent Safety Officer Quality Control Manager

Name Reference Contact Information (listing names indicates approval to contacting the names individuals as a reference)

Name Title/ Position Organization Telephone E-mail Owner Designer Construction Manager

Project Information Project Owner Project Name General Description of Project

Project Budget and Schedule Performance Budget History Schedule Performance

Amount % of Proposal

Date Days

Proposal Notice to Proceed Change Orders Contract Substantial Completion Date at Notice to Proceed

Owner Enhancements Contract Final Completion Date at Notice to Proceed Unforeseen Conditions Change Order Authorized Substantial Completion Date Design Issues Change Order Authorized Final Completion Date Total Actual / Estimated Substantial Completion Date

Final Cost Actual / Estimated Final Completion Date Key Project Personnel

Project Manager Project Sup Safety Officer Quality Control Manager Name Percentage of Time Devoted to the Project Proposed for this Project Did Individual Start and Complete the Project?

If not, who started or completed the project in their place.

Reason for change.

Reference Contact Information (listing names indicates approval to contacting the names individuals as a reference) Name Title/ Position Organization Telephone E-mail

Owner Designer Construction Manager Surety Issues / Disputes Resolved or Pending Resolution by Arbitration, Litigation or Dispute Review Boards Number of Issues Resolved

Total Amount involved in Resolved Issues

Number of Issues Pending

Total Amount involved in Resolved Issues

PROPOSED LIST OF SUB-CONTRACTORS

Company Name Location Services Provided

THIS FORM SHALL BE COMPLETED AND RETURNED ALONG WITH YOUR PROPOSAL

IF NO SUB-CONTRACTORS WILL BE USED PLEASE INDICATE SO

SUBMITTED BY:

(PRINT NAME OF COMPANY)

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POST-CLOSING DOCUMENT REQUIREMENTS

The below-listed document must be received in the Purchasing Department Not Later Than when bonds and contracts are due to OWNER after the close date when proposals are due.

FINAL LIST OF SUB-CONTRACTORS

FINAL LIST OF SUB-CONTRACTORS

Company Name Location Services Provided

SUBMITTED BY:

(PRINT NAME OF COMPANY)

THIS FORM SHALL BE COMPLETED AND RETURNED NOT LATER THAN SEVEN BUSINESS

DAYS AFTER THE CLOSE DATE WHEN PROPOSALS ARE DUE

IF NO SUB-CONTRACTORS WILL BE USED PLEASE INDICATE SO

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