9-1. RFP 25-09 Maint Building Renovation Final (1).docx

Carrizo Springs CISD-RFP 25-09 M&T BLDG RENO

Carrizo Springs Consolidated Independent School District Request for Proposals (RFP) Type: Building Renovation 300 N 7th Street Carrizo Springs, TX 76058 Phone: 830-876-3869

Issued By:

Carrizo Springs Consolidated Independent School District (Carrizo Springs CISD/The District)

PROCUREMENT TIMELINE

For Further Information Contact:

286 Farm Road 1556 – Building B Carrizo Springs, Texas 78834

[LOCATED BEHIND CARRIZO SPRINGS JUNIOR HIGH]

This document is the property of Carrizo Springs CISD and is intended only for the use in response to this RFP. The content is confidential and should not be shared outside of the designated purpose.

Introduction

Carrizo Springs Consolidated Independent School District (Carrizo Springs CISD/the District) is soliciting sealed electronic proposals from qualified firms under this Request for Proposal (RFP) for building repairs and renovations of an existing facility located at 286 FM 1556- Building B, Carrizo Springs, TX 78834. The District desires for construction to commence on or about November 3, 2025 and be completed by December 5, 2025.

Scope of Work The project consists of renovations to an existing facility. Contractor shall visit the site and verify all existing conditions and dimensions prior to bidding. A mandatory on-site visit will be held on September 3, 2025 and September 4, 2025 at 8:00 AM. All interested contractors must report to the Carrizo Springs Junior High, Building B, located at: 286 FM 1556, Carrizo Springs, TX 78834. Potential bidders are required to attend at least ONE of the two on-site visits.

Unless otherwise stated, the contractor shall provide and pay for all labor, materials, equipment, tools, transportation, and services necessary for the execution and completion of the work. The scope listed below is a summary of work to be completed.

Demolition

· Demolition according to the plans provided.

· Remove and dispose of all materials as necessary to accommodate new work.

· No load-bearing walls, columns, or any other elements that could compromise the structural integrity of the building may be removed without prior written approval.

Architectural

· Restore four (4) restrooms and construct one (1) new restroom for office personnel.

· Convert lounge area into office space, including construction of new walls, installation of a door, and ceiling repair.

· Build a divider wall in the office area with an entry door.

· Replace all doors—both exterior and interior—including overhead doors.

· Replace or repair damaged glass throughout the building.

Mechanical (HVAC)

· Replace all HVAC systems throughout the building with energy-efficient units.

· Install industrial-grade fans (minimum of four) in the mechanics garage area.

Electrical

· Upgrade all lighting throughout the building to meet current standards and energy efficiency requirements.

· Provide new electrical drops for equipment, including ceiling-mounted retractable reels in the mechanic’s garage.

· Replace all exhaust fans, including installation of two (2) 2’x2’ exhaust fans in the painter’s area.

· Provide outlets as required in both wash bay rooms.

Plumbing

· Provide necessary plumbing connections for new and restored restrooms.

· Ensure fixtures meet current code and ADA requirements.

· Provide water supply, drainage, and venting per plan.

Structural

· Knock down the designated wall to extend the mechanics storage area.

· Remove specified cinder block walls in the mechanics garage area to create an open workspace.

· Install framing and enclose to the top in the plumbing and electrician storage areas.

Concrete

· Provide concrete work for a fuel pad for tanks.

· Install awning over fuel pad as specified.

General Conditions & Additional Work

· Contractor is responsible for coordinating all work with the Owner and ensuring minimal disruption to any ongoing operations.

· Contractor shall obtain all necessary permits and inspections required by the local jurisdiction.

· All work shall comply with applicable building codes, OSHA regulations, ADA requirements, and industry best practices.

· Contractor shall provide and maintain site safety measures, including barriers and signage.

· Any unforeseen conditions (e.g., concealed damage, hazardous materials, or structural issues) discovered during construction shall be brought to the Owner’s attention immediately for review.

· Any additional work outside the original scope must be approved in writing by the Owner prior to execution.

· Contractor shall maintain a clean and organized job site and dispose of debris properly.

All work must be performed in accordance with the drawings and specifications provided, applicable building codes, ADA requirements, OSHA regulations, and industry best practices. The contractor will be responsible for coordinating with the Owner to ensure minimal disruption to operations during the project.

Proposal As part of your response, you must provide the following information in the sequence and format prescribed by this questionnaire. Supplemental materials providing additional information may be attached, but the information requested below is to be provided in the following format.

A. Firm Introduction

a. Name of Firm

b. Address of Principal Office

c. Phone

d. Email Address

e. Primary Individual to Contact

f. Phone of Primary Individual

B. Organization

a. How many years has your organization been in the business of construction in its current capacity?

b. Provide a list of proposed personnel who would be assigned to the Project if selected. State the primary work assignment and the percentage of time key personnel will devote to the Project.

c. List licenses and trade categories in which your organization is legally qualified to do business and indicated registrations or license numbers, if applicable.

C. Letters of Recommendation Provide three (3) letters of recommendation (school districts preferred). Letters should identify the project(s), the representative of the project owner and the representative of the architect (provide name, telephone number and fax number) whom the District may contact as references regarding your organization’s services. Letters of recommendation should include owners of education projects comparable of comparable scope to the Project. The District reserves the right to determine the necessity or advisability of calling references.

D. Experience

a. Claims and suits in which your firm was involved and any claims and suits in which other entities or organizations were involved. If the answer is yes, please attach details, including, without limitation, the name of the organization with which you or your principal was associated that was involved in the suit or claim; the cause of action claim; the other party to the construction contract or subcontract; the scope of the project; the budget for the project; the cause of action claimed under the lawsuit; the basis of the claim, lawsuit or arbitration; the amount of money involved; if resolved or settled, how settled or resolved; and the name of the prevailing party/organization.

b. Current Work:

i. List the major construction projects your organization has in progress, giving the name and location of project, owner, architect, contract amount, percent complete and scheduled completion date.

c. Identify and describe three (3) of the most recent projects your firm has undertaken within the past 5 years for providing Contractor services that are MOST RELATED TO SCHOOL DISTRICT PROJECTS. List the projects in order of priority, with the most relevant project listed first. Provide the following information for each project listed:

i. Project name, location, contract delivery method and description

ii. Color Images (photographic or machine reproduction)

iii. Final construction cost (with comparison to the budget and to the Contract Sum/GMP)

iv. Total value of all change orders

v. Completion date

d. Describe any construction services provided to Carrizo Springs CISD in the past.

e. Are there any liens or completed or substantially completed projects? If so, please describe.

E. Cost and Fees Attach a final cost estimate(s)/breakdown(s) used to fix the contract, to include owner allowances, for the Project. Carrizo Springs CISD reserves the right to award by item/part/section or all/none as it deems to be the best value for the District as outlined in Section 4.2 of the General Terms and Conditions.

Criteria for Selection

Carrizo Springs CISD will consider the following criteria in selection the firm to which a contract may be awarded under this RFP.

Total Points: 100 points

In addition, CSCISD may request interviews or oral presentations from all or highest ranked Respondents that are identified in the initial ranking conducted by the evaluation committee. In the case that interviews or oral presentations are conducted, a final selection or determination of the Best Value Respondent(s) will be based on demonstrated competence at the interviews or oral presentations. The interviews or oral presentations may be made to the following audience: CSCISD administration, faculty, staff, or board members. CSCISD will not be responsible for any costs incurred for interviews or oral presentations.

General Terms and Conditions

1. SUBMISSION

Proposers must submit electronically using the Bonfire e-Bid system by the established deadline (day and time). Electronic bidding will eliminate errors, eliminate unnecessary work, and is more friendly to the environment. Proposals may not be faxed or e-mailed. Please contact Luis Gomez at lgomez@cscisd.net if you need any assistance with an electronic submittal.

The Euna Procurement (previously known as Bonfire) e-Bid system does not accept responses after the due date and time. Please note that if you begin responding to the bid request and do not click “submit” by the time the submission is scheduled to close, your bid will not have been submitted. An authorized representative will be required to agree to, in writing, the terms and conditions and pricing that you provide online.

2. DOCUMENTATION

In order for your proposal to be considered, you must include all of the properly executed documents and forms. All responses must be legible and signed in order to be considered. All forms requested must be provided by the Proposer and failure to provide this information may result in rejection of proposal.

Required forms:

· Proposal Certification and Affirmation Form

· Felony Conviction Notice/Criminal History

· Bidder’s Certification

· Affidavit of Non-Collusion

· Form W-9

· Conflict of Interest Questionnaire

· Carrizo Springs CISD Vendor Certifications Form

· Carrizo Springs CISD EDGAR Certification

3. STATEMENT OF INCLUSION/APPLICABILITY

These General Terms and Conditions are applicable to all proposal invitations issued by Carrizo Springs CISD, and by this inclusion, they become an integral part of any contract which is awarded, or purchase order which is issued in association with the specifications with this proposal invitation.

3.1 Silence of Specifications

The apparent silence of these specifications as to any detail or to the apparent omission from any specification of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of the specifications shall be made on the basis of this statement.

3.2 Error in Specifications

If you discover or suspect an error in the item specifications in this proposal invitation, please note it as part of your proposal response.

4. GENERAL

The section titles contained in this General Terms and Conditions document are for the convenience and reference only, and in no way define, describe, extend, or limit the scope or intent of the provisions of any section of this document.

4.1 Individual Item Award

Unless otherwise specified, you may submit a proposal on any or all items. Answer all questions related to each item on which you wish to propose. For items you do not wish to propose on, you may simply leave the questions for that item unanswered (blank). Items will be considered individually and awards will be made on each item independently, except for “related” items for which “compatibility” will be an element of consideration. In such cases, small groups of items will be considered as a unit.

4.2 Best Value

Carrizo Springs CISD reserves the right to award by item/part/section or all/none as it deems to be the best value for the District.

5. PRECEDENCE

In the event of contradictions or conflicts between the provisions of the documents comprising the Contract, they will be resolved by giving precedence in the following order:

1. the provisions of the Contract (as it may be amended);

2. the provisions of the RFP (as it may be supplemented);

3. the provisions of the Contractors Response (as it may be clarified).

Except for those items that have hidden defects or that do not meet the specifications, title to all products shall pass to Carrizo Springs CISD upon receipt and acceptance at the time of the delivery.

6. WARRANTIES

By submission of a proposal, the proposer warrants that the proposer is an authorized dealer, distributor, or manufacturer for the product(s) being offered, that all items being proposed conform to the specifications for which the items are being offered, and that all items supplied under any contract related to this proposal invitation will be free from all defects in material, workmanship, and title.

7. WITHDRAWAL OR MODIFICATION OF PROPOSAL

A proposal may not be withdrawn or cancelled by the proposer for a period of ninety (90) days following the date designated for the receipt of proposals, and proposer so agrees upon submittal of their proposal.

8. DEVIATIONS FROM ITEM SPECIFICATION OR GENERAL TERMS AND CONDITIONS

Any and all limitations, exceptions, qualifications, special conditions, or deviations from these General Terms and Conditions or any of the item specifications including the offering of any alternate to the “approved brand and/or model” (where identified) must be clearly noted in detail by the proposer at the time of submission of the proposal. The absence of such limitations, exceptions, qualifications, special conditions, or deviations being submitted in writing with the proposer’s response will hold the proposer accountable to Carrizo Springs CISD to perform in strict accordance with all these General Terms and Conditions and all the item specifications as written, including any “approved brands and/or models” identified. The proposer should be aware that the submission of any such limitations, exceptions, qualifications, special conditions, or deviations with the proposal response may place the proposer at a competitive disadvantage or otherwise prevent Carrizo Springs CISD from considering the proposal on the affected item(s).

Any deviation from any of the item specifications, including the delivery of any product other than the specific brand and model of the product awarded, will be grounds for rejection of the product(s) when delivered, and will expose the vendor to the remedies identified in the Remedies section of this General Terms and Conditions document, and may jeopardize future business from Carrizo Springs CISD.

9. INVOICES AND PAYMENT

9.1 All Invoices Must Reflect (a) The name and address of the vendor, (b) The name and address location of the receiving entity, (c) The appropriate Purchase Order Number, and (d) Detailed descriptive information identifying the item(s) delivered, including quantity, item number, product code, item description, etc., and must include a properly signed copy of the delivery receipt.

9.2 Invoicing Mailing Address

Carrizo Springs CISD Accounts Payable 300 North 7th Street Carrizo Springs, TX 78834

9.3 Terms of Payment

Carrizo Springs CISD will pay all invoices for accepted merchandise or services no later than 30 days from date of acceptance or delivery as set forth in the specifications for this proposal. Invoices with incorrect prices or other errors or inconsistencies will not be paid until corrected, whether by credit memo(s) or issuance of a corrected invoice. At the option of Carrizo Springs CISD, invoices may be corrected upon receipt and payment may be made based upon their corrections.

10. SERVICE PERSONNEL

All service personnel must be identified with a badge showing their name and company. All service personnel must sign in at the main office upon arrival to a site and before performing any service work.

11. INSURANCE

The contractor shall provide at all times during the contract period the following insurance coverage:

· Worker’s Compensation Insurance, Statutory Benefits and Employer’s Liability Insurance with limits of not less than $500,000;

· Commercial General Liability Insurance with limits of not less than $1,000,000 for bodily injury and $1,000,000 for property damage per occurrence, including Contractual Liability coverage.

· Motor Vehicle Liability Insurance with an employer’s non-ownership endorsement. Limits of liability shall not be less than $1,000,000 combined single limit.

· Third Party Fidelity bond of $50,000 per employee. • The bidder shall furnish Carrizo Springs CISD certificates of insurance within 21 working days after acceptance of a contact.

· Carrizo Springs CISD must have ten (10) days’ notice of cancellation or change in insurance coverage and give its approval.

12. REMEDIES FOR NON-PERFORMANCE OF CONTRACT, AND TERMINATION OF CONTRACT

The successful proposer and Carrizo Springs CISD agree that both parties have all rights, duties, and remedies available as stated in the Uniform Commercial Code. All services and supplies shall conform to proposed specifications and shall be free from all defects in material, workmanship and title.

12.1 Contract Termination

Except as otherwise provided for within the General Terms and Conditions of this document, this contract may be terminated in whole or in part by either party in the event of substantial failure by the other party to fulfill its obligations under this contract through no fault of the terminating party; provided that no such termination may be implemented unless and until the other party is given (1) at least ten (10) days written notice (delivered by certified mail, return receipt requested) of intent to terminate and (2) an opportunity for consultation with the terminating party, followed by a reasonable opportunity, of not more than ten (10) working days, to rectify the defects in products or performance, prior to termination.

12.2 Valid Causes for Termination

a. the vendor’s failure to adhere to any of the provisions of the General Terms and Conditions of this Proposal Invitation;

b. the vendor’s delivering any product(s) that fails to meet the Item Specifications included in this Proposal Invitation relating to the awarded product(s);

c. the vendor delivering any substitution(s) of product(s) different than those originally proposed and awarded without the prior written approval of Carrizo Springs CISD;

d. the vendor’s failure to meet the required delivery or service schedules as identified in the contract documents, or

e. the vendor’s violation of any other provision contained within these General Terms and Conditions or any attachment thereto which provides for contract termination as a remedy.

13. VENUE

This agreement will be construed and governed according to the laws of the State of Texas. Both parties agree that venue for any litigation arising from this contract shall lie in state courts in Dimmit County, Texas.

14. WAIVER OF CLAIMS

By submitting a response to this RFP, each proposer agrees to waive any and all claims it has or may have against Carrizo Springs CISD and its trustees, employees and officers, including, but not limited to, those arising out of or in connection with the administration, evaluation, or recommendation of any response or proposal; waiver of any requirements under this RFP, or the Contract Documents; acceptance or rejection of any response or proposal; and award of a contract.

15. INDEMNIFICATION

Carrizo Springs CISD is prohibited from indemnifying third parties under Texas law. Any requirement or request for indemnity from the District by any vendor/contractor or contract provision shall be void and of no effect between District and vendor/contractor.

16. NON-APPROPRIATION CLAUSE

Renewal of contracts will be in accordance with Local Government Code 271.903 concerning non-appropriation of funds for multi-year contracts. Carrizo Springs CISD reserves the right to rescind the contract at the end of each fiscal year if it is determined that there are insufficient funds to extend the contract. In the event that the necessary funding is not approved, then the affected multi-year contract becomes null and void, effective August 31 of the fiscal year for which such approval has been denied.

17. ASSIGNMENT

Any assignment by Firm of this contract or any part thereof without written consent of Carrizo Springs CISD shall be void.

18. FORCE MAJEURE

Neither Carrizo Springs CISD nor Vendor shall be responsible or deemed to be in default of its obligations to the other to the extent any failure to perform or delay in performing its obligations under the contract is caused by events or conditions beyond the reasonable control of that party and are not due to the negligence or willful misconduct of such party (hereinafter, "Force Majeure events"). For purposes of the contract, Force Majeure events shall include, but not be limited to, acts of God or public enemy, war, riot or civil commotion, strikes, epidemic, pandemic, fire, earthquake, tornado, hurricane, flood, explosion, weather- related emergencies, or other catastrophes, or events or conditions due to law, regulations, ordinances, order of a court of competent jurisdiction, or executive decree or order. However, in the event of such delayed non-performance, the party so delayed shall furnish prompt written notice to the other party (including the date of inception of the Force Majeure event and the extent to which it will affect performance) and shall undertake all efforts reasonably possible to cure the delay or nonperformance and mitigate its effects, or to otherwise perform. The District shall not be responsible for payment for any product or service delayed or foreclosed by any Force Majeure event unless and until such delayed or foreclosed product or service is provided.

19. QUESTIONS

From the issue date of the RFP until a Contract has been awarded and announced, prospective Suppliers, Selection Committee members, employees and students are not allowed to communicate about the subject of the RFP or a supplier’s proposal except as provided in this section.

No information communicated, either verbally or in writing, to or from a supplier shall be effective unless confirmed by written communication contained in the RFP, an addendum to the RFP, a request for clarification or written response thereto, or in the proposal.

Should it become necessary to revise any part of the RFP, notice of the revision will be given in the form of an addendum to all prospective suppliers on record as having received the RFP. Each supplier must acknowledge receipt of addenda, but the failure of a supplier to receive or acknowledge receipt of any addendum, shall not relieve the supplier of the responsibility for complying with the terms thereof. Acknowledgment shall consist, minimally, of replying to the email from which the addenda is communicated prior to the RFP due date and time. All addenda shall become a part of the RFP. Acknowledgment of all addenda received must be submitted by the RFP closing date and time.

20. PROTEST OF PROPOSAL REQUIREMENTS, STANDARDS, SPECS, OR PROCESS

Any Proposer who wishes to protest the requirements, standards, specifications or processes outlined in this Request for Proposal may submit a written notification to Carrizo Springs CISD. Any protest must be submitted by Monday, September 15th, 2025, 4:00 PM CST.

Attn: Anna Rocha-Diaz Email: ardiaz@cscisd.net

The notification will state the exact nature of the protest, describing the location of the protested portion or clause in the Proposal document and explaining why the provision should be struck, added, or altered, and contain suggested corrections. Carrizo Springs CISD may deny the protest, require that the Proposal document be modified, modify the proposal, and/or reject all or part of the protest. Changes to these specifications will be made by written addendum. Verbal responses will not be binding on Carrizo Springs CISD or the Proposer.

21. PROTEST OF CONTRACTOR SELECTION OR CONTRACT AWARD

Bidders who disagree with Carrizo Springs CISD's selection decision may protest that decision. The judgment used in the scoring by individual evaluators is not grounds for appeal. No protest because of a solicitation provision, evaluation criteria, scope of work, specification or contract term that could have been raised as a Protest of Proposal Requirements, Standards, Specs, or Process will be considered. The selection protest must be submitted in writing within five calendar days of the Notice of Award.

The protest shall be submitted and directed to Carrizo Springs CISD.

Attn: Anna Rocha-Diaz Email: ardiaz@cscisd.net

EXHIBIT A - SITE MAP

CARRIZO SPRINGS CISD

Maintenance & Transportation Department 286 Farm Road 1556 – Building B Carrizo Springs, Texas 78834

[LOCATED BEHIND CARRIZO SPRINGS JUNIOR HIGH]

ON-SITE SCHEDULE (Proposer is required to attend ONE of the On-Site Walk-Throughs) image3.png image4.emf image1.png image2.emf