ESBD_358726_1715603274326_24-0001219 IFB for Elevator Maintenance_El Paso.pdf

- 1 –

IF NOT BIDDING

DO NOT RETURN THIS FORM.

BIDDER AGREES TO COMPLY WITH ALL

TERMS & CONDITIONS OF THIS IFB

TEXAS FACILITIES COMMISSION

INVITATION FOR BIDS

AGENCY TO INVOICE

Texas Facilities Commission PO Box 13047

Austin, TX 78711-3047

BIDS SHALL BE SUBMITTED IN BONFIRE PORTAL

AS SHOWN IN ATTACHMENT G BONFIRE INSTRUCTIONS

https://tfcstate.bonfirehub.com/opportunities/125864 Company

Name:

Company Address:

Bidder Point of Contact

POC

Name:

Phone:

Email:

BID OPENINGJune 10, 2024 @ 3:00 PM

IFB NO.24-0001219

IFB Title: Elevator and Related Equipment Maintenance and Services-El Paso Location

FAILURE TO SIGN WILL DISQUALIFY BID

*By signing this bid, bidder certifies that if a Texas address is shown as the address of the bidder, bidder qualifies as a Texas Resident Bidder as defined in Texas Administrative Code, Title 34, Part 1, Chapter 20.

Vendor ID # ______________________________________________________________________________

THE ID NUMBER IS THE PAYEE IDENTIFICATION NUMBER ASSIGNED AND USED BY THE COMPTROLLER OF PUBLIC ACCOUNTS OF TEXAS TO PROCESS PAYMENT FOR GOODS/SERVICES. ENTER THIS NUMBER IN THE SPACE PROVIDED ABOVE IF NUMBER IS NOT PREPRINTED. IF THIS NUMBER IS NOT KNOWN, YOU MAY CONTACT THE PURCHASER LISTED BELOW FOR A TEXAS COMPTROLLER OF PUBLIC ACCOUNTS FORM AP-152 – TEXAS APPLICATION FOR PAYEE IDENTIFICATION NUMBER.

PLEASE ALSO ENTER YOUR FEDERAL EMPLOYER’S IDENTIFICATION NUMBER:

In an effort to minimize identity theft, every company MUST have an Employer Identification Number (EIN), also known as a federal tax identification number prior to award of a contract. For information on obtaining your EIN, you may call 800-829-4933.

PREFERENCES

See Section 2.38 of the State of Texas Procurement Manual regarding preferences.

Check below to claim a preference under 34 TAC Rule 20.38 ( ) Supplies, materials, or equipment produced in TX or offered by TX bidder or TX bidder that is owned by a service-disabled veteran * ( ) Agricultural products produced or grown in TX.

( ) Agricultural products and services offered by TX bidders* ( ) USA produced supplies, materials, or equipment.

( ) Products of persons with mental or physical disabilities ( ) Products made of recycled, remanufactured, or environmentally sensitive materials including recycled steel.

( ) Energy Efficient Products ( ) Rubberized asphalt paving material.

( ) Recycled motor oil and lubricants.

( ) Products produced at facilities located on formerly contaminated property.

( ) Products and services from economically depressed or blighted areas ( ) Vendors that meet or exceed air quality standards.

( ) Recycled or Reused Computer Equipment of Other Manufacturers ( ) Foods of Higher Nutritional Value

AUTHORIZED SIGNATURE DATE

https://tfcstate.bonfirehub.com/opportunities/125864

IFB 24-0001219

Elevator and Related Equipment Maintenance and Services-El Paso Location rev. 3.22.2019

SCOPE: Pursuant to Texas Government Code Section 2165.001, Custodianship of State Property, and Section 2156.063, Solicitation of Bids, the Texas Facilities Commission (TFC) is requesting bids for the provision to provide a full routine maintenance, preventative maintenance, phone monitoring, and services on all elevators and related equipment at the El Paso State Office Building located at 401 East Franklin Avenue, El Paso Texas. TFC anticipates a single award from this solicitation.

This Invitation for Bids (IFB) consists of the following documents:

1. 24-0001219 – IFB Document

2. Attachment A – Statement of Work

3. Attachment B - Contractor Qualifications Form

4. Attachment C – HUB Compliance Reporting System-Online HSP Process Guide

5. Attachment D – HUB Quick Information

6. Attachment E – Building/Equipment Listing and Compensation and Fees

7. Attachment F – Criminal Background Checks and Application Guidelines

8. Attachment G – Elevator Maintenance Scoring Criteria

9. Attachment H – Bonfire Submittal Instructions

CONTRACT TERM: This service shall begin on the date of issuance of purchase order and shall expire on August 31, 2025. The service may be renewed for two (2) additional two (2) year periods, provided the renewal is executed prior to expiration of the current purchase order term. Any renewals shall be in writing and at the same terms and conditions, plus any approved changes.

This contract is contingent upon the continued availability of funding. If funds become unavailable through lack of appropriations, legislative budget cuts, amendment of the Appropriations Act, state agency consolidations, or any other disruption of current appropriations, provisions of the Termination Article in the Services Contract shall apply.

STATEMENT OF WORK: Contractor shall provide full routine maintenance, preventative maintenance, phone monitoring, and services on all elevators and related equipment, managed by TFC, at the location listed in Attachment E – Building/Equipment Listing and Compensation and Fees.

• Required elevator services are listed in Attachment A – Statement of Work. Contractor shall maintain all elevators under this purchase order in optimal operating condition. Contractor shall furnish all, but is not limited to, required material, parts, labor, necessary tools, lubricants, and equipment to comply with all requirements, as well as the latest revisions of the American National Standards Institute/American Society of Mechanical Engineers (ANSI/ASME) 17.1 Safety Code for Elevators.

• TFC may, from time to time, request additional elevator maintenance and/or repair services on an as needed basis.

AGENCY POINT OF CONTACT: The contact listed below shall be the sole point of contact during this solicitation. Any discussions regarding this solicitation with other agency personnel or TFC contractors, or sub-contractors may be grounds for disqualification.

a) Purchaser Name: Monica Presson, CTCD/CTCM

b) Purchaser Phone: 512-463-1879

c) Purchaser Email: monica.presson@tfc.texas.gov mailto:monica.presson@tfc.texas.gov

SCHEDULE OF EVENTS: TFC reserves the right to change the dates shown below.

EVENT DATE TIME

Issue IFB May 13, 2024 Mandatory Walk Site Visit (Attending only one out of the three optional days will satisfy the mandatory requirements)

May 20, 2024 May 21, 2024 May 22, 2024

10:00 AM, Mountain Time 10:00 AM, Mountain Time 10:00 AM, Mountain Time

Deadline for Submission of Questions May 24, 2024 12:00 Noon, Central Time Deadline for Submission of Bids June 10, 2024 3:00 PM, Central Time Expected Contract Start Date July 1, 2024

The mandatory walk site visit will be conducted at the dates and times shown below. Attending only one

(1) out of the three (3) optional days will satisfy the mandatory requirement. You will be met at the front entrance and greeted by a TFC employee representative. Please do not be late.

All attendees shall sign the “Onsite Walk Attendance Sheet” for each walk. Copies of the sign in sheets will be provided through an addendum which will be posted on the Electronic State Business Daily. Only attendees of the mandatory walk will be allowed to submit a response.

Meeting Location:

El Paso State Building (ELP) 401 East Franklin Avenue El Paso, Texas 79901

Meeting Dates/Times (Mountain Time):

10:00 AM (MT) Monday, May 20, 2024 10:00 AM (MT) Tuesday, May 21, 2024 10:00 AM (MT) Wednesday, May 22, 2024

CONTENT: Listed below is a summary of information to be included in your bid response in response to this IFB. Respondent shall submit and upload their bid into Bonfire as per Attachment H – Bonfire Submittal Instructions. IFB submitted without the required information may be rejected. TFC reserves the right, in its sole judgement and discretion, to waiver minor technicalities and errors in the best i interest of the State of Texas. Responses that fail to include this information may be subject to disqualification.

1. Signed IFB Cover Page

2. Attachment B - CONTRACTOR’S QUALIFICATIONS FORM: Responding bidders shall complete and submit Attachment B – Contractor Qualifications Form. Failure to provide Attachment B – Contractor Qualifications Form will result in disqualification of any bid that results from this IFB.

3. Proof of online submission of HUB Subcontracting Plan through B2G: Email receipt of successful upload in B2G ore screen print from B2G of successful online submission.

Attachment E – BUILDING/EQUIPMENT LISTING AND COMPENSATION AND FEES: Include pricing on Attachment E –Building/Equipment Listing and Compensation and Fees. Respondent may not add qualifications, conditions, exceptions, variations, or additional items to the proposal, or otherwise modify the pricing structure of the IFB in any manner. Any such modifications will not be considered and may be cause for rejection of the proposal, at the full and sole discretion of TFC. Failure to provide Attachment E –

Building/Equipment Listing and Compensation and Fees will result in disqualification of any bid that results from this IFB.

4. ACKNOWLEDGEMENT OF ADDENDA: Receipt of all addenda to this IFB shall be acknowledged by returning a signed copy of the signature page of each addendum with the response. Any amendment to this procurement solicitation will be posted as an addendum on the Electronic State Business Daily (ESBD). It is the responsibility of interested parties to periodically check the ESBD for updates to the solicitation prior to submitting proposals. Respondent’s failure to periodically check the ESBD will in no way release the selected vendor from “addenda or additional information” resulting in additional costs to meet the requirements of the IFB.

GENERAL AND CRIMINAL BACKGROUND CHECKS. Contractor represents and warrants that Contractor and Contractor’s employees have not been convicted of a felony criminal offense, or that, if such a conviction has occurred, Contractor has fully advised TFC as to the facts and circumstances surrounding the conviction.

Contractor’s employees and subcontractors that will complete any work on-site at a state-owned property may be subject to a criminal background check. Any expense associated with such criminal background check shall be borne by Contractor. If requested by TFC, a complete criminal background check shall be completed before any employee performs services at the site and may be requested at any time thereafter. Criminal background checks must be accomplished by the Texas Department of Public Safety (“DPS”), which includes fingerprint processing by an independent third-party company selected by DPS. Upon receipt of the fingerprints of Contractor’s employees and/or subcontractors, DPS or TFC, will adjudicate the results of the criminal background searches in accordance with the criteria set forth in Attachment F – Criminal Background Checks and Application Guidelines, attached hereto and incorporated herein for all purposes.

SUBCONTRACTORS: Subcontractors providing service under the contract shall meet the same requirements and level of experience as required of the respondent. No subcontract under the contract shall relieve the primary respondent of responsibility for the service. If the respondent uses a subcontractor for any or all of the work required, the following conditions shall apply under the listed circumstances:

1. Subcontracting shall be at the respondent’s expense.

2. TFC retains the right to check subcontractor’s background and make determination to approve or reject the use of submitted subcontractors.

3. The respondent shall be the only contact for TFC and subcontractors. Respondent shall list a designated point of contact for all TFC and subcontractor inquiries.

HUB SUBCONTRACTING PLAN: In accordance with the Texas Government Code (TGC), Sections 2161.181- 182 and Title 34, Part 1, Chapter 20, Subchapter D, §20.281- §20.298 of the Texas Administrative Code (TAC), the TFC shall make a Good Faith Effort to utilize HUBs in contracts for general services, construction services, professional and consulting services, and commodities contracts. The purpose of the HUB Program is to promote full and equal business opportunities for all businesses in State contracting in accordance with the following HUB utilization goals as specified in 34 TAC § 20.284:

• 32.9% for all special trade construction contracts

Statement of Probability: TFC has determined that subcontracting opportunities are probable in connection with this procurement solicitation. Therefore, a HUB Subcontracting Plan is required as a part of the Respondent's Proposal. The Respondent shall develop and administer a HUB Subcontracting Plan as a part of the Respondent's Proposal. Failure to complete and submit the HUB Subcontracting Plan shall result in rejection of the response.

(1) As mandated by 34 TAC § 20.285 Respondents must submit a HUB Subcontracting Plan that identifies all subcontracting items and complies with good faith effort requirements.

(2) Pursuant to TGC § 2161.252(B), the Texas Facilities Commission shall reject any response that does not include a fully completed HUB Subcontracting Plan. An incomplete HUB Subcontracting Plan is considered a material failure to comply with the solicitation requirements.

(3) The HUB Subcontracting Plan shall become a provision of the contract between the awarded Respondent and TFC. The awarded Respondent can only change the HUB Subcontracting Plan if: (a) the Respondent complies with 34 TAC Section 20.285; (b) the Respondent provides its proposed changes to TFC for review; (c) TFC approves the Respondent’s proposed changes to its HUB Subcontracting Plan; and (d) TFC and the Respondent amends their contract by submitting a revised HUB Subcontracting Plan containing the changes approved by TFC.

(4) If TFC determines that the Respondent failed to implement the HUB Subcontracting Plan in good faith, TFC, in addition to any other remedies, may report non-performance to the Texas Comptroller in accordance with 34 TAC, Section 20.285, (g) (5).

(5) HUB subcontracting opportunities may be available in the following NIGP** class/item codes and descriptions. The list below contains the ‘Class’ (three-digit) and ‘Item’ (two-digit) codes of potential subcontracting trades for this solicitation. **These codes are defined by the National Institute of Governmental Purchasing (NIGP).

A complete listing of all NIGP Class & Item Codes can be found at:

https://mycpa.cpa.state.tx.us/commbook/

Class/Item Description 110-18 Conveyer and Elevator: Canvas and Duck 295-40 Elevators, Freight 295-70 Elevators, Passenger 450-63 Pulleys and Sheaves 691-00 Power Transmission Equipment: Electrical, Mechanical, Air and

Hydraulic 909-34 Conveying Systems: Elevators, Lifts, etc.

910-13 Elevator Installation, Maintenance and Repair

(6) Respondents must submit their HSP information and “Good Faith Effort” documentation through TFC’s HUB Compliance System (B2G). Please note that the HSP is referred to as the Utilization Plan (UP) in the TFC’s HUB Compliance System (B2G). The HUB Compliance Reporting System (B2G) is a resource tool to automate the HSP entry process. The online entry of the HSP will be in accordance with Texas Government Code (TGC), Section 2161.181- 182 and Title 34, Part 1, Chapter 20, Subchapter D, §20.281 – §20.298 of the Texas Administrative Code (TAC). The HSP good faith effort controls are built into the HUB Compliance Reporting System, which drives the process to ensure HUB compliance is met.

The output document is the same format as the State of Texas Comptroller of Public Accounts requires HSP form.

(7) See Attachment C - HUB Compliance Reporting System – Online HSP Process Guide for step-by-step guidance on submitting your HSP through the online system.

(8) For assistance regarding HUB Subcontracting Plan, potential Respondents may contact Yolanda Strey by email at HUB@tfc.state.tx.us

(9) Requirement to Utilize HUB Compliance Reporting System. Pursuant to Texas Administrative Code, Title 34 §§ 20.85(f)(l)(2) and 20.287(b), TFC administers monthly HSP- PAR compliance monitoring through a HUB Compliance Reporting System commonly known as B2G. The successful Respondent and any subcontractors must submit required PAR information into the B2G system. Any delay in the timely submission of PAR information into https://mycpa.cpa.state.tx.us/commbook/ mailto:HUB@tfc.state.tx.us the B2G system will be treated as an invoicing error subject to dispute under Tx. Gov’t Code Section 2251.042.

HUB SUBCONTRACTING PLAN (HSP) SUBMISSION: TFC is using the HUB Compliance Reporting System (B2G) as a resource tool to accept the HSP online. Respondents must register for a B2G account (No Charge).

The HSP must be submitted through TFC’s HUB Compliance Reporting (B2G) at http://tfc.gob2g.com, B2G Access Code: 4406955337. See Attachment C – HUB Compliance Reporting System for instructions on how to submit the HSP.

QUESTIONS: All questions shall be submitted in writing through the Bonfire Portal by the date and time specified in the Schedule of Events.

Except as otherwise provided in this Section, upon issuance of this IFB, other employees and representatives of TFC will not answer questions or otherwise discuss the contents of the IFB with any potential Respondent or its representatives. Failure to observe this restriction may result in disqualification of any subsequent response. This restriction does not preclude discussions unrelated to this IFB.

DEADLINE FOR BID SUBMISSION: All bids must be received by TFC by June 10, 2024, at 3:00 PM, Central Time.

METHODS OF BID SUBMISSION: Submittals shall be uploaded via the Bonfire link in Attachment H – Bonfire Submittal Instructions prior to 3:00 PM Central Time on the date specified in the Schedule of Events. There is a 1000 MB limit on individual file size.

a. All proposals shall be fully uploaded and submitted by 3:00 PM on the date specified in the Schedule of Events above. TFC reserves the right to accept late submittals.

b. Telephone, facsimile, and email proposals will not be accepted.

c. Any issues with uploading shall first be addressed with Bonfire Technical Support at the contact information included in Attachment H – Bonfire Submittal Instructions. Contact the Purchaser if there are issues with the site prior to the deadline for alternate arrangements if needed.

BID OPENING:

a. A tabulation of responses will be made available after the opening date and time.

b. All submitted Proposals become the property of TFC after the IFB submittal deadline/opening date.

c. Proposals submitted shall constitute an offer for a period of ninety (90) days or until the award is made by TFC, whichever occurs earlier.

BID EVALUATION AND AWARD: TFC shall award the Contract(s) to the Bidder(s) whose bid is considered to provide the best value to the State of Texas, as defined by Texas Government Code, Section 2155.074.

1. TFC also reserves the right to solicit any service that would normally be performed using this Contract if it deems that by doing so would be in the best interest of the State of Texas.

2. In evaluating bids to determine the best value for the State of Texas, TFC may consider information related to past contract performance of a Bidder including, but not limited to, TFC’s Vendor Performance Tracking System (available at http://www.txsmartbuy.com/vpts). Prior work performance with TFC, References, and other State agencies or governmental entities which are familiar with a Bidder’s performance, depending on problems encountered, may be grounds for disqualification.

3. Evaluation criteria and associated weighted points are identified in Attachment G – Elevator Maintenance Scoring Criteria.

http://tfc.gob2g.com/ http://www.txsmartbuy.com/vpts

4. TFC reserves the right to award or not award the Contract if no responses are deemed acceptable and may re-solicit as determined necessary in the best interest of the State of Texas.

5. Protests filed in accordance with this solicitation shall be governed by Texas Administrative Code Title 1, Administration, Part 5 Texas Facilities Commission, Chapter 111 Administration, Subchapter 1 Complaints and Dispute Resolution, §111.32 Protests/Dispute Resolution/Hearings.

INSURANCE: Upon acceptance of the bid that is considered to provide best value to the State of Texas, the insurance requirements defined in Attachment A – Terms and Conditions, Section 8.02. – Insurance shall be met by providing a current Certificate of Insurance and corresponding policy endorsements. Any inquiries concerning insurance requirements may be submitted to TFC’s Insurance Analyst by email to:

insurance@tfc.texas.gov. Bonds will not be required for this project.

REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK

mailto:insurance@tfc.texas.gov

BIDDER POINT OF CONTACT: Please provide name and contact information for an authorized representative of your firm.

*If you do not have or know your State of Texas Vendor ID (VID), please provide your Federal Tax ID.

Name of Firm

VID #*

Point of Contact Position Phone Email

ATTACHMENT A – STATEMENT OF WORK

Provided as reference material. Do not submit with response.

(Posted on the ESBD)

ATTACHMENT B – CONTRACTOR’S QUALIFICATIONS FORM

Must be completed and returned with response.

ATTACHMENT C – HUB COMPLIANCE REPORTING SYSTEM – Online HSP Process Guide

Instructions on how to complete and submit your HUB Subcontracting Plan.

Failure to submit an HSP through B2G online system will result in disqualification of submitted response.

B2G Access Code: 4406955337

ATTACHMENT D – HUB QUICK INFORMATION

ATTACHMENT E – BUILDING EQUIPMENT LISTING AND

COMPENSATION AND FEES

Must be completed and returned with response.

ATTACHMENT F - CRIMINAL BACKGROUND CHECKS AND

APPLICATION GUIDELINES

Provided as reference material. Criminal background checks are only required from awarded vendor for staff that will perform services on-site.

Available on the TFC Forms Index as document ‘5E’ https://www.tfc.texas.gov/divisions/facilities/prog/construct/formsindex/

ATTACHMENT G – ELEVATOR MAINTENANCE SCORING CRITERIA

https://www.tfc.texas.gov/divisions/facilities/prog/construct/formsindex/

ATTACHMENT H - RFP SUBMISSION INSTRUCTIONS AND GUIDELINES

Opening Date: June 10, 2024 @ 3:00 PM CT

Please follow these instructions to submit via our Public Portal.

1. Prepare your submission materials:

Requested Information

Name Type # Files Requirement

Signed IFB Cover Page File Type: PDF (.pdf) Multiple Required

Attachment B - Contractor's Qualification Form

File Type: PDF (.pdf) Multiple Required

Attachment C - HUB Compliance Reporting System- Online Process Guide

File Type: PDF (.pdf) Multiple Required

Attachment D - Building/Equipment Listing and Compensation and Fees

File Type: Excel (.xls, .xlsx) Multiple Required

Acknowledgement of Addenda File Type: PDF (.pdf) Multiple Required

Commodity Codes

Commodity Set Commodity Code Title Description

NIGP 11018

Conveyor and Elevator: Canvas and Duck

NIGP 29540 Elevators, Freight

NIGP 29570 Elevators, Passenger

NIGP 45070

Sash and Window Hardware, (See Class 150 For Casement Type)

NIGP 90934 Conveying Systems:

Elevators, Lifts, etc.

NIGP 91013

Elevator Installation, Maintenance, Repair and Inspection Services

Requested Documents:

Please note the type and number of files allowed. The maximum upload file size is 1000 MB.

Please do not embed any documents within your uploaded files, as they will not be accessible or evaluated.

2. Upload your submission at:

https://tfcstate.bonfirehub.com/opportunities/125864

The Question period for this opportunity starts May 10, 2024 3:00 PM CDT. The Question period for this opportunity ends May 24, 2024 12:00 PM CDT. You will not be able to send messages after this time.

Your submission must be uploaded, submitted, and finalized prior to the Closing Time of Jun 07, 2024 3:00 PM CDT. We strongly recommend that you give yourself sufficient time and at least ONE (1) day before Closing Time to begin the uploading process and to finalize your submission.

Important Notes:

Each item of Requested Information will only be visible after the Closing Time.

Uploading large documents may take significant time, depending on the size of the file(s) and your Internet connection speed.

https://tfcstate.bonfirehub.com/opportunities/125864

You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission.

Minimum system requirements: Microsoft Edge, Google Chrome, or Mozilla Firefox. Javascript must be enabled. Browser cookies must be enabled.

Need Help?

Texas Facilities Commission uses a Bonfire portal for accepting and evaluating proposals digitally. Please contact Bonfire at Support@GoBonfire.com for technical questions related to your submission. You can also visit their help forum at https://vendorsupport.gobonfire.com/hc/en-us mailto:support@gobonfire.com https://vendorsupport.gobonfire.com/hc/en-us