ESBD_373826_1724099538754_RFP 809-24-0016 - Governor's Mansion Fountain Centerpiece.pdf

State Preservation Board

REQUEST FOR PROPOSALS

RFP 809-24-0016

FOR

Governor's Mansion Cast Iron Fountain Centerpiece Replication

NIGP Class-Item Code(s):

400-25 Castings, Brass and Bronze 912-59 Maintenance and Repair, Statues and Monuments

Solicitation Release Date: Monday, August 19, 2024 Proposal Due Date: Monday, September 16, 2024 by 2:00pm CST

Solicitation Point of Contact Caroline Elverud, Contract Specialist, CTCD/CTCM

P.O. Box 13286 Austin, Texas 78711 spb.bids@tspb.texas.gov

ATTENTION: It is the responsibility of interested parties to periodically check the Electronic State Business Daily (ESBD) website, https://www.txsmartbuy.com/esbd, for updates to this solicitation prior to submitting a response. Please search under Agency Code 809 (State Preservation Board).

The Respondent’s failure to periodically check the ESBD will in no way release the selected contractor from “addenda or additional information” resulting in additional cost to meet the requirements of the Solicitation.

mailto:Spb.bids@tspb.texas.gov

Contents

SECTION I – GENERAL INFORMATION

1.1 DESCRIPTION OF SERVICES REQUESTED

1.2 PROJECT DETAILS

1.3 CONTRACTOR REQUIREMENTS

1.4 SUBCONTRACTORS

1.5 HISTORICALLY UNDERUTILIZED BUSINESS SUBCONTRACTING PLAN

1.6 CONTRACT TERM

SECTION II – SOLICITATION REQUIREMENTS

2.1 RFP REQUIREMENTS

2.2 OPTIONAL PRE-PROPOSAL SITE VISIT

2.3 SCHEDULE OF EVENTS

2.4 REVISIONS TO SCHEDULE

2.5 RESPONSE PREPARATION COSTS

2.6 INQUIRIES

2.7 RESPONSE EVALUATION AND AWARD

2.8 CRIMINAL BACKGROUND CHECKS

2.9 PERFORMANCE MEASURES AND SPB RESPONSIBILITIES

2.10 ADDING NEW PRODUCTS/SERVICES TO CONTRACT AFTER AWARD

2.11 MODIFICATIONS OF CONTRACT TERMS AND/OR AMENDMENTS

2.12 INSURANCE AND BOND

2.13 MEETINGS

2.14 CONTRACT ADMINISTRATION

SECTION III – RESPONSE ITEMS

ITEM 1 – RESPONDENT PROPOSAL FORM

ITEM 2 – COMPANY PROFILE AND HISTORY

ITEM 3 – PORTFOLIO OF RELEVANT EXPERIENCE AND REFERENCES

ITEM 4 – PROJECT QUALIFICATIONS

ITEM 5 – HISTORICALLY UNDERUTILIZED BUSINESSES SUBCONTRACTING PLAN

Separate Attachments:

Attachment A - Scope of Work Attachment B - Historically Underutilized Business Subcontracting Plan Attachment C - Terms and Conditions

SECTION I – GENERAL INFORMATION

1.1 DESCRIPTION OF SERVICES REQUESTED

The State Preservation Board (SPB) is seeking a firm to provide turnkey replication of a historic cast iron fountain located at the Governor's Mansion. Replication work will include relocation, disassembly, cleaning, zinc-rich priming, 3D scanning, reconstruction of the 3D model, pattern printing, casting in bronze, patination, and return of the replication to the site.

The cast iron centerpiece is an early 20th century JW Fiske design that was originally placed on the Texas Capitol grounds around 1905. It was then relocated in 1967 into a fountain at the Texas Governor's Mansion in the Connally Garden where it has remained since. The fountain was used to create a replica for the restoration of the Capitol Grounds in 1996, putting a copy back where it originally came from. At the time, the original was restored with stainless steel reinforcing rings with recessed mounting points infilled with polystyrene filler, and returned to the Mansion.

1.2 PROJECT DETAILS

Please see Attachment A: Scope of Work for project details.

1.3 CONTRACTOR REQUIREMENTS

Contractor agrees to conduct all its services under the awarded contract by and through appropriate communications with SPB. No work, installation or other services shall be undertaken by Contractor except with the prior written authorization by SPB. Contractor understands and agrees that work, installation or other services performed without prior written authorization of the SPB is considered work outside the scope of the contract and shall be performed exclusively at Contractor’s risk. Contractor shall provide service in accordance with requirements specified herein and the resulting contract and adhere to the SPB Terms and Conditions

1.4 SUBCONTRACTORS

Subcontractors providing services must meet the same requirements and level of experience as required of the Contractor. No subcontract relieves the primary Contractor of responsibility for the service. If Contractor uses a subcontractor for any or all work required, the following conditions must apply under the listed circumstances:

a) Respondents planning to subcontract any portion of the work must identify the proposed subcontractors on the Historically

Underutilized Businesses (HUB) Subcontracting Plan (HSP).

b) Subcontracting must be at Contractor’s expense.

c) SPB retains the right to check a subcontractor’s background and decide to approve or reject the use of a submitted subcontractor.

1.5 HISTORICALLY UNDERUTILIZED BUSINESS SUBCONTRACTING PLAN

It is the policy of SPB to make a good faith effort to achieve the annual program goals by contracting directly with Historically Underutilized Businesses (HUBs) or indirectly through subcontracting opportunities in accordance with Texas Government Code Chapter 2161, Subchapter F, and HUB Rules promulgated by the Comptroller of Public Accounts (CPA), 34 TAC Chapter 20.

Any contract awarded as a result of this RFP must include reporting responsibilities related to Historically Underutilized Business (HUB) subcontracting. Awarded contractors may not change any subcontractor without submitting a revised HUB Subcontracting Plan (HSP) to SPB. Any change to a subcontractor and revised HSP must be approved in writing by SPB prior to implementation.

HUBs are strongly urged to respond to this RFP. Under Texas law, state agencies are required to make a good faith effort to assist HUBs in receiving certain percentages of the total value of contract awards. Vendors who meet the qualifications are strongly encouraged to apply for certification as HUBs.

1.6 CONTRACT TERM

The services provided by the Contractor shall begin on a date determined by SPB, no earlier than the date the contract is executed by both parties. The contract term will be for the period of time required to complete the project. The Contract may be amended upon mutual agreement.

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, withdrawal of donor funding, or any other disruption of current appropriations, provisions of the applicable termination articles in the Contract shall apply.

SECTION II – SOLICITATION REQUIREMENTS

2.1 RFP REQUIREMENTS

Where applicable, the response to each Item, including attachments, must not exceed the specified length. Clearly identify the Item at the beginning of each response and provide a separate section for that response, or indicate why no response is given.

A. Delivery of Proposals:

Proposals must be clearly marked RESPONSE TO RFP 809-24-0016 and must be received by the deadline.

Proposals may delivered either:

• Electronically to Spb.bids@tspb.texas.gov, or

• Via Express or Overnight Delivery.

When emailing the proposal package, the email subject line must contain the RFP number and title as indicated in this RFP. It is recommended that Respondents begin the email process at least 24 hours in advance of the due date/time since large attachments may be quarantined and delayed for security scanning. The State is not responsible for failure of electronic equipment or operator error. SPB takes no responsibility for electronic submittals that are captured, blocked, filtered, quarantined or otherwise prevented from reaching the proper destination (email address) by the due date/time by any SPB anti-virus or other security software.

Proposals delivered via Express or Overnight Delivery must received by the deadline.

Delivery to:

State Preservation Board Attn: Purchasing 201 E. 14th St., Ste. 950 Austin, TX 78701

SPB Office Hours are Monday to Friday 8:00 a.m. to 5:00 p.m. The Reception Desk is closed for lunch 12 p.m. to 1 p.m. The office is closed on state and national holidays.

Proposals received via email will be acknowledged. If no email confirmation is received, contact the SPB Purchasing Department at 512-936-4691 to confirm receipt of proposal.

B. Contents of Proposal: Respondent must submit all information listed below as the response to this RFP. All responses must be received at SPB by the deadline in the Schedule of Events. SPB will not accept late submittals and late responses to this RFP will not be considered.

https://txlege-my.sharepoint.com/personal/o880915_legis_texas_gov/Documents/Procurement%20Team/DRAFT%20RFP%20809-24-0009%20-%20Governor's%20Mansion%20Security%20Fence/Spb.bids@tspb.texas.gov

1. Item 1: Respondent Proposal Form. All addenda must be acknowledged on the form and the form must be signed.

2. Item 2: Company Profile and History (maximum - four pages) - Should include the general nature of previous work, the number of years in business, size, and scope of operation and any accreditation obtained with any industry professional organizations or licensure. Shall be in good financial standing. SPB reserves the right to request a copy of the respondent’s audited or un-audited financial statement.

3. Item 3: Portfolio of Relevant Experience and References. Provide a minimum of three (3) examples of previous projects that illustrate experience in successfully completing work of a similar nature and scope as the work described in this solicitation. Provide three (3) verifiable references for current or previous contracts of the same size and for similar or same services within the last five (5) years. The references may be for the relevant projects or in addition to those examples.

4. Item 4: Project Qualifications. Respondent shall meet the following minimum:

Shall be engaged in the business of preservation and conservation repair and maintenance for a minimum of five (5) years within the past five (5) years, services similar in type and quantity to those listed herein. Shall have available the necessary qualified personnel, skills, qualifications, organization, facilities, equipment and supplies required to fulfill all requirements under this RFP and any resulting contract. Shall describe the ability to complete all work in-house or how it will be otherwise completed.

5. Item 5: Historically Underutilized Businesses Subcontracting Plan

Response Item documents are located in Section III.

Not including the Respondent Proposal Form, Respondent must include the Items listed in the response proposal or a reasonable facsimile to clearly demonstrate how they meet the requirements set forth in this solicitation. Failure to return all Items or a reasonable facsimile may result in the response submission being considered non-responsive. SPB reserves the right, in its sole judgment and discretion, to waive minor technicalities and errors in the best interest of the State.

2.2 Optional PRE-PROPOSAL SITE VISIT

Optional site visits can be scheduled upon request and will depend on SPB staff availability.

To schedule a site visit, please email SPB.Bids@tspb.texas.gov. The site visit must be scheduled and completed before the deadline for submitting questions (see 2.2 Schedule of Events). All persons entering the Mansion grounds must provide personal information for security clearance review before being allowed on site.

mailto:SPB.Bids@tspb.texas.gov

2.3 SCHEDULE OF EVENTS

The solicitation process for this RFP will proceed according to the following schedule:

EVENT DATE/TIME

(CENTRAL DAYLIGHT TIME)

Solicitation Release Date Monday, August 19,2024

Deadline for Submitting Questions Monday, August 26, 2024

Anticipated Release of Written Answers Monday, September 2, 2024

Deadline for submission of Solicitation Responses Monday, September 16, 2024, by 2:00pm CST

Expected Contract Start Date October 2024

Project Completion Deadline December 2024

These dates represent a tentative schedule of events. SPB reserves the right to change the dates in the schedule of events above upon written notification to prospective Respondents through a posting on the Electronic State Business Daily as an Addendum.

2.4 REVISIONS TO SCHEDULE

SPB reserves the right to change the dates in the Schedule of Events above upon written notification to prospective Respondents as an addendum posted on the Electronic State Business Daily.

2.5 RESPONSE PREPARATION COSTS

Respondents are responsible for all costs in the preparation and delivery of the Solicitation Response to SPB.

2.6 INQUIRIES

A. CONTACT: All requests, questions, or other communications about this Solicitation shall be made by email in writing to SPB’s Procurement Department:

Email: SPB.Bids@tspb.texas.gov

B. QUESTIONS:

1. All questions shall be submitted in writing by email to:

SPB.Bids@tspb.texas.gov by the date and time specified in the Schedule of Events.

2. All questions submitted by email shall be in an editable format, i.e.

Microsoft Word, or standard email as opposed to an un-editable format such as Adobe Acrobat .pdf files.

3. All questions will result in written responses with copies posted to the ESBD, available at http://www.txsmartbuy.com/esbd

4. It is the responsibility of the interested parties to periodically check the ESBD for updates to the solicitation prior to submitting a proposal.

Respondent’s failure to periodically check the ESBD or acknowledge addenda will in no way release the respondent from any obligations detailed in the addenda. Any additional costs incurred to meet the requirements of the RFP are the sole responsibility of each respondent.

C. RESPONSES: Official answers will be posted as an addendum to this solicitation, on the Electronic State Business Daily (ESBD) at http://www.txsmartbuy.com/esbd. Respondent names will be removed from questions in the responses released. SPB reserves the right to amend answers prior to the proposal submission deadline. If respondents do not have Internet access, copies may be obtained through the point of contact listed above. Note:

It is the responsibility of interested parties to periodically check the ESBD for updates to the procurement prior to submitting a proposal. Respondent’s failure to periodically check the Electronic State Business Daily (ESBD) will in no way release the selected vendor from “addenda or additional information” resulting in additional costs to meet the solicitation requirements.

D. PROHIBITED COMMUNICATIONS: Upon issuance of this RFP, besides written inquiries as described above and administrative questions related to HUB, the procurement process, and proposal submissions, employees and representatives of SPB will not answer questions or otherwise discuss the contents of the RFP with any potential Respondent or their representatives, except for the written inquiries to spb.bids@tspb.texas.gov. Attempts to contact program staff by phone or in person will not be allowed or recognized as valid.

Failure to observe this restriction may disqualify respondent. This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this solicitation.

2.7 RESPONSE EVALUATION AND AWARD

mailto:SPB.Bids@tspb.texas.gov http://www.txsmartbuy.com/esbd http://www.txsmartbuy.com/esbd mailto:spb.bids@tspb.texas.gov

A. SPB is not obligated to accept the lowest priced response but will make an award to a Respondent that provides the “best value” to the State of Texas, as defined by Texas Government Code § 2155.074.

B. SPB will not enter into a contract with any individual who is required by Texas Government Code Chapter 305 to register as a lobbyist as stated in Texas Government Code § 556.005, Employment of Lobbyist. A committee will be established by SPB (including SPB employees) to evaluate the proposals.

The evaluation committee will determine best value by applying the following criteria:

Criteria Points Available Cost 30 Firm previous experience with similar projects 40 Ability to complete work in-house 30 Total Points Possible 100

C. The evaluation committee will determine if a Best and Final Offer (BAFO) is necessary. Award of a Contract may be made without a BAFO. The SPB may, at its discretion, request clarification or elect to have Respondents provide oral presentations and respond to inquiries from the evaluation committee related to their Proposal. A request for a BAFO is at the sole discretion of SPB and will be extended in writing.

D. A Respondent’s performance will be assessed in the Texas Comptroller’s

Vendor Performance Tracking System. Anything C and above is pass, and anything D and below is fail.

SPB reserves the right to award a contract to a single contractor, or award to more than one contractor, whichever provides the best value to SPB in performance of this service.

SPB will be the sole judge of best value. An award notice will be sent to the selected Respondent.

Any award is contingent upon the successful negotiation of final contract terms and upon approval of the SPB Executive Director. Negotiations will be confidential and not subject to disclosure to competing Respondents unless and until an agreement is reached. If contract negotiations cannot be concluded successfully, SPB may negotiate a contract with the next highest scoring Respondent or may withdraw this Solicitation.

2.8 CRIMINAL BACKGROUND CHECKS

https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2155.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.305.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.305.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.556.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.556.htm

Contractor represents and warrants that Contractor and Contractor’s employees who will be performing services onsite at an SPB property have not been convicted of a felony criminal offense, or that, if such a conviction has occurred, Contractor has fully advised SPB as to the facts and circumstances surrounding the conviction.

Contractor’s employees and subcontractors that will complete any services described herein may be subject to a criminal background check before beginning work on the project.

SPB reserves the right to waive any findings that do not impact the successful completion of the project and/or safety of SPB staff or that of the public. It is SPB’s sole discretion to determine potential impact or risk.

2.9 PERFORMANCE MEASURES AND SPB RESPONSIBILITIES

SPB will designate a Project/Contract Manager upon contract award. SPB will furnish no material, labor, equipment, or facilities unless otherwise specified in the contract.

Contractor will be responsible for the performance of any contractual obligations that may result from an award based on this RFP and shall not be relieved due to non-performance of any or all subcontractors. By submitting a proposal, the Respondent commits to providing the goods and services required in the RFP. The successful Respondent will be required to abide by SPB policies, procedures, standards and guidelines relevant to the execution of this contract.

SPB will measure and evaluate the Contractor’s and/or subcontractor’s performance under the contract. If the Contractor or subcontractor does not meet any standards for deliverables and/or performance incentives (if applicable), SPB may impose remedies if the Contractor or subcontractor fails to meet their responsibilities as outlined in the RFP and the terms and conditions of the contract. All services and deliverables under the contract shall be provided at an acceptable quality level and in a manner consistent with acceptable industry standards, customs, and practices. In the event SPB deems that the Contractor’s performance does not meet an acceptable quality level of service and deliverables, SPB may seek or negotiate remedies with the Contractor.

2.10 ADDING NEW PRODUCTS/SERVICES TO CONTRACT AFTER AWARD

Following the contract award, additional products/services of the same general category that could have been encompassed in the award of the contract, and that are not already on the contract, may be added. A formal written request will be sent to the awarded respondent to quote on the proposed additional products/services. Respondent shall submit proposals to SPB as instructed. All prices are subject to negotiation with the Best and Final Offer (“BAFO”). SPB may accept or reject any or all proposals and may issue a separate solicitation for the products/services after rejecting some or all of the responses. The products/services covered under this provision shall conform to the specifications as outlined in the request.

2.11 MODIFICATIONS OF CONTRACT TERMS AND/OR AMENDMENTS

A. The terms and conditions of the Contract shall govern all transactions under the Contract.

B. The Contract may only be modified or amended upon mutual written agreement of SPB and the Contractor.

2.12 INSURANCE AND BOND

A. Contractor may be required to submit current certificates of insurance, bond documentation and or other proof acceptable to the SPB at the time of notification of a potential award and such proof must be received by the SPB prior to execution of any contract. The SPB, in its sole discretion, may request additional evidence of insurance or bonds coverage as deemed necessary.

B. Prior to the commencement of the work, the Contractor shall furnish to SPB, for approval, a certificate of insurance as proof that the required insurance is in full force and effect. The certificate of insurance shall be emailed to SPB.Bids@tspb.texas.gov.

C. The required coverage is to be with companies licensed in the state of Texas, with an “A” rating from A.M. Best, and authorized to provide the corresponding coverage.

D. Contractor shall be responsible for ensuring its subcontractors are in compliance with all applicable insurance and bond requirements.

E. Contractor shall procure and maintain during the entire period of their performance under the contract the following minimum insurance:

Type of Insurance Each Occurrence/Aggregate Workers Compensation Minimum coverage for employer liability as determined by the Texas Department of Insurance.

Employer’s Liability Bodily Injury by Accident Bodily Injury by Disease Bodily Injury by Disease

$500,000 Ea. Accident $500,000 Ea. Employee $500,000 Policy Limit

Commercial General Liability General Aggregate Applies Per Project

$1,000,000 Aggregate $5,000 Medical Expense each person $50,000 Damage to Premises Rented to You $1,000,000 Products Completed Operations $500,000 Personal & Advertising Liability $500,000 Each Occurrence

Automobile Liability $500,000 Combined Single Limit

All Owned, Hired and Non-Owned Vehicles

2.13 MEETINGS

The Contractor will be asked to attend regular meetings to coordinate full implementation of this project and is expected to attend additional ad hoc meetings as needed to keep the project on schedule. Any meetings or conference calls must be held on regular business days during regular business hours (8 a.m. to 5 p.m.) or at other mutually agreed dates and times.

2.14 CONTRACT ADMINISTRATION

SPB will maintain ongoing review and status of Contractor’s progress toward completion of services and will certify whether contractor’s billings are reasonably comparable with the work completed. Payments will not be made until all work has been reviewed and accepted by SPB.

SECTION III – RESPONSE ITEMS

ITEM 1 – RESPONDENT PROPOSAL FORM

Governor's Mansion Cast Iron Centerpiece Replication

This form is required and must be signed and submitted with the Respondent's proposal. Failure to submit this signed form may result in disqualification of the proposal.

Respondent (Firm Name):

Contact Person and Title:

Address:

Phone Number:

Email Address:

By initialing below, I acknowledge and accept all addenda to this RFP posted with the solicitation on the Electronic State Business Daily (ESBD) with the proposal.

Initials _______________

I, the undersigned, am the above-referenced company’s representative, and I am authorized to submit this response and sign future contract documents.

Authorized Signature Date

Printed Name and Title

Checklist: Required Proposal Content

Each item listed below must be included with the proposal submission. Proposals that are missing an item or items may be disqualified. Items must be submitted in the order listed.

1. Item 1: Respondent Proposal Form - Completed, Initialed, and Signed ☐

2. Item 2: Company Profile and History (maximum - four pages) ☐

3. Item 3: Portfolio of Relevant Experience and References ☐

4. Item 4: Project Qualifications ☐

5. Item 5: HUB Subcontracting Plan - Completed and Signed ☐

ITEM 2 – COMPANY PROFILE and HISTORY

(Maximum 4 pages, Provided by Respondent)

ITEM 3 – PORTFOLIO of RELEVANT EXPERIENCE and References

(Provided by Respondent)

ITEM 4 – Project Qualifications

(Provided by Respondent)

ITEM 5 – HISTORICALLY UNDERUTILIZED BUSINESSES SUBCONTRACTING PLAN

(Attachment B)

Please see SECTION III, GENERAL INFORMATION, 3.1.B, Item 4

All HUB Subcontracting Plan Forms must be completed and submitted with the Response. The forms are entitled and can be found at:

https://comptroller.texas.gov/purchasing/vendor/hub/forms.php

The following forms are required:

HUB Subcontracting Plan Form HUB Subcontracting Plan Form, SECTION 2 continuation sheet HUB Subcontracting Plan Good Faith Effort - Method A HUB Subcontracting Plan Good Faith Effort - Method B HUB Subcontracting Opportunity Notification Form https://comptroller.texas.gov/purchasing/vendor/hub/forms.php