ESBD_File_346534_FINAL REDUCED RFP 240201 Olmito Nature Park Phase 1 Proposal package.pdf

CAMERON COUNTY PARKS

Olmito Park Improvements

RFP # 240201

ARCHITECTS

Gomez Mendez Saenz, Inc.

Ambiotec Civil Engineering Group Green Rubiano & Associates Ethos Engineering

Set No. Roan G. Gomez,AIA

CAMERON COUNTY

PURCHASING DEPARTMENT

REQUEST FOR PROPOSALS

RFP NUMBER: # 240201

RFP TITLE: OLMITO NATURE PARK – PHASE 1

DATE DUE: JANUARY 24, 2024 DUE NO LATER THAN 3:00 P.M.

RFP’s will be opened at the Cameron County Courthouse, 1100 East Monroe Street, Brownsville, Texas in the Purchasing Department – 3rd Floor – Room # 345 at 3:01 p.m. (as per Purchasing Dept. time clock) on deadline due date.

Please return RFP ORIGINAL (marked “ORIGINAL”) AND ONE (1) COPY (marked “COPY”) sets and an electronic (PDF format file only) of your RFP submittal for review by evaluation committee in a sealed envelope. Be sure that return envelope shows the RFP Number, Description and is marked “SEALED RFP”.

RETURN RFP TO:

by U.S. mail or delivered to the office of Purchasing Dept., County Courthouse (Dancy Bldg.) 1100 E.

Monroe St, 3rd Floor, Room 345, Brownsville, Texas 78520.

PRE-PROPOSAL MEETINGS SCHEDULE:

Wednesday, January 10, 2024 at 3:00 P.M.

PRE-PROPOSAL MEETING LOCATION:

835 East Levee Building,2nd floor, conference room, Brownsville, Texas 78520

CONTACT PERSON: Danny Villarreal, Construction Manager 956-454-1378

Proposal questions/clarifications must be submitted by: Friday, January 12, 2024 before 5:00P.M.

(e-mail to purchasing@co.cameron.tx.us or fax 956-550-7219 attention, Roberto C. Luna, Interim Purchasing Agent)

For additional information or to request addendum email: Roberto C. Luna and/or Dalia Loera at roberto.luna@co.cameron.tx.us or dalia.loera@co.cameron.tx.us

YOU MUST SIGN BELOW IN INK. FAILUFE TO SIGN WILL DISQUALIFY THE OFFER.

Company Name: ___________________________________________________________________________________

Company Address: ____________________________________________________________________________

City, State, Zip Code: ____________________________________________________________________________

Historically Underutilized Business (State of Texas) Certification VID Number: _________________________________

Telephone No. ____________________________Fax No. _____________________e-mail_________________________

SIGNATURE:________________________________ Print Name:______________________________

How did you find out about this RFP? ________________________________________ (ex: Newspaper, Web, and Mail)

Is Bidder’s principal place of Business within Cameron County? □ Yes □ No If yes what City: ____________________________

Your signature attests to your offer to provide the goods and/or services in this RFQ according to the published provision of this RFP.

When an award letter is issued, this RFP becomes the contract. If an RFP required specific Contract is to be utilized in addition to this RFP, this signed RFP will become part of that contract. When an additional Contract is required a RFP award does not constitute a contract award and RFP / Contract is not valid until contract is awarded by Commissioners Court (when applicable) signed by County Judge) and Purchase Order is issued.

Bidders must sign each bid page to ensure you have read each page’s information, terms, conditions and/or required forms.

Failure to sign or initial each bid page will disqualify the BID/PROPOSAL offer.

mailto:purchasing@co.cameron.tx.us mailto:roberto.luna@co.cameron.tx.us mailto:dalia.loera@co.cameron.tx.us

RFP # 240201 Page 2 of 77 Responder’s signature/Initials __________

ACKNOWLEDGMENT OF RECEIPT

RFP # 240201 OLMITO NATURE PARK – PHASE1

Please submit this page upon receipt

For any clarifications, please contact Mr. Roberto C. Luna, Purchasing Agent and/or Dalia Loera, Bids & Proposals Coordinator at the Cameron County Purchasing Department office at: (956) 544-0871 or e-mail at:

purchasing@co.cameron.tx.us

Please fax or e-mail this page upon receipt of RFP package no later than Friday, January 12, 2024 before 3:00 p.m. CST.

All questions regarding this RFP should also be submitted no later than the stated date and time on RFP cover page.

Fax: (956) 550-7219 or E-mail: purchasing@co.cameron.tx.us

If you are unable to respond on this RFP solicitation, kindly indicate your reason for “Not Responding/No-Participation” below and fax or e-mail back to Cameron County Purchasing Department. This will insure you remain active on our vendor list.

Date: _______________

(___) Yes, I will be able to submit an RFP submittal.

(___) No, I will not be able to submit an RFP submittal for the following reason:

Company Name: _______________________________________________________

Company Representative Name: __________________________________________

Company Address: _____________________________________________________

Phone #: ______________________ Fax #” ___________________________

E-mail Address: ________________________________________________________

INVITATION

Cameron County is requesting bids/proposals/qualifications for the following, which should BE

REFERENCED ON ENVELOPE, "ATTN: COMMISSIONERS COURT - SEALED BID/PROPOSAL:

DEADLINE – 3:00 P.M.

01/24/24 RFP# 240201 OLMITO NATURE PARK IMPROVEMENTS PHASE 1

The RFP# 240201 is particularly interested in Proposers’ ability to meet the funding eligibility requirements set for in the American Rescue Plan Act of 2021 (ARPA) Please see Appendix A “ FHWA 1273” & Appendix B “Super Circular- Procurement Standards 2 CFR Parts 200.317 – 200.327”

A = Annual Q = Quarterly B = Bid RFP = Proposal RFQ = Qualifications

Detailed specifications are available from Dalia Loera at 956/544-0871 of the County Purchasing Department or web site – Bids & Specs. Tab https://www.cameroncountytx.gov/purchasing-bids-rfpq-addms-tabs/

Your sealed submittals should contain the REFERENCE “ATTN: COMMISSIONERS COURT – SEALED

BID/PROPOSAL/REQUEST FOR QUALIFICATIONS ON THE OUTSIDE OF YOUR RETURN

ENVELOPE and addressed and sent to the County Purchasing Department - Cameron County Courthouse, (Dancy Building) 1100 E. Monroe St., 3rd Floor, Room # 345, Brownsville, Tx. 78520. Properly referenced and returned Bids/ RFP’s / RFQ’s will be opened at the Cameron County Courthouse, 1100 East Monroe Street, Brownsville, Texas in the Purchasing Department – 3rd Floor – Room # 345 at 3:00 p.m. (as per Purchasing Dept. time clock) on deadline date. Bidders are invited to attend. Cameron County is an Equal Employment Opportunity Employer and expressly reserves the right to accept or reject any and all submittals and may waive formalities.

TO APPEAR: December 23, 2023 & December30, 2023 Brownsville Herald - P.O. # https://www.cameroncountytx.gov/purchasing-bids-rfpq-addms-tabs/

RFP # 240201 Page 3 of 77 Responder’s signature/Initials __________

CHECK LIST

Proposers are asked to review the package to be sure that all applicable parts are included. If any portion of the package is missing, notify the Purchasing Department immediately. It is the Proposer’s responsibility to be familiar with all the Requirements and Specifications. Be sure you understand the following before you return your RFP packet.

_X__ Cover Sheet

Your company name, address and your signature (IN INK) should appear on this page.

_X__ Instructions to Proposers

You should be familiar with all of the Instructions to Proposers.

_X__ Special Requirements

This section provides information you must know in order to make an offer properly.

_X__ Specifications / Scope of Work

This section contains the detailed description of the product/service sought by the County.

Attachments

_X__ Attachments A, B, C, D, E, F, G, H & I – APPENDIX A & B

Be sure to complete these forms and return with packet.

__X_ Minimum Insurance Requirements

Included when applicable __X_ Worker’s Compensation Insurance Coverage Rule 110.110

This requirement is applicable for a building or construction contract.

____ Financial Statement

When this information is required, you must use this form.

Other - Final reminders to double check before submitting RFP

____ Is your RFP sealed with RFP #, title, Proposer’s Name, & return address, on outside?

____ Did you complete, sign and submit page 1?

____ Did you provide the number of copies as required on the cover page?

____ Did you visit our website for any addendums?

https://www.cameroncounty.us/purchasing-bids-rfpq-addms-tabs/

If not interested in responding please let us know why e-mail to: Purchasing@co.cameron.tx.us mailto:Purchasing@co.cameron.tx.us

RFP # 240201 Page 4 of 77 Responder’s signature/Initials __________

INSTRUCTIONS FOR SUBMITTING RFP’S

These General Instructions apply to all offers made to Cameron County, Texas (herein after referred to as “County”) by all prospective vendors (herein after referred to as “Proposers”) on behalf of Solicitations including, but not limited to, Invitations to RFP and Requests for Quotes.

Carefully read all instructions, requirements and specifications. Fill out all forms properly and completely. Submit your RFP with all appropriate supplements and/or samples. Prior to returning your sealed RFP response / submittal, all Addendums - if issued - should be reviewed and downloaded by entering the County Purchasing web https://www.cameroncounty.us/purchasing-bids-rfpq-addms-tabs/

Addendums Column (updated Addendums). These Addendums must be signed and returned with your RFP in order to avoid disqualification. All Tabulations can also be viewed and downloaded at this site. Annual RFP award information can be accessed at:

https://www.cameroncounty.us/purchasing-bids-rfpq-addms-tabs/

Review this document in its entirety. Be sure your RFP is complete, and double check your RFP for accuracy.

Cameron County is an Equal Employment Opportunity Employer. Review this document in its entirety. Be sure your RFP is complete, and double check your RFP for accuracy.

GOVERNING FORMS: In the event of any conflict between the terms and provisions of these requirements and the specifications, the specifications shall govern. In the event of any conflict of interpretation of any part of this overall document, Cameron County’s interpretation shall govern. Where substitutions are used, they must be of equivalent value or service, and specified by the Proposer as such, in the columns to the right on the "Minimum Specifications' Forms". The County’s specifications may be exceeded and should be noted by the Vendor as such. Any RFP NOT MEETING the Minimum Requirements specified will be rejected.

GOVERNING LAW: This invitation to RFP is governed by the competitive RFP requirements of the County Purchasing Act, Texas Local Government Code, δ262.021 et seq., as amended. Offerors shall comply with all applicable federal, state and local laws and regulations. Offeror is further advised that these requirements shall be fully governed by the laws of the State of Texas and that Cameron County may request and rely on advice, decisions and opinions of the Attorney General of Texas and the County Attorney concerning any portion of these requirements.

Questions requiring only clarification of instructions or specifications will be handled verbally. If any questions results in a change or addition to this RFP, the Change(s) and addition(s) will be forwarded to all vendors involved as quickly as possible in the form of a written addendum only.

Verbal changes to RFP’s must be backed-up by written addendum or written Q/A clarifications which would be posted on County Purchasing Web site. Without written Addendum or written Q / A clarification, verbal changes to RFP will not apply.

Sign the Vendor’s Affidavit Notice, complete answers to Attachments A,B, C, D, E , F , G, H, I and return all with your RFP.

The RFP is particularly interested in Proposers’ ability to meet the funding eligibility requirements set for in the American Rescue Plan Act of 2021 (ARPA) Please see Appendix A “ FHWA 1273” & Appendix B “Super Circular- Procurement Standards 2 CFR Parts 200.317 – 200.327”

CONFLICT OF INTEREST QUESTIONNAIRE:

For vendor or other person doing business with local governmental entity This questionnaire must be filed in accordance with chapter §176 of the Local Government Code by a person doing business with the governmental entity.

By law this questionnaire must be filed with the records administrator (County Clerk’s Office) of the local government not later than the 7th business day after the date the person becomes aware of facts that require the statement to be filed. See Section §176.006, Local Government Code. A person commits an offense if the person violates Section §176.006, Local Government Code. An offense under this section is a Class C misdemeanor.

The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than September 1 of the year for which an activity described in Section §176.006(a), Local Government Code, is pending and not later than the 7th business day after the date the originally filed questionnaire becomes incomplete or inaccurate.

Please review this entire document, if for any reason there is any information to disclose, relative to any questions in this Conflict of Interest form, you must file with County Clerk’s Office subject to above instructions.

can be downloaded at the following web site:

https://www.cameroncounty.us/wp-content/uploads/Purchasing/docs/Conflict_of_Interest_Questionnaire_New_2015__.pdf

DISCLOSURE OF INTERESTS:

https://www.cameroncounty.us/wp-content/uploads/Purchasing/docs/Conflict_of_Interest_Questionnaire_New_2015__.pdf

RFP # 240201 Page 5 of 77 Responder’s signature/Initials __________

This questionnaire must be filed with the records administrator (County Clerk’s Office) of the local government and no later than the 7th business day after the person becomes aware of facts that require this statement to be filed. Cameron County, Texas requires all persons or firms seeking to do business with the County to provide the following information if the person becomes aware of facts that require this statement to be filed. Every question must be answered. If the question is not applicable, answer with “N/A.”

Please review this entire document, if for any reason there is any information to disclose, relative to any questions in this disclosure of interest form, you must file with County Clerk’s Office subject to above instructions.

can be downloaded at the following web site: https://www.cameroncounty.us/wp-content/uploads/Purchasing/CIS.pdf

TEXAS ETHICS COMMISSION FORM 1295

All RFPs prior to award or award of Contract by Commissioner’s Court will require that the Texas Ethics Commission (TEC) Form 1295 Electronic (on line) Vendor filing procedure be completed by Vendor.

All Vendors being recommended to Commissioners Court for award or renewal of award on Agenda must register and obtain a TEC Certification for the specific award. This Certification Form 1295 must be electronically submitted and printed form must be emailed or delivered to County Purchasing Department making the request for form. This process must be completed prior to Commissioners Court Agenda for approval consideration of RFP award. There is no charge for this TEC online process.

Texas Ethics Commission (TEC) Form 1295 must be completed (by firm - on line “New Form 1295 Certificate of Interested Parties Electronic Filing Application” Site at:https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm )

If any Vendors have questions as to TEC Form 1295 visit the County Purchasing Web site left column tab “Vendor – TEC Form 1295” for more information. TEC Web site links can be found at this location including Question / Answers and Video instructions.

tab Link: https://www.cameroncounty.us/vendors-tec-form-1295/

PROPOSER SHALL SUBMIT RFP ON THE FORM PROVIDED, SIGN THE VENDOR AFFIDAVIT, AND RETURN ENTIRE RFP PACKET. In the event of inclement weather and County Offices are officially closed on a Proposal deadline day, RFP’s will be received unit 2:00 p.m. of the next business day. Proposals will be opened at the Cameron County Courthouse, 1100 East Monroe Street, Brownsville, Texas in the Purchasing Department – 3rd Floor – Room # 345 (as per Purchasing Dept. time clock.

RFP’s SUBMITTED AFTER THE SUBMISSION DEADLINE SHALL BE RETURNED UNOPENED AND WILL BE CONSIDERED

VOID AND UNACCEPTABLE.

PRESENTATIONS SEQUENCE TO EVALUATION COMMITTEE. Presentations to Evaluation Committee will be sequenced (in order) as determined by the utilization of RANDOM.ORG. Process will be conducted in the Purchasing Dept. with Auditor’s designee present.

SUCCESSFUL PROPOSERS WILL BE NOTIFIED BY MAIL. All responding vendors will receive written notification regarding outcome of award.

PROPOSERS MAY ATTEND PUBLICLY HELD COMM COURT MEETING FOR AWARD OF THIS SOLICITATION. All responding proposers are welcome to attend the publicly held Commissioners Court meeting relative to the outcome / award of this solicitation. Court Meeting agenda date and times may be obtained at the following web site:

https://www.cameroncountytx.gov/commissioners-court-agendas/

OPEN RECORDS ACCESS TO ALL INFORMATION SUBMITTED. All information included will be open to the public, other proposers, media as per the Open Records Act and not be confidential in nature. If you deem any information as confidential, it should not be made part of your RFP package.

PLEASE NOTE CAREFULLY

THIS IS THE ONLY APPROVED INSTRUCTION FOR USE ON SUMBITTING YOUR REPONSE. ITEMS BELOW APPLY TO AND BECOME A PART OF TERMS AND CONDITIONS OF RFP. ANY EXCEPTIONS THERETO MUST BE IN WRITING.

1. ORIGINAL (marked “ORIGINAL”) AND ONE (1) COPY (marked “COPY”) sets and an electronic (PDF format file only) MUST BE SUBMITTED. Each RFP shall be placed in a separate envelope completely and properly identified with the name and number of the bid. Proposals must be in the Purchasing Department BEFORE the hour and date specified.

2. Proposals MUST give full firm name and address of the proposer. Failure to manually sign RFP will disqualify it. Person signing RFP should show TITLE or AUTHORITY TO BIND THE FIRM IN A CONTRACT.

3. Proposals CANNOT be altered or amended after deadline time. Any alterations made before deadline time must be initiated by

Proposer or his authorized agent. No RFP can be withdrawn after opening time without approval by the Commissioners Court based on a written acceptable reason.

4. Written and verbal inquires pertaining to bids must give RFP Number and Company.

https://www.cameroncounty.us/wp-content/uploads/Purchasing/CIS.pdf https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.cameroncounty.us/vendors-tec-form-1295/ https://www.cameroncountytx.gov/commissioners-court-agendas/

RFP # 240201 Page 6 of 77 Responder’s signature/Initials __________

5. NO changes or cancellations permitted without written approval of Purchasing Agent. The County reserves the right to accept or reject all or any part of any RFP and waive minor technicalities.

6. This is a RFP inquiry only and implies no obligation on the part of Cameron County.

7. Partial RFP’s will not be accepted unless awarded by complete RFP.

8. It is expected that the Proposer will meet all state and federal safety standards and laws in effect on the date of the RFP, for the item(s) being specified, and the particular use for which they are meant.

9. It is the responsibility of the Proposer to ask any and all questions the Proposer feels to be pertinent to the proposal. Cameron County shall not be required to attempt to anticipate such questions for proposers. Cameron County will endeavor or respond promptly to all questions asked.

10. If PROPOSER takes exception to specifications or reference data, he will be required to provide details etc. as specified.

11. A proposal may not be withdrawn or canceled by the proposer without the written acknowledgment of the County for a period of sixty (60) days following the date designated for the receipt of proposal, and proposer so agrees upon submittal of the proposal.

12. If a Bid Bond is required in this Proposal it must be included in Proposers Sealed RFP package.

13. The County reserves the right to accept or reject all or any part of any RFP, waiver minor technicalities. The County of Cameron reserves the right to award by item category or by total RFP. Prices should be itemized. County also reserves the right to award either with or without trade-in, if applicable. Cameron County reserves the right to award if only one (1) RFP was received.

Cameron County retains the option to re-solicit at any time if in its best interest and is not automatically bound to renewal or re-solicitation. The County reserves the right to hold all RFPs for 60 days from the due date of receipt without actions. The County reserves the right to add additional County Departments (at a later time during this RFP award) as the need arises. The County also reserves the right to consider utilizing CO-OP Interlocal Agreements / pricing if determined to be more advantageous to the County.

14. All property of Cameron County must remain (at all times) within the United States – without exception – unless prior Agenda approval has been given by Commissioners Court.

15. The County is exempt from State Sales Tax and Federal Excise Tax. DO NOT INCLUDE TAX IN RFP. Cameron County claims exemption from all sales and/or use taxes under Texas Tax Code δ151.309, as amended. Texas Limited Sales Tax Exemption Certificates will be furnished upon written request to the Cameron County Purchasing Agent.

16. Proposals are scheduled to be opened and publicly acknowledged at the Cameron County Commissioners Courtroom, on the scheduled date and time specified on cover sheet of this RFP package. Proposers, their representatives and interested persons may be present. The proposals shall be opened and acknowledged only so as to avoid disclosure of the contents to competing proposers and shall remain confidential during negotiations. However, all proposals shall be opened for public review after the concession lease agreement is approved, except for trade secrets and confidential information contained in the proposal and identified by proposers as such.

17. No oral statement of any person shall modify or otherwise change, or affect the terms, conditions or specifications stated in the resulting concession agreement. All change orders to this RFP will be made in writing by the Cameron County Purchasing Department. Award of proposal does not constitute a concession agreement. A binding concession agreement will be negotiated by the Cameron County Property Manager and approved by the Commissioners Court after the proposal has been awarded.

18. No public official shall have interest in this RFP except in accordance with Vernon’s Texas Codes Annotated, Local

Government Code Title 5. Subtitle C, Chapter §171.

19. The proposer shall not offer or accept gifts or anything of value nor enter into any business arrangement with any employee, official or agent of Cameron County.

20. All proposals meeting the intent of this RFP will be considered for a possible negotiation.

21. Any interpretations, corrections or changes to this RFP will be made by addenda. Sole issuing authority of addenda shall be vested in Cameron County Purchasing Department. Addenda will be mailed to all who are known to have received a copy of this RFP. Proposers shall acknowledge receipt of all addenda in writing.

22. Proposals must comply with all federal and state laws, County policy and local regulations.

23. Cameron County may request a presentation and additional information to determine proposer's ability to sufficiently meet these minimum responsible standards listed above.

24. Cameron County requests proposer to supply, with this RFP, a list of at least three (3) references. Include full name and title, address, telephone number, fax number and name(s) of contact person.

RFP # 240201 Page 7 of 77 Responder’s signature/Initials __________

25. Successful proposer shall defend, indemnify and save harmless Cameron County and all its officers, agents and employees from all suits, actions, or other claims of any person, persons, or property on account of negligent act or fault of the successful offered, or of any agent, employee, subcontractor or supplier in the execution of or performance under any contract which may result from proposal award. Successful proposer shall pay any judgment including costs, which may be obtained against Cameron County developing out of such injury or damages.

26. Any notice provided by this proposal or required by Law to be given to the successful proposer by Cameron County shall be conclusively deemed to have been given and received on the next day after such written notice has been deposited in the mail in Brownsville, Texas by Registered or Certified mail with sufficient postage affixed thereto, addressed to the successful proposer at the address so provided; this shall not prevent the giving of actual notice in any other manner.

27. It is the responsibility of the bidder or proposer to ask any and all questions the bidder or proposer feels to be pertinent to the bid or proposal. Cameron County shall not be required to attempt to anticipate such questions for bidders or proposers. Cameron County will endeavor to respond promptly to all questions asked.

28. AWARD OF CONTRACT - Award(s), if made, will be made to the responsive and responsible Offeror(s) whose proposal is most advantageous to Cameron County, taking into consideration price and the other factors set forth in the Request for Proposals “R.F.P. . Contract will be negotiated with the offeror whose proposal is determined to be most advantageous to County. The County reserves the right and option to reject any and all proposals and to waive any formality in proposals received, to accept or reject any or all of the items in the proposal, and award the contract in whole or in part, if it is deemed in the best interest of the County. Proposals should be submitted initially on the most favorable terms, from both price and technical standpoints. The County further reserves the right to award without discussion after proposals are received to request written “BEST AND FINAL OFFERS” from respondents judged to be responsive to the minimum technical requirements.

PURCHASE ORDER AND DELIVERY: The successful PROPOSER shall not deliver products or provide services without a contract approved by the Cameron County Commissioners Court and a Cameron County Purchase Order signed by an authorized agent of the Cameron County Purchasing Department.

This shall be understood to include bringing merchandise to the appropriate room or place designated by the using department. Every tender or delivery of goods must fully comply with all provisions of these requirements and the specifications including time, delivery and quality.

Nonconformance shall constitute a breach which must be rectified prior to expiration of the time for performance. Failure to rectify within the performance period will be considered cause to reject future deliveries and cancellation of the contract by Cameron County without prejudice to other remedies provided by law. Where delivery times are critical, Cameron County reserves the right to award accordingly.

NO PLACEMENT OF DEFECTIVE TENDER: Every tender or delivery of goods must fully comply with all provisions of this contract as to time of delivery, quality and the like. If a tender is made which does not fully conform, this shall constitute a breach and Seller shall not have the right to substitute a conforming tender provided, where the time for performance has not yet expired, the Seller may seasonably notify Buyer of their intention to cure and may then make a conforming tender within the contract time but not afterward.

PLACE OF DELIVERY: The place of delivery shall be that set forth on the purchase order. Any change thereto shall be affected by modification as provided for in clause 20, “Modifications”, hereof. The terms of this agreement are “no arrival, no sale”.

DELIVERY TERMS AND TRANSPORTATION CHARGES: RFP must show number of days required to place material in receiving agency’s designated location under normal conditions. Failure to state delivery time obligates Proposer to complete delivery in 24 hours.

A five-day difference in delivery promise may break a tie. Unrealistically short or long delivery promises may cause RFP to be disregarded.

Consistent failure to meet delivery promises without valid reason may cause removal from Proposer list.

An accurate delivery date must be quoted on the “RFP Form”. When there are various items, a delivery date must be included with each item quoted. Freight and shipping charges to Cameron County must be included in the RFP price. Final location will be supplied to the vendor on award of RFP, F.O.B. destination. Delivery locations will be: Various County Building locations. Delivery days after receipt of order (ARO). Specify all (various) dates by categories or item if different.

If delay is foreseen, contractor shall give written notice to Director of Purchasing. The County has the right to extend delivery date if reasons appear valid. Contractor must keep County advised at all times of status of order. Default in promised delivery (without accepted reasons) or failure to meet specifications, authorized the County to purchase supplies elsewhere and charge full increase in cost and handling to defaulting contractor.

Delivery shall be made during normal working hours only, 8:00 a.m. to 5:00 p.m. unless otherwise noted in RFP.

VARIATON IN QUANTITY: The County assumes no liability for commodities produced, processed or shipped in excess of the amount specified herein.

RFP # 240201 Page 8 of 77 Responder’s signature/Initials __________

SELLER TO PACKAGE GOODS: Seller will package goods in accordance with good commercial practice. Each shipping container shall be clearly and permanently packed as follows: (a) Seller’s name and address; (b) Consignee’s name, address and purchase order or purchase release number and the supply agreement number if applicable; (c) Container number and total number of containers, e.g. box 1 of 4 boxes; and (d) the number of the container bearing the packing slip. Seller shall bear cost of packaging unless otherwise provided.

Goods shall be suitably packed to secure lowest transportation costs and to conform with requirements of common carriers and any applicable specifications. Buyer’s count or weight shall be final and conclusive on shipments not accompanied by packing lists.

SHIPMENT UNDER RESERVATION PROHIBITED: Seller is not authorized to ship the goods under reservation, and no tender of a bill of lading will operate as a tender of goods.

TITLE AND RISK OF LOSS: The title and risk of loss of the goods shall not pass to Buyer until Buyer actually receives and takes possession of the goods at the point or points of delivery.

INSPECTION: Upon receiving item(s), they will be inspected for compliance with the RFP Specifications. If the item(s) do not pass inspection, the vendor will be required to pick up the rejected item(s) at the delivery point, provide the necessary replacement, and return the item(s) to the original point of delivery.

All items proposed shall be new, in first class condition, including containers suitable for shipment and storage (Cameron County prefers recycled packaging whenever possible), unless otherwise indicated in RFP. Verbal agreements to the contrary will not be recognized. All materials and services shall be subject to Purchaser’s approval. Unsatisfactory material will be returned at Seller’s expense. Cameron County reserves the right to inspect any item(s) or service location for compliance with specifications and requirements and needs of the using department. If an offeror cannot furnish a sample of a RFP item, where applicable, for review, or fails to satisfactorily show an ability to perform, the County can reject the RFP as inadequate.

TESTING: Cameron County reserves the right to test equipment, supplies, material and goods Proposed for quality, compliance with specifications and ability to meet the needs of the user. Demonstration units must be available for review. Should the goods or services fail to meet requirements and/or be unavailable for evaluation, the RFP is subject to rejection. County user Dept.(s) reserves the right to make the final determination as to equivalents.

SPECIAL TOOLS AND TEST EQUIPMENT: If the price stated on the face hereof includes the cost of any special tooling or special test equipment fabricated or required by Seller for the purpose of filling this order, such special tooling equipment and any process sheets related thereto shall become the property of the Buyer and to the extent feasible shall be identified by the Seller as such.

INVOICES AND PAYMENTS: (a) Vendor shall submit separate invoices, in duplicate, on each purchase order after each delivery. Invoices shall indicate the purchase order number, shall be itemized and transportation charges, if any, shall be listed separately. A copy of the bill of lading and the freight weigh bill when applicable, should be attached to the invoice.

Mail to: Cameron County, ATTN: Auditor’s Office, 1100 East Monroe St., Brownsville, Texas 78520. Payment shall not be due until the above instruments are submitted after delivery. Vendors must keep the Auditor advised of any changes in your remittance addresses. (b) County’s only obligation to pay Vendor is to pay from funds budgeted and available for the purpose of the purchase. Lack of funds shall render this contract null and void to the extent funds are not available and any delivered but unpaid for goods will be returned to Vendor by the County. (c) Do not include Federal Excise, State or City Sales Tax.

County shall furnish tax exemption certificate if required.

Any invoice, which cannot be verified by the contract price and/or is otherwise incorrect, will be returned to the Vendor for correction. Under term contracts, when multiple deliveries and/or services are required, the Vendor may invoice following each delivery and the County will pay on invoice. Contracts providing for a monthly charge will be billed and paid on a monthly basis only. Prior to any and all payments made for good and/or services provided under this contract, the Vendor should provide his Taxpayer Identification Number or social security number as applicable. This information must be on file with the Cameron County Auditor’s office. Failure to provide this information may result in a delay in payment and/or back-up withholding as required by the Internal Revenue Services.

Vendor shall submit two (2) copies of an itemized invoice showing RFP number and purchase order number to:

CAMERON COUNTY AUDITOR

ACCOUNTS PAYABLE

1100 EAST MONROE ST.,

BROWNSVILLE, TEXAS 78520

Please note that any payment due under this RFP award will be applied towards any debt, including but not limited to delinquent taxes that is owed to Cameron County.

PAYMENT DISCOUNT: Indicate the payment discount (s) available depending on the when invoices are paid. For example, 1/30 means a 1% discount if paid within 30 days, 2/15 means a 2% discount if paid within 15 days, etc. Payment in full will be made within thirty (30) days of delivery, inspection, and receipt of invoice.

All costs quotations must include all the various features needed to satisfy the requirements. Note: No amounts will be paid for the items in this RFP in excess of the amounts quoted.

RFP # 240201 Page 9 of 77 Responder’s signature/Initials __________

REQUEST FOR PROPOSAL (RFP)

RFP # 240201

OLMITO NATURE PARK – PHASE 1

INSTRUCTIONS

PART I – GENERAL REQUIREMENTS

1.0 By order of the Commissioners’ Court of Cameron County, Texas, sealed proposals will be received for:

OLMITO NATURE PARK – PHASE 1

SEE (DIVISION 1 – GENERAL REQUIREMENTS) WHICH FURTHER DESCRIBES THE

SCOPE OF WORK/SERVICES AS SPECIFIED ON TECHNICAL SPECIFICATIONS AND

CONSTRUCTION DRAWINGS PROVIDED BY ARCHITECTURAL FIRM.

It is the responsibility of the bidder to provide and install new emergency generator equipment which best complies with the specifications listed in RFP package.

It is the Responder’s responsibility to provide a Payment and Performance Bond, and proof of insurance.

Responder’s shall fill out the form which follows, which details basic equipment and construction and installation requirements. Failure to fill out the form, leaving items blank, or referencing other manufacturer documents instead of filling out the form, will be considered non-responsive and could disqualify proposal.

2.0 INCURRED EXPENSES: There is expressed or implied obligation for Cameron County to reimburse for any expense incurred in preparing proposals in response to this request, and Cameron County will not reimburse anyone for these expenses. Cameron County will consider all RFP’s from all responsible proposers.

3.0 CASHIER'S CHECK AND FORFEITURE: Each RFP shall be accompanied by a Cashier’s Check, Certified Check, or acceptable Proposer's Bond payable to Cameron County, in the amount of not less than 5% of the larges possible total for the proposal submitted, must accompany each proposal. Proposal guarantee bond as a guarantee that if the Proposer receives an award, the Proposer will enter into a contract for services and submit proof of any required insurance. Checks of unsuccessful Proposers will be returned. If the successful Proposer fails to satisfy all pre-work requirements or commence work after award, that Proposer shall forfeit this security deposit. Cameron County shall retain it as liquidated damages.

4.0 GENERAL CONDITIONS: Proposers shall thoroughly examine the specific requirements, schedules, instructions and all other contract documents. RFP must set forth accurate and complete information as required by this RFP (including attachments). No plea of ignorance by the Proposer of conditions that exist or that may hereafter exist as a result of failure or omission on the part of the Proposer to make the necessary examinations and investigations, or failure to fulfill in every detail the requirements of the contract documents, will be accepted as a basis for varying the requirements of Cameron County.

5.0. SITE INSPECTION: Before submitting a Proposal, Proposers are encouraged to visit the site and make all investigations and examinations necessary to ascertain site and/or local physical conditions and requirements affecting the full performance of the construction Agreement and to verify any representations made by Cameron County, Texas, upon which the Proposer will rely. If the Proposer receives an award because of its RFP submission, failure to have made such investigations and examinations will in no way relieve the Proposer from its obligations to comply in every detail with all

RFP # 240201 Page 10 of 77 Responder’s signature/Initials __________ provisions and requirements of the Concession Agreement, nor will a plea of ignorance of such conditions and requirements be accepted as a basis for any claim by the Proposer for additional compensation or relief. Failure to do so will not relieve the successful Proposer from performing the contract in accordance with all terms and conditions as set forth.

Each Proposer attests, by signing this RFP that he/she has acquainted themselves with the job site and fully understands there will be no recourse for negligence or oversight for not doing so.

6.0 ASSIGNMENT: The awarded Proposer shall not assign, transfer, convey, sublet, or otherwise dispose of any award or of any of its rights, title, or interests therein, without the prior written consent of the County Commissioners Court.

7.0 CONTRACT PERIOD: .

a. Contact Danny Villarreal, Cameron County Construction Manager at: phone (956) 454-1378 for questions and to make arrangement to inspect site at Cameron County Juvenile Justice Center

8.0 RFP PRICE:

PROPOSER hereby certifies that this RFP is made without prior understanding, agreement or connection with any corporation, firm or person submitting a RFP for the same materials, supplies, services or equipment and is in all respects fair and without collusion or fraud. Further, the PROPOSER hereby agrees to abide by all terms and conditions of this RFP and certifies that the person executing the RFP form is authorized to sign this RFP for the PROPOPSER.

9.0 PRE-AWARD SURVEY: After RFP opening and prior to award, County reserves the right to make a pre-award survey of proposer’s facilities and its operation to be used in the services and performance of this work. Proposer agrees to allow all reasonable requests for inspection of such facilities or operations with two (2) working days advance notice. Failure to allow an inspection is cause for rejection of a RFP as non-responsive. County reserves the right to reject facilities or equipment as unacceptable for performance as a result of the pre-award survey.

10.0 MINIMUM REQUIREMENTS FOR RESPONSIBLE PROPOSAL:

A proposer must affirmatively demonstrate proposer’s responsibility. At a minimum, a prospective proposal must contain in the order presented here an outlined response to the following criteria:

11.0 RFP EVALUATION AND AWARD:

EVALUATION AND SELECTION CRITERIA

WEIGHTED QUANTITATIVE SCORING:

Each Vendor will be assigned a score of 0 - 4 by each evaluator for each criteria

4 = Very good / Exceeds expectations 3 = Above expectations 2 = Meets expectations 1 = Does not meet expectations 0 = non-responsive

Evaluators score by category will be multiplied by the assigned weight for each criteria by vendor then totaled.

Scoring for price will be a ratio and based on a pro rata factor of the best price submitted.

Once RFPs are reviewed and scored, a short list will be compiled. Interviews may be conducted with Proposers determined by total score rankings. Additional information may be required at that time.

RFP # 240201 Page 11 of 77 Responder’s signature/Initials __________

Negotiations will begin with the Proposer selected for the project. Commissioners Court will make the final selection and possible approval of the contract.

An Evaluation Committee will review each proposal. Committee will be comprised of, but not limited to, County Staff. Proposer may be requested to appear before the Committee to answer questions or give additional information regarding the project or for a formal presentation.

Proposals will be evaluated as to the proposal, which offers the best overall project and is deemed to be the most advantageous and yield the greatest benefit to the County. Some specific elements the Committee will be evaluating are as follows:

1. Commercial Quality. (40 points) Satisfactory response to terms and conditions. Experience with similar programs. Proposal quality and customer references and satisfaction of existing customers.

2. Cost Factor. (30 points) Total cost and additional cost.

3. Customer Service. (20 points) Warranties and engineering value options.

4. Functional & Technical. (10 points) A clearly demonstrated understanding of the work to be performed and completeness and reasonableness of the proposing firm’s plan for accomplishing the requested services.

TOTAL 100 points

At the discretion of the Committee, some or all proposals may be ranked in order of meeting the overall requirements of the highest and best use of concession project. The County reserves the right to negotiate with any, one, or all the ranked proposers. The Evaluation Committee will make a recommendation for award by the Cameron County Commissioners’ Court.

12.0 REJECTION OF RFP:

County expressly reserves the right to:

1) waive any defect, irregularity or informality in any proposal;

2) reject or cancel any RFP or parts of any proposal;

3) accept proposals from one or more proposers; or

4) procure the services in whole or in part by other means.

RFP # 240201 Page 12 of 77 Responder’s signature/Initials __________

PART II - REQUIRED DOCUMENTATION

RFP # 231001

Please note this Section may not address all documentation required by the RFP. The Proposer is cautioned to read the entire RFP to determine all requirements. CAMERON COUNTY RESERVES THE RIGHT TO REJECT

ANY RFP WHICH DOES NOT CONTAIN ALL INFORMATION REQUIRED BY THIS RFP.

Proposals shall include all of the information solicited in this RFP, and any additional data that the Proposer deems pertinent to the understanding and evaluation of the Proposal. The Proposer should not withhold any information from the written response in anticipation of presenting the information orally or in a demonstration, since oral presentations or demonstrations may not be solicited.

Submittal of a RFP shall constitute the Proposer's agreement and intent to follow and adhere to all statements, offerings and monetary incentives contained within this Proposal.

In conjunction with other material and information requested in the RFP, all Proposers responding to this solicitation shall provide one (1) original (marked “Original”) and seven (7) copies and all attachments of the following in 8 ½ " by 11" format, clearly legible, tabbed and in a binder. To achieve a uniform review process and to obtain a maximum degree of comparability, Cameron County requires that RFP information be submitted in the following order:

Table of Contents

List title of each tabbed section and title of any additional information included in this Proposal.

Tab 1 - Transmittal Cover (Format and Content: Please included in your RFP’s / RFQ’s as part of your cover).

Executive Summary (2 pages max.)

Submit a signed letter (Executive Summary) briefly addressing the services to be provided by Proposer.

Introduction ( 2 pages max.)

Proposals must include confirm that the firm will comply with all of the provisions in this RFP. If exceptions will be taken it should be so noted. Proposals must be signed by a company officer empowered to bind the company. A proposer's failure to include these items in their proposals may cause their proposal to be determined to be non-responsive and the proposal may be rejected. Include the following: Firms Name, Address, Phone #, Contact Name, Phone #, Email address.

Understanding of the Project ( 1 pages max.)

Proposers must provide a comprehensive narrative statement that illustrates their understanding of the project as proposed and detail schedule (timeline).

Methodology Used for the Project ( 1 page max.)

Proposers must provide a comprehensive narrative statement that sets out the methodology they intend to employ and that illustrates how their methodology will serve to accomplish the work and meet project schedule.

Management Plan for the Project ( 1 page max.)

Proposers must provide a comprehensive narrative statement that sets out the management plan they intend to follow and illustrates how their plan will serve to accomplish the work and meet project schedule.

RFP # 240201 Page 13 of 77 Responder’s signature/Initials __________

Provide list specific to the personnel assigned to accomplish the work called for in this RFP; illustrate the lines of authority; designate the individual responsible and accountable for the completion of the proposed project.

Provide a narrative description of the organization of the project team.

Provide a personnel roster that identifies each person who will actually work on the contract and provide the following information about each person listed and Title;

RFP MAG Guarantee per Proposal ( 1 page max.)

Proposer's MAG Guarantee associated with this offer.

Tab 2 - Proposed General Contractor Information

a. Name of owner/operator

b. Address of GE owner/operator

c. Telephone & Fax number

d. Identification by name and address of principal financial investors/supporters committed to the project, specifying estimated proportionate levels of involvement for each in the total project.

e. Include the name and telephone numbers of the designated individual(s), who will answer technical and contractual questions with respect to the proposal.

Tab 3 - Authorization to Do Business in Texas and Management / Organization Evidence of authorization and if incorporated: certificate of good standing issued by the Secretary of State of Texas indicating Proposer is authorized to conduct business within the State of Texas.

If Business is an individual: proof of registration with Cameron County doing business under assumed name (d/b/a).

Tab 4 - RFP Bond

Each RFP shall be accompanied by a Cashier's Check made payable to Cameron County in the amount of five (5) percent (%) of the total cost proposal as a guarantee that if the Proposer receives an award, the Proposer will enter into a contract for services and submit proof of any required insurance. Checks of unsuccessful proposers will be returned. If the successful Proposer fails to satisfy all pre-work requirements or commence work after award, that Proposer shall forfeit this security deposit. Cameron County shall retain it as liquidated damages.

Tab 5 – Price Proposal Proposer shall provide a detailed breakdown of the total project cost.

Tab 6 - Security (Performance Bond)

The selected Proposer, within 30 days of the time of the execution of the Construction Agreement, shall furnish the County with a valid security (performance) deposit for the amounts detailed in Construction Agreement.

Tab 7 - Time Frame

Describe the time frame for proposed replacement of existing smoke evacuation system and environmental air exhaust system at detention 1 and 2 at the Juvenile Justice Center located in Cameron County. Project commencement date (number of months after contract is approved by the Cameron County Commissioners Court.) Project completion date (smoke evacuation system and air exhaust system in working/running conditions).

Tab 8 – Changes / Deviations

Requested changes to Construction Agreement List any requested changes to the draft construction Agreement. Each requested change shall reference the lease article and page number. All terms and conditions in the Draft Construction Agreement are final unless any requested changes

RFP # 240201 Page 14 of 77 Responder’s signature/Initials __________ are approved and agreed upon. The County has the right to negotiate the terms and conditions with the selected Proposer.

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