ESBD_File_347998_Addendum #1 - RFB 2024-008 Downtown Waco Light Pole Banners & Installation (F) 12524.pdf

Purchasing Services Post Office Box 2570

Waco, Texas 76702-2570 Phone: 254-750-8405

Fax: 254-750-8063 KaseyG@wacotx.gov

CITY OF WACO www.waco-texas.com

Date: 01/25/2024

RFB No: 2024-008 Commodity: Downtown Waco Light Pole Banners & Installation Purchasing Agent: Mr. Kasey Gamblin

Closing Time: 2:00 P.M. CST, Tuesday, February 13, 2024 Opening Time: 2:05 P.M. CST, Tuesday, February 13, 2024

RFB Opening Location: Operations Center, Purchasing Services Office, 1415 N. 4th St., Waco, TX 76707. Bid will be opened via Zoom Video Conferencing. Please see Page 3 of the original RFB package.

Addendum No: 1 Questions and Answers (please see below)

Insurance Requirements (please see below) Estimated Council Approval Date – 3/19/24

Project Completion Date – 4/30/24

The above-mentioned RFB invitation has been changed in the following manner. Sign and return addendum to the Purchasing Office by the closing time and date with your RFB response. Returning this page signed by your authorized agent will serve to acknowledge this change. All other requirements of the invitation remain unchanged. If you have any questions, please call or stop by the Purchasing Office at the above address.

Firm:____________________________________________________________________________________

Address___________________________________________________________________________________

Signature of Person Authorized to Sign Bid:______________________________________________________________________

Signor's Name and Title (print or type):_____________________________________________________________________________

E-mail Address:____________________________________________________________________________

Date:____________________Telephone:___________________________Fax:_________________________

RFB 2024-008 Downtown Waco Light Pole Banners & Installation mailto:KaseyG@wacotx.gov file://NETAPP/HOMES/JodyC/0%20Purchasing/Utilities/2014/RFB%202014-012%20Generator%20Rebuild/www.waco-texas.com

Questions and Answers

1. The specifications and requirements say there is a total number of banners at 643.

The art looks like the designs are meant to be double hung – 2 banners on each pole. So if that’s the case is the banner and hardware count 1286?

No, the banners are double sided.

2. Can we submit a bid for banner fabrication and shipping only?

No, bids will only be accepted to complete the full project.

3. How are the current banners affixed to the poles?

The majority are attached like the photo shown below.

4. Also, I could not find out the height to which the banners have to be installed at?

We are trying to figure out the cost for a lift if we will need one.

Most if not all poles are 14’ 9”. To the bottom of the banners that are there is 12’ 9”- but not all banners are the same size and/or as big as what we’re asking for.

5. Any idea how much hardware needs to be removed? Any rough estimate will help

RFB 2024-008 Downtown Waco Light Pole Banners & Installation

– for example half of the poles have hardware or 25% do.

At least 75%

6. Is there a bucket truck available from the city?

No.

7. Will installation be permitted during weekdays and regular working hours?

Yes.

8. Can you let me know the Diameter of the pole that we will be installing these banners on?

The poles are wider at the base and gradually get narrow going to the top. Top bracket or as close as we could reach: 12 1/2 inches circumference, lower bracket is wider: 15 1/2 circumference.

9. Prevailing Wage?

10. Union Labor?

11. Permit?

12. Any type of Bond (Bid Bond, Performance Bond)?

13. Subcontractor COI?

Please refer to the insurance requirements in this addendum. (Addendum #1)

14. Estimated Amount if possible?

N/A

15. Installation complete Date for project?

April 30, 2024

16. Award Date?

March 19,2024

17. For the removal requirements, will you accept unit price since there are no counts?

(Note all poles have existing hardware, and not all poles currently have banners to remove)

No, we are requesting one lump sum price to complete the project.

18. Do you have pictures for existing banner locations for review?

Nothing additional that’s not already in the original RFB package.

19. Banner Pocket Size?

Dependent on which banner we are pitched.

20. Banner OZ?

Needs to meet the specs in Appendix D.

21. Banner Material?

Appendix D, Samples of banner/material may be requested. Banners should be UV coated and/or able to withstand direct sunlight and wind.

22. Will you provide all design or Supplier will create design?

Appendix D, Art to be provided.

City of Waco Insurance & Indemnification Requirements

Insurance Requirements:

A contractor’s financial integrity is of interest to the City. Therefore, subject to a contractor’s right to maintain reasonable deductibles, a contractor shall obtain and maintain in full force and effect for the duration of the contract, and any extension hereof, at contractor’s sole expense, insurance coverage written on an occurrence basis by companies authorized to do business in the State of Texas that are rated A- or better by A.M. Best Company and/or otherwise acceptable to the City in the following types and amounts:

Type Amount

Workers' Compensation Statutory

Employer’s Liability $100,000/$500,000/$100,000

Commercial General Liability Including:

• Premises/Operations

• Independent Contractors

• Products Liability/Completed Operations

• Personal & Advertising Injury

• Broad form property damage, to include fire legal liability

$500,000 per occurrence; $1,000,000 General Aggregate, or its equivalent in Umbrella or Excess Liability Coverage

Business Automobile Liability

a. Owned/leased vehicles

b. Non-owned vehicles

c. Hired vehicles

$500,000 per occurrence or its equivalent on a combined single limit (CSL basis).

Modification of Insurance Requirement: The City reserves the right to review these insurance requirements during the effective period of the contract and any extension or renewal hereof and to modify insurance coverages and their limits when deemed necessary and prudent by City’s Risk Manager or designee, based upon changes in statutory law, court decisions, or circumstances surrounding this contract.

Proof of Insurance Required and When to Submit:

Examination & Approval. All insurance policies shall be subject to the examination and approval of the City for their adequacy as to form and content, form of protection, and financial status of insurance company.

When to Submit. Prior to the execution of the contract by the City of Waco and before commencement of any work under this contract, a contractor shall furnish proof of insurance to the City’s Risk Manager which is clearly labeled with the contract name and City department. The proof will include completed/current Certificate(s) of Insurance, endorsements, exclusions, and/or relevant extracts from the insurance policy, or copies of policies. Thereafter, new certificates, policy endorsements, exclusions, and/or relevant extracts from insurance policies, or policies shall be provided prior to the expiration date of any prior certificate, endorsement, or policy. No officer or employee other than the City’s Risk Manager or designee shall have authority to waive this requirement.

Additional Insured. Except for Workers’ Compensation and Employers’ Liability, the City, its elected officials, officers, servants, agents, volunteers and employees shall be named as additional insureds. No officer or employee, other than the City Risk Manager or designee, shall have authority to waive this requirement.

Other-Insurance Endorsement -- All insurance policies are to contain or be endorsed to state that an “Other Insurance” clause shall not apply to the City where the City is an additional insured shown on the policy.

Agent Information. The certificate(s) or other proof of insurance must be completed by the broker of record and must be signed and include the agent information including the agent name, title and phone number. The proof of insurance shall be sent directly from the insurance agent to the City’s Risk Management Office by U.S. Postal Service to City of Waco, ATTN: Risk Manager, P.O.

Box 2570, Waco, Texas 76702-2570 or by delivery service to 1415 North 4th Street, Waco, Texas 76707. To send by email, please contact the Risk Management Office at 254-750-5730 to obtain the email address.

Precondition to Performance & Basis for Termination. The City shall have no duty to pay or perform under the contract until such certificate(s), policy endorsements, exclusions, and/or relevant extracts from the insurance policy have been delivered to and approved by the City’s Risk Manager. The contractor understands that it is the contractor’s sole responsibility to provide this necessary information to the City and that failure to timely comply with these insurance requirements shall be a cause for termination of a contract. If the City determines that it will deny payment, not perform, or terminate the contract because of the failure to provide certain information or documents, the City shall give the contractor notice of that determination and allow contractor fifteen (15) days to correct the deficiency.

Waiver of Subrogation. All liability policies will provide a waiver of subrogation in favor of the City.

Notice of Cancellation, Non-renewal, Material Change. The Contractor shall provide written notification to the City of the cancellation, non-renewal, or material change of any insurance required herein. The Contractor shall provide such written notice within five (5) business days of the date the Contractor is first aware of the cancellation, non-renewal, or material change, or is first aware that the cancellation, non-renewal, or material change is threatened or otherwise may occur, whichever comes first. Contractor shall provide the City with a replacement certificate(s) of insurance, policy endorsements, exclusions, and/or relevant extracts from the insurance policy either before the cancellation, non-renewal, or material change is effective, if it knew in advance of such, or within ten (10) business days of first learning of the cancellation, non-renewal, or change if it did not learn of that such action in advance.

INDEMNIFICATION.

A CONTRACTOR EXECUTING A CONTRACT WITH THE CITY AGREES TO ASSUME

FULL RESPONSIBILITY AND LIABILITY FOR THE SERVICES RENDERED PURSUANT TO

THE CONTRACT AND AGREES TO INDEMNIFY, PROTECT, DEFEND, AND HOLD

HARMLESS THE CITY, ITS EMPLOYEES, AGENTS, AND SERVANTS, OF AND FROM

ALL CLAIMS, DEMANDS, AND CAUSES OF ACTIONS OF EVERY KIND AND

CHARACTER, INCLUDING THE COST OF DEFENSE THEREOF, FOR ANY INJURY TO,

INCLUDING DEATH OF, PERSONS AND ANY LOSSES FOR DAMAGES TO PROPERTY

CAUSED BY OR ALLEGED TO BE CAUSED, ARISING OUT OF, OR ALLEGED TO ARISE

OUT OF, EITHER DIRECTLY OR INDIRECTLY, OR IN CONNECTION WITH, THE

SERVICES TO BE RENDERED HEREUNDER, WHETHER OR NOT SAID CLAIMS,

DEMANDS, CAUSES OF ACTIONS ARE CAUSED BY CONCURRENT NEGLIGENCE OF

THE CITY AND A PARTY TO THIS AGREEMENT, OR WHETHER IT WAS CAUSED BY

CONCURRENT NEGLIGENCE OF THE CITY AND SOME OTHER THIRD PARTY.

Employee Litigation: In any and all claims against any party indemnified hereunder by any employee (or the survivor or personal representative of such employee) of the contractor, any subcontractor, any supplier, or any individual or entity directly or indirectly employed by any of them to perform any of the work, or anyone for whose acts any of them may be liable, the indemnification obligation herein shall not be limited in any way by any limitation on the amount or type of damages, compensation, or benefits payable by or for contractor or any such subcontractor, supplier, or other individual or entity under workers’ compensation or other employee benefit acts.