FullSet-Specs _ Drawings-080625.pdf

City of Weslaco 255 S. Kansas Avenue Weslaco, Texas 78596

(956) 968-3181

PROJECT #2024-25-38

CITY OF WESLACO SET NO.

MJVSPL New Library – AUDIO VISUAL EQUIPMENT

PROJECT MANUAL

FOR

MJVSPL New Library

AUDIO VISUAL EQUIPMENT

FOR THE

CITY OF WESLACO

255 S. Kansas Avenue Weslaco, Texas 78596

(956) 968-3181

Page Intentionally Blank

PROJECT #2024-25-38

TABLE OF CONTENTS

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Document 00003

No. of Document Title Pages

INTRODUCTORY INFORMATION

00001 Title Sheet 00003 Table of Contents 00004 List of Drawings 00020 Notice to Bidders 00030 Advertisement 00100 Instructions to Bidders 00150 Tax Exempt Organization Certificate

BIDDING REQUIREMENTS

BID FORMS

00300 Intent to Respond 00310 Form of Proposal

SUPPLEMENTS TO BID FORMS

00405 Schedule of Unit Price Work 00411 Bid Bond 00420 Statement of Bidders Qualifications 00423 Certificate of Bidder’s Experience & Qualifications 00429 Non-Bribery Model Form

POST-BID PROCEDURES

00450 Post Bid Procedures 00460 Noncollusion Affidavit

CONTRACT FORMS

00500 Agreement 00510 Notice of Award 00550 Notice to Proceed 00610 Performance Bond 00620 Payment Bond 00625 Affidavit of Insurance 00627 State Sales Tax/Separated Contract 00630 Forms of Business 00631 Resolution of Corporation 00632 Contractor’s Resolution on Authorized Representative 00635 Contractor’s Act of Assurance 00636 Vendor Compliance with Reciprocity on Non-Resident Bidders 00640 Certification Regarding Department Suspension and Other Responsibility Matters 00641 Affidavit and Waiver of Lien Prime Contractor 00642 Release and Waiver of Claims by Subcontractors and Vendors 00643 Contractors Affidavit as to Status of Liens

CONDITIONS OF THE CONTRACT

GENERAL

00700 General Conditions

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SUPPLEMENTARY CONDITIONS

00811 Wage Rates 00830 Warranty

ADDENDA

00900 Addenda (For filing) 00910 Modifications

(For filing) Documents listed "for filing" are to be provided by the Bidder and are not included in this Project

Manual unless indicated for example only. The Document numbers and titles hold places for actual documents to be submitted by the Contractor during the bid, post-bid, or construction phase of the Project.

SPECIFICATIONS

DIVISION 1 - GENERAL REQUIREMENTS

011000 Summary…………………………………………………………………………………………………….3 010270 Application for Payment……………………………………………………………………………………4 010210 Allowances…………………………………………………………………………………………………..1 012500 Substitution Procedures……………………………………………………………………………………3 012600 Contract Modification Procedures……………………………………………………………………...…2 013100 Project Management and Coordination……………………………………………………………….….7 013200 Construction Progress Documentation……………………………………………………………….…..4 013300 Submittal Procedures…………………………………………………………………………………..…10 014000 Quality Requirements………………………………………………………………………………………7 014200 References………………………………………………………………………………………………….5 015000 Temporary Facilities & Controls…………………………………………………………………………..6 016000 Product Requirements………………………………………………………………………………..…….5 017300 Execution…………………………………………………………………………………………………….8 017419 Construction Waste Management and Disposal……………………………………………………..…3 017700 Closeout Procedures……………………………………………………………………………………….5 017823 Operation and Maintenance Data…………………………………………………………………….…..8 017839 Project Record Documents…………………………………………………………………………..……4 017900 Demonstration and Training…………………………………………………………………………….…5

DIVISION 27 COMMUNICATIONS

274100 AUDIO-VIDEO SYSTEMS…………….l………………………………………………………………….4

END OF TABLE OF CONTENTS

LIST OF DRAWINGS

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Document 00004

SHEET TA001 AUDIO VISUAL GENERAL NOTES, LEGENDS AND DETAILS HALFF

SHEET TA102 AUDIO VISUAL PLAN HALFF

SHEET TA401 AUDIO VISUAL DETAILS & SCHEDULES HALFF

SHEET TA501 AUDIO VISUAL MULTI-PURPOSE DESIGN DETAILS HALFF

END OF DOCUMENT

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MJVSPL New Library – AUDIO VISUAL EQUIPMENT NOTICE TO BIDDERS

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Document 00020

NOTICE TO BIDDERS

Owner: City of Weslaco, Texas 255 S. Kansas Avenue Weslaco, Texas 78596 Phone: (956) 968-3181

1.00 INVITATION

A. Bidders are invited to submit an electronic offer for performance of a Contract to the City of Weslaco through BIDNET portal for the following construction Project:

https://www.bidnetdirect.com/texas/cityofweslaco

Project: MJVSPL New Library – AUDIO VISUAL EQUIPMENT

Located: In the City of Weslaco, Hidalgo County, Texas

B. Work of the Project consists generally of the installation of new Audio Visual Equipment within the

New Public Library Building, which is currently under construction.

C. The Contract Documents are identified City of Weslaco – MJVSPL New Library – AUDIO VISUAL EQUIPMENT, as listed in the Project Manual, issued by the City of Weslaco & Boultinghouse Simpson Gates Architects.

D. The bidder shall bear all costs associated with the preparation and submission of its bid, and the Owner will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process.

E. When requested, the successful Bidder shall present satisfactory evidence that Bidder has regularly engaged in furnishing products and performing construction work as proposed, and has the capital, labor, equipment, and material to execute the Work required by Contract Documents.

2.00 BID SUBMISSION

A. Electronic bids signed by an officer of the company and dated must be submitted electronically through BIDNET portal by deadline 10:00 A.M. local time, on August 22, 2025.

B. BIDNET is the sole portal for bid submission. No other form of submission will be accepted.

C. Bids shall be submitted in United States Currency and the English language on the Bid Forms and

Supplements to Bid Forms provided with this Project Manual.

D. Oral, telephonic, facsimile, or telegraphic bids are invalid and will not receive consideration.

E. Bids will be electronically opened through a ZOOM Conference Meeting and be read immediately after deadline. Join Zoom Meeting https://us02web.zoom.us/j/85169150291?pwd=VoaZy43QlqZtp0mbSlB42BOVSJfRtr.1 https://www.bidnetdirect.com/texas/cityofweslaco https://us02web.zoom.us/j/85169150291?pwd=VoaZy43QlqZtp0mbSlB42BOVSJfRtr.1

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Meeting ID: 851 6915 0291 / Passcode: 636647

F. Bids will be irrevocable for 90 days from the bid date. Bidder may withdraw after 90 days without penalty if no mutual agreement can be reached.

3.00 MODIFICATION OR WITHDRAWAL

A. Bids submitted early may be modified or withdrawn by notice to the City of Weslaco at the place and prior to the time designated for receipt of Bids. Such notice shall be in writing over the signature of the Bidder and shall be so worded as not to reveal the amount of the original Bid.

B. Oral, telephonic, facsimile, or telegraphic modification of Bids will not receive consideration.

C. Withdrawn Bids may be resubmitted up to the time designated for receipt of Bids.

4.00 CONTRACT TIME

A. The Work shall be performed and completed within the following scheduled dates:

Notice to Proceed Date: Approximately Thirty (30) Days after Bid Date.

Mobilization Date: Coincides with tentative Substantial Completion Date – of February 1, 2026, of the MJVSPL New Library, which is currently under construction.

The Mobilization Date is the first day that new equipment may be delivered to the site and installation begins.

Final Completion Date: Thirty (30) Days after Mobilization Date:

Coincides with Final Completion Date of the new library.

B. Contractor shall pay liquidated damages in the amounts stated in Document 00500 - Agreement for failure to complete the Work within the Contract Time.

C. The work is to be performed only during weekdays 8:00 AM to 5:00 PM (Monday to Friday).

5.00 SECURITY DEPOSIT REQUIREMENTS

A. Bids shall be accompanied by a security deposit as stated in Document 00100 - Instructions to Bidders.

6.00 EXAMINATION

A. Bid Documents must be downloaded from BIDNET portal:

7.00 AVAILABILITY

A. Bid Documents must be downloaded from BIDNET portal:

https://www.bidnetdirect.com/texas/cityofweslaco

B. On receipt of Bid Documents, verify that documents are legible and complete. Compare contents of Project Manual with Table of Contents; see that all drawings listed in the List of Drawings are included. Notify the City of Weslaco should the documents be incomplete as issued.

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8.00 QUESTIONS AND INTERPRETATIONS

A. Bidder is required to study Bid Documents, the site, and conditions affecting the Work, and submit written questions on interpretation of those documents and conditions, or other factors affecting the Work, to the City of Weslaco Purchasing Department.

B. Written questions may be submitted through BIDNET Q&A portal or may be emailed to Purchasing

Agent Homer Rhodes hrhodes@weslacotx.gov. No questions will be accepted after 5:00 PM, August 15, 2025.

C. Immediately notify the Purchasing Agent upon finding discrepancies or omissions in the Bid

Documents.

9.00 ACCEPTANCE/REJECTION OF BIDS

A. The Owner reserves the right to reject or accept any bids as stated in Document 00100 - Instructions to Bidders.

10.00 PRE-BID MEETING

A. A Zoom pre-bid conference will be conducted by the Owner on August 13, 2025 at 11:00 AM CST.

Attendance by prospective Bidders is highly recommended. Sub-contractors, suppliers, and equipment suppliers may attend. Join Zoom Meeting https://us02web.zoom.us/j/82468136337?pwd=MIIiPaReDMwfJkUUp4GJWK0g26Z0t3.1

Meeting ID: 824 6813 6337 / Passcode: 960729

B. Recognizing that free and open communication will benefit all participants, the Owner does not intend to limit or curtail the exchange of information between the Architect and the prospective Bidders. However, the pre-bid conference is conducted primarily for the benefit of prospective Bidders. As such, a specific procedure will be followed during the conference:

a. All attendees will sign-in, indicating their role with the project: contractor, supplier, manufacturer, etc.

b. Seating priority will be given to Prospective Bidders. Sub-contractors, suppliers, and manufacturer’s representatives shall remain behind the contractor area.

c. The Owner will make introductions of his staff and consultants.

d. The Owner and consultants will give a brief description of the project.

e. Only Contracting firms (Prospective Bidders) are permitted to ask questions. Sub-contractors suppliers, and manufacturer’s shall deliver their questions to the Contractor they are working with for presentation.

f. Questions and answers will be recorded and developed into Meeting Minutes. Meeting

Minutes will be distributed to meeting attendees. The Owner reserves the right to use electronic recording, or some other method to record the meeting.

C. The meeting will be conducted in English. Translators will not be provided.

mailto:hrhodes@weslacotx.gov https://us02web.zoom.us/j/82468136337?pwd=MIIiPaReDMwfJkUUp4GJWK0g26Z0t3.1

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D. If necessary, written clarifications or instructions will be issued in the form of an Addendum. Refer to Section 00100 – Instructions to Bidders for specific information concerning Addendums.

MJVSPL New Library – AUDIO VISUAL EQUIPMENT ADVERTISEMENT FOR BIDS

00030 ADVERTISEMENT FOR BIDS

Request for Bid / RFB No.: 2024-25-38

Electronic submissions of bids addressed to Homer Rhodes, Purchasing Agent, will be accepted via BIDNET. RFB deadline

10:00 AM on August 22, 2025, at which time they will be opened and read aloud via ZOOM meeting (Zoom link provided in RFB document).

Potential respondents are advised that documents related to the solicitation of bids can be downloaded from the City of Weslaco web page address: https://www.bidnetdirect.com/texas/cityofweslaco, Be advised that the BIDNET portal/website is the primary source of all bid documents. BIDNET portal/website must be monitored regularly for addendums and/or bid notices. Respondents are responsible for obtaining all the necessary information required for a compliant bid.

A non-mandatory but recommended Zoom pre-bid meeting will be held on August 13, 2025 at 11:00 A.M. CST (Zoom link provided in bid document).

The City of Weslaco reserves the right to accept or reject any or all bids, to waive any informalities, and to accept the bid to be the best value and most advantageous (as allowed in Local Government Code 252.043) to the City and to hold bids for a period of sixty (60) days without taking action, for the purpose of reviewing and investigation of respondent’s qualifications prior to award. Bids must be submitted electronically through BIDNET, no other form of submission will be accepted.

/s/ Homer Rhodes Purchasing Agent

956-447-2240 hrhodes@weslacotx.gov

MJVSPL New Library – AUDIO VISUAL EQUIPMENT INSTRUCTIONS TO BIDDERS

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Document 00100

INSTRUCTIONS TO BIDDERS

1.00 SUMMARY

1.01 DOCUMENT INCLUDES

A. Bid Documents and Contract Documents.

B. Site Assessment.

C. Subcontractors/Suppliers/Others.

D. Bid Submission.

E. Bid Enclosure Requirements.

F. Offer, Acceptance, Rejection.

1.02 RELATED DOCUMENTS

A. Document 00020 - Notice to Bidders: Date, time and place for receipt of bids; Contract Time.

B. Document 00310 - Form of Proposal.

C. Document 00405 - Schedule of Unit Price Work.

D. Document 00450 - Post Bid Procedures.

E. Document 00500 - Agreement.

F. Document 00700 - General Conditions.

G. Document 00800 - Supplementary Conditions.

2.00 BID DOCUMENTS AND CONTRACT DOCUMENTS

2.01 DEFINITIONS

A. Definitions set forth in Document 00700 – Standard General Conditions of the Contract and in other Contract Documents, are applicable to the Bid Documents.

B. Addenda: Written or graphic instruments issued prior to the opening of Bids, which clarify, modify, correct, or change the Bid Documents.

C. Alternate Bid: The total amount bid for additions to the Work, as described in the Bid

Documents. Each Alternate Bid shall include the cost of effects on adjacent or related components, and the Contractor's overhead and profit.

D. Bid Documents: The Project Manual and Drawings, including Addenda, plus Notice to

Bidders, Instructions to Bidders, and Supplements to Bid Forms identified in Document 00310 - Form of Proposal.

E. Bidder: A person or entity who submits a Bid.

F. Low Bidder: The apparent successful Bidder who qualifies as a responsible Bidder and who submits the Bid with the lowest Total Bid Price.

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G. Bid, Offer, Bidding: The act of submitting a complete and properly signed offer in accordance with these Instructions to Bidders. The Bid will be in the English language.

H. Total Bid Price: The monetary amount for performing the Work as identified by the Bidder in

Document 00310 - Form of Proposal, which amount includes Cash Allowances and Alternate Bids, if any. Bid Price(s) will be in United States.

I. Security Deposit: A certified check, cashiers check or bid bond in at least the sum of 5 percent of the Total Bid Price which includes Cash Allowances and Alternate Bids, if any.

2.02 QUESTIONS, INTERPRETATIONS

A. Bidder shall: 1) carefully study the Bid Documents and compare them with each other, 2) examine the site, conditions thereon, and local conditions, and 3) report at once to the Purchasing Manager/Architect any errors, inconsistencies or ambiguities discovered.

B. Direct questions to Architect and Purchasing Agent. Contact with persons other than City’s

Engineering staff or Purchasing agent are grounds for elimination from the selection process.

C. Verbal discussions and answers are not binding. Requests from Bidders for clarifications and interpretations of content of documents must be submitted in writing through BIDNET Q&A portal or emailed to Purchasing Agent Homer Rhodes hrhodes@weslacotx.gov and must be received no later than 5:00 PM, August 15, 2025

D. The reply will be by Addendum and posted on BIDNET portal. Respondents are responsible for obtaining all necessary information required for a compliant bid response.

2.03 ADDENDA

A. Addenda issued to Bidding Requirements are applicable only during the bidding period.

Addenda to the Post-Bid Procedures are applicable only through the issuance of the Notice to Proceed. Any Addenda issued to Contract Forms, Conditions of the Contract, Specifications or Drawings become a part of the Contract Documents. Include resultant costs in the Total Bid Price.

B. Addenda will be issued by the Architect thru the City of Weslaco Purchasing Department and posted on BIDNET portal.

C. Each Bidder shall ascertain, prior to submitting a Bid that the Bidder has received all Addenda issued. The Bidder shall acknowledge their receipt in the place indicated in Document 00310 - Form of Proposal.

2.04 SUBSTITUTIONS OF MATERIALS/EQUIPMENT

A. Product substitutions will be considered on this Project during the bidding period, deadline for request for substitutions or approved equal shall be submitted prior or by August 15, 2025 at 5:00pm. Submit product substitution or approve equals supported with complete data, drawings and samples as appropriate including:

1. Comparison of the qualities of the proposed substitution with that specified.

a. Cut sheets & supporting data of specified product.

b. Cut sheets & supporting data of proposed product substitution.

2. Changes required in other elements of the work because of the substitution.

3. Effect on the Construction Schedule.

4. Cost data comparing the proposed substitution with the product specified.

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5. Any required licenses fees or royalties.

6. Availability of maintenance service, and source of replacement materials.

B. Failure to submit any of the above items will result as an incomplete submittal and therefore the product substitution will not be considered.

C. Voluntary substitutions by the Bidder will not be considered.

3.00 SITE ASSESSMENT

A. Bidders shall examine the Project site before submitting a Bid, become familiar with local conditions under which the Work will be performed, conduct appropriate explorations, and correlate personal observations with requirements of the Bid Documents. Work will be performed on city property. The site may be examined at any time during daylight hours.

Contract Mr. Homer Rhodes at city hall, before accessing any part of the property.

4.00 SUBCONTRACTORS/SUPPLIERS/OTHERS

A. The Owner reserves the right to reject a proposed Subcontractor or Supplier for reasonable cause.

5.00 BID SUBMISSION

5.01 SUBMISSION PROCEDURES

A. Bidders shall be solely responsible for their electronic submission of their Bids through BIDNET in the manner and time prescribed in Document 00020 - Notice to Bidders.

B. Electronic submission through BIDNET portal one pdf copy of the executed offer on the bid forms provided, properly signed, with required Security Deposit, and other Supplements to Bid Forms.

C. Fill in all blanks in the Bid forms. Acknowledge receipt of Addenda. Bid all Alternate Bids required by Bid Documents.

D. A summary of submitted Bids will be made available to Bidders following the Bid opening.

E. All costs and expenses incurred by the Bidder that are associated with preparation of the Bid shall be paid by and be the sole responsibility of the Bidder.

5.02 BID INELIGIBILITY

A. Failure to provide required Security Deposit in the proper amount will be caused to declare the

Bid invalid.

B. Improperly completed information may be cause for declaring the Bid invalid.

C. Bids that are unsigned, improperly signed, illegible, obscure, altered, or which contain qualifications or irregularities of any kind, may be declared invalid. Document 00310 - Form of Proposal, Supplements to the Bid Forms identified in the Form of Proposal, or enclosures which are improperly prepared, may be declared invalid.

6.00 BID ENCLOSURE REQUIREMENTS

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6.01 SUPPLEMENTS TO BID FORMS

A. Bid submittals shall include any other documents specified in Document 00310 - Form of

Proposal.

6.02 SECURITY DEPOSIT

A. Bids shall be accompanied by a Security Deposit.

B. The Security Deposit of the Bidders will be retained until after the Contract is executed.

C. After execution of the Contract, Security Deposits will be returned to the Bidders.

D. If no Contract is awarded, all Security Deposits will be returned to the respective Bidders.

6.03 CERTIFIED CHECK/CASHIER'S CHECK

A. Make certified check or cashier's check (security checks) payable to the Owner.

B. The security checks are submitted on the condition that if the Bidder is named apparent Low

Bidder and then fails either to timely execute the Agreement or to timely provide any required bonds, or to do both, then in that event the Owner will cash the security check.

C. The Owner will retain an amount equal to the difference between the Bid of the Bidder providing the security check and the Bid of the Bidder who is finally awarded the Contract and who executes the Agreement and provides the required bonds.

D. Any balance remaining will be reimbursed by the Owner to the Bidder who provided the security check.

6.04 BID BOND

A. The bid bond must be a valid and enforceable bond, executed by a corporate Surety authorized by the Texas State Board of Insurance to conduct insurance business in the State of Texas and shall comply with other requirements set out by law or included in the Bid Documents.

B. Endorse the bid bond in the name of the Owner as obligee, signed by the Contractor as principal and executed, signed and sealed by the Surety.

C. The bid bond must be conditioned such that if the Bidder is named apparent Low Bidder and then fails either to execute the Agreement timely or to provide any required bonds timely, or to do both, then in that event the Surety will be obligated to pay to the Owner an amount equal to the difference between the Bid of the Bidder on whom the bond was written and the Bid of the Bidder who is finally awarded the Contract and who executes the Agreement and provides the required bonds, up to the penal sum of the Bond.

D. In addition, the Owner expressly reserves the right to reject any Bid if the Bid Bond (or Bid Bond rider) conditions the Bid in a way inconsistent with the Bid Documents. Examples include but are not limited to:

1. a condition prohibiting the Owner from making a Claim against the Performance Bond

Surety that would be allowable under the Contract and Performance Bond form published in the Bid Documents;

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2. a condition that provides that the Performance Bond Surety cannot be held liable for completing the Contract in case of default; or

3. a condition limiting the Performance Bond Surety's liability for damages inconsistent with the Contract and Performance Bond form published in the Bid Documents.

E. On all contracts that will equal to or exceed $100,000, the Performance Bond and the Payment

Bond must be provided by a surety that has a rating of “A” from AM BEST, MOODY’S or

STANDARD & POORS.

6.05 BID FORM SIGNATURE

A. Document 00310 - Form of Proposal shall be signed by the Bidder as follows:

1. Sole Proprietorship: Full name, address, and signature of sole proprietor, signed in the presence of a witness who will also sign. Insert the words "Sole Proprietor" under the signature.

2. Partnership: Name and address of the firm, signature of each partner in the presence of a witness who will also sign. The full name and address of each partner shall be given.

3. Corporation: Signature of duly authorized officer.

4. Joint Venture: Each party of the joint venture shall execute Document 00310 - Form of

Proposal under their respective seals in a manner appropriate to such party as described above, similar to the requirements of a Partnership.

6.06 LIQUIDATED DAMAGES FOR FAILURE TO ENTER CONTRACT

A. The successful bidder, upon failure or refusal to execute and deliver the contract and bonds required within ten (10) days after receipt of notice of acceptance of the bid, shall forfeit to the Owner, as liquidated damages for such failure or refusal, the security deposit submitted with his bid.

B. Liquidated damages in the amount per day shown in the “Liquidated Damages” of the Agreement Between Owner and Contractor will be assessed against the contractor for each Calendar Day or portion thereof that: (1) the Contractor has not fully and timely completed the specific portion or part of the work to be completed by the end of the current month as provided in the detailed description of work and/or schedule previously submitted by the contractor on the first day of that particular month, after accounting for any agreed-upon change orders, which will entitle the owner to withhold the liquidated damages from payment otherwise owed to the contractor for work completed in that particular month: (2) the Contractor has not substantially completed all work following the expiration of the number of calendar days to complete the work reference under “Liquidated Damages” of the Agreement Between Owner and Contractor after accounting for any agreed upon change orders; or

(3) all items listed as incomplete and attached to the Certificate of Substantial Completion are not completed or corrected after expiration of the agreed time allotted for completion and correction, including any approved extensions of time granted. These liquidated damages are cumulative.

C. Any failure on the part of the Owner to request or require payment or withholding of liquidated damages in any particular month shall not constitute a waiver of Contractor’s requirement to pay, or the Owner’s ability to withhold from payments owed to Contractor, any liquidated damages for work performed or completed in that particular month, in any prior or subsequent month, or at the time the work has been completed.

7.00 DETERMINING LOWEST RESPONSIVE, RESPONSIBLE BIDDER

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7.01 BIDDERS QUALIFICATIONS

A. Bids must contain evidence of Bidder's qualifications to do business in the state of Texas. To demonstrate that the Bidder is responsible and able to perform the Work, funding policies dictate each Bidder must submit, as a part of the Bidding Documents, all of the items listed below:

00310 Form of Proposal

00405 Schedule of Unit Price Work

00411 Bid Bond

00420 Statement of Bidder’s Qualifications

00423 Certification of Bidder’s Qualifications

00425 Equipment & Material Suppliers List

00429 Non-Bribery Model Form

00460 Non-Collusion Affidavit

B. Only the above data/information provided with the Bidding Documents may be used for evaluation and developing the Recommendation to Award by the City of Weslaco. Bidders will not be allowed to substitute any “Key Personnel” other than alternates presented in the bid or examples of previous projects submitted in the bid package. Minor clarifications of submitted materials will be permitted after bid opening. Such request for clarifications will only be initiated by the City of Weslaco in writing and only written responses will be accepted.

C. In determining the lowest responsible, responsive Bidder, in addition to price, the following elements will be considered:

1. The quality, availability, and adaptability of the supplies, materials, equipment, or contractual services, to the particular use required;

2. The ability, capacity and skill of the bidder to perform the contract or to provide the service required;

3. Whether the bidder can perform the contract and provide the service promptly, or within the time required, without delay or interference;

4. The character, responsibility, integrity, reputation, and experience of the bidder;

5. The quality of performance of previous services, or contracts;

6. The previous and existing compliance by the bidder with laws relating to the contract or service;

7. Any previous or existing noncompliance by the bidder with specifications, or requirements relating to time of submission of specified data such as samples, models, drawings, certificates, or other information;

8. The sufficiency of the financial resources and ability of the bidder to perform the contract or to provide the service; and

9. The ability of the bidder to provide competent personnel for the job, as demonstrated by the submitted listing of the names and the skills of experienced personnel, including potential

MJVSPL New Library – AUDIO VISUAL EQUIPMENT INSTRUCTIONS TO BIDDERS

00100- 7 of 10 alternates, whom the bidder currently employs and who will be available for performing this work;

10. The experience of the bidder in performing work similar in type, size and complexity to this project, as demonstrated by a listing of projects, with verifiable references (names, addresses, phone numbers, etc.), successfully completed.

11. Bidder shall provide with the Bid an experience statement with pertinent information regarding similar projects and other evidence of qualifications for each such Subcontractor, Supplier, person, or organization.

7.02 BIDDER MUST MEET THE FOLLOWING MINIMUM CRITERIA:

(A) The Bidder must demonstrate **Successful Completion during the last five (5) years of at least one project comparable in nature and scope to this project. The comparable scope shall be at least 1/4 the size of the proposed project.

(B) At least two *Key Personnel, and their potential alternate, employed by the Bidder must have a minimum of five (5) years experience in similar construction projects.

(C) The Bidder must have an employee, to be dedicated to this project, who is experienced in scheduling, with demonstrated ability in employing scheduling techniques similar to those to be used for this project.

(D) Bidder may, at its discretion, include resumes of alternates for Key Personnel, and if in the process of bid evaluation, the Owner rejects any Key Personnel, the Owner will consider the alternates.

* KEY PERSONNEL: Individuals who will be directly assigned to this project. Resumes of Key Personnel must be submitted with the Bid (include in Document 00420) and accepted by the Owner in order for Bidder to receive the Award. At the minimum, the resumes for the following personnel that are to be assigned to this Project are to be submitted.

(a) Owner or Principals of the Bidder

(b) The Project Manager

(c) The Project Superintendent

(d) The Project Scheduler

(e) The Foremen

**SUCCESSFUL COMPLETION: Defined as completion of a project on time, no more than thirty

(30) days later than the original contract time, and within budget, within 5% of the original contract price. If there is any project submitted by the Bidder as qualifying, but which does not meet these requirements, in order to be fully responsible, the Bidder is required to submit detailed information on that project demonstrating what caused the increases to cost or time. The name and telephone numbers of the Design Engineer and the Client are to be provided for evaluation as to whether the project may be considered “successful”. For any project where liquidated damages were assessed, the Bidder will not be considered to have been on time.

7.03 BIDDERS ARE REQUIRED TO SUBMIT WITH THEIR BID:

00310 Form of Proposal

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00411 Bid Bond

00420 Statement of Bidder’s Qualifications

00423 Certification of Bidder’s Qualifications

00429 Non-Bribery Model Form

00460 Non-Collusion Affidavit

(A) Failure to submit these items with the bid will result in a finding that the bid is non-responsive, and the bid will be disqualified.

7.04 The Owner will evaluate and compare only the bids determined to be responsive in accordance with the following:

(a) Is the bid complete (all Bidding Documents submitted);

(b) Have documents been properly signed;

(c) Are the required bid securities part of the bid package; and

(d) Are there any computational errors present?

7.05 The Owner reserves the right to accept or reject any variation, deviation, or alternative offer which is not submitted in accordance with the bidding documents. Variations, deviations, alternative offers, and other factors that are in excess of the requirements of the bidding documents or which otherwise result in unsolicited benefits for the Owner, shall not be taken into account in bid evaluation.

7.06 In evaluating the bids, the Owner will determine for each bid, the evaluated bid price by adjusting the bid price as follows:

A. Making any correction for errors;

B. Excluding provisional sums and the provision, if any, for contingencies in the price schedules;

C. Taking an appropriate adjustment for any other quantifiable acceptable non-material variations, deviations or alternative offers; and

D. Making appropriate adjustments to reflect additional factors in the manner and to the extent indicated in the Bidding Documents.

7.07 The Owner will award the contract to the bidder whose bid has been determined to be substantially responsive to the bidding documents and who has offered the lowest evaluated bid price provided that such bidder has been determined to be qualified to perform the contract satisfactorily in accordance with the provisions of the Bidding Documents.

8.00 OFFER ACCEPTANCE, REJECTION

8.01 ACCEPTANCE

A. The Owner will give notice of intent to award the Contract to the Low Bidder. Acceptance by the

Owner is conditioned upon Bidder's submission of information for establishing satisfactory qualifications, if required; and execution of submittals required in Document 00450 - Post-Bid Procedures.

B. The Bid shall remain open to acceptance and shall be irrevocable for the Period for Bid Acceptance stated in Document 00020 – Notice to Bidders.

8.02 REJECTION

MJVSPL New Library – AUDIO VISUAL EQUIPMENT INSTRUCTIONS TO BIDDERS

00100- 9 of 10

A. The Owner reserves the right to reject any and all Bids or to accept any Bid deemed advantageous to it.

8.03 BID TABULATION

A. The Architect/Owner will tabulate, record, and evaluate the Bids of all responsible Bidders after the Bid opening.

B. In tabulating Bids, the amount written for a unit price governs over the total amount calculated.

Therefore, the Architect may correct any mathematical errors in the extension of the total amount based on the unit price given by a Bidder and adjust their Total Bid Price.

9.00 APPROVAL BY THE FUNDING AGENCIES

A. All addenda, contracts, work directives, change orders, time extensions, and other matters specified in the Contract Documents are not valid until the Weslaco City Commission approves them.

10.00 INSURANCE REQUIREMENTS

The successful bidder, to whom the contract is awarded, will be required to carry the hereinafter listed types of insurance which are pertinent to the type of construction that the specifications dictate, which will protect the Owner, and furnish acceptable proof of payment of premiums thereon:

1. Water Lines

2. Sanitary Sewer

3. Storm Drainage

4. Excavation

Commercial General Liability $2,000,000 Occurrence Limit Broad Form Endorsement Combined Single Limit (Bodily Injury & Property Damage) Personal Injury Products/Completed Operations Blanket “XCU” - Explosion, Collapse & Underground Independent Contractors Care, Custody and Control Contractual Liability

**Successful contractor must provide the City of Weslaco with proof of worker’s compensation insurance prior to award of contract.

Worker’s Compensation Statutory Limits Business Automobile Liability $1,000,000 Bodily Injury Personal Injury Protection Hired/Non-Owned Property Damage $2,000,000

5. Commercial Buildings

Same coverage as above to include Builders Risk Coverage to construction limit.

6. Paving Commercial general Liability $2,000,000 Occurrence Limit

MJVSPL New Library – AUDIO VISUAL EQUIPMENT INSTRUCTIONS TO BIDDERS

00100- 10 of 10

Combined Single Limit - CSL - (Bodily Injury and Property Damage) Personal Injury Premises - Completed Operations Independent Contractors Worker’s Compensation Statutory Limits Business Automobile Liability $1,000,000 Bodily Injury Hired/Non-Owned Property Damage $2,000,000

7. Trucking - Loading/Hauling

The following coverage is applicable as long as no fragile or perishable products are transported;

otherwise Cargo Insurance must be required.

Commercial General Liability $2,000,000 Occurrence Limit Premises/Operations Business Automobile Liability $1,000,000 Occurrence Limit

Fifteen (15) day cancellation provision on all policies

8. Comprehensive Automobile Liability

a. Bodily injury $2,000,000 each person $1,000,000 each occurrence

b. Property damage $2,000,000 each occurrence $3,000,000 aggregate

9. Owner's and Architect's Protection Liability Insurance

a. bodily injury as specified

b. property damage as specified

10. Fire and Extended Coverage Insurance: The Contractor shall insure the building or other work included in this contract against loss or damage by fire, and against loss or damage covered by standard extended coverage insurance endorsement, on an insurance company or companies acceptable to the Owner, the amount of the insurance or companies acceptable to the Owner, the amount of the insurance at all times to be at least equal to the amount paid on account of work and material and plus the value of the work or materials furnished or delivered but not yet paid for by the Owner.

The policies shall be in the names of the Owner and the Contractor, as their interests may appear, and certificates of the insurance company as to the amount and type of coverage, terms of policies, etc., shall be delivered to the Owner before monthly partial payments are made. The policy shall provide for the inclusion of names of all other contractors, subcontractors and others employed on the premises as ensured, and shall stipulate that the insurance companies shall have no right to subrogation against any contractors, subcontractors, or other parties employed on the premises for any work, building alterations, construction or erection to the described property.

11. Builder's risk: The contractor shall take out an all-risk policy which covers loss of materials by theft, vandalism, malicious mischief, or other loss, whether materials are incorporated into the work or not.

12. Insurance Certificates: The City of Weslaco will accept the accord form as the Certificate of Insurance only. It shall be the responsibility of the contractor to have his/her insurance carrier name the City of Weslaco as “an additional insured” and include a “waiver of subrogation endorsement” in favor of the City of Weslaco. These documents are to accompany the certificate of insurance at time of execution of contracts.

MJVSPL New Library – AUDIO VISUAL EQUIPMENT INSTRUCTIONS TO BIDDERS

00100- 11 of 10

PROJECT #24-25-38

TAX EXEMPT ORGANIZATION CERTIFICATE

00150- 1 of 2

SECTION 00150

PART 1 - GENERAL

1.1 DEFINITION

A. This Contract is to be performed for an exempt organization as defined by Title 2; Subtitle E;

Chapter 150 of the Texas Limited Sales, Excise and Use Tax Act and Section 151.311 of the State Statutes. The Owner will furnish the Contractor proof or Certificate of Exemption upon award of contract.

B. Proposer shall not include sales tax in their Proposal.

PART 2 - PRODUCTS (Not Applicable)

PART 3 - EXECUTION (Not Applicable)

END OF SECTION

PROJECT #24-25-38

00150- 2 of 2

MJVSPL New Library – AUDIO VISUAL EQUIPMENT INTENT TO RESPOND

00300-1 of 2

Document 00300

CONTRACTOR NOTICE OF INTENT TO RESPOND

Firms interested in submitting a bid on the project as outlined in the specifications, should indicate their intention by signing, dating and returning the form to the address below prior to August 14, 2025 so that they may receive any addendums to the specifications should the need arise.

Owner: City of Weslaco Architect: Boultinghouse Simpson Gates

Architects, Inc.

Attn: Homer Rhodes Attn: Bob Simpson 255 S. Kansas Avenue 3301 N. McColl Rd.

Weslaco, Texas 78596 McAllen, Texas 78501 Phone: (956) 968-3181 Phone: (956) 630-9494 hrhodes@weslacotx.gov bobs@bsgarchitects.com

Bidder:

[Please print or type the full name of your proprietorship, partnership, corporation, or joint venture.*)

Contact Name:

[Please print or type name] [Title]

Address:

[Mailing]

[Street, if different]

Telephone:

[Print or type telephone number]

Fax:

Email:

MJVSPL New Library – AUDIO VISUAL EQUIPMENT INTENT TO RESPOND

00300-2 of 2

MJVSPL New Library – AUDIO VISUAL EQUIPMENT FORM OF PROPOSAL

00310-1 of 3

Document 00310

FORM OF PROPOSAL

To: CITY OF WESLACO

Project No.: 2024-25-38

Project: MJVSPL New Library – AUDIO VISUAL EQUIPMENT

Bidder: ___________________________________________________________________________ [Print or type full name of proprietorship, partnership, corporation, or joint venture]

1.0 OFFER

Having examined the place of the Work and all matters referred to in the Bid Documents, and the Contract Documents prepared by or approved by the Architect for the named Project, we, the undersigned, hereby offer to enter into a Contract to perform the Work for the Total Bid Price of:

___________________________________________________________________________________(Dollars)

[Print or type in words, Bidder's Total Base Bid Price]

[Print or type in figures, Bidder's Total Base Bid Price]

Lump Sum Bid. Total Lump Sum Bid, including Contingency Allowance indicated on Document 01020.

Document 00405 - Schedule of Unit Price Work and Alternate Bids.

Security Deposit. Included herewith is a Security Deposit in the amount of 5 percent of the greatest amount of the Total Bid Price, or Total Alternate Bid Price(s).

Period for Bid Acceptance. This offer shall be open to acceptance and is irrevocable for 90 days from the Bid date. That period may be extended by mutual written agreement of the Owner and the Bidder. After 90 days, the Bidder may withdraw without penalty if no mutual agreement can be reached.

2.0 CONTRACT TIME

If this offer is accepted, Final Completion of the Work will be achieved within the time stated in Document 00020 - Notice to Bidders. The Date of Commencement will be established by the Notice to Proceed.

3.0 ADDENDA

The following Addenda have been received. The modifications to the Bid Documents noted therein have been considered and all costs relating thereto are included in the Bid Price:

Addendum No. , dated

00310-2 of 3

4.0 SUPPLEMENTS TO THIS BID:

The following Supplements are attached as an integral part of this Bid:

[ ] Document 00411 – Bid Bond (Form supplied by Bidder) [ ] Document 00420 – Statement of Bidder’s Qualifications [ ] Document 00423 – Certification to Bidder’s Experience & Qualifications [ ] Document 00425 – Equipment & Material Suppliers List

5.0 SIGNATURES:

Bidder:

[Please print or type the full name of your proprietorship, partnership, corporation, or joint venture.*)

By:

[Signature]** [Date]

Name:

[Please print or type name] [Title]

Address:

[Mailing]

[Street, if different]

Telephone:

* If the Bid is a joint venture, add additional Bid form signature sheets for each member of the joint venture.

** The undersigned, as bidder, certifies that the only person or parties interested in this proposal as principals are those named herein; that the Bidder has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with the Contract for the Project.

Note: This document constitutes a government record, as defined by § 37.01 of the Texas Penal Code. Submission of a false government record is punishable as provided In § 37.10 of the Texas Penal Code.

00310-3 of 3

MJVSPL New Library – AUDIO VISUAL EQUIPMENT SCHEDULE OF UNIT PRICE WORK

00405-1 of 2

Document 00405

SCHEDULE OF UNIT PRICE WORK

This Document constitutes a Supplement to Document 00310 - Form of Proposal.

When a Contract is awarded, this Document becomes a supplement to Document 00500 - Form of Agreement Between Owner and Contractor. In case of additions or deletions to the work shown in the contract documents, the following unit prices shall be used in adjusting the contract price. All unit prices shall remain in effect until completion of the project. All unit prices shall be the total cost of material, labor, tax if applicable mark ups, overhead and profit.

Base Bid

SPEC NO. DESCRIPTION UNIT

UNIT PRICE

ADD

UNIT PRICE

DEDUCT

(in figures) (in figures)

Notes:

United States Dollars

MJVSPL New Library – AUDIO VISUAL EQUIPMENT SCHEDULE OF UNIT PRICE WORK

00405-2 of 2

Project:

Project No. Bidder's Signature:

Company: Name: _

Date: Title:

MJVSPL New Library – AUDIO VISUAL EQUIPMENT BID BOND

00411-1 of 2

Document 00411

BID BOND

1.01 SECTION INCLUDES

This section describes the standardized bid bond form to be submitted with the bid on the project.

1.02 REFERENCES – Not Used

1.03 DEFINTIONS – Section 0700

1.04 BID BOND FORMS

Bidder is to insert an original bid bond or a copy of cashiers check provided for bid bond Purposes.

Original check is to be submitted along with bid.

PART 2 - PRODUCT – Not Used

PART 3 - EXECUTION

STANDARIZED FORMS FOLLOW

MJVSPL New Library – AUDIO VISUAL EQUIPMENT BID BOND

00411-2 of 2

BID BOND

KNOW ALL MEN BY THESE PRESENTS:

That we the undersigned __________________ as Principal, and ____________ as Surety, are hereby held and firmly bound unto City of Weslaco as OWNER in the penal sum of (amount) or 5% of the bid for the payment of which, well and truly to be made, we hereby jointly and severally bind ourselves, successors and assigns.

Signed, this ____ day of _______, 20__.

The Condition of the above obligation is such that whereas the Principal has submitted to City of Weslaco a certain BID, attached hereto and hereby made a part hereof to enter into a contract in writing for the:

AUDIO VISUAL EQUIPMENT at the Mayor Joe V. Sanchez Public Library.

NOW, THEREFORE, if said BID shall be accepted and the Principal shall execute and deliver a contract in the Form of Contract attached hereto (properly completed in accordance with said BID) and shall furnish a BOND for his faithful performance of said contract, and for the payment of all persons performing labor or furnishing materials in connection therewith and shall in all other respects perform the agreement created by the acceptance of said BID then this obligation shall be void, otherwise the same shall remain in force and effect; it being expressly understood and agreed that the liability of the Surety for any and all claims hereunder shall, in no event, exceed the penal amount of this obligation as herein stated.

The Surety, for value received, hereby stipulates and agrees that the obligations of said Surety and its BOND shall be in no way impaired or affected by any extension of the time within which the OWNER may accept such BID; and said Surety does hereby waive notice of any such extension.

IN WITNESS WHEREOF, the Principal and the Surety have hereunto set their hands and seals, and such of them as are corporations have caused their corporate seals to be hereto affixed and these presents to be signed by their proper officers, the day and year first set forth above.

Principal (SEAL)

ATTEST:

Title

Surety

By: Attorney-in-Fact

IMPORTANT - Surety companies executing BONDS must be authorized to transact business in the State where the project is located.

MJVSPL New Library – AUDIO VISUAL EQUIPMENT STATEMENT OF

BIDDER’S QUALIFICATIONS

00420 - 1 of 4

DOCUMENT 00420

STATEMENT OF BIDDER'S QUALIFICATIONS

BIDDER: PROJECT NAME:

1. ORGANIZATION

1.1 How many years has your organization been in business as a Contractor? ______________

1.2 How many years has your organization been in business under its present business name?

1.2.1 Under what other or former names has your organization operated?

1.3 If your organization is a corporation, answer the following:

1.3.1 Date of incorporation:

1.3.2 State of incorporation:

1.3.3 President's name:

1.3.4 Vice-president's name(s):

1.3.5 Secretary's name:

1.3.6 Treasurer's name:

1.4 If your organization is a partnership, answer the following:

1.4.1 Date of organization:

1.4.2 Type of partnership

(if applicable):

1.4.3 Name(s) of general

partner(s):

00420 - 2 of 4

1.5 If your organization is individually owned, answer the following:

1.5.1 Date of organization:

1.5.2 Name of owner:

1.6 If the form of your organization is other than those listed above, describe it and name the principals:

2. LICENSING

2.1 List jurisdictions and trade categories in which your organization is legally qualified to do business, and indicate registration or license numbers, if applicable. Indicate name, license number and expiration date for Master Plumber or other trade required under the Instructions to Bidders section of this Bid, if applicable.

2.2 List jurisdictions in which your organization's partnership or trade name is filed.

3. EXPERIENCE

3.1 List the categories of work that your organization normally performs with its own forces.

3.2 Claims and Suits. (If the answer to any of the questions below is yes, please attach details.)

3.2.1 Has your organization ever failed to complete any work awarded to it? ________

3.2.2 Are there any judgments, claims, arbitration proceedings or suits pending or outstanding against your organization or its officers? ___________

3.2.3 Has your organization filed any lawsuits or requested arbitration with regard to construction contracts within the last five years? ______________

00420 - 3 of 4

3.3 Within the last five years, has any officer or principal of your organization ever been an officer or principal of another organization when it failed to complete a construction contract? (If the answer is yes, please attach details.) _______________________

3.4 On a separate sheet, list major construction projects your organization has in progress, giving the name of project, owner, architect, contract amount, percent complete and scheduled completion date.

3.4.1 State total worth of work in progress and under contract: _________________________

3.5 On a separate sheet, list the major projects your organization has completed in the past five years, giving the name of project, owner, architect, contract amount, date of completion and percentage of the cost of the work performed with your own forces.

3.5.1 State annual amount of construction work performed each year during the past five years:

Year Amount

3.6 On a separate sheet, list the construction experience and present commitments of the key individuals of your organization. Submit resumes of Key Personnel (as defined in the Instructions to Bidders.