Request for Bids for Pavilion and Gazebo Roofs.docx

CITY OF PALACIOS

REQUEST FOR BIDS

NO. 25-05

FOR

REPAIR AND REPLACEMENT OF PAVILION ROOF AND

TWO GAZEBO ROOFS

Proposal Due Date: Friday, August 8, 2025, at 4:00 P.M.

CITY OF PALACIOS, TEXAS

311 HENDERSON

P O BOX 845

PALACIOS, TEXAS 77465

Phone: 361-210-8282 Email: tmcdonald@cityofpalacios.org

TABLE OF CONTENTS

I. Introduction

1.1 Background and Objectives

1.2 Purpose of Solicitation

1.3 Overview of Services

1.4 Description of the Facilities

1.4.1 Educational Pavilion

1.4.2 Two Gazebos

II. Description of Procurement Process

2.1 Procurement Process and Schedule

2.2 City Rights and Options

2.3 Expense of Submittal Preparation

2.4 Information Disclosure to Third Parties

2.5 Questions/Clarifications Request

2.6 Equal Opportunity Requirements

III. Submittal of SOQs

3.1 General Instructions and Submitted Deadline

3.2 Document Organization

3.2.1 Cover Letter

3.2.2 Repair Bid

3.2.3 Replacement Bid

3.2.4 References

IV. Review and Evaluation

4.1 Evaluation Criteria

4.2 Evaluation of Bids

V. Bond and Insurance

5.1 Performance Bond

5.2 Insurance

VI. Affidavit

6.1 Conflict of Interest Questionnaire Form

6.2 Disclosure of Interest Form

6.3 Non-collusion Affidavit

1. INTRODUCTION

The City of Palacios, Texas (City) is issuing this Request for Bids to solicit repair and replacement roofing bids from contractors capable of repairing or replacing the roofs described in Section 1.4 of this document.

This Request for Bids, issued in accordance with the provisions of the laws of the State of Texas, invites qualified contractors to submit bids to provide the services described. Subject to approval by the City Council, the contract term would begin within thirty (30) days.

1.1 Background and Objectives

The City Educational Pavilion and two gazebos suffered wind damage from Hurricane Beryl in July 2024. The objective of these bids include:

1. Providing a bid to repair the roofs of the Palacios Educational Pavilion and the two adjacent gazebos,

2. Providing a bid to replace the roofs of the Palacios Educational Pavilion and the two adjacent gazebos.

The bids of the contractor should:

1. Provide a bid to repair the roofs of the Palacios Educational Pavilion and two adjacent gazebos with the like kind and quality of the current roof and match colors accordingly.

2. Provide a bid to replace the roofs of the Palacios Educational Pavilion and two adjacent gazebos.

3. All bids for repair and replacement should include removal of existing roof, repair of existing roof or replacement of new roof, repair or installation of ridge and hip caps, repair or installation of drip edge, repair or installation of flashings and accessories, removal of all debris, and final windstorm inspection.

4. All expenses for permitting, travel, etc. should be included in the bids for repair and/or replacement of the roofs.

It is understood that the information in the bids and the references provided by the contractor shall be the general basis for the selection of a contractor for the consideration to provide these repair or replacement services.

The City expects to select the most qualified, responsive, and resourceful contractor based on the review by the City. The overall most responsive contractor will be selected at the sole discretion of the City Council based on the review of and scoring of the contractors’ overall bids.

Upon selection of the final contractor, the City will begin scope clarifications, draft agreement revisions, and price negotiations with the most responsive contractor. Show the negotiations fail to result in an executed agreement with the most responsive contractor, the City may elect to terminate negotiations with the most responsive contractor and begin negotiations with the second most responsive contractor (and so on), cancel the procurement process, or rebid Request for Bids.

The City of Palacios, at all times, reserves the absolute right to withdraw this Request for Bids, to not award any contract, or to reject any proposal or bids when such withdrawal or rejections is, in the sole and absolute discretion of the City, in the best interest of the taxpayers of the City. Causes for rejections also include, but are not limited to; incomplete bid package, poor past performance, non-compliance with any portion of the specifications, and/or failure to provide a bid bond/performance bond.

1.2 Purpose of Solicitation

In issuing this request for bids, the City is seeking to ensure the overall efficiency and maintenance of the Facilities by contracting with a contractor to perform repair or replacement of roofs to the facilities.

The City’s ultimate objective is to select a contractor who will provide the best repair or replacement of the roofs on the facilities and the best bid for those roofs.

Bids submitted by contractors will be evaluated in accordance with the criteria outlined in Section 4 of this request for bids. The best qualified firm will be selected at the sole discretion of the City based on the review and scoring of the contractors’ submittals.

Upon selection of the finalist, the City will immediately begin scope clarification, development of a detailed scope of services, price negotiations, and contract negotiations with the best qualified contractor. Should the negotiations fail to result in an executed agreement with the best qualified contractor, the City may elect to terminate negotiations and begin negotiations with the second-best qualified contractor, cancel the procurement process, or rebid Request for Bids.

1.3 Overview of Services

The City is seeking qualified contractors capable of providing repair and replacement roof services to the required facilities. The contractor selected pursuant to the City’s comprehensive procurement process shall be required to provide roofing services associated with all or a portion of the Facilities. This may include, but not limited to, provision of:

· Repairing the current roof of the Educational Pavilion and two gazebos

· Replacing the current roof of the Educational Pavilion and two gazebos

1.4 Description of the Facilities

1.4.1 Palacios Educational Pavilion

The Palacios Educational Pavilion is located at 693 S. Bay Blvd., Palacios, Texas.

1.4.2 Two Adjacent Gazebos

The two adjacent gazebos are located at 693 S. Bay Blvd., Palacios, Texas.

2. DESCRIPTION OF PROCUREMENT PROCESS

2.1 Procurement Process and Schedule

A summary procurement schedule of the major activities associated with this solicitation process is presented below. This schedule is based on the City’s general intent to enter into a viable agreement with the selected contractor on or before 10/01/2024.

2.2 City Rights and Options

The City, at its sole discretion, reserves the following rights:

· To supplement, add to, delete from, and change this solicitation document.

· To determine which contractor, if any, should be selected for negotiations.

· To reject any or all bids received pursuant to the request for bids.

· To supplement, amend, substitute, or otherwise modify this request for bids at any time.

· To cancel this request for bids with or without the substitution of another request for bids process.

· To request additional data or information after the submittal date, if such data or information is considered pertinent, in the City’s sold view, to aid the review and selection process.

· To conduct investigations with respect to the references of each contractor.

· To take any action affecting the request for bids or the services or facilities subject to this request for bids that would be in the best interests of the City.

· To require one or more contractors to supplement, clarify or provide additional information in order for the City to evaluate the bids submitted.

· To waive any defect or technicality in any bids received.

· To reject any portion of any submittal and/or reject all submittals, to waive any informalities or irregularities in the submittals or to re-advertise.

2.3 Expense of Submittal Preparation

The City accepts no liability for the costs and expenses incurred by the Contractor in response to this request for bids, preparing responses for clarification, attending interviews, participating in contract development sessions, or meeting and presentations required for the contract approval process. Each Contractor that enters into the procurement process shall prepare the required materials and submittals at its own expense and with express understanding that they cannot make any claims whatsoever for reimbursement from the City for the costs and expenses associated with the procurement process.

2.4 Information Disclosure to Third Parties

The public disclosure of the contents of each bids submitted in response to this request for bids is generally governed by the State of Texas Open Records Act.

If any submittal contains confidential, technical, financial, or other types of information, the Contractor must clearly label the specific portions sought to be kept confidential and specify the exemption that the Contractor is relying upon. Marking all, or substantially all, a response as confidential may result in the response being considered non-responsive by the City.

Notwithstanding the foregoing, Contractors recognize and agree that the City will not be responsible or liable in any way for any losses that the Contractor may suffer from the disclosure of information or materials to third parties.

2.5 Questions/Clarifications Request

No interpretations or clarification of the meaning of any part of this request for bids will be made orally to any Contractor. Contractors must request such interpretation or clarification in writing from the City. If any Contractor has questions concerning the proposed project, finds discrepancies or omissions in the solicitation document or otherwise requires clarification, such matters should be submitted by email no later than 4:00 p.m. local time on July 29, 2025 to:

Only emailed inquiries will be acknowledged.

Any and all such interpretations and supplemental instructions will be made in the form of written addenda which will be sent to all recipients of the request for bids and will be published on the City’s website and shall become part of this request for bids. Copies of all questions and answers, and an addendum to supplement the request for bids, will be sent by email to each Contractor no later than two days prior to the bid due date.

Contact with City officials (Other than Tammy McDonald, HR/Grant Manager) is not allowed and will be considered grounds for disqualification from the selection process.

2.6 Equal Opportunity Requirements

The selected Contractor, in the performance of all services, will not discriminate on grounds of race, color, religious creed, national origin, age, sex or handicap in employment practices in the selection or retention of subcontractors, or in the procurement of materials and rentals of equipment.

3. SUBMITTAL OF BIDS

3.1 General Instructions and Submittal Deadline

Contractors are requested to submit one original of each bid (preferably by email) to:

Tammy McDonald, HR/Grant Manager 311 Henderson Avenue P O Box 845 Palacios, TX 77465 tmcdonald@cityofpalacios.org

Bids are due on August 8, 2025 by 4:00 p.m. central time. No facsimile copies will be accepted. The package should be clearly labeled “Bids for Roof Repair or Replacement of Palacios Educational Pavilion and two Gazebos.”

3.2 Document Organization

The Bids must provide the following information and be organized into sections that include at least the following:

3.2.1 Cover Letter

3.2.2 Repair Bid

3.2.3 Replacement Bid

3.2.4 References

Narrative pages are to be on 8 ½ x 11 paper and all materials shall be bound into one volume. A clear and concise presentation of information is encouraged.

Contractors are required to organize the information requested in this request for bid in accordance with the format outlines. Failure of the Contractor to organize the information required by this request for bids as outlines may result in the City, at its sole discretion, disqualifying the Contractor from further consideration.

3.2.1 Cover Letter

The bids must include a letter of transmittal attesting to its accuracy. The cover letter should provide the name, address and telephone number, and web address of the Contractor along with the name, address and telephone number of the executive that has the authority to contract with the City.

3.2.2 Repair Bid

· Repair bid must contain information regarding the repair of the roof at the Palacios Educational Pavilion and the two adjacent gazebos. Please specify type of shingles to be used, type of nails, and all material and labor costs.

3.2.3 Replacement Bid

· Replacement bid must contain information regarding the replacement of the roof at the Palacios Educational Pavilion and the two adjacent gazebos. Please specify type of shingles to be used, mph for shingles, and all material and labor costs.

3.2.4 References

Please list three (3) to five (5) references who can verify your work.

4 REVIEW AND EVALUATION

Bids received in response to the request for bids will be evaluated based on the Contractor’s:

· Pricing

· Experience in providing these and/or similar services.

Each Contractor’s submission will be reviewed for completeness and responsiveness to the requirements. Based on its review and evaluation of the bids and references, the City will select the most qualified Contractor. The selection will be based on the Contractor’s demonstrated ability to perform the services outlined in this document. Specifically, bids will be evaluated based upon the pricing.

4.2 Evaluation Criteria

In evaluating the bids, the City will utilize the requirements outlined in this section to identify the Contractor best qualified to perform the services.

4.3 Evaluation of Bids

Each bid will be reviewed against the terms of this request for bids to determine if the submittal is complete and responsive and how well the Contractor satisfies the evaluation criteria.

The City may reject any submittal found to be incomplete, unresponsive, or not in compliance with the format requirements set forth in this request for bids. A submittal may be determined to be unresponsive if any aspect is found to be unacceptable or contrary to the best interests of the City.

The City regards the submission of the bid in response to the request for bids as the most important factor in the selection of a Contractor to provide services for the repair or replacement of roofs for the described facilities. The City reserves the right to reject any and all responses to the request for bids and is under no obligation to award a contract.

The City intends to select the best qualified Contractor and to negotiate an agreement and price with this firm. However, should the negotiation with the best qualified Contractor not produce an acceptable contract arrangement, the City will request to begin negotiations with the next best qualified Contractor.

The responsibility for the final selection and negotiation rests solely with the City Council.

5 BOND AND INSURANCE

5.1 Performance Bond

· Be able to secure a performance bond from a surety licensed in the State of Texas in the amount of $500 Thousand Dollars for the total term of the contract. The Contractor shall provide a letter from surety indicating the ability to secure this bonding.

5.2 Insurance

· Commercial General Liability

1. The contractor must keep no less than $1,000,000.

2. General Aggregate no less than $1,000,000.

6 AFFIDAVITS

6.1 Conflict of Interest

6.2 Certificate of Interest

6.2 Non-Collusion Affidavit

NON-COLLUSION AFFIDAVIT

The State of Texas

County of Matagorda

__________________________________, being first duly sworn, deposes and says that:

1. He/she is the owner of ____________________________________, the Bidder that has submitted the attached bid;

2. He/she is fully informed regarding the preparation and contents of the attached Bid;

3. Such Bid is genuine and is not a collusive or sham bid;

4. Neither the said Bidder no any of its officers, partners, owners, agents, representatives, employees or parties in interest, including the affiant, has in any way colluded, conspired, connived or agreed, directly or indirectly, with any other Bidder, firm, or person to submit a collusive or sham Bid in connection with the Contract for which the attached Bid has been submitted or to refrain from bidding in connection with such Contract, or has in any manner, directly or indirectly, sought by agreement, or collusion or communication or conference with any other Bidder, firm, or person to fix the price or prices in the attached Bid or of the bid price of any other Bidder, or to secure through any collusion, conspiracy, connivance, or unlawful agreement any advantage against the City or any person interested in the proposed Contract; and

5. The price or prices quoted in the attached Bid are fair and proper and are not tainted by and collusion, conspiracy, connivance, or unlawful agreement on the part of the Bidder or any of its agents, representatives, owners, employees, or parties on interest, including this affiant.

The State of Texas

County of Matagorda

Before me, the undersigned authority, a Notary Public in and for ____________________________, on this day personally appeared _________________________ known to me to be the persons whose names are subscribed to the foregoing instruments, and acknowledged to me that they executed same for the purposes and considerations therein expressed.

GIVEN UNDER MY HAND AND SEAL OF OFFICE on this ______ day of __________________, A.D., 2024.

PLEASE SIGN AND RETURN WITH BID

OFFICE USE ONLY

Date Received This questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session.This questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor whohas a business relationship as defined by Section 176.001(1-a) with a local governmental entity and thevendor meets requirements under Section 176.006(a).By law this questionnaire must be filed with the records administrator of the local governmental entity not laterthan the 7th business day after the date the vendor becomes aware of facts that require the statement to befiled. See Section 176.006(a-1), Local Government Code.A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code. Anoffense under this section is a misdemeanor.

1Name of vendor who has a business relationship with local governmental entity.

2Check this box if you are filing an update to a previously filed questionnaire. (The law requires that you file an updatedcompleted questionnaire with the appropriate filing authority not later than the 7th business day after the date on whichyou became aware that the originally filed questionnaire was incomplete or inaccurate.)

3Name of local government officer about whom the information is being disclosed. Name of Officer 4Describe each employment or other business relationship with the local government officer, or a family member of theofficer, as described by Section 176.003(a)(2)(A). Also describe any family relationship with the local government officer.Complete subparts A and B for each employment or business relationship described. Attach additional pages to this FormCIQ as necessary.

A.Is the local government officer or a family member of the officer receiving or likely to receive taxable income,other than investment income, from the vendor?

Yes No B.Is the vendor receiving or likely to receive taxable income, other than investment income, from or at the directionof the local government officer or a family member of the officer AND the taxable income is not received from thelocal governmental entity?

Yes No 5Describe each employment or business relationship that the vendor named in Section 1 maintains with a corporation orother business entity with respect to which the local government officer serves as an officer or director, or holds an 6Check this box if the vendor has given the local government officer or a family member of the officer one or more giftsas described in Section 176.003(a)(2)(B), excluding gifts described in Section 176.003(a-1).

7Signature of vendor doing business with the governmental entityDate Form provided by Texas Ethics Commission www.ethics.state.tx.usRevised 1/1/2021ownership interest of one percent or more.

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