RFP 26-12 - South Alley Beautification Project.pdf

RFP 26-12

CITY OF TERRELL

201 E NASH STREET | TERRELL, TEXAS 75160

REQUEST FOR PROPOSALS

RFP 26-12: SOUTH ALLEY BEAUTIFICATION PROJECT – Ornamental Fence and Dumpster Enclosure Installation

Return deadline: 2:00 p.m., Wednesday, August 5, 2026

Delivery Address: City of Terrell – Development Services Department

400 Industrial Blvd.

Terrell, Texas 75160

NAME OF COMPANY SUBMITTING BID: ______________________________________

RFP 26-12: SOUTH ALLEY BEAUTIFICATION PROJECT – Ornamental Fence and Dumpster Enclosure Installation

Table of Contents:

Legal Notice

SECTION 1: General Information & Offer / Acceptance

SECTION 2: Instructions & General Terms

SECTION 2.37 – Question Deadline (5:00 p.m., Friday, July 24, 2026)

SECTION 3: Special Provisions

SECTION 4: Scope of Work

Bid Certification (required response & signature)

Bid Sheet / Proposal Form (required response & signature)

LEGAL NOTICE

ADVERTISEMENT FOR BIDDERS / SUBMITTALS

Sealed bids will be received by the Development Services Department, City of Terrell, at 400 Industrial Blvd., Terrell, Texas 75160, until 2:00 p.m., Wednesday, August 5, 2026, for:

Submittals will be publicly opened at 2:00 p.m., Wednesday, August 5, 2026, in the Service Center – Conference Room, 400 Industrial Blvd., Terrell, Texas 75160.

RFP documents are available online at https://www.cityofterrell.org/Bids.aspx or by email to rsmith@terrelltx.gov. Please reference RFP 26-12 when requesting documents.

All submittals must be sealed, clearly labeled with the RFP name and number, and delivered to the Development Services Department. Vendors are responsible for ensuring timely delivery; late submittals will be considered non-responsive and returned unopened.

The City of Terrell reserves the right to reject any or all submittals, waive informalities, and accept the submittal deemed to be in the best interest of the City. No officer or employee of the City shall have a financial interest, direct or indirect, in any contract awarded.

Delivery Address: City of Terrell – Development Services 400 Industrial Blvd.

Due Date / Time: 2:00 p.m., Wednesday, August 5, 2026 https://www.cityofterrell.org/Bids.aspx mailto:rsmith@terrelltx.gov

REQUEST FOR PROPOSALS

SECTION 1: GENERAL INFORMATION & OFFER / ACCEPTANCE

The enclosed Request for Proposal (RFP) and specifications are provided to assist vendors in preparing a response for the services described.

IMPORTANT: The designated RFP Contract Administrator is the sole point of contact for the City of Terrell (“City”) during this solicitation process. All communications regarding this RFP must be directed to rsmith@terrelltx.gov. Any oral statements or comments made by City representatives that seek to modify or interpret this RFP are considered informal and non-binding and shall not confer any rights to the respondent. Only written addenda issued by the City shall be considered official.

QUESTIONS: If clarification or additional information is required to interpret the specifications, vendors must submit written questions by email to rsmith@terrelltx.gov. Deadline for questions is 5:00 p.m., Friday, July 24, 2026. All questions and answers will be shared with all vendors on record.

SUBMISSION OF RESPONSES: Sealed responses must be received by the City no later than:

DATE / TIME: 2:00 P.M., Wednesday, August 5, 2026

DELIVERY / MAILING ADDRESS: City of Terrell Development Services 400 Industrial Blvd.

Terrell, Texas 75160

ENVELOPE LABELING: RFP 26-12

CONTRACT AWARD: Recommendations for contract negotiations are expected approximately four (4) weeks after the response opening date. The City reserves the right to award contracts in the best interest of the City. To obtain results, contact the City Secretary at 972.551.6600, 201 E. Nash Street, Terrell, Texas 75160, or by email:

citysecretary@terrelltx.gov.

SIGNATURE REQUIREMENT: Vendors must sign and date all pages containing signature lines.

Incomplete responses or responses that are unsigned or undated may be rejected as non-responsive.

mailto:rsmith@terrelltx.gov mailto:citysecretary@terrelltx.gov

SECTION 2: INSTRUCTIONS AND GENERAL TERMS

2.00 Purpose. The purpose of this Request for Proposals (RFP) is to solicit qualified contractors for the furnishing and installation of approximately 1,950 linear feet of ornamental wrought iron fencing and the construction of four (4) dumpster enclosures within the South Alley corridor.

2.01 Contract Term. The contract awarded under this RFP shall include timing and construction costs for the referenced project.

2.02 Right to Reject. The City of Terrell reserves the right to reject any or all responses received in response to this RFP, to waive any informalities or minor defects in responses, and to accept the response deemed to be in the best interest of the City.

2.03 Submission Requirements. Responses must be submitted in a sealed envelope and signed by an individual authorized to legally bind the responding firm. The RFP number and title must be clearly marked on the outside of the envelope. No other markings or detailed bid information should appear on the outside of the sealed package. Email or facsimile submissions will not be accepted.

2.04 Submission Address. All responses must include all required signature pages and documentation and be delivered to:

City of Terrell

DEVELOPMENT SERVICES

400 Industrial Blvd.

2.05 Late Responses. Responses must be received by the City of Terrell Development Services

Department prior to the stated deadline.

Responses received after the deadline will be considered non-responsive and will not be accepted.

The City is not responsible for delays caused by mail carriers, delivery services, or other circumstances.

2.06 Funding. Funds for payment of services are subject to annual budget approval by the Terrell City Council. Texas law prohibits the obligation of public funds beyond the fiscal year for which a budget has been approved. Continuation of this contract beyond the current fiscal year is contingent upon budget appropriation.

2.07 Alteration of Responses. Responses may not be altered or amended after the submission deadline. Any interlineation, alteration, or erasure made prior to submission must be initialed by the person signing the response.

2.08 Withdrawal of Responses. Responses may not be withdrawn or cancelled for one hundred twenty

(120) days following the submission deadline without written consent of the City.

All response terms shall remain firm and valid for this 120-day evaluation period. Upon award, pricing and service terms shall remain firm for the duration of the contract unless otherwise negotiated.

2.09 Sales Tax. The City of Terrell is exempt from Texas sales tax and federal excise tax. Vendors are responsible for reporting and paying any applicable taxes.

2.10 Contract Award. The City will review all responses for compliance with the specifications of this

RFP. The contract will be awarded to the responsive and responsible vendor whose proposal represents the best value to the City.

In evaluating proposals, the City may consider the location of the vendor’s principal place of business as provided by Texas Local Government Code Sections 271.905 and 271.9051.

The City reserves the right to negotiate terms, scope adjustments, or additional work consistent with state law and the intent of the resulting contract.

2.11 Conflict of Interest. No public official shall have a financial interest in this contract in accordance with Texas Local Government Code Chapter 171. The City of Terrell Charter prohibits City Council members, officers, and employees from having a direct or indirect interest in the profits of any contract, work, or service for the City.

2.12 Ethics. Vendors shall not offer or accept gifts, favors, or anything of value to or from any City employee, official, or agent in connection with this procurement.

2.13 Exceptions or Substitutions. Vendors taking exception to any specifications or proposing substitutions must clearly state those exceptions in the response or by attachment.

Failure to list exceptions will indicate the vendor’s agreement to comply fully with the specifications. The City reserves the right to accept or reject any exceptions in the best interest of the City.

2.14 Addenda. Any interpretations, corrections, or changes to this RFP will be issued by written addendum. Addenda will be posted on the City of Terrell website: www.cityofterrell.org. Addenda may also be requested by email at: rsmith@terrelltx.gov. It is the vendor’s responsibility to obtain and acknowledge all addenda.

2.15 Compliance with Laws. All services provided must comply with all applicable federal, state, and local laws, ordinances, rules, and regulations.

2.16 Minimum Vendor Qualifications. Vendors must demonstrate responsibility and capability by showing they:

1. Possess adequate financial resources or the ability to obtain them.

2. Can comply with required service schedules.

http://www.cityofterrell.org/

3. Have a satisfactory record of performance.

4. Maintain a satisfactory record of business integrity and ethics.

5. Are otherwise qualified and eligible to receive an award.

The City may request additional information to evaluate vendor qualifications. Failure to respond may result in disqualification.

2.17 Required Documentation. Vendors must provide all documentation requested in this RFP. Failure to submit required information may result in rejection of the response.

2.18 Indemnification. The Vendor shall indemnify and hold harmless the City of Terrell, its officers, agents, employees, and elected officials from any claims, damages, losses, liabilities, or expenses, including court costs and attorney fees, arising out of or resulting from the acts or omissions of the Vendor in the performance of this contract.

2.19 Wages and Taxes. The successful vendor shall be responsible for all applicable payroll taxes including Social Security, unemployment, and federal withholding taxes and shall comply with all federal and state wage laws.

2.20 Termination of Contract. This contract may be terminated by either party with thirty (30) days written notice. In the event of termination by the vendor, the vendor must provide the reason for termination in writing. The City reserves the right to award the remaining work to another qualified vendor if termination occurs.

2.21 Termination for Default. The City reserves the right to terminate the contract immediately if the vendor:

1. Fails to meet required schedules,

2. Fails to comply with contract requirements, or

3. Otherwise defaults in performance.

The City will provide written notice of default. If the default is not corrected within two (2) working days, the City may declare the vendor in default and terminate the contract. The City may pursue any remedies available at law or equity.

2.22 Notice. Written notice required by this contract shall be considered delivered when deposited in the U.S. mail in Terrell, Texas by registered or certified mail with proper postage.

2.23 Contract Administrator. The City may designate a Contract Administrator responsible for monitoring compliance, inspection of services, and coordination with the vendor.

2.24 Purchase Orders. The City will issue purchase orders to the successful vendor. The purchase order number must appear on all invoices. The City is not responsible for services performed without an authorized purchase order.

2.25 Invoices. Invoices must include:

1. Vendor name and address

2. Receiving department or delivery location

3. City purchase order number

4. Description of services performed

2.26 Payment. Payment will be made after acceptance of services and receipt of a valid invoice in accordance with the Texas Prompt Payment Act (Texas Government Code Chapter 2251).

Standard payment terms are Net 30.

2.27 Service Acceptance. All services performed under this contract are subject to approval by the City.

Services not meeting specifications must be corrected by the vendor at no additional cost to the City.

2.28 Warranty. The vendor warrants that all services will conform to the specifications and requirements of this RFP.

2.29 Remedies. Both parties retain all rights and remedies available under the Uniform Commercial

Code and applicable law.

2.30 Applicable Law and Venue. This contract shall be governed by the laws of the State of Texas.

Venue for any legal action shall lie exclusively in Kaufman County, Texas.

2.31 Equal Employment Opportunity. The vendor shall comply with all applicable federal, state, and local nondiscrimination laws including the Civil Rights Act of 1964.

2.32 Assignment. The successful vendor may not assign or transfer this contract without prior written consent of the City.

2.33 Silence of Specifications. Where specifications are silent regarding details, standard industry best practices shall apply.

2.34 Proprietary Information. Vendors must clearly identify any proprietary information in their responses. Such information will be handled in accordance with applicable public information laws.

2.35 Best Value Evaluation. The City will award the contract based on best value as permitted by Texas law. Factors that may be considered include:

1. Reputation of the vendor

2. Quality of services

3. Ability to meet City needs

4. Past relationship with the City

5. Compliance with laws related to historically underutilized businesses

6. Other criteria identified in the RFP

2.36 Nonresident Vendors. Preference may be given to Texas resident vendors as required by Texas Government Code Chapter 2252.

2.37 Questions. Questions regarding this RFP must be submitted in writing by email to:

rsmith@terrelltx.gov. All questions must reference the section and page number. Questions are due no later than 5:00 p.m., Friday, July 24, 2026.

2.38 Subcontracting. The successful vendor shall not subcontract any portion of the work without prior written approval from the City.

2.39 Inclement Weather. If severe weather or unforeseen events cause the City to close on the submission date, the deadline will automatically extend to the next business day the City is open.

The City may also issue an addendum extending deadlines when necessary.

2.40 Certificate of Interested Parties (Form 1295). In accordance with Texas Government Code Section

2252.908, vendors awarded contracts must submit Form 1295 – Certificate of Interested Parties through the Texas Ethics Commission electronic filing system prior to contract execution.

Instructions are available at: https://www.ethics.state.tx.us/tec/1295-info.htm. No action is required until notification of potential award.

https://www.ethics.state.tx.us/tec/1295-info.htm

SECTION 3: SPECIAL PROVISIONS

3.00 Bid Security. A bid security is not required for this RFP.

3.01 Performance and Payment bonds. Contractor shall procure Payment and Maintenance Bonds as applicable and in accordance with §2253 of the Texas Government code.

3.02 Minimum Insurance Requirements. Contractors performing work on City property or public right-of-way for the City of Terrell, shall provide the City a certificate of insurance evidencing the coverages and coverage provisions identified herein. Contractors shall provide the City evidence that all subcontractors performing work on the project have the same types and amounts of coverages as required herein or that the subcontractors are included under the Contractor’s policy. The City, at its own discretion, may required a certified copy of the policy.

All insurance companies and coverages must be authorized by the Texas Department of Insurance to transact business in the State of Texas and must be acceptable to the City of Terrell.

Alternative proof: Vendors without full coverage may submit current insurance documentation along with proof of the ability to obtain required coverage if awarded the contract.

The following guidelines are designed to show the most common minimum insurance requirements for standard contracts and agreement with the City. Non-standard agreements may require additional coverage and/or higher limits. Coverage Amounts required for non-standard agreements to be determined by the department and the City Manager.

General Contracts for Services. Service work, and general maintenance agreements, etc.

☐ Commercial General Liability ☐ Automobile Liability ☐ Workers’ Compensation & Employer’s Liability ☐ Payment and Maintenance Bond (if applicable)

Professional Services. Consultants or other professionals including: accountants, attorneys, architects, engineers, medical professionals, medical services, etc.

☐ Commercial General Liability ☐ Automobile Liability ☐ Workers’ Compensation & Employer’s Liability ☐ Professional Liability or equivalent Errors & Omissions (appropriate to Contractor’s profession)

Construction. Building contractors for construction projects ☐ Commercial General Liability ☐ Automobile Liability ☐ Workers’ Compensation & Employer’s Liability ☐ Professional Liability (if applicable for design function) ☐ Builder’s Risk (required for new or existing property under construction) ☐ Payment and Maintenance Bond (if applicable)

Information Technology / Network Services. For the purchasing and installation of technology-related software and equipment or contracting services that support, maintain or interact with the City’s technology system.

☐ Commercial General Liability ☐ Automobile Liability ☐ Workers’ Compensation & Employer’s Liability ☐ Professional Liability (if applicable) ☐ Cyber Liability

Insurance Type Limit Provision

Commercial General Liability

$500,000 Each Occurrence $1,000,000 Aggregate

For Construction Projects:

$2,000,000 Each Occurrence $4,000,000 Aggregate

City to be listed as additional insured and provided 30-day notice of cancellation or material change in coverage

Automobile Liability $1,000,000 Combined Single Limit

Workers’ Compensation Texas Statutory Requirements Waiver of subrogation in favor of City

Employer’s Liability $250,000 injury – each accident $250,000 disease – each employee $500,000 disease – policy limit

Professional Liability (or equivalent Errors & Omissions coverage appropriate to the Contractor’s profession)

$1,000,000 each occurrence

Builder’s Risk (required for new or existing property under construction)

100% Value

Cyber Liability $1,000,000 Each Occurrence

• The City of Terrell, its officers, agents, employees, and elected officials must be listed as additional insured on General Liability and Automobile Liability policies.

• Policies must include a 30-day notice to the City by certified mail prior to cancellation or material change in coverage.

• Vendors must ensure coverage meets all requirements under the State of Texas Financial Responsibility Law.

Submission:

• Copies of all insurance certificates must be included with the bid.

• Within 5 business days of award, the successful vendor must provide updated certificates listing the City as certificate holder.

Breach of these provisions entitles the City to declare the contract void if not remedied within ten

(10) days of written notice.

SECTION 4: SCOPE OF WORK

1. Project Description – the City of Terrell is soliciting competitive sealed proposals from qualified contractors for the furnishing and installation of approximately 1,950 linear feet of ornamental wrought iron fencing and the construction of four (4) dumpster enclosures within the South Alley corridor.

The project is intended to improve the appearance of the downtown alley system while providing durable screening for refuse collection areas and establishing a cohesive streetscape aesthetic consistent with the City’s downtown revitalization efforts.

The illustrations included with this solicitation are intended to establish the architectural character and quality expected for the completed project. Final locations will be identified by the City prior to construction.

2. General Requirements – the contractor shall furnish all listed materials necessary to complete the project in accordance with applicable building codes and manufacturer recommendations. The Contractor shall verify all field dimensions prior to fabrication:

• Labor

• Materials

• Equipment

• Hardware

• Concrete

• Reinforcing

• Fasteners

• Gates

• Footings

• Surface restoration

• Cleanup

• Traffic control

• Utility coordination

• Permits

3. Ornamental Wrought Iron Fence Quantity – approximately 1,950 linear feet Minimum Requirements – the ornamental fence shall include:

• Commercial-grade ornamental steel fence

• Black powder-coated finish

• Minimum 6-foot height

• Three horizontal rails

• Vertical pickets with decorative finials or flat-top configuration as approved

• Heavy-duty steel posts set in reinforced concrete footings

• Manufacturer’s standard brackets and hardware

• Corrosion-resistant finish

• Straight, level installation following finished grade

Fence shall be similar in appearance and quality to the attached concept illustrations and equivalent to Ameristar Industrial or approved equal.

4. Dumpster Enclosures Quantity – four (4). Each dumpster enclosure shall provide screening for commercial refuse containers and shall include:

• Powder-coated steel frame

• Decorative metal panels or solid privacy panels

• Lockable latch

• Heavy-duty hinges

• Cane bolts

• Adjustable hardware

The completed enclosure shall provide full screening of dumpsters from public view while maintaining access for refuse collection vehicles. The finished appearance shall be similar to the attached architectural inspiration images.

5. Site Restoration – The Contractor shall restore all disturbed areas including:

• Asphalt

• Concrete

• Sidewalks

• Landscaping

• Turf

• Gravel

All disturbed areas shall be restored to equal or better condition.

6. Warranty – Provide:

• One (1) year workmanship warranty

• Manufacturer warranties on fencing materials and coatings

7. Measurements – All quantities are approximate. Contractor shall verify all measurements prior to construction.

ILLUSTRATIVE RENDERINGS

Illustrative Renderings Disclaimer: The illustrations, photographs, renderings, sketches, and concept images included in this solicitation are provided solely to convey the City’s desired aesthetic, architectural character, and general design intent. They are not construction drawings and should not be interpreted as defining exact dimensions, materials, methods of construction, or installation requirements. Contracts shall rely on the specifications, scope of work, field verification, and any final construction documents provided by the City. The City reserves the right to modify the design, dimensions, materials, locations, or quantities prior to contract award or during construction as necessary to meet project requirements, budget constraints, or site conditions.

Quantities and Locations: All quantities, dimensions, and locations identified in this solicitation are approximate and are provided for bidding purposes only. The Contractor shall verify all field conditions and dimensions prior to fabrication or construction. Any discrepancies shall be brought to the City’s attention before proceeding with the work.

BID CERTIFICATION

The Undersigned, in submitting this bid, represents and certifies:

1. He / she is fully informed regarding the preparation, contents, and circumstances of the attached bid;

2. He / she proposes to furnish all equipment / service at the prices quoted herein and bid is in strict accordance with the conditions and specifications stated herein;

3. There will be at no time a misunderstanding as to the intent of the specifications or conditions to be overcome or pleaded after the bids are opened;

4. He / she is an equal opportunity employer, and will not discriminate regarding race, color, national origin, age or sex in the performance of this contract.

5. The undersigned hereby certifies that he / she has read, understands and agrees that acceptance by the City of Terrell of the bidder’s offer by issuance of a purchase order will create a binding contract. Further he / she fully complies with documentary forms herewith made a part of this specific procurement.

COMPANY: ______________________________________________________________________

ADDRESS: ______________________________________________________________________

CITY, STATE, ZIP: ______________________________________________________________________

TELEPHONE: ______________________________________________________________________

EMAIL: ______________________________________________________________________

SIGNATURE: ______________________________________________________________________

PRINTED NAME: ______________________________________________________________________

DATE: ______________________________________________________________________

BID SHEET / PROPOSAL FORM (PAGE 1)

VENDOR INFORMATION:

Item Vendor Response

Company Name ______________________________________________________

Address ______________________________________________________

City / State / Zip

Contact Name

Phone

Email

Signature

Date

BID SHEET / PROPOSAL FORM (PAGE 2)

Item Description Estimated Quantity Unit Unit Price Total

Furnish and install ornamental wrought iron fence

1,950 LF Linear Feet $ $

Dumpster enclosure (complete including walls, gates, and hardware)

4 EA Each $ $

Mobilization LS Lump Sum $ $

Traffic Control LS Lump Sum $ $

Site Restoration LS Lump Sum $ $

Total Base Bid: $___________________

Alternate No. 1 – Provide pricing for upgrading fence posts and rails to a heavier commercial-duty system.

Alternate No. 2 – Provide pricing for decorative masonry columns at fence termini.

Optional Unit Prices:

Item Unit Price

Additional ornamental fence

$________/LF

Additional dumpster enclosure

$________/Each