CITY OF PORT ARANSAS 710 W. AVENUE A PORT ARANSAS, TX 78373 TELEPHONE: (361)749-4111 REQUEST FOR PROPOSALS (RFP) Proposal Title: Proposal Closing Time: Bidder s Conference: Proposal Closing Date: Request for Lease of Temporary Buildings/Offices/Holding Facilities for Operation of the City Police Department, Municipal Court, and Jail 4:00 p.m. Central Standard Time October 3, 2017, 1:00 p.m. Central Standard Time October 6, 2017, 4:00 p.m. Central Standard Time Technical Proposal Opening: October 6, 4:30 p.m. Central Standard Time Council Action: October 9, 2017 Notice to Proceed: October 10, 2017 Submission of Proposal: Irma Parker City Secretary City of Port Aransas 710 W. Avenue A Port Aransas, TX 78373 Note: Specification questions: Proposals will not be accepted via facsimile or e-mail Darla Honea Director of Finance City of Port Aransas 710 W. Avenue A Port Aransas, TX 78373 361-749-4111 361-446-5977 (cell) 1
CITY OF PORT ARANSAS REQUEST FOR PROPOSALS INTRODUCTION A. Request for Proposal The City of Port Aransas (City) requests proposals (RFP) for Lease of Temporary Buildings for at least 18 months and no more than 48 months. This request stems from the destruction of City facilities related to Hurricane Harvey. While the request indicates portable buildings, the City seeks the most cost effective solution to its short- and long-term needs for facilities to serve these two functions. Specifications for these facilities are provided as Exhibit B: 1. Police Headquarters and Municipal Courts 2. Detention/Temporary Holding Facility The objective of this Request for Proposal (RFP) is to identify a provider of temporary / portable buildings on a leasing basis (Lessor) that can offer the highest quality service at the lowest cost to the City. This objective is similar for all goods and services placed on a competitive bidding approach by the City. Services provided will be in accordance with the Leasing Contract and attachments executed between the City and the Lessor. B. General Specifications: 1. Provide temporary facilities designed to meet the short- and long-term needs described in the additional specifications (Exhibit B) and clarified through the Bidders Conference. 2. Deliver, anchor, set-up, and establish functionality necessary for operation of the building(s). 3. Tie into provided electrical meter pole, connect to provided water tap, and connect to provided sewer tap. 4. Optional: Structural and functional maintenance of the facilities. 5. Optional: Establish voice data, and video network and video surveillance system C. Approved vendors of the following purchasing cooperatives are preferred: 1. State of Texas Cooperative Purchasing Program 2. Buyboard 2
3. TCPN 4. TxMAS 5. HGAC D. Proposal Procedures 1. A proposer shall use the attached Proposal Form, Exhibit A, in submitting a proposal. It is required that the Proposal Form be completed in its entirety. 2. If a service requirement cannot be met by a proposer, then the term No Proposal should be entered on the Proposal Form for that specific requirement. In the case of a No Proposal remark, the proposer may offer an alternative equivalent service for the City s consideration. 3. Services for which a proposer intends to charge a fee must have the applicable fee indicated on the Proposal Form. Any service which does not have a fee indicated on the Proposal Form will be considered free of charge in the Leasing Contract. 4. Proposer is requested to offer the basic proposed facility and is invited to add options so long as the cost of the options can be separated from the basic facility. In addition, proposers are encouraged to submit offers for maintenance with separate pricing for these services. 5. The proposal must be submitted in a sealed envelope bearing the title City of Port Aransas Portable Building (Police) Proposal along with the name and address of the proposer. The proposer shall submit two (2) copies of the completed Proposal Form and the other required information identified below and shall be directed to Irma Parker, City Secretary, City of Port Aransas, 710 W. Avenue A, Port Aransas, Texas 78373 no later than 4:00 p.m. on October 6, 2017. 6. A proposer may submit written questions to clarify any matters relating to this request for proposals. The proposer s question(s) and the City s response will be shared with all applicants that obtained a RFP. 7. Darla Honea, Director of Finance (749-4111) may be contacted for any questions concerning this RFP. 8. The City reserves the right to reject any or all proposals, to waive any nonmaterial irregularities or informalities in any RFP, and to accept or reject any item or combination of items. 9. All costs incurred by the proposer in responding to the RFP shall be borne by the proposer. 3
10. Unauthorized modifications of specifications, forms or terms may render the proposal invalid. E. Selection process The City will evaluate the merit of the proposals received. The sole objective of this evaluation will be to recommend the Lessor whose proposal is most responsive to the City s facility needs. While the specifications of this RFP represent the minimum performance necessary for response, the City will consider additional services in the final selection process. The following criteria will be used to evaluate the proposals submitted in response to this RFP (criteria are not listed in order of importance). 1. Meeting the legal qualifications and the terms and conditions specified in the RFP; 2. Completeness of Exhibit A, the Proposal Form; 3. Submission of the required information; 4. Ability to deliver the facilities in a timely and responsive manner; 5. Concept and proposed solutions, including responsiveness to terms and conditions, completeness and thoroughness of plan to provide the temporary building lease and services described in the RFP; 6. Cost of the proposed portable building leasing services and the cost of the operation of those buildings (i.e., efficiency); 7. Ability of the Lessor to include cost effective maintenance of the facility in the leasing service agreement (functional / operational maintenance such as electrical, plumbing, HVAC, and structural elements); 8. Financial condition of the proposer; 9. Incorporation of effective and innovative facility maintenance services; 10. Experience and success in providing portable / temporary facilities to municipal governments in Texas. F. Contract Terms 1. The selected Lessor will provide the required temporary building for an eighteen-month term beginning as soon as possible after October 10, 2017, with month-to-month renewal options for a period not to exceed a total of 48-months (four years). 2. The Leasing Contract will be awarded to the vendor whose proposal conforms to the RFP and is most advantageous and cost effective to the City. The City of Port Aransas Contract is expected to be awarded at a 4
special City of Port Aransas City Council meeting to be held on October 9, 2017 at the City of Port Aransas Council Chambers located at, 710 W. Avenue A, Port Aransas, TX 78373. 3. The following additional agreements will be executed between the designated Lessor and the City to be effective on October 10, 2017 or later; a. Facility Leasing and Services Agreement b. Maintenance Agreement c. Agreement pertaining Insurance and other Liabilities Additional contracts and agreements relating to the normal operations of a portable facility may be required during the term of the Leasing Contract. All supplemental contracts and agreements to the Leasing Contract must be approved as to both form and content by the Director of Finance and the City Attorney. All supplemental contracts and agreements will be attachments to the Leasing Agreement. 4. If a Lessor does not deliver the Temporary Building(s) within twenty-one (21) calendar days after being notified of selection, the City may give notice to the Lessor of the City s intent to select the next most qualified proposing Lessor or call for new proposals, whichever the City deems most appropriate. 5. Following conclusion of the 18-month lease term, the City shall provide sixty (60) days prior written notice of its intent to terminate the lease. The Lessor shall provide the City one hundred eight (180) days prior written notice of its intent to terminate any agreement. A decision to terminate the leasing contract may not be a result of an offering of a lower price from another lessor during the contract period. SECTION II LEASING SERVICES TO BE PROVIDED A. Leasing services to be provided are listed on Exhibit A, the Proposal Form. The following identifies and discusses the services to be provided: 1. Temporary / Portable facility to house the City of Port Aransas Police Department, Municipal Courts, and Temporary Detention/Holding Facilities for Males and Females for a period of eighteen (18) to fortyeight (48) months. The purpose of the leasing agreement is to provide emergency / temporary facilities for the City s police and court operations as part of the emergency response following Hurricane Harvey. 2. (Optional) Maintenance of the facility in the leasing service agreement (functional / operational maintenance such as electrical, plumbing, HVAC, and structural elements); 5
3. (Optional) Establish voice, data, and video network and video surveillance system. B. Fees for Services Provided 1. Best price guarantee: The awarded Lessor agrees to provide the lowest pricing available and the pricing shall remain so throughout the duration of the contract. 2. Price increase: Lessor will notify the City immediately should it become necessary or proper during the term of this contract to make any change in design or any alterations that will increase expense. Price increases must be approved by the City, and no payment for additional materials or services, beyond the amount stipulated in the contract, shall be paid without prior approval. All price increases must be supported by manufacture documentation, or a formal cost justification letter. 3. Additional Charges: All deliveries shall be freight prepaid, F.O.B. destination and shall be included in all pricing offered unless otherwise clearly stated in writing. 4. Price reduction and adjustment: Price reduction may be offered at any time during contract and shall become effective upon notice of acceptance from the City. For example, the City will consider an 18-month contractual price with a different price for the following month-to-month lease. SECTION III REQUIRED INFORMATION The following document must be submitted with the completed Proposal Form by the proposer: Illustrations of proposed facilities, such as floor plans and general design features. SECTION IV SUBMISSION OF PROPOSALS All proposals submitted pursuant to this request for Lease of Portable Buildings/Offices/Holding Facilities for Operation of the City Police, Court, and Jail must be delivered to: Irma Parker City Secretary City of Port Aransas 710 W. Avenue A Port Aransas, TX 78373 6
Deadline for submission is 4:00 p.m. (CST), October 6, 2017. Proposals received after that time will not be considered and will be returned to the proposer unopened. Other requirements are listed below: A. Two (2) copies of the proposal shall be submitted. B. All information requested of the proposer by the RFP shall be provided. Failure to do so may disqualify the proposal. C. All information shall be entered in ink or typewritten. D. Proposal shall be signed by an authorized representative of the company. E. Proposals may be submitted in a sealed envelope or box to the address shown above. F. Proposals may be submitted in person, by U.S. Mail, Special Delivery or courier service. No facsimile or e-mail proposals will be accepted G. All exceptions to any point of the RFP must be clearly shown. It is suggested that exceptions be made as a separate section within the proposal for clarity. SECTION VI PROPOSER S RESPONSIBILITY Proposers should carefully examine the entire RFP and any addenda thereto, and any related materials and dates referenced in the RFP. Proposers shall become fully aware of the nature and location of the work. All proposers are responsible for the cost to produce their proposal. All proposers are responsible for their proposal s content, timeliness of submission and withdrawal. 7
EXHIBIT A CITY OF PORT ARANSAS PROPOSAL FORM LEASE OF PORTABLE BUILDINGS/OFFICES/HOLDING FACILITIES FOR OPERATION OF THE CITY POLICE, COURT, AND JAIL Company Name: Company Address: Company Phone: Official Submitting: Title of Official: A. Products/Pricing Instructions Please respond in the following sections. 1. Describe and provide drawings of temporary facilities and services proposed, separated by requested function: a. Police headquarters, municipal courts b. Police detention/temporary holding facility separated for males and females c. Maintenance of the facility (functional / operational maintenance such as electrical, plumbing, HVAC, and structural elements); d. Other proposed services. 2. Describe pricing for temporary facilities and services proposed, separated by requested function: a. Police headquarters, municipal courts 8
b. Police detention/temporary holding facility separated for males and females c. Maintenance of the facility (functional / operational maintenance such as electrical, plumbing, HVAC, and structural elements); d. Other proposed services. 3. Describe pricing for warranties on for temporary facilities and services proposed, separated by requested function: 4. Describe payment methods 5. Other factors relevant to this section as submitted by the proposer B. Performance Capability 1. Describe capability to deliver products and services in a responsive and timely manner. 2. Describe proposer s capacity to meet on-site service and warranty needs in a timely manner. 3. Describe customer service/problem resolution 4. Describe proposer s financial condition 5. Provide a list of municipal references 6. Provide instructional materials for temporary facilities if available (a website link is sufficient) 7. Other factors relevant to this section as submitted by the proposer 9
CITY OF PORT ARANSAS SPECIFICATIONS FOR FACILITIES EXHIBIT B ADDITIONAL SPECIFICATIONS FOR THE TEMPORARY FACILITIES Please note that standards for permanent facilities may be found here http://www.tcjs.state.tx.us/. To the extent possible, these standards are preferred for the temporary facilities. Please add any specifications such as: - Structural system type. - Multi-unit complex construction plan - Joined units must maintain a positive alignment of floors, walls, roofs and allow for future relocation - Manufactures specifications for frame - Floor framing specifications - Floor finish specifications - Wall framing specifications - Interior Wall finish specifications - Doors specifications and hardware - Window specifications - Electrical specifications - Number of Duplex receptacles per room - Interior lighting specifications - Emergency lighting and other safety specifications - HVAC specifications Section A. ALL FACILITIES 1. All facilities must meet ADA accessibility requirements, including but not limited to accessible stairs and walkways leading into and out from facilities, accessible internal passage doors, and accessible restrooms. 2. All facilities must be climate controlled. 3. All facilities require emergency power systems. 4. All facilities must be secure & hardened. 5. A hardened wall is required between the municipal court and the police headquarters. Section B. POLICE HEADQUARTERS, MUNICIPAL COURTS 1. Shared requirements include restrooms and a breakroom and uninterrupted video surveillance and recording from initial contact to release. 10
2. All facilities need to be in close proximity with at least a covered walk way between buildings if they are not connected. 3. Police Headquarters require: a. Three private offices for chief of police, lieutenant and admin assistant with network cabling capabilities. (single office size) b. One office for one sergeant and three detectives with four networked computer work stations. (double office size) c. Secure connections to the network for computers in each office. d. A Patrol Officer working area for up to 16 officers. The space needs to have lockers for 22 officers. The space needs to be versatile enough to function as a meeting room, training room and work space. Ample electrical outlets are required to charge multiple devices per officer. The space needs to have at least three networked computer stations and at least one networked printer/scanner. (typical 28 x 28 ) e. An interview room/juvenile processing room. (single office size) f. A secured dispatch room near the public entrance with a reception area. This space will accommodate up to 4 working dispatchers with at least two dispatch consoles. Each dispatch console/station must house one 911 phone, one admin phone, one networked computer station, TLETS work station, and radio consoles. The area needs to be secure and workstations/monitors need to be blocked from public view. Preference for dispatch to be in proximity to the IT room. IT cannot be visible to the public. (double office size) g. Secure and cooled IT Room. Climate control must account for the heat generated by the equipment contained within. The space needs to house six (6) servers for the Police Department CAD/RMS programs, radio racks, 911 servers and recorders, admin phone line infrastructure, MDT storage, and charging space. Preference for a facility that is wired for network connectivity and video surveillance as noted (or configured for ease of installation). Preference for location near the dispatch room. (single office size) h. Secure Evidence Room. One secure storage area for evidence, office supplies and records storage. The area should be water tight with at least a dehumidifier and lighting. (single office size) i. Two (2) Unisex Restrooms and a break room. (ADA compatable) j. Preference for an industrial ventilation system. 11
k. Preference for the ability to maintain constant and recorded video surveillance from first contact through release. 4. Municipal Court Clerk Offices & Court a. Courtroom (double office size) b. Records Room secured and climate controlled (single office size) c. Two offices for clerks with network cabling capabilities (single office sizes) d. Two unisex restroom (ADA compatible) Section C. DETENTION/TEMPORARY HOLDING FACILITY (can be a separate facility connected by a 5 wide covered walkway) 1. The Detention/Temporary Holding Facility must provide one area for males and one for females. Male/female cells must be separated by sight and sound. 2. The male detention area must contain five (5) cells each capable of housing two males at one time (approximately 8x10 feet) and a detox cell capable of holding at least ten males at one time (approximately 15x15 or 12x20 feet). 3. The female detention area must contain two (2) cells capable of holding one female and a detox cell capable of holding five females at one time. 4. Each cell must have a toilet. 5. No outlets in the cells. Recessed lighting in the cells. Pipe chases outside the cells to allow for shut off without entering the cells. Surfaces need to be hardened with preference for ability to hose them down. Ceilings need to be 9-10 feet tall in all retaining areas. 6. All cells must be capable of being video monitored 24x7. 7. All detention areas must be hardened. Cells must be configured to insure the safety and security of detainees and staff. All spaces must be designed to prevent detainees from harming themselves, such as lack of sharp edges, surfaces capable of supporting a ligature, or other unsafe surfaces. Section D. OPTIONAL SERVICES AND FUNCTIONALITY 1. This section enables bidders to propose additional services, such as service agreements, and additional functionality of the temporary facilities not requested in the specifications. These should be separated from the primary bid and priced separately as optional costs. 12
SIGNATURE OF ENTIRE PROPOSAL AND SUBMITTALS FIRM: BY: Signature Title Print or Type Name ADDRESS: Street Address and/or P.O. Box Number City State Zip Code PHONE: FAX: RETURN ENTIRE RFP PACKAGE AND ALL DOCUMENTATION REQUIRED BY THIS REQUEST FOR PROPOSAL 13
PROPOSAL AFFADAVIT AUTHORIZED OFFICER: All pages in proposal containing statements, letters, etc., shall be signed by a duly authorized officer of the company, whose signature is binding on this proposal. The undersigned offers and agrees to furnish all of the services stated in the accompanying proposal. The period of acceptance of this proposal will be ninety (90) calendar days from the date of the proposal closing, unless otherwise indicated by proposer. STATE OF COUNTY OF BEFORE ME, the undersigned authority, a Notary Public in and for the State of, on this day personally appeared, who after being by me duly sworn, did depose and say: I, am a duly authorized officer or/agent for (name) and have been duly authorized to execute the (name of firm) foregoing proposal on behalf of the said: I hereby certify that the foregoing proposal has not been prepared in collusion with any other proposer or other person or persons engaged in the same line of business prior to the official receipt of this proposal. Further, I certify that the proposer is not now, nor has been for the past six (6) months, directly or indirectly concerning in any pool or agreement or combination, to control the price of services/items offered, or to influence any person or persons to offer or not to offer thereon. Name and address of Proposer:,, BY: (print name) (Signature) (Title) SUBSCRIBED AND SWORN to before me by the above named on Date Notary Public in and for the State of RETURN THIS AFFIDAVIT AS PART OF PROPOSAL 14
Request for Lease of Temporary Buildings/Offices/Holding Facilities for Operation of the City Police Department, Municipal Court, and Jail RFP Evaluation Scoring Sheet Proposals will be evaluated on best value based on the evaluation criteria as stated below. Evaluation Criteria Possible Points Points Awarded Ability to provide all buildings required 20 Ability of vendor to maintain functional systems of the building during the term of the lease 15 Relevant experience in providing similar facilities 10 Ability of vendor to expedite delivery and setup of 30 Buildings meeting or exceeding RFP guidelines Pricing 20 Innovative Response ability to provide creative 5 Responses to meet the City s unique needs Total Possible Points 100 15