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Airport Car Rental City of Waco, Texas Request for Proposal RFP No. 2016 - 020 Exhibit Development for Texas Ranger Hall of Fame and Museum Issue Date: February 11, 2016 Closing Date & Time: March 10, 2016 at 2:00 p.m. Opening Date & Time: March 10, 2016, at 2:01 p.m. RFP Opening Location: Purchasing Services Office, 1415 N. 4th Street, Waco, Texas For Information Contact: Victor Venegas, Purchasing Services, 254-750-8098 Pre-submittal Meeting Location: Texas Ranger Education Center (Behind the Texas Ranger Hall of Fame and Museum) 100 Texas Ranger Trail Waco, TX 76706 On February 24, 2016 at 2:00 PM Purchasing Services Post Office Box 2570 Waco, Texas 76702-2570 Telephone 254 / 750-8060 Fax 254 / 750-8063 www.waco-texas.com City of Waco, Texas Request for Bids/Proposals/Qualifications RFB No. 2016 - 020 Exhibit Development for Texas Ranger Hall of Fame and Museum REGISTER INTEREST You have received a copy of the above described Request document. If you would like to register your interest in this project so that you will receive any future notices or addenda concerning the project, please fill in the information requested below and fax this page to 254-750-8063. You may also scan this page and email to: [email protected]. Company/Firm: Name of Contact Person(s): Email(s): Telephone 1: __________________________________ Telephone 2:_________________________________ Fax: Other: Mailing Address: It is your responsibility to complete and return this form to the City. Failure to do so will result in your not receiving notices and addenda related to this project from the City of Waco. Notices and addenda are posted on the City’s website and can be accessed at: http://www.waco-texas.com/purchasing-rules.asp. City of Waco Purchasing Services Post Office Box 2570 Waco, Texas 76702-2570 Telephone 254 / 750-8060 Fax 254 / 750-8063 www.waco-texas.com REQUEST FOR COMPETITIVE SEALED PROPOSALS Notice is hereby given that proposals will be received by the City of Waco for RFP No 2016 – 020 for Exhibit Development for Texas Ranger Hall of Fame and Museum. Interested parties should submit their proposals to: Via U.S. Mail (not delivery): Via Delivery Services/Personal Delivery: City of Waco Purchasing Services City of Waco Purchasing Services Attn: Victor Venegas, Attn: Victor Venegas, Buyer/Purchasing Agent Buyer/Purchasing Agent 1415 North 4th Street P.O. Box 2570 Waco, Texas 76707 Waco, Texas 76702-2570 Note: US Mail does NOT deliver to this street address All submittals shall be sent to the attention of the Buyer/Purchasing Agent in a sealed envelope that is marked on the outside as follows: “RFP 2016-020 Exhibit Development for Texas Ranger Hall of Fame and Museum” Proposals will be received until 2:00 p.m. (Central Time) on March 10, 2016. Vendors accept all risk of late delivery of mailed proposals regardless of instance or fault. A response submitted or postmarked after the submission deadline will not be considered and may be returned unopened to the submitter. The City will NOT accept a response submitted by facsimile transmission (fax) or by electronic mail (email). A digital version of the RFP documents can be obtained from the City of Waco website at: www.waco-texas.com/bids.asp. Reservations by City: The City of Waco reserves the right to reject any and all submittals. This issuance of this RFP does not obligate the City to contract for expressed or implied services. The City of Waco will not reimburse vendors for any costs incurred during the preparation or submittal of proposals and/or bids. Furthermore, the City expressly reserves the right to: • Waive any defect, irregularity, or informality in any submittal or RFP procedure; • Extend the RFP closing time and date; • Reissue this RFP in a different form or context; • Procure any item by other allowable means; • Waive minor deviations from specifications, conditions, terms, or provisions of the RFP, if it is determined that waiver of the minor deviations improves or enhances the City’s business interests under the RFP; and/or • Extend any contract when most advantageous to the City, as set forth in this RFP. Page 3 of 41 Initial here and return all pages _____. Table of Contents Register Interest Form (to receive notices and addenda) Request for Competitive Sealed Proposals I. General Information A. Introduction B. Definitions II. Requested Services A. Scope of Services B. Minimum Requirements C. Duration of Service III. Submission A. Preliminary Schedule B. RFP Contact C. Requirements D. Completeness of Submission E. Response Date and Location F. Modification or Withdrawal G. Proposal Validity Period H. Vendor’s Cost to Develop Proposal IV. RFP Procedures A. Evaluation Process B. Vendor Presentation (if applicable) C. Evaluation Criteria D. Final Selection E. Contract Award and Execution V. Terms and Conditions A. Applicable Laws and Venue B. Conflict of Interest C. Gratuities D. Unfunded Liability E. Advance Payments F. Gift of Public Property G. Procurement Laws H. Limitation of Liability I. Attorney’s Fees; Legal Costs J. Insurance K. Indemnification L. Employee Litigation VI. Pricing and References Forms for Completion and Return A. Submission of Bid/Proposal and Acknowledgement of Addenda B. Pricing C. Form for Lists of References (if needed) Page 4 of 41 Initial here and return all pages _____. VII. Appendices A. Forms to Complete and Return 1. Business Identification Form 2. Conflict of Interest Questionnaire (CIQ Form) 3. Disclosure of Relationships with City Council/Officers 4. Litigation Disclosure 5. Minority/Women Owned Business 6. Certification Regarding Debarment 7. Non-Collusion Affidavit 8. Resident Certification 9. Texas Public Information Act B. Protest Procedure C. Additional Description of Specifications for Project Page 5 of 41 Initial here and return all pages _____. I. General Information A. Introduction The City of Waco (City) owns and operates the Texas Ranger Hall of Fame and Museum (TRHFM). The City has secured funds to improve several exhibitions at TRHFM and is seeking a consultant to assist with exhibit development. The work will include consultation and development of exhibit concepts and then the design, fabrication and installation services for the resulting exhibit. Services for the fabrication and installation may be subcontracted, but the City will expect the selected consultant to oversee and inspect the work. B. Definitions The following definitions apply to this RFP and the transaction between the City and the selected submitter unless otherwise designated in the context. Terms, which are singular, may include multiple, where applicable and when in the best interests of the City: 1. “City” means and refers to the City of Waco, Texas, and/or its City Council. 2. “Company” or “Firm” means and refers to any submitter, whether such submitter be a corporation, company, sole proprietor, partnership, company, or any other entity legally defined or recognized under the laws of the State of Texas. 3. “Project Review Committee” means a committee established by the City to review and score the submitted Proposals. The Committee shall be composed of City of Waco staff. The Committee may be composed of City of Waco staff, City Councilmembers, or their designees, or other individuals selected to serve on the committee by the City. 4. “Proposal” or “Submission” refers to a response submitted to this RFP. 5. “RFP” means and refers to this particular enumerated Request for Proposals. 6. “Selected Proposal” means and refers to the proposal submitted by the selected firm. 7. “Selected Firm” means the firm who is selected by the City and to whom the City Council/City Manager awards a contract for the services requested in this RFQP. 8. “Submitter” or “Vendor” means a firm that submits a proposal in response to this RFP. Requested Services A. Scope of Services The development of exhibits for the TRHFM will include: 1. Consultation on concept development; 2. Conceptual drawings; 3. Detailed design; 4. Cost estimation; 5. Preparation of plans and specifications; 6. If any or all fabrication is subcontracted, the preparation of bid documents and bidding phase services; 7. Fabrication, project management, cost control and quality assurance services. A more detailed description of the Project is attached as Appendix D. Page 6 of 41 Initial here and return all pages _____. B. Minimum Requirements In order to be considered for award of this RFP, a vendor must meet these minimum requirements: 1. Complete the RFP and submit response, including form, by deadline. 2. Pricing. C. Duration of Service The City of Waco anticipates entering into a contract for a period of one year with the ability to Extend the contract for two terms of two years each. In addition, the City reserved the right to cancel the contract on 90 days written notice. III. Submissions A. Preliminary Schedule The proposed schedule of events is tentative and may be modified throughout the selection process at the discretion of the City of Waco. Issuance of the RFP February 11, 2016 Pre-Proposal Meeting February 24, 2016 Deadline for Questions March 3, 2016 Proposals due by 2:00 p.m. March 10, 2016 Evaluation of the submission March 18, 2016 Presentations/Interviews March 31, 2016 Establish final ranking of proposals April 7, 2016 Tentatively, the final selection decision will be made and vendors will be notified of award by April 11, 2016. B. RFP Contact The contact person for the RFP is: Victor Venegas, Buyer. Questions concerning the RFP must be submitted to contact person in writing on or before date shown in the schedule. Questions should be submitted by email or fax to: Email: [email protected] (receipt of email will be acknowledged) Fax: (254) 750-8063 Contact with someone other than Victor Venegas (or his designated representative) at the City of Waco concerning this RFP may be grounds for removal from consideration.
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