Invitation for Bid 7000146401

INVITATION FOR BID 7000146401 Issued: September 6, 2017 Bid Submission Deadline: September 19, 2017 by 2:00 p.m. (Central Time) CPS Energy Procurement Analyst: Dolores Torres-Elizondo Procurement Analyst, Supply Chain [email protected] Award Evaluation Criteria: Price Delivery Best Value1

The City of San Antonio, acting by and through City Public Service Board (“CPS Energy”), is interested in acquiring Goods and/or Services, as independent contractors, on a per-assignment basis according to the attached Master Agreement, Terms and Conditions, and/or Specifications. This document serves as a guide to bidders for use in formulating their bids.

1. Questions Permitted. YES NO submit a “best and final” offer on the bid for evaluation by CPS Energy. Bidders shall be permitted to submit questions regarding this Invitation for Bid 5. Evaluation Criteria / Rejection of before September 11, 2017 at 2:00 pm cst by Bids. Bids not meeting the minimum way of email, to: qualifications, if applicable, are subject to [email protected]. Questions rejection. CPS Energy reserves not only the will not be answered over the telephone. right to reject any and all bids and to waive minor formalities and irregularities, but also 2. Submission of Bid. Bidder must submit the right to evaluate the bids to determine its bid in text readable PDF (portable which, in its sole judgment, represents the document format, non-zipped) together with best bid based on the identified evaluation requested information contained herein and criteria. supporting documentation to the CPS Energy Procurement Analyst’s email address 6. Bidder Solely Responsible for Bidding specified above on or before the bid Costs. CPS Energy assumes no liability or submission deadline. responsibility for the costs incurred by the bidders for any materials, efforts or expenses 3. Data Size Limit. Please do not submit required in the preparation of bids or in any single email containing more than 40MB connection with presentations or of data. If the bid and supporting demonstrations prior to the award, if any, of documentation contain more than 40MB of a contract. data, please contact the CPS Energy Procurement Analyst. CPS Energy cannot 7. Execution of Purchase Order accept zipped files. Required. Submission of a bid does not create a binding enforceable agreement with 4. Further Clarification / Negotiations. CPS Energy. A Purchase Order including all After initial evaluation of all bids, terms, conditions, exhibits, and attachments CPS Energy may select a short list of must be executed by CPS Energy in order to potential bidders to enter into discussions to create a binding enforceable agreement with further clarify bidder’s bid in order to aide CPS Energy. No bidder may rely upon any CPS Energy. After such discussion and written or oral statement(s) or clarification, if any, CPS Energy may select representation(s) as to the award of a one or more potential bidders to enter into contract or intention to enter an agreement negotiations with on their bid. The selected made by any CPS Energy personnel. bidder(s) may be required to prepare and

1 Best Value is determined considering the relative importance of price and other evaluation factors.

Invitation for Bid 7000146401 1 8. Controlling Document. The terms and 12. Existing Agreement/Terms and conditions of CPS Energy shall govern and Conditions. If Bidder has a non-expired control the working relationship of Agreement or Terms and Conditions with CPS Energy and supplier in providing the CPS Energy, with an effective date of Goods and/or performing the Services under February 1, 2016 or later, either: (1) provide the awarded purchase order. Supplier terms a copy of the relevant Agreement or Terms and conditions shall not be considered and Conditions, or (2) reference the effective unless expressly agreed to and CPS Energy Purchase Order related to the accepted by CPS Energy in writing. relevant Agreement or Terms and Conditions. CPS Energy reserves the right Information Submitted Binding. 9. to negotiate a new Agreement or Terms and CPS Energy reserves the right to make any Conditions other than that provided by or and all information submitted by bidder part referenced by Bidder. of the final agreement if the bidder’s bid is accepted. Any changes or substitutions shall 13. Exceptions to Terms. Unless an be made only with the written acceptance of Agreement or Terms and Conditions are CPS Energy, and such change or substitution provided in accordance with Section 12 shall not be cause for additional financial herein, any exception to the Agreement, compensation. Terms and Conditions, or Specifications, as attached, must be clearly acknowledged and Firm Bid. Each bid shall be firm, not 10. inserted in tracked-change (red-lined) format subject to price escalation, and binding for a to a soft copy and must accompany the bid. minimum of 120 days from the bid If there are no exceptions, the words, “NO submission deadline, unless otherwise EXCEPTIONS,” must be stated on the bid. specified in the Master Agreement, Terms and Conditions, Purchase Order, or 14. Business Questionnaire. The Specifications. Respondent shall submit a completed Business Questionnaire with the submission Tax-Exempt. CPS Energy, a 11. if (i) Respondent does not have an up-to-date municipally owned electric and gas utility, is Business Questionnaire on record with a TAX-EXEMPT ORGANIZATION. CPS Energy, or (ii) Respondent is not listed CPS Energy is exempt from certain sales and within the CPS Energy’s supplier database. use taxes with respect to the purchase price Business Questionnaires shall only be of materials, supplies, equipment and considered valid for one (1) year from consumables purchased under a separate classification date and must be updated with contract. CPS Energy will provide a Sales a new Business Questionnaire beyond such Tax-Exemption Certificate upon request. one (1) year period.

Addenda. The following selected addenda shall be attached hereto, if applicable, and incorporated by reference: A: Minimum Qualifications (Services) Specifications Statement of Work

Terms and Conditions. The following selected terms and conditions apply to this Invitation for Bid:

Agreement ADDENDUM A MINIMUM QUALIFICATIONS (SERVICES) 1. Experience & Qualifications. 1.a) A description of the bidder’s operational history which reflects that the bidder has been actively performing similar Services for a minimum of three (3) consecutive years. 1.b) A brief description of similar Services presently being provided by bidder for other companies within the State of Texas and elsewhere, including the name each company. 1.c) Information demonstrating the qualifications and resources the bidder currently has available to provide the Services, including a description of all resources that will be used. 1.d) Written documentation demonstrating that their field personnel are capable, qualified and able to perform the duties required in performance of the Services. 2. References. A minimum of three (3) references from different companies which the bidder has provided similar Services, which shall include the company name, complete address, and contact person’s name, phone number and email address for each reference submitted. A brief description of the Services performed by the bidder shall accompany each reference. In addition to the list provided, CPS Energy reserves the right to independently contact other companies with which the bidder has engaged in a business transaction. 3. Citations. A list of any citations, notices of violation, legal proceedings, or project terminations that any Federal, State, local regulatory agency (e.g., OSHA) or department, corporation, or individual has issued to or against bidder, or any employee of bidder while that employee was performing Services for the bidder, during the past three (3) years (“Citations”). For each Citation, state the nature of the Citation and the date of its resolution, together with the contact person for bidder who could address any questions about the matter. If there are no Citations, bidder shall provide such a statement.

4. Conflict of Interest. Bidder shall complete and submit the Conflict of Interest Attestation attached as Exhibit A.

5. Additional Information to be Submitted. The following checked items shall also be submitted with the bid. Toll Free Number(s). Bidder must provide a toll free number for service requests 24 hours a day, 7 days a week. Additionally, Bidder must provide a toll free number for emergency service requests 24 hours a day, 7 days a week. Cost Breakdown. A detailed cost breakdown of the fees/compensation as detailed in the SOW.

Experience and Qualifications of Specific Personnel.

Organizational Chart / Resumes of Key Project Team. If bidder proposes a project team to perform Services, bidder shall provide resumes and qualifications of the key project team anticipated to be assigned to the CPS Energy project, including an organizational chart of the project team reflecting that the bidder can perform the majority of the Services with its own forces and equipment under the management of its own organization. Equipment List. A list of all equipment to be used by the bidder on this project/job. Bidder shall note which pieces of equipment are owned by bidder. Schedule. A detailed schedule the bidder proposes to meet. The schedule must be in a format. This detailed schedule shall indicate start and end dates for various activities.

Invitation for Bid 7000146401 3 Manpower / Shifts. Description of bidder’s expected manpower and work shift requirements.

Licenses/Certifications. Copies of employee’s’ licenses/certifications/etc. which are required to perform the Services. Bidder’s Standard Warranty. A detailed description of bidder’s proposed warranty.

Additional Warranties. In addition to any warranties stated in bidder’s documentation for goods or Services, CPS Energy requires a guarantee in writing for the following additional warranties.

Quality Control. A detailed description of bidder’s proposed inspection/ preventative maintenance/ quality control program. Financial. Bidder shall submit last fiscal year’s financial statements (audited preferred), and the most recent quarter’s financial statements. Financial statements should include the balance sheet, income statement, cash flow statement, statement of shareholder equity, and comprehensive income, and all related notes. Company and industry information will be evaluated using financial information that may be both provided and/or obtained from Dun & Bradstreet and similar financial-information providers. Subcontractors. A list of names and addresses of all subcontractors to be used, if any. Subcontractors that may perform any of the Services must be approved by CPS Energy prior to the execution of a contract. If bidder intends to use subcontractors, complete the Subcontracting Documents available at www.cpsenergy.com (search Subcontracting Documents) or complete the imbedded form.

Additionally, bidder shall submit resumes including detailed experience of each proposed subcontractor. All Services furnished by a subcontractor in lieu of the bidder shall be so stated in the bidder’s bid and shall be included in the bidder’s fees/compensation. Bonding. A letter of certification from a surety company to confirm that the bidder is qualified to execute a valid performance bond and a valid payment bond for the estimated value herein. Safety Records. Provide records (training and accident information) and a description of bidder’s training and safety programs for operating equipment, working around energized equipment, and handling, storing and disposing of waste material. Additional. The following other documents shall be submitted in this bid: Checklist for Submission of Bid

Bidder may use the following checklist to ensure its bid is complete, however, the checklist is provided for convenience only and Bidder shall not rely on it for completeness of its bid. Bidder is responsible for reviewing the entire Invitation for Bid and ensuring Bidder’s bid meets all requirements set forth therein.

For Goods / Software: For Services: Text-searchable PDF Text-searchable PDF Pricing Experience Conflict of Interest Qualifications Business Questionnaire References Citations Conflict of Interest Business Questionnaire Additional Information Toll Free Number Cost Breakdown Experience & Qualifications of Specific Personnel Organizational Chart/Key Personnel Equipment List Schedule Manpower/Shifts Licenses/Certifications Standard Warranty Additional Warranties Quality Control Financial Subcontractors Bonding Safety Additional

Invitation for Bid 7000146401 5 Exhibit A Conflict of Interest Attestation In order to fulfill reporting requirements to the CPS Energy Board of Trustees, Company must check one box for each of the following questions: 1. Is a current or former member of the CPS Energy Board of Trustees employed by, or otherwise on the payroll, of Company? Yes □ No □ 2. Is a current or former member of the CPS Energy Citizens Advisory Committee employed by, or otherwise on the payroll, of Company? Yes □ No □ 3. Is a former CPS Energy employee who was at the executive level or higher immediately prior to their departure from CPS Energy employed by, or otherwise on the payroll, of Company? Yes □ No □ In accordance with CPS Energy procurement policies and procedures, CPS Energy shall enter into agreements based on “best value,” which is the consideration of pricing together with several other factors, including, but not limited to, financial stability and economic development. No Current or Prior Conflict of Interest. Company represents that it has/had no current or prior material business, professional, personal, or other interest, including, but not limited to, the representation of other clients, that would be inconsistent or incompatible with Company’s obligations to CPS Energy under any resulting agreement. Notice of Conflict. If any actual or potential conflict of interest arises under this Agreement, Company shall immediately inform CPS Energy in writing of such conflict. Termination for Material Conflict. Notwithstanding the representations made above, if CPS Energy becomes aware of any conflict of interest, through Company's disclosure or otherwise, CPS Energy may terminate any resulting agreement without further liability to Company. Verification / Declaration. I declare under penalty of perjury under the laws of the State of Texas that the foregoing declaration is true, correct and accurate and that I am the Respondent’s Official Representative.

Executed ______, 20__. By: Print Name: Title: Company: