city of laredo purchasing division request for proposal · 4.0 rejection of proposals the city may...

CITY OF LAREDO PURCHASING DIVISION

CITY OF LAREDO PURCHASING DIVISION REQUEST FOR PROPOSAL

Convention & Visitors Bureau Visitor Guide Public Notice

The City of Laredo Purchasing Division is now accepting Request for Proposal for the purchase of the Convention & Visitors Bureau English Language Visitor Gu ide Production and Print.

Copies of the specifications may be obtained from the Finance Department - Purchasing Division, 55 l 2 Thomas Ave., Laredo, Texas 78041 or by downloading from our website: http://www.cityoflaredo.com/Purchasing/Purchasing lndex.htm

Proposal will be received at the City Secretary Office, 1110 Houston St., 3rd. floor, Laredo, Texas 78040 until 5:00 P.M on July 27, 2017; and all proposal received will be opened and acknowledge at 10:00 AM on July 28, 2017 at the Office of the City Secretary.

Request for Proposal are to be submitted in a sealed envelope clearly marked:

Bid: Request for Proposal Convention & Visitors Bureau Visitor Guide FY17- 052

Proposals are to be mailed: City of Laredo - City Secretary C/0 Heberto L. Ramirez Acting City Secretary City Hall - Third Floor PO Box 579 Laredo, Texas 78042-0579

Hand Delivered: City of Laredo - City Secretary C/0 Heberto L. Ramirez Acting City Secretary City Hall - Third Floor 1110 Houston Laredo, Texas 78040

The City of Laredo reserves the right to reject any and all bids, and to waive any minor irregularities .

C ity of Laredo Purchasing Division, 55 12 Thomas Ave., Laredo, Texas 7804 1 (956) 790-1800 Fax (956) 790-1805 L:mai l [email protected] I of 20

City of Laredo Purchasing Division


Notice to Bidders

Notice is hereby given that the city of Laredo is now accepting request for proposals subject to the Terms and Conditions of this [nvitation for Bids and other contract provisions for awarding a contract doe for the purchase of the Convention & Visitors Bureau English Language Visitor Guide Production and Print.

Copies of the specifications may be obtained from the Finance Department-Purchasing Division, 5512 Thomas Ave., Laredo, Texas 78041 or by downloading from out website: www.cityoflaredo.com. Proposal will be received at the City Secretary Office, I I IO Houston St., J rd floor, Laredo, Texas 78040 until 5 P.M. on July 27, 2017 and all proposal received will be opened and publicly acknowledged at 10:00 A.M. on July 28, 2017.

Proposals are to be submitted in a sealed envelope clearly marked:

Request for Proposal - Convention & Visitors Bureau Visitor Guide and Print FYI 7-52

Bids are to be mailed:

City of Laredo-Acting C ity Secretary C/0 Heberto L. "Beto" Ramirez City Hall-Third Floor P.O. Box 579

Hand Delivered: City of Laredo-Acting City Secretary C/0 Heberto L. "Beto" Ramirez C ity Hall-Third Floor I 110 Houston St.

Laredo, Texas 78043-0579 Laredo,Texas 78040

The City of Laredo reserves the right to reject any and all bids, and to waive any minor irregularities.

WITNESS MY HAND AND SEAL, THIS 26 ™.DAY OF June 2017.

~1~ Acting C ity Secretary



Request for Proposal

Notice is hereby given that the C ity of Laredo is now accepting request for proposals subject to the Tenns and Cond itions of this Invitation for Bids and other contract provis ions, for the pl,rchase of the Convention & Vi sitors Bureau English Language Vi sitor Guide: Production and Print. Copies of the specifications may be obtained from the Finance Department - Purchasing Division , 5512 Thomas Ave., Laredo, Texas 78041 or by downloading from our website: http://www.cityotlaredo.com/Purchasing/Purchasing Index.htm. Proposal will be received at the C ity Secretary Office, 1110 Houston St. , yct_ floor, Laredo, Texas 78040 until 5:00 P.M on July 27, 2017; and all proposal received will be opened and acknowledge at 10:00 A.M. on July 28, 2017.

Proposal are to be submitted in a sealed envelope clearly marked:

Request for Proposal: Convention & Visitors Bureau Visitor Guide FY 17-052

Proposals are to be mailed: City of Laredo - City Secretary C/0 Heberto L. Ramirez Acting City Secretary City Hall - Third Floor PO Box 579 Laredo, Texas 78042-0579

Hand Delivered : City of Laredo - City Secretary C/0 Heberto L. Ramirez Acting City Secretary City Hall - Third Floor 1110 Houston Laredo, Texas 78040

The City of Laredo reserves the right to reject any and all bids, and to waive any minor irregularities.

WITNESS MY HAND AND SEAL, ON THlS ___ DAY of _____ _ _

Hebe rto L. Ramirez Acting City Secretary

City of Laredo Purchasing Division, 55 12 Thomas Ave., Laredo, Texas 78041 (956) 790- 1800 Fax (956) 790-1805 Email [email protected] 2 of 20


TERMS AND CONDITIONS OF INVITATIONS FOR PROPOSALS

These Terms and Conditions are considered standard language for all C ity of Laredo solicitation documents. If any specific proposal requirements differ from the general terms listed here, the specific proposa l require ments shall prevai I.

GENERAL CONDITIONS Vendors are required to submit Proposals upon the fo llowing expressed conditions:

(a) Vendors shall thoroughly examine the specifications, schedule in structions and other contract documents . Once the award has been made, failure to read a ll specifications, in structions, and the contract documents, of the C ity shall not be cause to alter the original contract or for a vendor to request additional compensation.

(b) Vendors sha ll make all investigations necessary to thoroughly in form themselves regarding fac ilities and locations for delivery of materials and equipment as required by the Proposal conditions. No pleas of ignorance by the vendor of conditions that exist or that may hereafter exist as a result of fa ilure or omission on the part of the vendor to make the necessary examinations and investigations, or fa ilure to fulfill in every detail the requirements of the contract documents, will be accepted as a basis for varying the requirements of the C ity or the compensation to the vendor.

(c) Vendors are advised that City contracts are subject to a ll legal requirements provided for in the C ity Charter and/or applicable C ity Ordinances, State and Federal Statutes.

1. 0 PREPARATION OF PROPOSALS Proposals will be prepared in accordance with the fo llowing:

(a) All information required by the proposal form shall be furnished. The vendor sha ll print or type the business name and manually sign the schedule.

(b) Unit prices shall be shown and where there is an error in extension of price, the unit price sha ll govern. (c) Alternate Proposals will not be considered unless authorized by the invitation for proposals or any

applicable addendum. (d) Proposed delivery time must be shown and shall include business days . (e) Vendors will not include Federal taxes or State of Texas limited sales tax in proposal prices s ince the

City of Laredo is exempt from payment of s uch taxes. An exemption certificate will be furnished upon request.

2.0 DESCRIPTION OF SPECIFICATIONS & SUBSTITUTIONS It is the responsibility of the prospective proposer to review the entire invitation to proposal packet and to notify the C ity of Laredo if the specification s are fornrnlated in a manner that would restrict competition. Any such protest regarding the specifications or proposal procedures mu st be received by C ity of Laredo no less than seventy-two hours prior to the time set for proposal opening. Vendors are required to state exactly what they intend to furni sh. Otherw ise, when applicable, vendors will be required to furni sh the items as specified .

3.0 SUBMISSION OF PROPOSALS (a) Proposa ls and changes thereto sha ll be enclosed in sealed envelopes, properly addressed and to include

the date and hour of the Proposal opening and the material or services. Proposal shall be typed or written on the face of the envelope. Unless otherw ise noted on the Notice to Vendors cover sheet, a ll Proposals must be submitted to the C ity of Laredo, City Secretary' s Office, C ity Hall Third Floor, 1110 Houston Street, Laredo, Texas 78040 . The mailing address is Office of the C ity Secretary, P.O. Box 579, Laredo, Texas 78042-0579.

(b) Proposals must be submitted on the forms furni shed. Facsimile proposals w ill not be considered. (c) Samples, when required, must be submitted within the time specified, at no expense to the C ity of

Laredo. If not destroyed o r used up during testing, samp les w ill be returned upon request at the Vendors expense .

(d) Proposals must be valid for a period of ninety days. An extens ion to ho ld proposal pricing for actual quantity bids may be requested by the C ity.

(e) The City shall pay no costs or other amounts incurred by any enti ty in responding to this RFP, or as a result o f issuance of this RFP.

City of Laredo Purchasing Division, 55 12 Thomas Ave., Laredo, Texas 7804 1 (956) 790-1 800 Fax (956) 790- 1805 Email [email protected] 3 of 20

4.0 REJECTION OF PROPOSALS The City may reject a proposal if:


(a) Vendor misstates or conceals any material fact in the proposal. (b) Proposal does not strictly conform to the law or the requirements of the proposal. (c) Vendor is in arrears on existing contracts or taxes with the City of Laredo. (d) If proposals are conditional. Vendor may quali fy their Proposal for acceptance by the C ity on an "ALL

OR NONE" bas is. An "ALL OR NONE" bas is proposal must include all items in the specifications. (e) In the event that a vendor is delinquent in the payment of City of Laredo taxes on the day the proposa ls

are opened, including state and local taxes, such fact may constitute grounds for rejection of the proposal or cancellation o f the contract. A vendor is cons idered delinquent, regardless of any contract or agreed judgments to pay such delinquent taxes.

(f) No proposal submitted herein shall be considered, unless the vendor warrants that, upon execution of a contract with the C ity of Laredo, vendor will not engage in employment practices such as discriminating against employees because of race, color, sex, creed, or national origin. Vendor will submit such reports as the City may therefore require assuring comp liance with said practices.

(g) The C ity may reject all proposals or any pa1t of a proposal whenever it is deemed necessary. (h) The C ity may waive any minor informalities or irregularities in any proposal.

5.0 WITHDRAW AL OF PROPOSALS Proposal s may not be withdrawn after they have been publicly opened, unless approved by the C ity Council.

6.0 LATE PROPOSALS OR MODIFICATIONS Proposals and modifications received after the time set for the submittal deadline wi ll not be considered. Late proposals wi ll be returned to the vendor unopened.

7.0 CLARIFICATION AND PROTEST PROCEDURE (a) It is the responsibility of the prospective proposer to review the entire invitation to proposal packet and to

notify the C ity of Laredo If the specifications are fonn ulated in a manner that appears ambiguous. Any request for clarification or additional information must be submitted in writing no later than ten ( I 0) days prior to the scheduled date for opening to:

C ITY OF LAREDO PURCHASING AG ENT Miguel A. Pescador

5512 Thomas Avenue Laredo Texas 78043

[email protected]

Any vendor submitting questions shall make reference to a specific bid number, section, page and item of this solicitation. Questions untimely submitted may not elicit a response. It is the bidder' s respons ibility to fo llow up and make certain that the request was received. Should any c larification of the solicitation be deemed necessary by the Purchasing Agent, Any interpretation of the proposal will be made only by an addendum necessary by the Purchasing Agent, a copy of an addendum wi ll be mailed or de livered to each vendor having recei ved of proposal documents. The C ity will not be responsible for any other interpretations of the proposal During the bid process, bidder, or any persons acting on their behalf, shall not contact any C ity official or employee staff except those specifically des ignated in this or another subsequent solic itation document. Pursuant to §4.03 of the C ity Ethics, non-compliance with thi s provision may result in di squalification of the offer involved.

(b) For solicitations for goods and non-professiona l serv ices valued at more than $50,000, bidders wi II have ten ( I 0) calendar days prior to the time that the City Counc il formally considers the contract to submit a written protest relating to advertising of bid notices, deadlines, bid opening, and all other re lated procedures under the Local Government Code, as well as any protests relating to a lleged improprieties or ambiguities in the specifications. If the vendor does not file a written protest within this time, the vendor wi ll have waived al l rights to formally protest the intent to award. All protests regarding the bid so lic itation process must be submitted in writ ing by certified mail to:

City of Laredo Purchasing Division, 55 12 Thomas Ave., Laredo, Texas 7804 1 (956) 790-1 800 Fax (956) 790- 1805 Email [email protected] 4 of 20

8.0 (a)

(b)

9.0 {g)_

10.0


C ITY OF LA RE DO PURC HASING AGEN T Migue l A. Pescador

55 12 Thomas Avenue Laredo Texas 78043

mpescador@ci .laredo.tx.us

Within five (5) business days of receiving a timely protest, the Purchasing Agent shall p rovide wri tten response to the protesting vendor of the decision fo llowing a review of the legitimacy and procedural correctness of the procurement documents. A protesting vendor may appeal to the Laredo City Manager if dissatisfied with the decision of the Purchasing Agent. Only after exhausting a ll administrative procedures through the C ity Manager is a protesting vendor then entitled to appeal the award of the contract to the Laredo City Counc il.

VENDOR DISCOUNTS Percentage discounts within a certain period of time will be accepted. The period of the di scount offered

should be suffic ient to pennit payments within such period in the regular course of business by the C ity of Laredo. In connection with any discounts offered, time wi II be computed from the date of receipt of supplies or service or from the date a correct invoice is received, whichever is the later date. Payment is deemed to be made on the date the check is ma iled. INTENT OF CONTRACT

ANNUA L SER VICE CONTRACT: The services are based on the best available infonnation. The purpose of this contract is to establish prices for the commodities or services needed, should the City need to purchase these commodities or services. Since the quantities are estimates, the C ity may purchase more than the estimated quantities, less than the estimated quantities, or not purchase any quantiti es a t a ll. The needs of the C ity s ha ll govern the amount that is purchased and change orders shall not be applicable. The C ity's obligation for perfonnance of an annua l service contract beyond the current fiscal year is contingent upon the availability of appropriated funds from whic h payments for the contract purchases can be made . If no fund s are appropriated and budgeted during the next fi scal year, thi s contract becomes null and void. A WARD OF CONTRACT

The contract will be awarded based on best value criteria as fo llows: The C ity of Laredo shall award the contract to the most responsible and respons ive vendor based on the evaluation factors listed in the request for proposal document, and in accordance with the provis ions o f Chapter 252 and 27 1 of the Texas Local Government Code. If the awarded responder is unable to meet the requirements of the City, services/products may be purchased from the next best available Vendor until a Vendor is found that can complete the requirements of the C ity.

This RFP sha ll not to be construed by any party as an agreement of any kind between the C ity and such party. The award of a contract shall be subject to the approval of the C ity Council. Fo llowing an award, C ity in its sole option may e lect to negotiate a formal agreement w ith Vendor that will include by reference the terms of the RFP and related responses. In the event an Agreement cannot be reached w ith the selected Vendor, the City reserves the right to select and negotiate with an alternate Vendor.

The C ity reserves the right to accept any item or group of items in the proposal specifications, unless the Vendor qualifies its proposal by specifi c li mitati on . The Vendor shall bear the bu rden of proof of compliance w ith the C ity of Laredo spec ifications. When applicabl e, prices must be quoted F.O. B. Destination, Laredo, Texas, unless otherwise specified in the invitation to proposa l. The place of delivery shall be set forth in the purchase order and/or fonnal contract agreement when applicable.

City of Laredo Purchasing Division, 55 12 Thomas Ave., Laredo, Texas 78041 (956) 790- 1800 Fax (956) 790- 1805 [mail mpescador@ci. laredo.tx.us 5 of20


The City shall give written notice to the Vendor if any of the fo llowing conditions exist: (1) Vendor does not provide material s in compliance w ith specifications and/ or within the time schedule specified in proposal; (2) Vendor neglects or refuse s to remove materials or equipment wh ich have been rejected by the City of Laredo if found not to comply with the specifications; or, (3) Vendor makes an unauthorized assignment. Upon receiving written notification from the City that one of the above conditions has occurred, the Vendor must remedy the problem within ten business days, to the complete satisfaction of the City, or the contract will be immediately canceled.

11.0 PAYMENT & INVOICING (a) All invoices to the City of Laredo have a 30 day term from receipt of supplies or completion of services. (b) Discount terms wi ll be computed from the date of receipt and acceptance of supplies or services. Payment

shall be deemed to be made from that date. (c) All invoices must show the purchase order number and invoices shall be legible . Items billed on invoices

should be specific as to applicable stock, manufacturer catalog or part number. A ll items must show unit prices. If prices are based on di scounts from list, then list prices must appear on bid schedule. All invoices shall be mailed to the Accounts Payable Office, City Hall, P.O. Box 2 10, Laredo, Texas 78042.

(d) Electronic Funds Transfer (EFT) payments are also available; if electronic payments are preferTed, an Electronic Funds Transfer (EFT) Authorization form needs to be completed and returned via e-mail to: jjolly@ci. laredo.tx.us For more infonnation please contact Mr. Jorge Jolly, Accounts Payable Manager at (956) 791 -7425.

12.0 INSURANCE REQUIREMENTS The successful bidder(s) shall furni sh the City with original copies of valid insurance policies here in required upon execution of the contract and shall maintain said policies in full force and effect at a ll times during the tenn of this contract.

(a) Commercial General Liability insurance at minimum combined single limits of $1 ,000,000_per-occurrence and $2,000,000 general aggregate for bodily injury and property damage, Coverage must be amended to provide for an each-project aggregate limit of in surance. An alternative wou ld be to have separate limits for all lines of General Liability coverage for each project.

(b) Workers Compensation insurance at statutory limits, including Employers Liability coverage a minimum limits of $ 1,000,000 each-occurrence each accident/$ l ,000,000 by disease each-occurrence/$ 1,000,000 by disease aggregate.

(c) Commercial Automobile Liability insurance at minimum combined single limits of $1,000,000_per-occurrence for bodily injury and property damage, including owned, non-owned, and hired car coverage.

(d) Any Subcontractor(s) hired by the Contractor shall maintain insurance coverage equal to that required of the Contractor. It is the respons ibility of the Contractor to assure compliance with this provi sion. The City of Laredo accepts no responsibility arising from the conduct, or lack of conduct, of the Subcontractor.

(e) A Comprehensive General Liability insurance form may be used in lieu of a Commercial Genera l Liability insurance form. In this event, coverage must be written on an occurrence basis, at limits of $1 ,000,000 eachoccurrence, combined single limit, and coverage must include a broad form Comprehensive Genera l Liability Endorsement.

(f) With reference to the forego ing insurance requirement, Contractor shall specifically endorse appl icable insurance policies as follows: 1. The City of Laredo shall be named as an additional in sured with respect to General Liability and

Automobile Liability. 2. All liability policies sha ll contain no cross liability exclusions or insured versus in sured restrictions. 3. A waiver of subrogation in favor of the C ity of Laredo shall be contained in the Workers

compensation, and all liability po licies. 4. All insurance policies sha ll be endorsed to require the insurer to immediately notify The C ity of

Laredo of any material change in the insurance coverage. 5. All insurance policies shall be endorsed to the effect that The C ity of Laredo will receive at least s ixty

(60) days' notice prior to cancellation or non-renewal of the insurance.

City of Laredo Purcha, ing Division, 55 12 Thomas Ave., Laredo, Texas 78041 (956) 790-1800 Fax (956) 790- 1805 Email [email protected] 6 of20


6. All insurance policies, which name The C ity of Laredo as an additional insured, must be endorsed to read as primary coverage regardless of the application of other in surance .

7. Requi red limits may be satisfied by any combination of primary and umbre lla liabili ty insurances. 8. Contractor may ma inta in reasonable and customary ded uctibles, subj ect to approval by The City o f

Laredo. 9. Insurance must be purchased from insurers that are financially acceptable to the City of Laredo.

Insurer must be rated A- or greater by AM Best Rating with an admitted carrier licensed by the Texas Department of Insurance.

(g) All insurance must be written on forms filed with and approved by the Texas Department of Insurance . Certificates of Insurance sha ll be prepared and executed by the insurance company or its autho rized agent and sha ll contain provisions representing and warranting the fo llowing:

I. Sets forth all endorsements and insurance coverage's according to requirements a nd instructions contained herein.

2. Shall specifically set forth the notice-of-cancellation or termination prov isions to The C ity of Laredo . (h) Certificates of insurance are subject to review and approval from the C ity of Laredo Risk Manager. (i) Upo n request, Contractor shall furni sh The City of Laredo with certified copies of all insurance po licies .

12.1 Right to Monitor and Audit Access To Records . During all phases of the work and services to be provided hereunder the Contractor agrees to permit duly authorized agents and employees of the C ity, to review and audit medical files during normal working hours. Reviews may also be accompli shed at meetings that are arranged at mutually agreeable times and places. The Contractor will ma intain a ll books, documents, papers, accounting records, and other evidence perta ining to the fee paid unde r this Contrac t. Said medical records must be made available at the ir

offices at a ll reasonable times during the period of this Contract and for three (3) years from the date of payment under this Contract for inspection by the City or by any other governmental entity or agency partic ipating in the fu nding of this Contract, or any authorized agents thereof; copies of said records to be furni shed if requested.

13.0 CONTRACT REQUIREMENTS 13. 1 CODE OF ETHICS ORDINANCE 201 2-0-1 26

Vendors do ing business with the C ity of Laredo shall comply with a ll provisions of the C ity of Laredo's Code of Ethics.

13.2 NON-COLLUSIVE AFFIDAVIT The C ity will require that vendors submit a Non-Collusive Affidavit. (See attached form)

13.3 CERTIFICATE OF INTERESTED PART IES (Form 1295) The C ity w ill require that vendors subm it a 1295 form. (See attached form) Implementation of House Bill 1295: In an effort to comply w ith state law the certificate of interested parties must be filled out once a vendor has been granted a contract. All of this information can be fo und on the state of Texas website, please use thi s link prov ided, https://www.ethics .state.tx.us/tec/ 1295-Info. htm. fn 201 5, the Texas Legislature adopted House Bill 1295 , which added section 2252.908 o f the Government Code. The law states that a governmenta l enti ty or state agency may not enter into certa in contracts with a bus iness entity unless the business entity submits a disc losure of interested parties to the governmental enti ty o r state agency at the time the business entity submits the signed contract to the governmental entity or state agency. The law applies only to a contract of a governmental entity or state agency that either ( I) requires an action or vote by the governing body of the entity or agency before the contract may be signed or (2) has a value of at least $ 1 million. The disclosure requirement appl ies to a contract entered into on or after January I, 201 6.

In order to comply w ith state law the Certificate of Interested Parties (Form 1295) must be submitted to the Texas Ethics Commission within 10 days upon rece iving notice of award of contract. This fonn must be submitted within the a llotted time otherwise this will result in the cance llati on of the contract.

13.4 DISCRETIONARY CONTRACTS DISCLOSURE The C ity w ill require that vendors submit a Discretionary Contracts Di sc losure (See attached form)

C ity of Laredo Purchasing Division, 55 12 Thomas Ave., Laredo, Texas 7804 1 (956) 790- 1800 Fax (956) 790-1 805 Email mpescador@c i.laredo.tx.us 7 of 20


REQUEST FOR PROPOSAL CONVENTION & VISITORS BUREAU

VISITOR GUIDE Notice is hereby given that the C ity of Laredo is now accepting Request for Proposals, for the purchase of the Convention & Visitors Bureau Visitor Guide.

14.0 SCOPE:

English language Visitor Guide: Production and Print

The Visitor Guide is designed for use by our US Market visitor, as a promotional tool focused on Laredo as a tourism destination. LCVB desires to produce an attractive, high quality printed publication and will be receptive to the creative and/or innovative recommendations of the entity that designs it.

Specifications:

Pages 48-52

Size 5 3/8" X 8 3/8"

Binding Perfect Bound

Cover

Body

Copies

100 lb. text SM House #3 premium gloss -

Gatefold back cover

701b. Text SM House #3 premium gloss

70,000

• All pages in full color • Index • Fold out map • Design, production and printing • Electronic version for website posting • Printing of 70,000 • Carton packed, 100 guides per box • F.O.B. LCVB Calton storage location • Delivery Deadline: November 3, 2017

LCVB will provide all copy and photos. Photos may be drawn from LCVB's current library or new photography will be shot if required .

Supplier will provide creative development and design, original artwork and deliver camera ready art; as well as a hardcopy sample of the final product for approval before printing. The suppl ier will also be responsible for working with the printer and delivering the finished product to LCVB's Calton storage location, with the appropriate equipment for a complete delivery.

All creative rights shall belong to the City of Laredo and LCVB will be solely responsible for the distribution of the guide.

City of Laredo Purchasing Division, 55 12 Thomas Ave., Laredo, Texas 7804 1 (956) 790- 1800 Fax (956) 790-1 805 Email mpescador@c i.laredo.tx.us 8 of20


*Final Contract shall have a reorder clause that allows for revisions to content, layout and design.

15.0 Quotes:

Price quote for Design:

Price quote for Printing:

Price quote for Shipping:

( ) Will not be providing a price quote

Vendor Name:

Contact Name:

16.0 Evaluation Criteria: 19. I Experiences (20 Points) 19.2 Price (25 Points) 19.3 Passed History ( 15 points) 19.4 Financial ( IO Points) 19 .5 Design/System POS .(30 points)

Negotiations may be conducted w ith responsible Proposer who submits a proposal determined to be reasonably susceptible of being selected for award. All Proposers wi ll be accorded fair and equal treatment w ith respect to any opportuni ty for negotiation and revision of proposals.

17.0 Award of Contract Submission and award of contract shall be based on the "Terms and Conditions of the Request for Proposa ls" which is attached and make part of these specification s. This contract will be to the bidder or bidder (s) that provides the best value to the City of Laredo and w ho' s proposed price and other factors have been considered in accordance to the provis ions of C hapters 252 and 27 1 of the State of Texas - Local Government Code. The City's obligation for performance of this proposal is contingent upon the avai labi li ty of funds from which payments for the contract purchases can be made . If no funds are appropriated and budgeted during the next fiscal year, this informal bid becomes null and void.

City of Laredo Purchas ing Division, 55 12 Thomas /\ve., Laredo, Texas 78041 (956) 790-1800 Fax (956) 790-1 805 Email mpescador@ci .laredo.tx.us 9 of 20


21.0 All questions for this bid shall be submitted in writing or by email no later than, July 21 , 2017 to: Miguel Pescador Purchasing Agent C ity of Laredo. 55 12 Thomas Ave. Laredo, Texas 7804 1 956 794 173 1 [email protected]

20.2 Delivery of products or services should be to: Convention and Visitor Bureau Calton Storage 910 E. Calton Road Laredo, Texas 78041 Call CVB Office for appointment 956 795-2200 *Must be quoted as F.O.B. (freight on board no freight no delivery charges, ins ide deli very required)*

21.0 Term of Contract The term of this contract shall be for a 1 year), and can be extended one additional year with same prices.

22.0 Required Forms and Contents of Bid Submission

For a bid to be considered it must contain the fo llowing in formation:

Checklist

Tab A - Company Information Questionnaire

Tab B - Signed Price Schedule

Tab C - Conflict of Interest Questionnaire

Tab D - Non-Collusive Affidavit

_J Tab E - Discretionary Contracts Disclosure

L Tab F - Certificate of Interested Parties (Form 1295)

City of Laredo Purchasing Division, 55 12 Thomas Ave., Laredo, Texas 7804 1 (956) 790-1800 Fax (956) 790- 1805 Emai l [email protected] IO of 20

23.0


Tab A - Company Information Questionnaire

Company Information Questionnaire: Please complete all information requested below and submit with your bid package

"The undersigned affirms that they are duly authorized to execute this contract, that this company, corporation, firm , partnership or individual has not prepared this bid in collusion with any other bidder, and that the contents of th is bid as to prices, terms or conditions of said bid have not been commun icated by the undersigned nor by any employee or agent to any other person engaged in this type of business prior to the official opening of this request. By submitting this bid the vendor agrees to the City of Laredo spec ifications and a ll terms and conditions stipulated in the proposed document. That I, individually and on behalf of the business named in this Business Questionna ire, do by my signature below, certi fy that the information provided in the questionnaire is true and correct ".

Name of Offeror (Business) - - -------------------------------

Signature _ _ _ ______________________ Date _______ ____ _ of person authorized to sign bid

Print Name of person authorized to sign bid

Title:

Business Address:-- ------------------------- - ------ ---

City, State, Zip Code: --------- -------------------------

Telephone Number: ________________ Fax Number: ________________ _

Contact Person Email Address:

Federal Tax lD Number: - --- -------------------------------

Bidders Principal/Corporate Place of Business Address: ----------- -----------

Indicated Status of Business:

Corporation _____ Partnership ______ Sole Proprietorship _ _____ _ Other: ______ _

If other state business status:------ ---------------------------

State how long under its present business name: -------------- ------------

If applicable, list a ll other names under which the Business identified above operated in the last five years.

Will bidder/proposer provide a copy of its financ ial statements for the last two years, if requested by the C ity of Laredo? Yes I No

Has the business, or any officer or partner thereof, fa iled to complete a contract? Yes I No.

Is any litigation pending against the Business? Yes / No.

City o f Laredo Purchasing Division, 55 12 Thomas Ave. , Laredo, Texas 7804 1 (956) 790- 1800 Fax (956) 790- 1805 Email [email protected] 11 of 20


Is offeror cun-ently for sale or involved in any transaction to expand or to become acquired by another business entity? Yes / No. If yes, offer need to explain the expected impact both in organizational and directional terms.

Has the Business ever been declared "not responsive" for the purpose of any governmental agency contract award? Yes / No.

Has the Business been debarred, suspended, proposed for debarment, suspended, proposed for debarment, declared ineligible, voluntarily excluded, or otherwise disqualified from biddi11g, proposing, or contracting? Yes / No

Are there any proceedings, pending relating to the Business responsibility, debarn1ent, suspension, vo luntary exclusion, or qualification to receive a public contract? Yes / No.

Hs the government or other public entity requested or required enforcement of any of its rights under a surety agreement on the basis of default or in lieu of declaring the Business in default? Yes / No

ls the Business in an-ears in any contract or debt? Yes I No

Has the Business been a defaulter, as a principal, surety, or otherwise? Yes / No

Have liquidated damages or penalty provisions been assessed against the Business for failure to complete work on time or for any other reason? Yes / No.

State if company is a certified minority business enterprise: Historically Underutilized Business (HUB): Yes

Small Disadvantaged Business Enterprise (SDBC) Yes

This company is not a ce11ified minority business: D

No

No

Disadvantaged Business Enterprise (DBE): Yes No

Other: Please specify ____________ _

The above minority information is requested for statistical and tracking purposes 011/y wu/ 111ill 11ot i11j111e11ce the amount of expenditure the City 111il/ make 111ith any given company

City of Laredo Purchasing Division, 5512 Thoma, Ave., Laredo, Texas 7804 1 (956) 790-1800 Fax (956) 790- 1805 Email [email protected] 12 of 20

24.0 Tab C - Conflict of Interest Disclosure


A form disclosing potential conflicts of interest involving counties, cities, and other local government entities may be required to be filed after January I, 2006, by vendors or potential vendors to local government entities. The new requirements are set forth in Chapter 176 of the Texas Local Government Code added by H.B. No. 914 of the last Texas Legislature.

Companies and individuals who contract, or seek to contract, with the City of Laredo and its agents may be required to file with the City Secretary's Office, 1110 Houston Street, Laredo, Texas 78040, a Conflict of Interest Questionnaire that describes affiliations or business relationships with the Ci ty of Laredo officers, or certain family members or business relationships of the City of Laredo officer, with which such persons do business, or any gifts in an amount of $250.00 or more to the listed City of Laredo officer (s) or certain family members.

The new requirements are in addition to any other disclosures required by law. The dates for filing disclosure statements begin on January I , 2006. A violation of the filing requirements is a Class C misdemeanor.

The Co nflict of Intere s t Questionnaire (Form C IQ) ma y be download e d from http://www.ethics.state. tx. us/whatsnew/conflict forms.htm.

The City of Laredo officials who come within Chapter 176 of the Local Government Code relating to filing of Conflicts of Interest Questionnaire (Form CIQ) include:

1. Mayor 2. Council Members 3. City Manager 4. Members of the Fire Fighters and Police Officers Civil Service Commission. 5. Members of the Planning and Zoning Commission. 6. Members of the Board of Adjustments 7. Members of the Building Standards Board 8. Parks & Leisure Advisory Committee Member, 9. Historic District Land Board Member, 10. Ethics Commission Board Member, 11. The Board of Commissioners of the Laredo Housing Authority 12. The Executive Director of the Laredo Housing Authority 13. Any other City of Laredo decision making board member

If additional information is needed please contact Miguel A. Pescador, Purchasing Agent at 956-790-1825

City of Laredo Purchasing Division, 55 12 Thomas Ave., Laredo, Texas 78041 (956) 790-1 800 Fax (956) 790-1805 Email [email protected] 13 of 20

F, check bO>t If appllc:&blt 1 CITY OF LAREDO

PURCHASING DIVISION

0 I HAVE READ THIS FORM AND ATTEST THAT THERE IS NO CONFLICT OF INTEREST THUS NO VIOLATION OF SECTION 176.006, LOCAL GOVERNMENT CODE EXISTS.

\'amc Signature Date

CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ For vendor or other person doing business with local governmental entity

This questionnaire reflects changes made to the law by H.B. 1491, 80th Leg., Regular Session.

OFFICE USE ONLY

Date Received

This questionnaire is being filed in accordance with Chapter 176, Local Government Code by a person who has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the person meets requirements under Section 176.006(a).

By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the person becomes aware of facts that require the statement to be filed. See Section 176.006, Local Government Code.

A person commits an offense if the person knowingly violates Section 176.006, Local

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

2 Check this box if you are filing an update to a previously filed questionnaire.

(The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date the originally filed questionnaire becomes incomplete or inaccurate.)

3 Name of local government officer with whom filer has employment or business relationship.

4

Name of Officer

This section (item 3 including subparts A , 8, C & D) must be completed for each officer with whom the filer has an employment or other business relationship as defined by Section 176.001(1-a), Local Government pages to this Form CIQ as necessary.

A. Is the local government officer named in this section receiving or likely to receive taxable income, income, other than investment income, from the filer of the questionnaire? D Yes D No

B. Is the filer of the questionnaire receiving or likely to receive taxable income, other than investment income, from or at the direction of the local [ ove1nment officer named in this section AND the taxable income is not received from the local governmental entity? Yes D No

C. Is the filer of this questionnaire employed by a corporation or other business entity with reyectl to which the local government officer serves an officer or director, or holds an ownership of 10 percent or more? Yes D No

D. Describe each employment or business relationship with the local government officer named in this section.

Signature of person doing business with the governmental entity Date

City o f Laredo Purchasing Division, 55 12 Thomas Ave., Laredo, Texas 78041 (956) 790-1800 Fax (956) 790- 1805 Ema il [email protected] 14 of 20

25.0 Tab D

Project: __________ _

Form of Non-Collusive Affidavit

ST A TE OF TEXAS {} COUNTY OF WEBB {}

Being first duly sworn, deposes and says:

That he/she is


AFFIDAVIT

AFFIDAVIT

(a Partner of officer of the firm of, etc.)

The party making the foregoing proposal or bid, that such proposal or bid is genuine and not collusive or shame; that said Bidder has not colluded, conspired, connived or agreed directly or indirectly, with any Bidder or Person, to put in a sham bid or to refrain from bidding, and has not in any manner, directly or indirectly, sought by agreement or collusion, or communication or conference, with any person, to fix the bid price or affiant or of any other Bidder or to fix any overhead, profit or cost element of said bid price, or of that of any other Bidder, or to secure any advantage against the C ity of Laredo or any person interested in the proposed Contract; and that all statements in said proposal or bid are true.

Signature of: Bidder, if the Bidder is an individual Partner, if the Bidder is a Partnership Officer, if the Bidder is a Corporation

Subscribed and sworn before me this. ___ day of ____ ____ 20 _ _ _

Notary Public

My commission expires:

City of Laredo Purchasing Division, 5512 Thomas A1·c. , Laredo, Texas 7804 1 (956) 790- 1800 Fax (956) 790- 1805 Email [email protected] 15 of 20


26.0 Tab E - Discretionary Contracts Disclosure

City of Laredo Discretionary Contracts Disclosure

Please fill out this fonn online, print completed form and submit with proposa l to orig inating department. All questio ns must be answered.

For details on use of this form, see Section 4.01 if the City's Ethics Code. *This is a _New Submission or _Correction or _Update to previous submission.

i *1. Name of person submitting this disclosure form.

First M.I. Last Suffix

I *2. Contract Information.

a) Contract or Project name(s): ------------------- -------------

b) Originating Department(s): --------- ----- - - --------- --- --- -

arties to the contract

Name (Print) Signature Name (Print) Signature

Name (Print) Signature Name (Print) Signature

Name (Print) S ignature Name (Print) Signature

Name (Print) Signature Name (Print) S i nature

*4. Lost any business entity(ies) that is a partner, parent, subsidiary business entity(ies) of the individual or enti listed in uestion 3 = Not applicabl e. Contracting party( ies) does not have partner, parent, o r subsidiaiy business entities.

= Name o f partner, parent, or subsidiary business enti ty(ies): ________ ____________ _

City of Laredo Purchas ing Di vision, 55 12 Thomas Ave ., Laredo, Texas 7804 1 (956) 790- 1800 Fax (956) 790- 1805 Email [email protected] 16 of 20


; *5. List any individuals or entities that will be subcontractors on this contract.

= Not applicable. No subcontractors will be retained for this contract.

= Subcontractors may be retained, but have not been selected at the time of this submission.

= List of subcontractors : ---------------- -------------------

= Not applicable. No attorneys, lobbyists, or consultants that have been retained to assist in seeking this contract.

= List of attorneys, lobbyists, or consultants that have been retained to assist in seeking this contract: _____ _

*7. Disclosure of olitical contributions. List any campaign or officeholder contributions made by the following individuals in the past 24 months totaling more than $ I 00 to any current member of C ity Council , forn1er member of C ity Council , any candidate for City Council, or to any political action committee that contributes to City Council e lections.

a) Any individual seeking contract with the c ity (Question 3) b) Any owner of officer of entity seeking contract with the city (Question 3) c) Any individual or owner or officer of any entity listed above as partner, parent, or subsidiary bus iness

(Question 4) d) Any subcontractor or owner/office of subcontracting entity for the contract (Question 5) e) The spouse of any individual listed in response to (a) through (d) above f) Any attorney, lobbyist, or consultant retained to assist in seeking contract (Question 6)

= Not applicable. No campaign or officeholder contributions have been made in the preceding 24 months by these individuals.

= List of contributors: ----------- -------------------------

U dates on Contributions Re uired Information regarding contributions mu st be updated by submission of a revised form from the date of the submission of this form, up through the time C ity Council takes action on the contracts identified in response to Question 2 and continuino for 30 calendar da s after the contract has been awarded. --------------------------------~

*8. Disclosure of conflict of interest Are you aware of any fact(s) with regard to thi s contract that would raise a "conflict of interest" issue under Section 2.0 I of the Ethics Code for any City Counc il member or board/commission member that has not or will not be raised by these city officials?

= I am not aware of any conflict(s) of interest issues under Section 2.0 I of the Ethics Code for members of City

City o f Laredo Purchasing Division, 55 12 Thoma, Ave., Laredo, Texas 7804 1 (956) 790-1800 Fax (956) 790- 1805 Email [email protected] 17 of 20

Council or a city board/commission.


= I am aware of the following contlict(s) of interest:-------------------------

* Acknowled ements = Updates Required I understand that this form must be updated by submission of a revised form if there is any change in the infonnation before the discretionary contract is the subject of action by the City Council , and no later than five (5) bus iness days after any changes has occurred, whichever comes first. This include information about political contributions made after the initial submission and up until thirty (30) calendar days after the contract has been awarded.

J No Contract with City Officials or Staff during Contract Evaluation I understand that a person or entity who seeks or applies for city contract or any other person acting on behalf of that person or entity is prohibited from contracting city officials and employees regarding the contract after a Request for Proposal (RFP), Request for Qualifications (RFQ), or other solicitation has been released.

This no-contract provision shall conclude when the contract is posted as a City of Laredo Council agenda item. If contact is required with city officials or employees, the contact shall take place in accordance with procedures incorporated into the solicitation documents. Violation of this prohibited contacts provision set out in Section 2.09 of the Ethics Code b res ondents or their a ents ma lead to dis ualification of their offer from consideration.

*Conflict of Interest Questionnaire (CIQ) Chapter 176 of the Local Government Code requires contractor and vendors to submit a Confli ct of Interest Form (C IQ) to the Office of the City Secretary.

J l acknowledge that I have been advised of the requirement to file a CIQ form under Chapter 176 of the Local Government Code.

*Oath = I swear or affirm that the statements contained in this Discretionary Contracts Disclosure Form, including any attachments, to the best of my knowledge and be lief are true, correct, and complete.

Name (Print)

Company or OBA

Signature Title

Date

Please fill this form out on line, print and submit completed form with proposal to origination department. All questions must be answered.

If necessary to mail, send to: City of Laredo P.O. Box 579

Laredo, TX 78042-0579

City o r Laredo Purchasing Division, 55 12 Thomas Ave., Laredo, Texas 78041 (956) 790-1 800 Fax (956) 790-1805 Email [email protected] 18 of 20


27.0 Tab F - Certificate of Interested Parties (Form 1295)

In an effort to comply with state law the certificate of interested parties must be filled out once a vendor has been granted a contract. All of this information can be found on the State of Texas website, please use thi s link provided, https://www.ethics.state.tx.us/tec/1295-Info.htm.

Implementation of House Bill 1295

Certificate of Interested Parties (Form 1295):

ln 20 15, the Texas Legislature adopted House Bill 1295, which added section 2252.908 of the Government Code. The law states that a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. The law applies only to a contract of a governmental enrity or state agency that either (I) requires an action or vote by the govern ing body of the entity or agency before the contract may be signed or (2) has a value of at least$ I million. The disclosure requirement applies to a contract entered into on or after January I, 2016.

The Texas Ethics Commission was required to adopt rules necessary to implement that law, prescribe the disclosure of interested parties forn1, and post a copy of the form on the commission's website. The commission adopted the Certificate of Interested Parties fonn (Form 1295) on October 5, 2015. The commission also adopted new rules (Chapter 46) on November 30, 2015, to implement the law. The commission does not have any additional authority to enforce or interpret House Bill 1295.

Filing Process:

Staring on January I, 2016, the commission will make available on its website a new filing application that must be used to file Forn1 1295. A business entity must use the application to enter the required infornrntion on Form 1295 and print a copy of the completed form, which will include a certification of filing that will contain a unique certification number. An authorized agent of the business entity must sign the printed copy of the form and have the fonn notarized. The completed Form 1295 with the certification of filing must be filed with the governmental body or state agency with which the business entity is entering into the contract.

The governmental entity or state agency must notify the commission, using the commission's filing application, of the receipt of the filed Form 1295 with the certification of filing not later than the 30th day after the date the contract binds all parties to the contract. The commission will post the completed Form 1295 to its website within seven business days after receiving notice from the governmental entity or state agency.

Information regarding how to use the filing application will be available on this site starting on January I , 20 16.

Additional Information:

HB 1295

Certificate of Interested Parties (Fann 1295)

New Chapter 46, Ethics Commission Rules: 46 .1. Application 46.3. Definitions 46.5. Disclosure of Interested Parties Fa nn

City of Laredo Purchasing Division, 55 12 Thoma, Ave., Laredo, Texas 78041 (956) 790- 1800 Fax (956) 790-1805 Email [email protected] 19 o f 20


CERTIFICATE OF INTERESTED PARTlES FORM 1295

Complete Nos. I - 4 and 6 if there are interested parti es OFFICE USE ONLY

Complete Nos. 1,2,3,5, and 6 if there are no interested parties.

I. Name of business entity filing form, and the city, state, and country of the business entity's place of business.

2. Name of governmental entity or state agency that is a party to the contract for which the form is being filed.

3. Provide the identification number used by the governmental entity or state agency to track or identify the contract and provide a description of the goods or services to be provided under the contract.

4. Nature of Interest (check applicable)

Name of Interested Party City, State, Country (place of business) Controlling Intermediary

5. Check only if there is NO Interested Party. D 6. AFFIDAVIT I swear, or affirm, under penalty of perjury, that the above disclosure is trued and correct.

Signature of Authorized agent of contracting business entity

Aff lX NOTARY STAMP / SEAL ABOVE

Sworn to and subscribed before me, by the said this the day of , 20 , to certify which, witness my hand and seal of office .

Si1mature of officer administering oath Printed name of officer administering oath Title of officer administering oath

ADD ADDITIONAL PAGES AS NECESSARY Form provided by Texas Ethics Commission www.ethics.state.tx.us Adopted I 0/05/20 15

City of Laredo Purchas ing Division, 55 12 Thomas /\ ve., Laredo, Texas 7804 1 (956) 790-1 800 Fax (956) 790- 1805 Email [email protected] 20 of 20

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