INVITATION FOR BID 7000140548
Issued: November 4, 2016
Bid Submission Deadline: November 15, 2016 by 2:00 p.m. (Central Time)
Questions Deadline: November 10, 2016 by 2:00pm
CPS Energy Procurement Analyst:
Bonnie Sue Bray
Procurement Analyst, Supply Chain
[email protected]
Award Evaluation Criteria:
Price
Delivery
Best Value1
Other:
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
Bidders shall be permitted to submit questions
regarding this Invitation for Bid according to the
above designation.
All such correspondence,
including technical questions, should be emailed to
the CPS Energy Procurement Analyst specified
above no later than 4 days prior to the bid
submission deadline. Questions will NOT be
answered over the telephone.
2. Submission of Bid. Bidder must submit its bid in
text readable PDF (portable document format, nonzipped) together with requested information
contained herein and supporting documentation to
the CPS Energy Procurement Analyst’s email
address specified above on or before the bid
submission deadline.
3. Data Size Limit. Please do not submit any single
email containing more than 40MB of data. If the bid
and supporting documentation contain more than
40MB of data, please contact the CPS Energy
Procurement Analyst. CPS Energy cannot accept
zipped files.
4. Further Clarification / Negotiations. After initial
evaluation of all bids, CPS Energy may select a short
list of potential bidders to enter into discussions to
further clarify bidder’s bid in order to aide
CPS Energy.
After such discussion and
clarification, if any, CPS Energy may select one or
more potential bidders to enter into negotiations with
on their bid. The selected bidder(s) may be required
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to prepare and submit a “best and final” offer on the
bid for evaluation by CPS Energy.
5. Evaluation Criteria / Rejection of Bids. Bids not
meeting the minimum qualifications, if applicable,
are subject to rejection. CPS Energy reserves not
only the right to reject any and all bids and to waive
minor formalities and irregularities, but also the right
to evaluate the bids to determine which, in its sole
judgment, represents the best bid based on the
identified evaluation criteria.
6. Bidder Solely Responsible for Bidding Costs.
CPS Energy assumes no liability or responsibility
for the costs incurred by the bidders for any
materials, efforts or expenses required in the
preparation of bids or in connection with
presentations or demonstrations prior to the award,
if any, of a contract.
7. Execution of Purchase Order Required.
Submission of a bid does not create a binding
enforceable agreement with CPS Energy.
A
Purchase Order including all terms, conditions,
exhibits, and attachments must be executed by
CPS Energy in order to create a binding enforceable
agreement with CPS Energy. No bidder may rely
upon any written or oral statement(s) or
representation(s) as to the award of a contract or
intention to enter an agreement made by any
CPS Energy personnel.
8. Controlling Document. The terms and conditions
of CPS Energy shall govern and control the working
relationship of CPS Energy and supplier in
Best Value is determined considering the relative importance of price and other evaluation factors.
Invitation for Bid
1
providing the Goods and/or performing the Services
under the awarded purchase order. Supplier terms
and conditions shall not be considered effective
unless expressly agreed to and accepted by
CPS Energy in writing.
9. Information Submitted Binding. CPS Energy
reserves the right to make any and all information
submitted by bidder part of the final agreement if the
bidder’s bid is accepted.
Any changes or
substitutions shall be made only with the written
acceptance of CPS Energy, and such change or
substitution shall not be cause for additional
financial compensation.
10. Firm Bid. Each bid shall be firm, not subject to
price escalation, and binding for a minimum of 120
days from the bid submission deadline, unless
otherwise specified in the Master Agreement, Terms
and Conditions, Purchase Order, or Specifications.
11. Tax-Exempt. CPS Energy, a municipally owned
electric and gas utility, is a TAX-EXEMPT
ORGANIZATION. CPS Energy is exempt from
certain sales and use taxes with respect to the
purchase price of materials, supplies, equipment and
consumables purchased under a separate contract.
CPS Energy will provide a Sales Tax-Exemption
Certificate upon request.
12. Existing
Master
Agreement/Terms
and
Conditions. If Bidder has a current, non-expired
Master Agreement or Terms and Conditions with
CPS Energy, either: (1) provide a copy of the
relevant Master Agreement or Terms and
Conditions, or (2) reference the CPS Energy
Purchase Order related to the relevant Master
Agreement or Terms and Conditions. CPS Energy
reserves the right to negotiate a new Master
Agreement or Terms and Conditions other than that
provided by or referenced by Bidder.
13. Exceptions to Terms. Unless a Master Agreement
or Terms and Conditions are provided in accordance
with Section 12 herein, any exception to the Master
Agreement,
Terms
and
Conditions,
or
Specifications, as attached, must be clearly
acknowledged and inserted in tracked-change (redlined) format to a soft copy and must accompany the
bid. If there are no exceptions, the words, “NO
EXCEPTIONS,” must be stated on the bid.
14. Business Questionnaire. The Respondent shall
submit a completed Business Questionnaire with the
submission if (i) Respondent does not have an up-todate Business Questionnaire on record with
CPS Energy, or (ii) Respondent is not listed within
the CPS Energy’s supplier database. Business
Questionnaires shall only be considered valid for one
(1) year from classification date and must be updated
with a new Business Questionnaire beyond such one
(1) year period.
CPS Energy Business Questionnaire.pdf
Addenda. The following selected addenda shall be attached hereto, if applicable, and incorporated by reference:
A: Minimum Qualifications (Services)
Terms and Conditions. The following selected terms and conditions apply to this Invitation for Bid:
Master Agreement
Master Agreement
Security Officers.docx
Statement of Work. The following Statement of Work applies to this Invitation for Bid:
Statement of Work # 10527498
SOW 10527498.docx
Invitation for Bid
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ADDENDUM A
MINIMUM QUALIFICATIONS (SERVICES)
1. Experience & Qualifications.
a) A written 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 with one (1) to two
(2) years, experience working with TXDOT Oversized and Overweight permitted loads.
b) A written 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.
c) Written 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.
Qualified resources shall include Motorcycle Officers.
d) Written documentation demonstrating that their field personnel are capable, qualified and able to
perform the duties required in performance of the Services. Qualified personnel shall include
Motorcycle Officers with experience working with TXDOT Oversized and Overweight
permitted loads.
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. 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.
Compete Exhibit A, Rate Schedule as part of the attached Statement of Work # 10527498
Experience and Qualifications of Specific Personnel. Must include the following:

Texas Commission on Law Enforcement Officer Standard and Education
(TCLEOSE) certified Peace Officers.
 Experience with Traffic Control escorting with Heavy Hauling

Motorcycle Officers
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.
Invitation for Bid
3
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.
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.
CPS Energy Subcontracting Form.pdf
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:
CPS Energy Statement of Work # 10527498
SOW 10527498.docx
Invitation for Bid
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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:
Text-searchable PDF
Pricing
Business Questionnaire
Invitation for Bid
For Services:
Master Agreement
Text-searchable PDF
Experience
Qualifications
References
Citations
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 Statement of Work
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