Samples of Field Trip Proposal - DOC by lel20538

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									                            Sam Houston State University

                           PROCUREMENT and BUSINESS SERVICES
                           1901 Avenue I, CHSS Building, Suite 452
                           Huntsville, Texas 77340
                           936-294-1941 PH                  936-294-1997 FAX


                                    Request for Proposal:
                                Baseball and Softball Complex
                                     Field Maintenance
                                     753-010-00100DJF

Mail Proposals To:                                              Deliver Proposals To:
SAM HOUSTON STATE UNIVERSITY                                    SAM HOUSTON STATE UNIVERSITY
PROCUREMENT and BUSINESS SERVICES                               PROCUREMENT and BUSINESS SERVICES
BOX 2028                                                        1901 AVENUE I, Suite 452 (CHSS BLDG.)
HUNTSVILLE, TX 77341-2028                                       HUNTSVILLE, TX 77340

                                 ALL PROPOSALS MUST BE RECEIVED BY:
                                  Sept. 16, 2009, at 3:00 P.M., Central Time(C.T.)
                                FAXED PROPOSALS WILL NOT BE ACCEPTED


                                    Show Reference Number 753-010-00100DJF
                                    Opening Date and Time on Return Envelope


Note: A Proposal must be received and time stamped at Sam Houston State University by the hour and date specified
for a proposal to be accepted for consideration. After receipt, only the names of Proposers will be made public. Prices
and other proposal details will only be divulged after the contract award, if one is made.


        Agency Invoice Address:                                  Refer Inquiries To:
        Sam Houston State University                             Procurement and Business Services
        Accounts Payable                                         Daniel Fry
        Box 2185                                                 Telephone No. 936-294-1941
        Huntsville, TX 77341-2185                                Fax No. 936-294-1997


All proposals shall become the property of the State of Texas upon receipt.

Any proposal received without a completed and signed Execution of Offer will be rejected by University.




                                                       Page 1
                                              TABLE OF CONTENTS

Section - Title                                                                                                         Page

   1. TABLE OF CONTENTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .       2


   2. NOTICE TO PROPOSERS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

       2.1 Proposal Instructions
       2.2 Inquiries and Interpretations
       2.3 Public Information
       2.4 Selection Process
       2.5 Criteria for Award
       2.6 Proposer‟s Acceptance of Evaluation Methodology
       2.7 Solicitation for Proposal and Proposal Preparation Costs
       2.8 Key Events Schedule
       2.9 Term of Contract
       2.10 Site Pre-Proposal Conference
       2.11 Termination/Cancellation

   3. PROPOSAL REQUIREMENTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

       3.1 General Instructions
       3.2 Preparation and Submittal Instructions

   4. GENERAL TERMS AND CONDITIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

   5. EXECUTION OF OFFER . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

   6. SCOPE OF WORK . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
      6.1 General
      6.2 Specifications and Scope of Work

   7. PERFORMANCE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15




                                                           Page 2
SECTION 2. NOTICE TO PROPOSERS

PROPOSERS ARE CAUTIONED TO READ THE INFORMATION CONTAINED IN THIS RFP
CAREFULLY AND TO SUBMIT A COMPLETE RESPONSE TO ALL REQUIREMENTS AND
QUESTIONS AS DIRECTED. FAILURE TO SUBMIT A COMPLETE RESPONSE MAY RESULT
IN DISQUALIFICATION OF PROPOSER’S PROPOSAL.

2.1   Proposal Instructions
        A. To respond to this RFP companies are asked to prepare one (1) original and five (5) copies of the entire
           and completed proposal, the original must be signed by an officer of the company who is authorized to
           bind the company by contract. Proposals are to be submitted in a sealed envelope/box clearly marked,
           Baseball and Softball Field Maintenance - RFP# 753-010-00100DJF and addressed to:

              U.S. POSTAL SERVICE:                           HAND DELIVER AND/OR
                                                             EXPRESS MAIL TO:
              Sam Houston State University                   Sam Houston State University
              Procurement and Business Services              Procurement and Business Services
              Box 2028                                       1901 Avenue I, CHSS Bldg., Rm. 452
              Huntsville, TX 77341-2028                      Huntsville, TX 77340

          The proposer, (not the carrier/mail service/other or University), is solely responsible for ensuring the
          proposal is received prior to the proposal opening date and time in the Procurement and Business Services
          Department as specified on the RFP form. Persons signing the proposal must have the authority to bind
          the firm in a contract. Late offers will be returned to Respondent unopened. Faxed proposals are not
          acceptable.

        B. Proposals must be submitted and received no later than Sept.16, 2009 @ 3:00 p.m. Central Time(C.T.).
           Changes to proposals will not be accepted after the above stated proposal submission deadline;
           however, companies may withdraw or change their proposal at any time prior to the proposal
           submission deadline.

        C. Any questions regarding this RFP must be submitted in writing and received by Dan Fry, no later than
           Sept.8, 2009 at 10:00 am C.T., submitted to:

             Sam Houston State University
             Procurement and Business Services               Attn: Daniel Fry
             Fax: 936/294-1997                               Email: pur_djf@shsu.edu

          Sam Houston State University specifically requests that Respondents restrict all questions regarding this
          RFP to the above named individual.

2.2   Inquiries and Interpretations
      If it becomes necessary to revise any part of this RFP, notice of the revision will be given in the form of an
      addendum and will be posted on the Texas Electronic State Business Daily http://esbd.cpa.state.tx.us and the
      Walker County Alliance web page www.shsu.edu/wca. All addenda shall become a part of this RFP and shall
      become part of the contract. It is the responsibility of the proposer to monitor these websites for
      addendums or other written responses.




                                                    Page 3
2.3      Public Information
         The University considers all information, documentation and other materials submitted in response to this RFP
         to be of a non-confidential and non-proprietary nature and shall be subject to public disclosure under the Texas
         Public Information Act (Texas Government Code, Chapter 552.001) after the award. Proposer is hereby
         notified that the University strictly adheres to all statutes, court decisions and the opinions of the Texas
         Attorney General with respect to disclosure of public information.

2.4      Selection Process
         The University will be the sole judge of the appropriateness and completeness of any and all submitted
         proposals. The University reserves the right to reject any or all proposals and in particular any proposal not
         containing the complete data or information requested. After the proposals are evaluated, the University
         reserves the right to further negotiate with the company receiving the highest evaluation score, based on the
         criteria set forth. The University will review all proposals from companies that meet the requirements and
         have properly followed all instructions, completed and manually signed the Execution of Offer.

2.5      Criteria for Award
         The successful Proposer, if any, selected by the University, in accordance with the requirements and
         specifications set forth in this RFP, will be the Proposer that submits a proposal in response to this RFP on or
         before the Submittal Deadline that is the most advantageous and the “Best Value” to the University. SHSU
         will be the sole judge as to the most advantageous/best value proposal(s) submitted to the University. Total
         Cost of the first 11 months for both fields will be used in the evaluation. The Execution of Offer page has a
         designated spot to put the Total Cost of this project. Rates shall be firm throughout the term of the contract and
         the optional renewal period. Award, if any, will be made to one vendor. The factors to be considered by the
         University in evaluating proposals and selecting the successful Proposer for this award, will be those factors
         listed and categorized below with their relative weights.

                                                    Review of Proposals
The university will review all proposals from eligible companies that have properly followed all instructions, completed
and manually signed the Execution of Offer. Proposals will be evaluated by a committee on the basis of the criteria in
this document. Relative weights of each criterion will be as listed below. All of the criteria designated in this
solicitation will be considered in the award determination. Criteria of award is as follows:

TOTAL COST - 30%
Total cost for the first year (11 months) for both fields is to include any and all fees, charges, and costs.
How well the Proposer followed the RFP Preparation and Submittal Instructions .

SPECIFICATION REQUIREMENTS & SCOPE OF WORK - 30%
Submitted proposal meets or exceeds minimum requirements and the Scope of Work.
How well the proposer complied with General Terms and Conditions.

CERTIFICATIONS & QUALIFICATIONS - 20%
Provide with your proposal; copies of certificates, credentials, awards, insurance and licenses you have indicated in your
proposal, related to this type of work. Provide with your proposal; qualifications and resume on personnel that will be in
charge of this project, to include education, experience, and previous employment. Proposer should have at least a
minimum of three years experience in maintaining college or high level high school athletic competition fields (baseball,
softball, soccer, football) that require over seeding, use of reel mowers, topdressing, chemical usage and fertilization.

COMPANY PERFORMANCE – 20%
SHSU may make such investigations as SHSU deems necessary to determine the ability of the proposer to perform the
work, and the proposer shall furnish SHSU all such information and data for this purpose as SHSU may request. Proposer
will provide contact information for a minimum of three references of above listed work, complete with name, address,
phone number, location, and type of field that is being or has been serviced.

                                                          Page 4
2.6    Proposer’s Acceptance of Evaluation Methodology
       By submitting a proposal, Proposer acknowledges (1) Proposer's acceptance of [a] the proposal selection
       process, [b] the Criteria for Award, [c] the scope of services and conditions under which the Services are
       to be performed, [d] the terms and conditions of the Agreement, and [e] all other requirements and
       specifications set forth in this RFP; and (2) Proposer's recognition that some subjective judgments must
       be made by University during this RFP process.

2.7    Solicitation for Proposal and Proposal Preparation Costs
       Proposer understands and agrees that (1) this RFP is a solicitation for proposals and University has made no
       representation, written or oral, that one or more agreements with University will be awarded under this RFP;
       (2) University issues this RFP predicated on its anticipated requirements for services, and University has made
       no representation, written or oral, that any particular scope of services will actually be required by University;
       and (3) Proposer shall bear, as its sole risk and responsibility, any cost that arises from Proposer‟s preparation
       of a response to this RFP.

2.8    Key Events Schedule

       RFP Timeline
       RFP Issue Date:             Sept. 2, 2009
       Last Day for Questions:     Sept. 8, 2009, by 10:00 a.m, Central Time (CT)
       Deadline to Submit:         Sept. 16, 2009, by 3:00 p.m, Central Time (CT)

2.9    Term of Contract
       Shall be for 11 months beginning October 1, 2009 through August 31, 2010 with an option to renew
       for one(1) year, beginning September 1, 2010 through August 31, 2011.

2.10   Site Pre-Proposal Conference
       It has been determined that a pre-proposal conference is not required. Interested parties may contact
       Greg Hinze at 936-294-1725 to schedule a tour of the proposed areas. SHSU does not know the square footage
       of the baseball and softball complex.

2.11   Termination/Cancellation
       In the event that the contractor is non-compliant with any portion of the contract, Sam Houston State University
       will give the contractor 15 days written notice to comply. If compliance is unsatisfactory after 15 days, Sam
       Houston State University has the right to terminate the contract. If contract is not to be renewed, at the end of its
       initial term, Sam Houston State University will give the contractor 60 days written notice of non-renewal.




                                                       Page 5
SECTION 3. PROPOSAL REQUIREMENTS

3.1   General Instructions
      A.      Proposer should carefully read the information contained herein and submit a complete response to all
              requirements and questions as directed. Failure to submit a complete response may result in
              disqualification of Proposer‟s proposal.

      B.      Proposals and any other information submitted by Proposer in response to this RFP shall become the
              property of University.

      C.      University will not provide compensation to Proposer for any expenses incurred by the Proposer for
              proposal preparation or for demonstrations or oral presentations that may be made by Proposer, unless
              otherwise expressly stated. Proposer submits its proposal at its own risk and expense.

      D.      Proposals that are qualified with conditional clauses; alter, modify, or revise this RFP in any way; or
              contain irregularities of any kind are subject to disqualification by University, at its option.

      E.      Proposals should be prepared simply and economically, providing a straightforward, concise
              description of Proposer‟s ability to meet the requirements and specifications of this RFP. Emphasis
              should be on completeness, clarity of content, and responsiveness to the requirements and
              specifications of this RFP.

      F.      University makes no warranty or guarantee that an award will be made as a result of this RFP.
              University reserves the right to accept or reject any or all proposals, waive any formalities or
              minor technical inconsistencies and delete any requirement or specification from this RFP or
              the Agreement when deemed to be in University’s best interest. University reserves the right to
              seek clarification of any item contained in Proposer’s proposal prior to final selection. Such
              clarification may be provided by telephone conference or personal meeting with or in writing to
              University, at University’s discretion. Representations made by Proposer within its proposal
              will be binding on Proposer. University will not be bound to act by any previous communication
              or response submitted by Proposer, other than this RFP.

      G.      An entity wishing to submit a „No-Response‟ is requested to return the Execution of Offer. The
              returned form should indicate the responding entity‟s name and should include the words „No-
              Response‟ on the Execution of Offer form.

      H.      Any proposal that fails to comply with the requirements contained in this RFP may be rejected by
              University, at its discretion.

3.2   Preparation and Submittal Instructions

      A.   Execution of Offer. Proposer must complete, sign and return the attached Execution of Offer as part of
           its proposal. The Execution of Offer must be signed by a representative of Proposer duly authorized to
           bind the Proposer to its proposal. Any proposal received without a completed and signed Execution
           of Offer will be rejected by University.

           1.) Provide with your proposal; copies of all certificates, credentials, awards, insurance and licenses you have
               indicated in your proposal, related to this type of work, qualifications and resume on personnel that will
               be in charge of this project, to include education, experience, and previous employment . Proposer
               will provide contact information from a minimum of three references of similar listed work, complete
               with name, address, phone number, location, and type of field that is being or has been serviced.


                                                      Page 6
     2.) The proposer must have a minimum of three years experience in maintaining college or high level high
         school athletic competition fields (baseball, softball, soccer, football) that require over-seeding, use of reel
         mowers, topdressing, chemical usage and fertilization.


B.      Page Size, Binders, and Dividers. Proposals should be typed on letter-size (8-1/2” x 11”) paper, and
        should be submitted in a binder. Preprinted materials should be referenced in the proposal and
        included as labeled attachments. Sections within a proposal should be divided by tabs for ease of
        reference.

C.      Table of Contents. Proposals should include a Table of Contents with page number references. The
        Table of Contents should contain sufficient detail and be organized according to the same format as
        presented in this RFP, to facilitate easy reference to the sections of the proposal as well as to any
        separate attachments (which should be identified in the main Table of Contents). If a Proposer
        includes supplemental information or non-required attachments with its proposal, this material should
        be clearly identified in the Table of Contents and organized as a separate section of the proposal.

D.      Number of Copies. Proposer should submit a total of six (6) complete and identical copies of its
        entire proposal. An original signature by an authorized officer of Proposer must appear on the
        Execution of Offer of at least one (1) copy of the submitted proposal. The copy of the Proposer‟s
        proposal bearing an original signature should contain the mark “original” on the front cover of the
        proposal.

E.      Submission.
        (1)    Proposals must be received by University on or before the Submittal Deadline at the location
               stipulated.
        (2)    Proposer should submit all required proposal materials enclosed in a sealed envelope, box, or
               container. The RFP and the Submittal Deadline should be clearly shown in the lower left-
               hand corner on the top surface of the container. In addition, the name and the return address
               of the Proposer should be clearly visible.
        (3)    University will not consider a proposal received after the Submittal Deadline under any
               circumstances.
        (4)    University will not accept proposals submitted by telephone, facsimile (“FAX”)
               transmission, or electronic transmission (“E-mail, disk, or CD-Rom”) in response to this
               RFP.

F.      Modification or Withdrawal
        Except as otherwise provided in this RFP, no proposal may be changed, amended, or modified after it
        has been submitted in response to this RFP. However, a proposal may be withdrawn and resubmitted
        at any time prior to the Submittal Deadline. No proposal may be withdrawn after the Submittal
        Deadline without University‟s consent, which shall be based on Proposer's submittal of a written
        explanation and documentation evidencing a reason acceptable to University, at its sole discretion.

G.      Proposal Validity Period
        Each proposal must state that it will remain valid for University‟s acceptance for a minimum of thirty
        (30) days after the Submittal Deadline, to allow time for evaluation, selection, and any unforeseen
        delays. The successful proposal accepted by University shall remain valid for the full term of the
        Agreement or other contractual arrangements resulting from this RFP.




                                                 Page 7
SECTION 4. - GENERAL TERMS AND CONDITIONS


TERMS AND CONDITIONS: ITEMS BELOW APPLY TO AND BECOME A PART OF
PROPOSAL. ANY EXCEPTIONS THERETO MUST BE IN WRITING.

1. PROPOSAL REQUIREMENTS:
   1.1 Rules, Regulations & Statutes: Proposers must comply with all rules, regulations and statutes
   relating to purchasing in the State of Texas in addition to the requirements of this form.
   1.2 Unit Price: Proposers must price per unit shown. Unit prices shall govern in the event of
   extension errors.
   1.3 Late or Unsigned Proposals: Late and/or unsigned proposals will not be considered under any
   circumstances. Person signing proposal must have the authority to bind the firm in a contract. The
   proposer (not the carrier/mail service/other or the University) is solely responsible for ensuring that the
   proposal is received in the Purchasing Department prior to the specified opening date and time.
   1.4 FOB Point: Quote FOB destination, freight prepaid and allowed unless otherwise stated within
   the specifications.
   1.5 Pricing Firm: Proposal prices are requested to be firm for SHSU acceptance for 30 days from
   proposal opening date (unless otherwise stated in specifications). “Discount from list” proposals are not
   acceptable unless requested. Cash discounts are not considered in determining an award. Cash
   discounts will be taken if earned.
   1.6 Tax Exempt: Purchases made for State use are exempt from the State Sales tax and Federal
   Excise tax, per Texas Tax Code, Section 151.309(4). Do not include tax in the proposal.
   1.7 Right to Accept or Reject: The State reserves the right to accept or reject all or any part of any
   proposal, waive minor technicalities and award the proposal to best serve the interests of the State.
   1.8 Withdrawal: Any proposal may be withdrawn in writing prior to the date and time set for receipt
   of proposals. Any proposal not so withdrawn shall constitute an irrevocable offer, for a period of 45
   days, to provide the commodity or service set forth in the specifications, or until a selection has been
   made by SHSU Purchasing.
   1.9 Proposal Costs: Proposers electing to respond to this RFP are responsible for all costs of
   proposal preparation. The University is not liable for any costs incurred by an proposer in response to
   this RFP.
   1.10 Exceptions: If a proposer takes exception to any specifications within this Request for Proposal,
   they must notify the Purchasing department in writing prior to the scheduled proposal opening date and
   time.
   1.11 Texas Public Information Act: Information, documentation, and other material collected,
   assembled or maintained by the University in connection with this solicitation or any resulting contract
   may be subject to public disclosure pursuant to Chapter 552 of the Texas Government Code (the “Public
   Information Act”). If a bidder believes any information contained in the bidder‟s response package
   contains any proprietary or confidential information the bidder must clearly mark the verbiage claimed
   to be proprietary or confidential. If a Public Information Act request for documents is filed, the
   University will make best efforts to contact bidder prior to release of claimed proprietary information.
   If, at that time, the bidder still believes information provided is proprietary or confidential, the bidder
   shall timely notify the University in writing of the factual and legal basis of the claim. If the University
   submits the documents to the Texas Attorney General‟s Office for a ruling on the bidder‟s claim of
   privilege, the latter may elect to make arguments directly to the Attorney General‟s Office in support of
   the claim of privilege.

                                                   Page 8
2. SPECIFICATIONS
   2.1 Brand Name Descriptive: Catalogs, brand names or manufacturer‟s references are descriptive
   only, and indicate type and quality desired. Proposals on brands of like nature and quality will be
   considered unless otherwise stated in the Request for Proposal (RFP). If proposing other than brand
   referenced, proposal should show manufacturer, brand or trade name, and other description of product
   offered. If other than brand(s) specified is offered, illustrations and complete description of product
   offered are requested to be made part of the proposal. Failure to take exception to specifications or
   reference data will require proposer to furnish specified brand names, numbers, etc.
   2.2 New Items: Unless otherwise specified, items shall be new and unused and of current production.
   2.3 Electrical Standards: All electrical items must meet all applicable OSHA standards and
   regulations, and bear the appropriate listing from UL, FMRC or NEMA.
   2.4 Samples: Samples, when requested, must be furnished free of expense to the State. If not
   destroyed in examination, they will be returned to the proposer, on request, at proposer‟s expense. Each
   sample should be marked with the proposer‟s name and address, and requisition number. Do not
   enclose in or attach proposal to sample.
   2.5 Oral Statements: SHSU will not be bound by any oral statement or representation contrary to the
   written specifications of the Request for Proposal (RFP).
   2.6 Manufacturer’s Warranty: Manufacturer‟s standard warranty shall apply unless otherwise
   stated in the RFP.

3. DELIVERY
   3.1 Delivery Days: Show number of days required to place material in receiving agency‟s designated
   location under normal conditions. Delivery days mean calendar days, unless otherwise specified.
   Failure to state delivery time obligates proposer to deliver in 14 calendar days. Unrealistic delivery
   promises may cause proposal to be disregarded.
   3.2 Foreseen Delays: If delay is foreseen, vendor shall give written notice to SHSU. Vendor must
   keep SHSU advised at all times of status of order. Default promised delivery (without accepted reasons)
   or failure to meet specifications authorizes SHSU to purchase supplies elsewhere and charge full
   increase, if any, in cost and handling to defaulting vendor.
   3.3 Substitutions: No substitutions permitted without written approval of SHSU.
   3.4 Delivery Hours: Delivery shall be made during normal working hours (8:00 a.m. to 4:00 p.m.)
   only, unless prior approval has been obtained from ordering agency.

4. INSPECTION AND TESTS – All goods will be subject to inspection and test by SHSU. Authorized
SHSU personnel shall have access to supplier‟s place of business for the purpose of inspection merchandise.
Tests shall be performed on samples submitted with the proposal or on samples taken from regular shipment.
All costs shall be borne by the vendor in the event products tested fail to meet or exceed all conditions and
requirements of the specification. Goods delivered and rejected in whole or in part may, at SHSU‟s option,
be returned to the vendor or held for disposition at vendor‟s expense. Latent defects may result in revocation
of acceptance.

5. AWARD OF CONTRACT – A response to this RFP is an offer to contract based upon the best price,
terms, conditions and specifications contained herein. Proposals do not become contracts until they are
accepted through a purchase order. The contract shall be governed, construed and interpreted under the
laws of the State of Texas, and SHSU policy as the same may be amended from time to time. Any legal
actions must be filed in Walker County, Texas.

                                                  Page 9
6. CANCELLATION OF CONTRACT – If contract is cancelled, for any reason, any prepaid fees shall
be refunded on a pro-rated basis.

7. PAYMENT – Vendor shall submit an itemized invoice showing SHSU purchase order number. SHSU
will incur no penalty for late payment, if payment is made in 30 or fewer days from receipt of goods or
services on an uncontested invoice. The payment process will begin when Purchasing receives a written
authorization/acceptance from the department chair of the awarding department.

8. NON-DISCLOSURE: No public disclosures or news releases pertaining to this RFP shall be made
without prior written approval of SHSU.

9. CONFLICTS: In event of a conflict between standard proposal requirements and conditions and the
attached detail specification, the detail specification shall govern.

10. PATENTS OR COPYRIGHTS – The vendor agrees to protect SHSU from claims involving
infringement of patents or copyrights.

11. VENDOR ASSIGNMENTS – Vendor hereby assigns to ordering agency any and all claims for
overcharges associated with this contract arising under the antitrust laws of the United States 15 U.S.C.A.
Section 1, et seq. (1973), and the antitrust laws of the State of Texas, TEX. Bus. & Comm. Code Ann. Sec.
15.01, et seq. (1967). Inquiries pertaining to RFPs must give the requisition number, codes, and opening
date.

12. FUNDING OUT CLAUSE – Sam Houston State University reserves the right to cancel, without
penalty, if funds are not appropriated or otherwise made available at any time during the contract period.

13. PROPOSER AFFIRMATION – Signing this proposal with a false statement is material breach of
contract and shall void the submitted proposal or any resulting contracts, and the proposer shall be removed
from all proposal lists. By signature hereon affixed;
    13.1     The proposer has not given, offered to give, nor intends to give at any time hereafter any
    economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to
    a public servant in connection with the submitted proposal.
    13.2     The proposer is not currently delinquent in the payment of any franchise tax owed
    with the Texas Comptroller of Public Accounts . For more information see the website for
    the Texas Comptroller of Public Accounts: http://ecpa.cpa.state.tx.us/vendor/tpsearch1.html.
    13.3     Neither the proposer nor the firm, corporation, partnership, or institution represented by the
    proposer, or anyone acting for such firm, corporation or institution has violated the antitrust laws of this
    State or the Federal Antitrust Laws (See Section 8, above) nor communicated directly or indirectly the
    proposal made to any competitor or any other person engaged in such line of business.
    13.4     The proposer has not received compensation for participation in the preparation of the
    specifications for this RFP.
    13.5     Pursuant to Section 231.006(d), Family Code, re: child support, the proposer certifies that the
    individual or business entity named in this proposal is not ineligible to receive the specified payment and
    acknowledges that this contract may be terminated and payment may be withheld if this certification is
    inaccurate.
    13.6     Pursuant to Section 2155.004 Government code re: collection of state and local sales and use
    taxes, the proposer certifies that the individual or business entity named in this proposal is not ineligible

                                                    Page 10
    to receive the specified contract and acknowledges that this contract may be terminated and/or payment
    withheld if this certification is inaccurate.
    13.7     The Contractor shall defend, indemnify, and hold harmless the State of Texas, SHSU, all of its
    officers, agents and employees from and against all claims, actions, suits, demands, proceedings, costs,
    damages, and liabilities, arising out of, connected with, or resulting from any acts or omissions of
    contractor or any agent, employee, subcontractor, or supplier of contractor in the execution or
    performance of this contract.
    13.8     Proposer agrees that any payments due under this contract will be applied towards any debt,
    including but not limited to delinquent taxes and child support that is owed to the State of Texas.
    13.9     Proposer certifies that they are in compliance with Section 618.003 of the Government code,
    relating to contracting with the executive head of a State agency. If Section 618.003 applies, proposer
    will complete the following information in order for the proposal to be evaluated:
         Name of Former Executive:________________________________________
         Name of State Agency:____________________________________________
         Date of separation from State Agency:________________________________
         Position with proposer:____________________________________________
         Date of Employment with proposer:__________________________________
    13.10 Pursuant to Section 231.006(C), Family Code, proposal should include name and Social Security
           Number of each person with at least 25% ownership of the business entity submitting the proposal.
           Proposers that have pre-registered this information on the Texas Comptroller of Public Accounts
           website on the Centralized Master Bidders List have satisfied this requirement. If not pre-
           registered, attach name and social security number for each person. Otherwise, this information
           must be provided prior to contract award.

14.NOTICE TO PROPOSER:
   14.1 Any terms and conditions attached by the proposer to their proposal will not be
   considered unless specifically referred to on this proposal form and may result in
   disqualification of the proposal.
   14.2 Equal Opportunity – Proposer represents and warrants that is shall not discriminate
   against any person on the basis of race, color, national origin, creed, religion, political belief,
   sex, sexual orientation, age or disability in the performance of the resulting contract.




                                                     Page 11
SECTION 5 -            EXECUTION OF OFFER
1.       In compliance with this RFP, and subject to all the conditions herein, the undersigned offers and agrees to
         furnish any and all commodities or services at the prices quoted.
2.       By signature hereon, the offerer hereby certifies that he/she is not currently delinquent in payment of any
         franchise taxes owed the State of Texas under Chapter 11, Tax Code.
3.       By executing this offer, offerer affirms that he/she has not given, offered, or intends to give at any time
         hereafter, any economic opportunity, future employment, gift loan, gratuity, special discount, trip, favor, or
         service to public servant in connection with the submitted offer. Failure to sign the offer, or signing it with a
         false statement, shall void the submitted offer or any resulting contracts, and the offerer shall be removed from
         all proposals lists.
4.       By the signature hereon affixed, the offerer hereby certifies that neither the offerer or the firm, corporation,
         partnership, or institution represented by the offerer or anyone acting for such firm, corporation, or institution
         has violated the antitrust laws of this State, codified in Section 15.01, et. seq., Texas Business and Commerce
         Code, or the Federal antitrust laws, nor communicated directly or indirectly the offer made to any competitor
         or any other person engaged in such line of business. By signing this offer, offerer certifies that if a Texas
         address is shown as the address of the offerer, offerer qualified as a Texas Resident Proposer as defined in
         Rule 1 TAC 113.8.

This offer consists of pages number 1 through 15 of RFP# 753-010-00100DJF
plus ______ additional pages provided by vendor. (Number of additional pages to be completed by proposer, if
additional pages are included with the proposal.)

Federal Employer Identification Number (FEIN): ___________________________________

Proposer/Company: __________________________________________

Signature (ink): _________________________________________Date: _________________

Name (typed/printed): _______________________________________________________

Title: ___________________________________________________________________

Address: _____________________________________________________________________________
               Street or PO Box      City          State                 Zip Code

Telephone Number: ____________________ Fax Number: _____________________



Total Cost of Baseball and Softball Field Maintenance
                                      First 11 Months                                       $_____________________

                                                                 Second Year                $_____________________
To include any and all fees, charges and costs.

The total cost for the entire life of the contract will not exceed $100,000.

MUST COMPLETE, SIGN AND RETURN WITH PROPOSAL. FAILURE TO SIGN AND RETURN THIS
EXECUTION OF OFFER WILL RESULT IN THE REJECTION OF THE PROPOSAL.



                                                         Page 12
                                        SAM HOUSTON STATE UNIVERSITY
                                             HUNTSVILLE, TEXAS

                          Request for Proposal for Annual Field Maintenance Program for
                                          Sam Houston State University
                                          Baseball and Softball Complex



SECTION 6 – SCOPE OF WORK

 6.1 General

    1.   Contractor is to provide all labor, equipment, materials, supplies, and coordination for annual maintenance of the
         sports fields at the Sam Houston State University Baseball and Softball Complex located on the Sam Houston State
         University campus at the corner of Bowers Boulevard and Sycamore Avenue. Contract shall be for 11 months,
         beginning October 1, 2009 through August 31, 2010, with an option to renew for one (1) year. Rates shall be
         firm throughout the term of the contract and the optional renewal period.
    2.   The Proposer must supply a complete list and description of equipment to be used.

    3.   The Contractor shall repair or make good any damage to SHSU property resulting from any of his operations.

    4.   Insurance: With the proposal, the Contractor is required to provide proof of the minimum insurance listed
         below. The Contractor is solely responsible for any subcontractors fulfilling the requirements of this contract.
         a.   Worker‟s Compensation – Statutory.
         b.   Commercial General Liability – A minimum of $325,000 combined single limit each occurrence and in
              aggregate.
         c.   Texas Automobile Liability – A minimum of Bodily injury $100,000 each person, $300,000 each
              occurrence; Property damage $25,000 each occurrence.
    5.   Invoicing and Payment: A Sam Houston State University purchase order will be issued in accordance with the
         Terms and Conditions included in this Request For Proposal. Contractor shall invoice the University monthly
         and payment will be made on a monthly basis.
    6.   The Proposer must supply a local “supervisor” for this project that will be on-call in the event of any emergency or
         as any “as needed” work on the fields arise. This supervisor must have adequate credentials and experience in
         maintaining high level athletic fields. A list of said credentials and experience must be provided by the proposer to
         SHSU with their submitted proposal.

6.2 Specifications and Scope of Work
     Below are minimum requirements for maintenance of the SHSU sports fields, additional applications and/or duties
     described herein may be required to be provided, at no additional charge, if SHSU deems that the work is necessary
     for proper maintenance of the sports fields on a year round basis. Contractor to provide all labor, equipment,
     materials, supplies, and coordination. To include but not be limited to:




                                                         Page 13
Herbicide Treatments (both fields):
4 applications annually for weed control, including Nutgrass elimination.

1st application in October for pre-emerging weeds.
2nd application in late April or early May to eliminate early emerging grassy weeds, summer broadleaf weeds
    and begin the slow elimination of rye grass.
3rd application in June to eliminate grassy weeds, Dalisgrass and Nutgrass.
4th application in August for final clean up of summer weeds. This application is dependent upon need.

 Use of “Round Up” or other chemicals that kill grass patches is frowned upon and prior notification and
  approval of use must be provided. These applications may be adjusted as necessary.

Fertilization (both fields):
4 applications annually utilizing a high quality slow release nitrogen product (may require iron
occasionally).

1st   application in December after over seeded rye grass emergence.
2nd   application in late March or early April.
3rd   application in June.
4th   application in August or early September.

      Timing and amount of applications may be adjusted due to weather and other unforeseen conditions.

Pesticide Applications (both fields) :
Pesticide applications may be combined with fertilization if appropriate. They are to be used as needed to prevent
or eliminate the various pests that attack turf. How often and when these are needed is to be determined by the
Contractor and SHSU personnel.
Pesticides for army worms are to be included. A fire ant barrier such as Top Choice is to be applied, a minimum
of twice a year, to fields and bullpen areas. Chemical is to be supplied by Contractor.

Aerification (both fields):
Aerify fields once per month starting in May and continuing through October using a plug aerator. Aerification can
not be substituted for topdressing. Timing and amount of applications may be adjusted due to weather and other
unforeseen conditions.

Top-Dressing (both fields):
Top-dress each field with 1/4 inch to 3/8 inch of washed sand in November and March. This will include
dragging the sand in lightly and watering in the sand. Access to softball field will be provided for large
equipment necessary for top dressing.

Over seeding with a quality turf type Perennial Ryegrass (both fields), Contractor provided.
Baseball Field-----supply and install 1,800 pounds.
Softball Field------supply and install 700 pounds.

Note: These amounts may need to be spread out over two applications.




                                                  Page 14
   Mowing (both fields):
   Mow grass on the fields a minimum of two times per week and as many as six times per week as necessary to
   maintain a maximum 9/16 inch grass height during the playing season and a 7/8 inch height during the off season.
   These heights are subject to change to fit the Coaches requirements. The fields must be maintained to be in top
   condition year around, even during the “off season,” as they are a primary recruiting tool, hosts summer camps,
   tournaments, etc. A reel mower is to be used.
   Skinned areas and field perimeters are to be edged to present a clean sharp edge. Lip maintenance, including
   washing the lip if necessary, is the contractor‟s responsibility.

   Irrigation (both fields):
   Monitor the irrigation on each field and adjust the watering times as required by the weather. Longer watering
   cycles less frequently. Fields should not remain wet especially when activity is occurring on them.

   Bull Pens (both fields):
   Mow grass as required. String line trim edges of Catchers and Pitchers spots. Irrigation and over seeding of these
   areas to maintain aesthetic equal to playing fields is to be included.

   Fences/ Dugouts/Stands (both fields):
   String line trim dugouts and stands to maintain a clean sharp edge. Weed/grass killer may be used on the fence
   lines. Care is to be taken so to maintain a neat look along fences.

   NOTE: Successful proposer is required to meet a minimum of once a month with both Baseball and Softball
   Coaches to address any concerns and to confirm field usage schedules.


SECTION 7 - PERFORMANCE
  1.   SHSU may make such investigations as SHSU deems necessary to determine the ability of the proposer to perform
       the work, and the proposer shall furnish SHSU all such information and data for this purpose as SHSU may
       request. Proposer will provide contact information for a minimum of three references of above listed work.
       complete with name, address, phone number, location, and type of field that is being or has been serviced.




                                                     Page 15

								
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