Citywide Public Works General Services - Rebid

The City of West Lake Hills (“City”) is soliciting sealed proposals from qualified contractors to provide public works support services, including landscape maintenance, right-of-way maintenance, stormwater maintenance, facility maintenance, emergency response support, and related services as described herein. The purpose of this Request for Proposals (“RFP”) is to establish a professional services agreement with a qualified contractor capable of supporting the City’s operational, maintenance, stormwater, and facility management needs on an ongoing basis. Scope of Work Under this contract, the selected contractor (“Contractor”) shall provide labor, supervision, transportation, equipment, materials, and incidentals necessary to perform the required services, as stated below, in accordance with applicable federal, state, and local laws, regulations, standards, and City policies. This includes, but is not limited to: Landscape Maintenance Services: The Contractor shall provide general landscape maintenance and minor irrigation services for the following locations: City Facilities 911 Westlake Drive 4010 Bee Cave Road / 110 Westlake Drive (as directed) Landscape Islands and Gateway Features Bee Cave Road at Westbank Drive Bee Cave Road at Westlake Drive Bee Cave Road at Redbud Trail Westlake Drive at Redbud Trail West Lake Hills Gateway Sign at Redbud Trail and Westlake Drive West Lake Hills Gateway Sign at Bee Cave Road and Rollingwood Drive Landscape Maintenance Activities Services shall include: Irrigation system operation and maintenance Mowing and trimming Mulching Weed control Pruning Plant replacement Minor sign repair Replacement of exterior lighting bulbs where applicable Right-of-Way Maintenance Services: The Contractor shall provide maintenance services for City rights-of-way including: Streets Sidewalks Railings Culverts Drainage structures Signs Pavement markings Additional Requirements Mowing frequency and vegetation management shall be directed by the City to support wildflower preservation efforts. This scope excludes TxDOT-maintained portions of RM 2244 (Bee Cave Road), except where supplemental maintenance is specifically authorized by the City. Services exclude private property and private infrastructure. Stormwater Maintenance Services: Contractor shall inspect and maintain: Drainage easements Culverts Channels Gabions Stormwater BMPs Municipal Separate Storm Sewer System (MS4) infrastructure Additional Locations Lake Reveille (109 Reveille Drive) Gabion Maintenance Gabions identified in Exhibit G shall be inspected and maintained under this agreement. Facility Maintenance Services At the direction of the City, Contractor shall provide facility maintenance support for City facilities located at: 911 Westlake Drive Services Include HVAC filter replacement Minor repairs Exterior lighting maintenance Furniture and equipment assembly/movement Janitorial services are excluded. Additional Background Information or Requirements Asset Management System The Contractor shall utilize and maintain updated information within the City’s asset management and work order systems. Contractor shall provide all required technology necessary to support field operations, including: Smartphones Tablets Laptops Internet connectivity Labor Requirements Contractor shall be solely responsible for: Hiring Training Retention Employee supervision Safety compliance The City expects a dedicated core staffing complement routinely assigned to the contract and not solely on an on-call or intermittent basis. Further, the Contractor shall provide standard staffing levels sufficient to perform the services described herein during normal business operations. At a minimum, staffing shall include qualified personnel necessary to ensure timely response, continuity of operations, and compliance with all applicable standards and regulations Additional crews may be requested by the City. Contractor shall provide scopes and material lists for special projects upon request. Equipment Contractor shall provide all necessary operational equipment unless otherwise specified. The City shall provide: One (1) City-branded safety vest annually per dedicated full-time staff member assigned to the contract Two (2) magnetic vehicle decals annually per contractor vehicle routinely assigned to the contract Replacement vests and decals shall be purchased by Contractor through the City-approved vendor. Rental equipment shall be procured by Contractor and reimbursed at actual cost with receipts. Materials All materials shall be purchased in accordance with: Texas State purchasing requirements City purchasing policies Approved budget appropriations Inclement Weather and Emergency Response Contractor shall assist the City during emergencies including: Ice events Flooding High winds Wildfire conditions Snow events Contractor shall maintain at least one passable travel lane where directed by the City. Invoicing Requirements Invoices shall be submitted bi-weekly and include: Description of work performed Work locations Labor hours Materials utilized Equipment used Rental receipts Fuel receipts Asset repair details Dead animal removal documentation and photographs Accountability and Performance Standards Work Orders All work shall be documented within the City work order system. Meetings Contractor shall attend: Weekly operational meetings when requested by the City. Quarterly planning meetings with City administration when requested by the City. Reporting Contractor shall provide work plans and reports in formats designated by the City. Compliance Contractor shall comply with: City ordinances Support the City’s compliance with the City’s TPDES MS4 General Permit (Contractor is not a co-permittee) APWA best practices Texas MUTCD requirements Applicable master plans and regulatory documents EXHIBITS The following exhibits are incorporated into this RFP: Exhibit A – Bee Cave Road at Westbank Drive Exhibit B – Bee Cave Road at Westlake Drive Exhibit C – Bee Cave Road at Redbud Trail Exhibit D – Westlake Drive at Redbud Trail Exhibit E – Gateway Sign at Redbud Trail Exhibit F – Gateway Sign at Rollingwood Drive Exhibit G – Gabion Inventory Exhibit H – Regulatory and Planning Documents [Drafting note: Exhibits A–F currently provide only square footage. Prior to issuance, each Exhibit should include a site map / aerial photograph, plant and feature inventory, and current irrigation as-builts. Exhibit H must attach (or hyperlink to) current versions of the listed regulatory documents. Without this information, proposals will not be comparable.] COMPENSATION SCHEDULE Respondents shall provide a proposed compensation schedule identifying all fees, rates, reimbursable expenses, and any other anticipated costs associated with the services described in the RFP. To include, but not limited to: Hourly Rates Overtime rates (if applicable) Emergency/after-hours rates Unit prices Mobilization charges Equipment rates Reimbursable expenses PROPOSAL SUBMISSION REQUIREMENTS Proposals shall include: Company background and qualifications Relevant municipal experience Staffing plan Equipment inventory Safety program References Proposed project approach Fee schedule confirmation Proof of insurance Acknowledgment of all exhibits and requirements INSURANCE REQUIREMENTS The selected Contractor shall maintain insurance coverage as required by the City, including: General Liability Workers’ Compensation Automobile Liability Umbrella/Excess Liability The City may require additional coverage prior to contract execution.