HomeMy WebLinkAboutContract 59075CSC No. 59075
FORT WORTH
CITY OF FORT WORTH
COOPERATIVE PURCHASE AGREEMENT
This Cooperative Purchase Agreement ("Agreement") is entered into by and between Hi-Lite Airfield
Services ("Vendor") and the City of Fort Worth, ("City"), a Texas home rule municipality.
The Cooperative Purchase Agreement includes the following documents which shall be construed in the order of
precedence in which they are listed:
1. This Cooperative Purchase Agreement;
2. Exhibit A — Seller's Quote, Scope of Services or Purchase Order;
3. Exhibit B — Cooperative Agency Contract Sourcewell 110122-HLA; and
4. Exhibit C — Conflict of Interest Questionnaire
Exhibits A, B, and C, which are attached hereto and incorporated herein, are made a part of this Agreement
for all purposes. Vendor agrees to provide City with the services and goods included in Exhibit A pursuant to the
terms and conditions of this Cooperative Purchase Agreement, including all exhibits thereto.
City shall pay Vendor in accordance with the fee schedule in Exhibit A and in accordance with the
provisions of this Agreement. Total payment made under this Agreement for the first year by City shall not
exceed Five Hundred Thousand Dollars ($500,000.00). Vendor shall not provide any additional items or
services or bill for expenses incurred for City not specified by this Agreement unless City requests and approves
in writing the additional costs for such services. City shall not be liable for any additional expenses of Vendor not
specified by this Agreement unless City first approves such expenses in writing.
The term of this Agreement is effective beginning on the date signed by the Assistant City
Manager below ("Effective Date") and expires on January 13, 2024 in line with cooperative contract. Upon the
expiration of this Term, the Agreement shall renew automatically under the same terms and conditions for up to
four (4) one-year renewal periods (January 14 to January 13) unless City or Contractor provides the other party
with notice of non -renewal at least 60 days before the expiration of the Initial Term or renewal period. However,
if funds are not appropriated, the City may cancel the Agreement 30 calendar days after providing written
notification to the Contractor.
Vendor agrees that City shall, until the expiration of three (3) years after final payment under this
Agreement, or the final conclusion of any audit commenced during the said three years, have access to and the
right to examine at reasonable times any directly pertinent books, documents, papers and records, including, but
not limited to, all electronic records, of Vendor involving transactions relating to this Agreement at no additional
cost to City. Vendor agrees that City shall have access during normal working hours to all necessary Vendor
facilities and shall be provided adequate and appropriate work space in order to conduct audits in compliance with
the provisions of this section. City shall give Vendor reasonable advance notice of intended audits.
Notices required pursuant to the provisions of this Agreement shall be conclusively determined to have
been delivered when (1) hand -delivered to the other party, its agents, employees, servants or representatives, (2)
delivered by facsimile with electronic confirmation of the transmission, or (3) received by the other parry by
United States Mail, registered, return receipt requested, addressed as follows:
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
To CITY:
To VENDOR:
City of Fort Worth Hi-Lite Airfield Services, LLC
Attn: Dana Burghdoff, Assistant City Manager Kelly Spinner, Vice President of Finance
200 Texas Street
Fort Worth, TX 76102-6314 Address:
Facsimile: (817) 392-8654 20128 NYS Route 12F
Watertown, NY 13601
With copy to Fort Worth City Attorney's Office at
same address Facsimile: N/A
The undersigned represents and warrants that he or she has the power and authority to execute this Agreement
and bind the respective Vendor.
CITY OF FORT WORTH:
Date:
z�azm13642L/�
Dana Burghdoff (M r20, 20 :45 CDT)
Name: Dana Burghdoff
Title: Assistant City Manager
M a r 20, 2023
APPROVAL RECOMMENDED:
By:
Name: Roger Venables
Title: Aviation Department Director
ATTEST:
to
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Name: Jannette Goodall
Title: City Secretary
VENDOR:
Hi Lite Airfield Services, LLC
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By: 1�7 � 1
Name: Kelly Spinner
Title: Vice President of Finance
Date:3 � 4 Z,3
CONTRACT COMPLIANCE MANAGER:
By signing I acknowledge that I am the person
responsible for the monitoring and administration
of this contract, including ensuring all performance
and reporting requirements.
By. Dakota Shaw (Mar 17, 2023 13:22 CDT)
•7 Name: Dakota Shaw
Title: Airport Operations Manager
APPROVED AS TO FORM AND LEGALITY:
Name: Jessika Williams
Title: Assistant City Attorney
CONTRACT AUTHORIZATION:
M&C: 23-0146
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Exhibit A
Sourcewell (RFP#110122)
Airport Runway Materials with Related Supplies and Services
PRICE LIST (Effective 11/1/2022)
AIRPORTSRFVICFS*
ITEM
DESCRIPTION
UNIT
LIST PRICE
SOURCEWELL PRICE (#)(-)
RUBBER REMOVAL
P-620-RR
Rubber Removal by Waterblasting without Chemical
SF
$ 0.53
$ 0.42
P-620-RR.CH
Rubber Removal by Waterblastin¢ with Chemical
SF
$ 0.65
$ 0.52
P-620-RR.MOB
Mobilization: Rubber Removal Crew/Equipment
EA
$ 4,650.00
1 $ 3,720.00
PAINT REMOVAL
P-620-PR.WB
Paint Removal by Waterblasting
SF
$ 4.00
$ 3.20
P-620-PR.GR
I Paint Removal by Grinding
SF
I $ 4.00
1 $ 3.20
P-620-PR.MOB
Mobilization- Paint Removal Crew/Equipment
EA
1 $ 4,650.00
1$ 3,720.00
SURFACE PREPARATION CLEANING
P-620-SP
1 Surface Preparation by Waterblasting
SF
1 $ 130
$ 1.04
P-620-SP.MOB
I Mobilimtion- Surface Preparntion Crew/Equipment
EA
I $ 4,650.00
1 $ 3,720.00
P-620-MR
Mildew/Mold Removal by Waterblasting
SY
1 $ 2.00
1 $ 1.60
P-620-MR.MOB
I Mobilu,ation-Mildew/Mold Removal Crew/Equipment
EA
$ 4,650.00
1 $ 3,720.00
FRICTION TESTING
P-620-FT-MOB
Friction Testin¢Mobilition
EA
$ 2,500.00
$ 2,000.00
P-620-FT
Friction Testing
I PER
RWY
1 $ 10,500.00
$ 8,400.00
P-620-FT.ADD
Friction Testing (Each Additional)
I PER
RWY
$ 4,000.00
$ 3,200.00
PAINTING
P-620-W.TYPE.11.1
White Waterborne Paint, Type H. with Two I Reflective Media
SF
$ 2.00
$ 1.60
P-620-W.TYPEII]U
White Waterborne Paint, Twe H, with Two fH Reflective Media
SF
$ 3.00
$ 2.40
P-620-W.TYPE.III.IV
White Waterborne Paint, Twe III, with Twe IV Reflective Media
SF
$ 3.00
$ 2.40
P-620-Y.TYPE.U.I
Yellow Waterborne Paint, Type TL with Twe I Reflective Media
SF
$ 200
$ 1.60
P-620-Y.TYPE.IIJU
Yellow Waterborne Paint, Twe II, with Two III Reflective Media
SF
$ 3.00
$ 2.40
P-620-Y.TYPE.UI]V
Yellow Waterbome Paint, Type ID, with Type f V Reflective Media
SF
$ 3.00
$ 2.40
P-620-B.II
Black Waterbome Paint, Two II, without Reflective Media
SF
$ 3.00
$ 2.40
P-620-B111
Black Waterborne Paint, Type ID, without Reflective Media
SF
$ 3.25
$ 2.60
P-620-R.II.I
Red Waterbome Paint, Twe II, with Two I Reflective Media
SF
$ 5m
$ 4.00
P-620-R.UI]V
Red Waterborne Paint, Type ID, with Type f V Reflective Media
SF
$ 5.50
$ 4.40
P-620-G.0
Green Waterbome Paint. Twe II, without Reflective Media
SF
$ 5m
$ 4.00
P-620-G111
Green Waterborne Paint, Twe HE without Reflective Media
SF
$ 5.50
$ 4.40
P-620-P.U.1
Pink Waterbome Paint, Twe 11. with Two I Reflective Media
SF
$ 7.00
$ 5.60
P-620-P]LUI
Pink Waterborne Paint, Twe H, with Two lH Reflective Media
SF
$ 8.00
$ 6.40
P-620-P.ULrV
Pink Waterbome Paint, Twe 111, with Twe IV Reflective Media
SF
$ T50
$ 6.00
P-620.TEMP.HALF.AP
Temporary Paint/HaICApplication without Reflective
SF
$ 200
$ 1.60
P-620.TFMP.FULL.AP
Temporary Paint/Full Application with Twe I Reflective Media
SF
$ 200
$ 1.60
P-620.PRIMER.HALF.AP
Primer Coat Paint Half Application without Reflective
SF
$ L95
$ 1.56
P-620.SPHPS.II.I
Surface Painted Hold Position Signs, Waterbome, Two U Paint, Two I Refl Media
SF
$ I1m
$ 8.80
P-620-SPBPS.PREF.THERMO.f
Surfe Painted Hold Position Signs, Preformed Thermoplastic, Twe I Refl. Media
SF
$ 40.00
$ 32.00
P-620-11P.PREFTHERM0.1
Runway Hold Position Markings. Prefomred Thermoplastic, Twe 1 Refl. Media
SF
$ 40.00
$ 32.00
P-620-BP.PREF.THERMO.IU
Runway Hold Position Markings, Preformed Thermoplastic, Two IB Refl. Media
SF
$ 45.00
$ 36.00
P-620-PAINTRIO.ADD
Paint Enhancement- Biocide Additive
SF
$ moo oo
$ 8.00
P-620-PAINT.RUST.ADD
Paint Enhancement- Rust Discoloration Formulation
SF
$ 10.00
$ 8.00
P-620-PAINT.MOB
Mobiliztion Painting Crew/Equipment
I EA
I $ 4,650.00
$ 3,720.00
P-620-PREF.THERMO.MOB
Mobilisation Preformed Thermoplastic Crew/Equipment
EA
1 $ 4,650.00
$ 3,720.00
ASPHALT PRESERVATION
P-632.MOB
Reiuvaseal Asphalt Reiuvenator- Mobilisation
EA
$ 4,650.00
$ 3,720.00
P-632-REJUVASEAL
Reiuvaseal Asp halt Reiuvenawr
SY
$ 6.00
$ 4.80
P-101-CRAC.MOB
Crack Seal Mobilization
EA
$ 4,650.00
$ 3,720.00
P-101-CRAC.TYPEI
Joint and Crack Repair, Smal1(1/8" to 1" Width)(Including Routin¢)
IF
$ 5.00
$ 4.00
P-101-CRAC.TYPE2
Joint and Crack Repair, Lame (1"toll/2"Width)
LF
$ 6.00
$ 4.80
P-608.GSB.Mob
GSB88 Mobilization
EA
$ 25,0W00
$ 20,000.00
P-608.GSB88I I
GSB88 Application 1:1 (does not include Friction Testing)
SY
$ 8.00
$ 6.40
P-608.GSB8821
GSB88 Application 2:1 (does not include Friction Testing)
SY
$ 9m
$ 7.20
P-608R.GSB78
GSB78 Rapid Dry
SY
$ 14.00
$ 11.20
P-623.PMM.MOB
PMM-Mobilization
EA
$ 25,000.00
$ 20,000.00
P-623.PMM
PMM
SY
$ 6.00
1 $ 4.80
P-631.CT.Mob
I Coal Tar - Mobilization
EA
I $ 25,0W00
1 $ 20,000.00
P-631.CTMob
I Coal Tar
SY
I $ 6.00
1 $ 4.80
TESTING EQUIPMENT TTEM DESCRIPTION UNIT LIST PRICE SOURCEWELL PRICE
HLAS-ASSESSMEN7 Airfield Reflectivity Test EA $ 250,000.00 1 $ 200,000.00
IRPORT
ITEM
DESCRIPTION
UNIT
LIST PRICE
SOURCEWELL PRICE'
FAA. STENCIL. I I.FT.LETTER.NU
F.A.A. Spec AC 150/5340-1L- 11 Foot Tall Letter/Number
EA
$ 800.00
$ 640.00
FAA.STENCIL.I5.FT.LETTER.NU
F.A.A. Spec AC 150/5340-1 L- 15 Foot Tall Letter/Number
EA
$ 900.00
$ 720.00
FAA. STENCIL. I6.FT.LETTER.NU
F.A.A. Spec AC 150/5340-1L- 16 Foot Tall Letter/Number
EA
$ 989.00
$ 791.20
FAA.STENCIL. 18.FT.LETTER.NU
F.A.A. Spec AC 150/5340-1 L- 18 Foot Tall Letter/Number
EA
$ 1,085.00
$ 868.00
FAA.STENCIL. I2TT.DASH
F.A.A. Spec AC 150/5340-1L-Dash used with 12 ft Stencil
EA
$ 225.00
$ 180.00
FAA.STENCIL IOYT.DASH
F.A.A. Spec AC 150/5340-1L- Dash used with 10 ft Stencil
EA
$ 225.00
$ 180.00
FAA.STENCIL.9.FT.DASH
F.A.A. Spec AC 150/5340-1L-Dash used with 9 ft Stencil
EA
$ 225.00
$ 180.00
FAA.STENCIL.8.FT.DASH
F.A.A. Spec AC 150/5340-1 L- Dash used with 8 ft Stencil
EA
$ 225.00
$ 180.00
FAA.STENCIL. I2TT.ARROW
F.A.A. Spec AC 150/5340-1L-Anew used with 12 ft Stencil
EA
$ 250.00
$ 200.00
FAA.STENCIL IOYT.ARROW
F.A.A. Spec AC 150/5340-1 L- A— used with 10 ft Stencil
EA
$ 25(h00
$ 200.00
FAA.STENCIL.9.FT.ARROW
F.A.A. Spec AC 150/5340-1L-Anew used with 9 ft Stencil
EA
$ 250.00
$ 200.00
FAA.STENCIL.8.FT.ARROW
F.A.A. Spec AC 150/5340-1 L-A— used with 8 ft Stencil
EA
$ 25(h00
$ 200.00
FAA.STENCIL.HOLDLINE
F.A.A. Spec AC 150/5340-1L- Holdline Stencil- 33'xT, 12" Bars
EA
$ 3,400.00
$ 2,720.00
AIRPORT CONSUMABLE PRODUCTS - GLASS BEADS
TTEM TYPE UNIT LIST PRICE SOURCEWELL PRICE'
TYTLREADS TT-B-1325D, Type I Reflective Media LB $ 2.40 $ 1.92
TYPE.UIREADS TT-B-1325D, Type HI Reflective Media LB $ 7.50
PART NUMBER DESCRIPTION UNIT LIST PRICE SOURCEWELL PRICE'
LINE LAZER V STRIPERS
25M224
LineLazer 3400 Standard Series - One Gun, Mechanical - New for 2017
EA.
$ 7,580.00
$ 6,064.00
17H448
Li -Laze, 130HS Standard Series - Two Gun, Mechanical
EA.
$ l l,54(h00
$ 9,232.00
1711450
LineLazer V 3900 Standard Series - Two Gun, Mechanical
EA.
$ 12,480.00
$ 9,984.00
17H452
LineLazer V 3900 HP Automatic Series - Two Guns, One Automatic, One Mechanical
EA.
$ 14.98(hOO
$ 11,984.00
1711453
LineLazer V 3900 HP Automatic Series - Two Guns, Automatic
EA.
$ 15,840.00
$ 12,672.00
17H455
LineLazer V 5900 Standard Series - Two Gun, Mechanical
EA.
$ 15.10(hoo
$ 12,080.00
1711457
LineLazer V 5900 HP Automatic Series - Two Guns, One Automatic, One Mechanical
EA.
$ 17,680.00
$ 14,144.00
17H458
LineLszer V 5900 HP Automatic Series - Two Guns, Automatic
EA.
$ 18.530A0
$ 14,824,00
17H461
LineLazer V 200HS Standard Series - Two Gun, Mechanical
EA.
$ 16,230.00
$ 12'984.00
17H463
LineLazer V 200HS HP Automatic Series - Two Guns, One Automatic, One Mechanical
EA.
$ 18.820,00
$ 15,056.00
17H464
LineLazer V 200HS HP Automatic Series - Two Guns, Automatic
EA.
$ 19,690.00
$ 15,752.00
17H465
LineLszer V 200HS HP Reflective Series - Two Guns, Automatic, Pressurized Beads Install
EA.
$ 25.920,00
$ 20,736.00
1711467
LineLazer V 250SPS HP Automatic Series - Two Guns, Automatic
EA.
$ 31,690.00
$ 25,352.00
17J951
LineLazer V 250SPS HP Reflective Series - Two Out, Automatic, Pressurized Beads Install
EA.
$ 39.69000
$ 31,752.00
1711469
LineLazer V 250SPS HP Reflective Series - Two Gun, Automatic, Pressurized Beads Install
EA.
$ 41,180.00
$ 32,944.00
17H471
Li-Lazer V 25ODC HP Automatic Series - Two Out, Automatic
EA.
$ 39.210,00
$ 31,368.00
17H472
LineLazer V 250DC HP Automatic Series - Three Gun, Automatic
EA.
$ 40,020.00
$ 32.016:00
17H473
LineLazer V 25ODC HP Reflective Series - Two Gun, Automatic, Pressurized Beads 1,ardle
EA.
$ 48,07(h00
$ 3845600
17H474
LineLazer V 250DC HP Reflective Series - Three Gun, Automatic, Pressurized Beads Install
EA.
$ 50,130.00
$ 40,104.00
LINE DRIVER
262004 LiL,-,iver Ride On System (1600cc-Honda GX) EA. $ 10,380.00 $ 8,304.00
24262005 LineDriver HD, Ride -On System (200cc Honda GX) EA. $ 10,910.00 $ 8,728.00
GRIND LAZER
24P725
GrindLazer 270 w/8" 12pt Steel Cutters. Complete Assembly
EA.
$ 10,50(hOO
$ 8,400.00
571018
GrindLazer 270 w/8" 8vt Flail Carbide Cutters, Complete Assembly
EA.
$ 10,800.00
$ 8,640.00
2P722
GrindLazer 270 w/8" 8vt Flail FineFinish Cutters, Complete Assembly
EA.
$ 11.000.00
$ 8.800.00
24P718
GrindLazer 270 w/8" 8vt FullCut Cutters, Complete Assembly
EA.
$ 11,500.00
$ 9,200.00
571021
GrindLazer 270 w/8" 6vt Miller Carbide Cutters, Complete Assembly
EA.
$ 13.000,00
$ 10,400.00
24P726
GrindLazer 390 w/10" 12vt Steel Cutters, Complete Assembly
EA.
$ 11,500.00
$ 9,200.00
571013
GrindLazer 390 w/10" 8vt Flail Carbide Cutters, Complete Assembly
EA.
$ 13.000,00
$ 10,400.00
24P720
GrindLazer 390 w/10" 8vt FullCut Cutters, Complete Assembly
EA.
$ 13,500.00
$ 10,800.00
571262
GrindLazer 630 w/10" 12vt Steel Cutters. Complete Assembly
EA.
$ 16.000,00
$ 12,800.00
571264
GrindLazer 630 w/10"8pt Flail FineFinish Cutters, Complete Assembly
EA
$ 18,000.00
$ 14,400.00
571265
GrindLazer 630 w/10" 8vt Fu11Cut Cutters. Complete Assembly
EA.
$ 15,OOo.00
$ 12,000.00
571267
GrindLazer 630 w/l0" 6vt Miller Carbide Cutters, Complete Assembly
EA
$ 17,000.00
$ 13,600.00
571267
GrindLazer 630 w/5" Spt Diamond Blades, Complete Assembly
EA.
$ 20,300.00
$ 16,240.00
571021
Grindl.-er 630 w/l0" 5vt Diamond Blades, Complete Assembly
EA.
$ 30,000.00
$ 24,000.00
TRAINING
TRAM.M
Gmco Hand Striper Maintence- 3900 and 200 series
Class Notes: 3 Day Maivtevance T.inivg
Maintenance Intervals, Pump and Gun Rebuilds
PP
$ 6,000.00
$ 4,800.00
TILVN.P
Grace Hand Striper Painting Class
4 Day Markings Painting Class
Best Practices - Calibration, Paint spec, paint tip selection, Markings
PP
8 g,000.00
$ 6,400.00
Exhibit B
110122-HLA
Sourcewell
Solicitation Number: #110122
CONTRACT
This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN
56479 (Sourcewell) and Hi-Lite Airfield Services, LLC, 20128 NYS Route 12F, Watertown, NY
13601 (Supplier).
Sourcewell is a State of Minnesota local government unit and service cooperative created
under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers
cooperative procurement solutions to government entities. Participation is open to eligible
federal, state/province, and municipal governmental entities, higher education, K-12 education,
nonprofit, tribal government, and other public entities located in the United States and Canada.
Sourcewell issued a public solicitation for Airport Runway Materials with Related Supplies and
Services from which Supplier was awarded a contract.
Supplier desires to contract with Sourcewell to provide equipment, products, or services to
Sourcewell and the entities that access Sourcewell's cooperative purchasing contracts
(Participating Entities).
1. TERM OF CONTRACT
A. EFFECTIVE DATE. This Contract is effective upon the date of the final signature below.
B. EXPIRATION DATE AND EXTENSION. This Contract expires January 13, 2027, unless it is
cancelled sooner pursuant to Article 22. This Contract may be extended one additional year
upon the request of Sourcewell and written agreement by Supplier.
C. SURVIVAL OF TERMS. Notwithstanding any expiration or termination of this Contract, all
payment obligations incurred prior to expiration or termination will survive, as will the
following: Articles 11 through 14 survive the expiration or cancellation of this Contract. All
other rights will cease upon expiration or termination of this Contract.
2. EQUIPMENT, PRODUCTS, OR SERVICES
A. EQUIPMENT, PRODUCTS, OR SERVICES. Supplier will provide the Equipment, Products, or
Services as stated in its Proposal submitted under the Solicitation Number listed above.
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110122-HLA
Supplier's Equipment, Products, or Services Proposal (Proposal) is attached and incorporated
into this Contract.
All Equipment and Products provided under this Contract must be new and the current model.
Supplier may offer close-out or refurbished Equipment or Products if they are clearly indicated
in Supplier's product and pricing list. Unless agreed to by the Participating Entities in advance,
Equipment or Products must be delivered as operational to the Participating Entity's site.
This Contract offers an indefinite quantity of sales, and while substantial volume is anticipated,
sales and sales volume are not guaranteed.
B. WARRANTY. Supplier warrants that all Equipment, Products, and Services furnished are free
from liens and encumbrances, and are free from defects in design, materials, and workmanship.
In addition, Supplier warrants the Equipment, Products, and Services are suitable for and will
perform in accordance with the ordinary use for which they are intended. Supplier's dealers
and distributors must agree to assist the Participating Entity in reaching a resolution in any
dispute over warranty terms with the manufacturer. Any manufacturer's warranty that extends
beyond the expiration of the Supplier's warranty will be passed on to the Participating Entity.
C. DEALERS, DISTRIBUTORS, AND/OR RESELLERS. Upon Contract execution and throughout
the Contract term, Supplier must provide to Sourcewell a current means to validate or
authenticate Supplier's authorized dealers, distributors, or resellers relative to the Equipment,
Products, and Services offered under this Contract, which will be incorporated into this
Contract by reference. It is the Supplier's responsibility to ensure Sourcewell receives the most
current information.
3. PRICING
All Equipment, Products, or Services under this Contract will be priced at or below the price
stated in Supplier's Proposal.
When providing pricing quotes to Participating Entities, all pricing quoted must reflect a
Participating Entity's total cost of acquisition. This means that the quoted cost is for delivered
Equipment, Products, and Services that are operational for their intended purpose, and
includes all costs to the Participating Entity's requested delivery location.
Regardless of the payment method chosen by the Participating Entity, the total cost associated
with any purchase option of the Equipment, Products, or Services must always be disclosed in
the pricing quote to the applicable Participating Entity at the time of purchase.
A. SHIPPING AND SHIPPING COSTS. All delivered Equipment and Products must be properly
packaged. Damaged Equipment and Products may be rejected. If the damage is not readily
apparent at the time of delivery, Supplier must permit the Equipment and Products to be
Rev. 3/2022
DocuSign Envelope ID: 96155077-2417-4FB2-8DB5-823305C69A40
110122-HLA
returned within a reasonable time at no cost to Sourcewell or its Participating Entities.
Participating Entities reserve the right to inspect the Equipment and Products at a reasonable
time after delivery where circumstances or conditions prevent effective inspection of the
Equipment and Products at the time of delivery. In the event of the delivery of nonconforming
Equipment and Products, the Participating Entity will notify the Supplier as soon as possible and
the Supplier will replace nonconforming Equipment and Products with conforming Equipment
and Products that are acceptable to the Participating Entity.
Supplier must arrange for and pay for the return shipment on Equipment and Products that arrive
in a defective or inoperable condition.
Sourcewell may declare the Supplier in breach of this Contract if the Supplier intentionally
delivers substandard or inferior Equipment or Products.
B. SALES TAX. Each Participating Entity is responsible for supplying the Supplier with valid tax -
exemption certification(s). When ordering, a Participating Entity must indicate if it is a tax-
exempt entity.
C. HOT LIST PRICING. At anytime during this Contract, Supplier may offer a specific selection
of Equipment, Products, or Services at discounts greater than those listed in the Contract.
When Supplier determines it will offer Hot List Pricing, it must be submitted electronically to
Sourcewell in a line -item format. Equipment, Products, or Services may be added or removed
from the Hot List at anytime through a Sourcewell Price and Product Change Form as defined
in Article 4 below.
Hot List program and pricing may also be used to discount and liquidate close-out and
discontinued Equipment and Products as long as those close-out and discontinued items are
clearly identified as such. Current ordering process and administrative fees apply. Hot List
Pricing must be published and made available to all Participating Entities.
4. PRODUCT AND PRICING CHANGE REQUESTS
Supplier may request Equipment, Product, or Service changes, additions, or deletions at any
time. All requests must be made in writing by submitting a signed Sourcewell Price and Product
Change Request Form to the assigned Sourcewell Supplier Development Administrator. This
approved form is available from the assigned Sourcewell Supplier Development Administrator.
At a minimum, the request must:
• Identify the applicable Sourcewell contract number;
• Clearly specify the requested change;
• Provide sufficient detail to justify the requested change;
Rev. 3/2022
DocuSign Envelope ID: 96155077-2417-4FB2-8DB5-823305C69A40
110122-HLA
• Individually list all Equipment, Products, or Services affected by the requested change,
along with the requested change (e.g., addition, deletion, price change); and
• Include a complete restatement of pricing documentation in Microsoft Excel with the
effective date of the modified pricing, or product addition or deletion. The new pricing
restatement must include all Equipment, Products, and Services offered, even for those
items where pricing remains unchanged.
A fully executed Sourcewell Price and Product Request Form will become an amendment
to this Contract and will be incorporated by reference.
S. PARTICIPATION, CONTRACT ACCESS, AND PARTICIPATING ENTITY REQUIREMENTS
A. PARTICIPATION. Sourcewell's cooperative contracts are available and open to public and
nonprofit entities across the United States and Canada; such as federal, state/province,
municipal, K-12 and higher education, tribal government, and other public entities.
The benefits of this Contract should be available to all Participating Entities that can legally
access the Equipment, Products, or Services under this Contract. A Participating Entity's
authority to access this Contract is determined through its cooperative purchasing, interlocal,
or joint powers laws. Any entity accessing benefits of this Contract will be considered a Service
Member of Sourcewell during such time of access. Supplier understands that a Participating
Entity's use of this Contract is at the Participating Entity's sole convenience and Participating
Entities reserve the right to obtain like Equipment, Products, or Services from any other source.
Supplier is responsible for familiarizing its sales and service forces with Sourcewell contract use
eligibility requirements and documentation and will encourage potential participating entities
to join Sourcewell. Sourcewell reserves the right to add and remove Participating Entities to its
roster during the term of this Contract.
B. PUBLIC FACILITIES. Supplier's employees maybe required to perform work at government -
owned facilities, including schools. Supplier's employees and agents must conduct themselves
in a professional manner while on the premises, and in accordance with Participating Entity
policies and procedures, and all applicable laws.
6. PARTICIPATING ENTITY USE AND PURCHASING
A. ORDERS AND PAYMENT. To access the contracted Equipment, Products, or Services under
this Contract, a Participating Entity must clearly indicate to Supplier that it intends to access this
Contract; however, order flow and procedure will be developed jointly between Sourcewell and
Supplier. Typically, a Participating Entity will issue an order directly to Supplier or its authorized
subsidiary, distributor, dealer, or reseller. If a Participating Entity issues a purchase order, it
may use its own forms, but the purchase order should clearly note the applicable Sourcewell
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contract number. All Participating Entity orders under this Contract must be issued prior to
expiration or cancellation of this Contract; however, Supplier performance, Participating Entity
payment obligations, and any applicable warranty periods or other Supplier or Participating
Entity obligations may extend beyond the term of this Contract.
Supplier's acceptable forms of payment are included in its attached Proposal. Participating
Entities will be solely responsible for payment and Sourcewell will have no liability for any
unpaid invoice of any Participating Entity.
B. ADDITIONAL TERMS AND CONDITIONS/PARTICIPATING ADDENDUM. Additional terms and
conditions to a purchase order, or other required transaction documentation, may be
negotiated between a Participating Entity and Supplier, such as job or industry -specific
requirements, legal requirements (e.g., affirmative action or immigration status requirements),
or specific local policy requirements. Some Participating Entities may require the use of a
Participating Addendum, the terms of which will be negotiated directly between the
Participating Entity and the Supplier or its authorized dealers, distributors, or resellers, as
applicable. Any negotiated additional terms and conditions must never be less favorable to the
Participating Entity than what is contained in this Contract.
C. SPECIALIZED SERVICE REQUIREMENTS. In the event that the Participating Entity requires
service or specialized performance requirements not addressed in this Contract (such as e-
commerce specifications, specialized delivery requirements, or other specifications and
requirements), the Participating Entity and the Supplier may enter into a separate, standalone
agreement, apart from this Contract. Sourcewell, including its agents and employees, will not
be made a party to a claim for breach of such agreement.
D. TERMINATION OF ORDERS. Participating Entities may terminate an order, in whole or
in part, immediately upon notice to Supplier in the event of any of the following events:
1. The Participating Entity fails to receive funding or appropriation from its governing body
at levels sufficient to pay for the equipment, products, or services to be purchased; or
2. Federal, state, or provincial laws or regulations prohibit the purchase or change the
Participating Entity's requirements.
E. GOVERNING LAW AND VENUE. The governing law and venue for any action related to a
Participating Entity's order will be determined by the Participating Entity making the purchase.
7. CUSTOMER SERVICE
A. PRIMARY ACCOUNT REPRESENTATIVE. Supplier will assign an Account Representative to
Sourcewell for this Contract and must provide prompt notice to Sourcewell if that person is
changed. The Account Representative will be responsible for:
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• Maintenance and management of this Contract;
• Timely response to all Sourcewell and Participating Entity inquiries; and
• Business reviews to Sourcewell and Participating Entities, if applicable.
B. BUSINESS REVIEWS. Supplier must perform a minimum of one business review with
Sourcewell per contract year. The business review will cover sales to Participating Entities,
pricing and contract terms, administrative fees, sales data reports, performance issues, supply
issues, customer issues, and any other necessary information.
8. REPORT ON CONTRACT SALES ACTIVITY AND ADMINISTRATIVE FEE PAYMENT
A. CONTRACT SALES ACTIVITY REPORT. Each calendar quarter, Supplier must provide a
contract sales activity report (Report) to the Sourcewell Supplier Development Administrator
assigned to this Contract. Reports are due no later than 45 days after the end of each calendar
quarter. A Report must be provided regardless of the number or amount of sales during that
quarter (i.e., if there are no sales, Supplier must submit a report indicating no sales were
made).
The Report must contain the following fields:
• Participating Entity Name (e.g., City of Staples Highway Department);
• Participating Entity Physical Street Address;
• Participating Entity City;
• Participating Entity State/Province;
• Participating Entity Zip/Postal Code;
• Participating Entity Contact Name;
• Participating Entity Contact Email Address;
• Participating Entity Contact Telephone Number;
• Sourcewell Assigned Entity/Participating Entity Number;
• Item Purchased Description;
• Item Purchased Price;
• Sourcewell Administrative Fee Applied; and
• Date Purchase was invoiced/sale was recognized as revenue by Supplier.
B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell,
the Supplier will pay an administrative fee to Sourcewell on all Equipment, Products, and
Services provided to Participating Entities. The Administrative Fee must be included in, and not
added to, the pricing. Supplier may not charge Participating Entities more than the contracted
price to offset the Administrative Fee.
The Supplier will submit payment to Sourcewell for the percentage of administrative fee stated
in the Proposal multiplied by the total sales of all Equipment, Products, and Services purchased
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by Participating Entities under this Contract during each calendar quarter. Payments should
note the Supplier's name and Sourcewell-assigned contract number in the memo; and must be
mailed to the address above "Attn: Accounts Receivable" or remitted electronically to
Sourcewell's banking institution per Sourcewell's Finance department instructions. Payments
must be received no later than 45 calendar days after the end of each calendar quarter.
Supplier agrees to cooperate with Sourcewell in auditing transactions under this Contract to
ensure that the administrative fee is paid on all items purchased under this Contract.
In the event the Supplier is delinquent in any undisputed administrative fees, Sourcewell
reserves the right to cancel this Contract and reject any proposal submitted by the Supplier in
any subsequent solicitation. In the event this Contract is cancelled by either party prior to the
Contract's expiration date, the administrative fee payment will be due no more than 30 days
from the cancellation date.
9. AUTHORIZED REPRESENTATIVE
Sourcewell's Authorized Representative is its Chief Procurement Officer.
Supplier's Authorized Representative is the person named in the Supplier's Proposal. If
Supplier's Authorized Representative changes at any time during this Contract, Supplier must
promptly notify Sourcewell in writing.
10. AUDIT, ASSIGNMENT, AMENDMENTS, WAIVER, AND CONTRACT COMPLETE
A. AUDIT. Pursuant to Minnesota Statutes Section 16C.05, subdivision 5, the books, records,
documents, and accounting procedures and practices relevant to this Contract are subject to
examination by Sourcewell or the Minnesota State Auditor for a minimum of six years from the
end of this Contract. This clause extends to Participating Entities as it relates to business
conducted by that Participating Entity under this Contract.
B. ASSIGNMENT. Neither party may assign or otherwise transfer its rights or obligations under
this Contract without the prior written consent of the other party and a fully executed
assignment agreement. Such consent will not be unreasonably withheld. Any prohibited
assignment will be invalid.
C. AMENDMENTS. Any amendment to this Contract must be in writing and will not be effective
until it has been duly executed by the parties.
D. WAIVER. Failure by either party to take action or assert any right under this Contract will
not be deemed a waiver of such right in the event of the continuation or repetition of the
circumstances giving rise to such right. Any such waiver must be in writing and signed by the
parties.
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E. CONTRACT COMPLETE. This Contract represents the complete agreement between the
parties. No other understanding regarding this Contract, whether written or oral, may be used
to bind either party. For any conflict between the attached Proposal and the terms set out in
Articles 1-22 of this Contract, the terms of Articles 1-22 will govern.
F. RELATIONSHIP OF THE PARTIES. The relationship of the parties is one of independent
contractors, each free to exercise judgment and discretion with regard to the conduct of their
respective businesses. This Contract does not create a partnership, joint venture, or any other
relationship such as master -servant, or principal -agent.
11. INDEMNITY AND HOLD HARMLESS
Supplier must indemnify, defend, save, and hold Sourcewell and its Participating Entities,
including their agents and employees, harmless from any claims or causes of action, including
attorneys' fees incurred by Sourcewell or its Participating Entities, arising out of any act or
omission in the performance of this Contract by the Supplier or its agents or employees; this
indemnification includes injury or death to person(s) or property alleged to have been caused
by some defect in the Equipment, Products, or Services under this Contract to the extent the
Equipment, Product, or Service has been used according to its specifications. Sourcewell's
responsibility will be governed by the State of Minnesota's Tort Liability Act (Minnesota
Statutes Chapter 466) and other applicable law.
12. GOVERNMENT DATA PRACTICES
Supplier and Sourcewell must comply with the Minnesota Government Data Practices Act,
Minnesota Statutes Chapter 13, as it applies to all data provided by or provided to Sourcewell
under this Contract and as it applies to all data created, collected, received, maintained, or
disseminated by the Supplier under this Contract.
13. INTELLECTUAL PROPERTY, PUBLICITY, MARKETING, AND ENDORSEMENT
A. INTELLECTUAL PROPERTY
1. Grant of License. During the term of this Contract:
a. Sourcewell grants to Supplier a royalty -free, worldwide, non-exclusive right and
license to use the trademark(s) provided to Supplier by Sourcewell in advertising and
promotional materials for the purpose of marketing Sourcewell's relationship with
Supplier.
b. Supplier grants to Sourcewell a royalty -free, worldwide, non-exclusive right and
license to use Supplier's trademarks in advertising and promotional materials for the
purpose of marketing Supplier's relationship with Sourcewell.
2. Limited Right of Sublicense. The right and license granted herein includes a limited right
of each party to grant sublicenses to their respective subsidiaries, distributors, dealers,
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resellers, marketing representatives, and agents (collectively "Permitted Sublicensees") in
advertising and promotional materials for the purpose of marketing the Parties' relationship
to Participating Entities. Any sublicense granted will be subject to the terms and conditions
of this Article. Each party will be responsible for any breach of this Article by any of their
respective sublicensees.
3. Use, Quality Control.
a. Neither party may alter the other party's trademarks from the form provided
and must comply with removal requests as to specific uses of its trademarks or
logos.
b. Each party agrees to use, and to cause its Permitted Sublicensees to use, the
other party's trademarks only in good faith and in a dignified manner consistent with
such party's use of the trademarks. Upon written notice to the breaching party, the
breaching party has 30 days of the date of the written notice to cure the breach or
the license will be terminated.
4. Termination. Upon the termination of this Contract for any reason, each party, including
Permitted Sublicensees, will have 30 days to remove all Trademarks from signage, websites,
and the like bearing the other party's name or logo (excepting Sourcewell's pre-printed
catalog of suppliers which may be used until the next printing). Supplier must return all
marketing and promotional materials, including signage, provided by Sourcewell, or dispose
of it according to Sourcewell's written directions.
B. PUBLICITY. Any publicity regarding the subject matter of this Contract must not be released
without prior written approval from the Authorized Representatives. Publicity includes notices,
informational pamphlets, press releases, research, reports, signs, and similar public notices
prepared by or for the Supplier individually or jointly with others, or any subcontractors, with
respect to the program, publications, or services provided resulting from this Contract.
C. MARKETING. Any direct advertising, marketing, or offers with Participating Entities must be
approved by Sourcewell. Send all approval requests to the Sourcewell Supplier Development
Administrator assigned to this Contract.
D. ENDORSEMENT. The Supplier must not claim that Sourcewell endorses its Equipment,
Products, or Services.
14. GOVERNING LAW, JURISDICTION, AND VENUE
The substantive and procedural laws of the State of Minnesota will govern this Contract. Venue
for all legal proceedings arising out of this Contract, or its breach, must be in the appropriate
state court in Todd County, Minnesota or federal court in Fergus Falls, Minnesota.
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15. FORCE MAJEURE
Neither party to this Contract will be held responsible for delay or default caused by acts of God
or other conditions that are beyond that party's reasonable control. A party defaulting under
this provision must provide the other party prompt written notice of the default.
16. SEVERABILITY
If any provision of this Contract is found by a court of competent jurisdiction to be illegal,
unenforceable, or void then both parties will be relieved from all obligations arising from that
provision. If the remainder of this Contract is capable of being performed, it will not be affected
by such determination or finding and must be fully performed.
17. PERFORMANCE, DEFAULT, AND REMEDIES
A. PERFORMANCE. During the term of this Contract, the parties will monitor performance and
address unresolved contract issues as follows:
1. Notification. The parties must promptly notify each other of any known dispute and
work in good faith to resolve such dispute within a reasonable period of time. If necessary,
Sourcewell and the Supplier will jointly develop a short briefing document that describes
the issue(s), relevant impact, and positions of both parties.
2. Escalation. If parties are unable to resolve the issue in a timely manner, as specified
above, either Sourcewell or Supplier may escalate the resolution of the issue to a higher
level of management. The Supplier will have 30 calendar days to cure an outstanding issue.
3. Performance while Dispute is Pending. Notwithstanding the existence of a dispute, the
Supplier must continue without delay to carry out all of its responsibilities under the
Contract that are not affected by the dispute. If the Supplier fails to continue without delay
to perform its responsibilities under the Contract, in the accomplishment of all undisputed
work, the Supplier will bear any additional costs incurred by Sourcewell and/or its
Participating Entities as a result of such failure to proceed.
B. DEFAULT AND REMEDIES. Either of the following constitutes cause to declare this Contract,
or any Participating Entity order under this Contract, in default:
1. Nonperformance of contractual requirements, or
2. A material breach of any term or condition of this Contract.
The party claiming default must provide written notice of the default, with 30 calendar days to
cure the default. Time allowed for cure will not diminish or eliminate any liability for liquidated
or other damages. If the default remains after the opportunity for cure, the non -defaulting
party may:
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• Exercise any remedy provided by law or equity, or
• Terminate the Contract or any portion thereof, including any orders issued against the
Contract.
18. INSURANCE
A. REQUIREMENTS. At its own expense, Supplier must maintain insurance policy(ies) in effect
at all times during the performance of this Contract with insurance company(ies) licensed or
authorized to do business in the State of Minnesota having an "AM BEST" rating of A- or better,
with coverage and limits of insurance not less than the following:
1. Workers' Compensation and Employer's Liability.
Workers' Compensation: As required by any applicable law or regulation.
Employer's Liability Insurance: must be provided in amounts not less than listed below:
Minimum limits:
$500,000 each accident for bodily injury by accident
$500,000 policy limit for bodily injury by disease
$500,000 each employee for bodily injury by disease
2. Commercial General Liability Insurance. Supplier will maintain insurance covering its
operations, with coverage on an occurrence basis, and must be subject to terms no less
broad than the Insurance Services Office ("ISO") Commercial General Liability Form
CG0001 (2001 or newer edition), or equivalent. At a minimum, coverage must include
liability arising from premises, operations, bodily injury and property damage,
independent contractors, products -completed operations including construction defect,
contractual liability, blanket contractual liability, and personal injury and advertising
injury. All required limits, terms and conditions of coverage must be maintained during
the term of this Contract.
Minimum Limits:
$1,000,000 each occurrence Bodily Injury and Property Damage
$1,000,000 Personal and Advertising Injury
$2,000,000 aggregate for products liability -completed operations
$2,000,000 general aggregate
3. Commercial Automobile Liability Insurance. During the term of this Contract,
Supplier will maintain insurance covering all owned, hired, and non -owned automobiles
in limits of liability not less than indicated below. The coverage must be subject to terms
no less broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer),
or equivalent.
Minimum Limits:
$1,000,000 each accident, combined single limit
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4. Umbrella Insurance. During the term of this Contract, Supplier will maintain
umbrella coverage over Employer's Liability, Commercial General Liability, and
Commercial Automobile.
Minimum Limits:
$2,000,000
5. Network Security and Privacy Liability Insurance. During the term of this Contract,
Supplier will maintain coverage for network security and privacy liability. The coverage
may be endorsed on another form of liability coverage or written on a standalone
policy. The insurance must cover claims which may arise from failure of Supplier's
security resulting in, but not limited to, computer attacks, unauthorized access,
disclosure of not public data — including but not limited to, confidential or private
information, transmission of a computer virus, or denial of service.
$2,000,000 per occurrence
$2,000,000 annual aggregate
Failure of Supplier to maintain the required insurance will constitute a material breach entitling
Sourcewell to immediately terminate this Contract for default.
B. CERTIFICATES OF INSURANCE. Prior to commencing under this Contract, Supplier must
furnish to Sourcewell a certificate of insurance, as evidence of the insurance required under this
Contract. Prior to expiration of the policy(ies), renewal certificates must be mailed to
Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 or sent to the
Sourcewell Supplier Development Administrator assigned to this Contract. The certificates must
be signed by a person authorized by the insurer(s) to bind coverage on their behalf.
Failure to request certificates of insurance by Sourcewell, or failure of Supplier to provide
certificates of insurance, in no way limits or relieves Supplier of its duties and responsibilities in
this Contract.
C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY
INSURANCE CLAUSE. Supplier agrees to list Sourcewell and its Participating Entities, including
their officers, agents, and employees, as an additional insured under the Supplier's commercial
general liability insurance policy with respect to liability arising out of activities, "operations," or
"work" performed by or on behalf of Supplier, and products and completed operations of
Supplier. The policy provision(s) or endorsements) must further provide that coverage is
primary and not excess over or contributory with any other valid, applicable, and collectible
insurance or self-insurance in force for the additional insureds.
D. WAIVER OF SUBROGATION. Supplier waives and must require (by endorsement or
otherwise) all its insurers to waive subrogation rights against Sourcewell and other additional
insureds for losses paid under the insurance policies required by this Contract or other
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insurance applicable to the Supplier or its subcontractors. The waiver must apply to all
deductibles and/or self -insured retentions applicable to the required or any other insurance
maintained by the Supplier or its subcontractors. Where permitted by law, Supplier must
require similar written express waivers of subrogation and insurance clauses from each of its
subcontractors.
E. UMBRELLA/EXCESS LIABILITY/SELF-INSURED RETENTION. The limits required by this
Contract can be met by either providing a primary policy or in combination with
umbrella/excess liability policy(ies), or self -insured retention.
19. COMPLIANCE
A. LAWS AND REGULATIONS. All Equipment, Products, or Services provided under this
Contract must comply fully with applicable federal laws and regulations, and with the laws in
the states and provinces in which the Equipment, Products, or Services are sold.
B. LICENSES. Supplier must maintain a valid and current status on all required federal,
state/provincial, and local licenses, bonds, and permits required for the operation of the
business that the Supplier conducts with Sourcewell and Participating Entities.
20. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION
Supplier certifies and warrants that it is not in bankruptcy or that it has previously disclosed in
writing certain information to Sourcewell related to bankruptcy actions. If at any time during
this Contract Supplier declares bankruptcy, Supplier must immediately notify Sourcewell in
writing.
Supplier certifies and warrants that neither it nor its principals are presently debarred,
suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs
operated by the State of Minnesota; the United States federal government or the Canadian
government, as applicable; or any Participating Entity. Supplier certifies and warrants that
neither it nor its principals have been convicted of a criminal offense related to the subject
matter of this Contract. Supplier further warrants that it will provide immediate written notice
to Sourcewell if this certification changes at any time.
21. PROVISIONS FOR NON -UNITED STATES FEDERAL ENTITY PROCUREMENTS UNDER
UNITED STATES FEDERAL AWARDS OR OTHER AWARDS
Participating Entities that use United States federal grant or FEMA funds to purchase goods or
services from this Contract may be subject to additional requirements including the
procurement standards of the Uniform Administrative Requirements, Cost Principles and Audit
Requirements for Federal Awards, 2 C.F.R. § 200. Participating Entities may have additional
requirements based on specific funding source terms or conditions. Within this Article, all
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references to "federal" should be interpreted to mean the United States federal government.
The following list only applies when a Participating Entity accesses Supplier's Equipment,
Products, or Services with United States federal funds.
A. EQUAL EMPLOYMENT OPPORTUNITY. Except as otherwise provided under 41 C.F.R. § 60, all
contracts that meet the definition of "federally assisted construction contract" in 41 C.F.R. § 60-
1.3 must include the equal opportunity clause provided under 41 C.F.R. §60-1.4(b), in
accordance with Executive Order 11246, "Equal Employment Opportunity" (30 FR 12319,
12935, 3 C.F.R. §, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, "Amending
Executive Order 11246 Relating to Equal Employment Opportunity," and implementing
regulations at 41 C.F.R. § 60, "Office of Federal Contract Compliance Programs, Equal
Employment Opportunity, Department of Labor." The equal opportunity clause is incorporated
herein by reference.
B. DAVIS-BACON ACT, AS AMENDED (40 U.S.C. § 3141-3148). When required by federal
program legislation, all prime construction contracts in excess of $2,000 awarded by non-
federal entities must include a provision for compliance with the Davis -Bacon Act (40 U.S.C. §
3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 C.F.R. § 5,
"Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted
Construction"). In accordance with the statute, contractors must be required to pay wages to
laborers and mechanics at a rate not less than the prevailing wages specified in a wage
determination made by the Secretary of Labor. In addition, contractors must be required to pay
wages not less than once a week. The non-federal entity must place a copy of the current
prevailing wage determination issued by the Department of Labor in each solicitation. The
decision to award a contract or subcontract must be conditioned upon the acceptance of the
wage determination. The non-federal entity must report all suspected or reported violations to
the federal awarding agency. The contracts must also include a provision for compliance with
the Copeland "Anti -Kickback" Act (40 U.S.C. § 3145), as supplemented by Department of Labor
regulations (29 C.F.R. § 3, "Contractors and Subcontractors on Public Building or Public Work
Financed in Whole or in Part by Loans or Grants from the United States"). The Act provides that
each contractor or subrecipient must be prohibited from inducing, by any means, any person
employed in the construction, completion, or repair of public work, to give up any part of the
compensation to which he or she is otherwise entitled. The non-federal entity must report
all suspected or reported violations to the federal awarding agency. Supplier must be in
compliance with all applicable Davis -Bacon Act provisions.
C. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. § 3701-3708). Where
applicable, all contracts awarded by the non-federal entity in excess of $100,000 that involve
the employment of mechanics or laborers must include a provision for compliance with 40
U.S.C. §§ 3702 and 3704, as supplemented by Department of Labor regulations (29 C.F.R. § 5).
Under 40 U.S.C. § 3702 of the Act, each contractor must be required to compute the wages of
every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess
of the standard work week is permissible provided that the worker is compensated at a rate of
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not less than one and a half times the basic rate of pay for all hours worked in excess of 40
hours in the work week. The requirements of 40 U.S.C. § 3704 are applicable to construction
work and provide that no laborer or mechanic must be required to work in surroundings or
under working conditions which are unsanitary, hazardous or dangerous. These requirements
do not apply to the purchases of supplies or materials or articles ordinarily available on the
open market, or contracts for transportation or transmission of intelligence. This provision is
hereby incorporated by reference into this Contract. Supplier certifies that during the term of
an award for all contracts by Sourcewell resulting from this procurement process, Supplier must
comply with applicable requirements as referenced above.
D. RIGHTS TO INVENTIONS MADE UNDER A CONTRACTOR AGREEMENT. If the federal award
meets the definition of "funding agreement" under 37 C.F.R. § 401.2(a) and the recipient or
subrecipient wishes to enter into a contract with a small business firm or nonprofit organization
regarding the substitution of parties, assignment or performance of experimental,
developmental, or research work under that "funding agreement," the recipient or subrecipient
must comply with the requirements of 37 C.F.R. § 401, "Rights to Inventions Made by Nonprofit
Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative
Agreements," and any implementing regulations issued by the awarding agency. Supplier
certifies that during the term of an award for all contracts by Sourcewell resulting from this
procurement process, Supplier must comply with applicable requirements as referenced above.
E. CLEAN AIR ACT (42 U.S.C. § 7401-7671Q.) AND THE FEDERAL WATER POLLUTION CONTROL
ACT (33 U.S.C. § 1251-1387). Contracts and subgrants of amounts in excess of $150,000 require
the non-federal award to agree to comply with all applicable standards, orders or regulations
issued pursuant to the Clean Air Act (42 U.S.C. § 7401- 7671q) and the Federal Water Pollution
Control Act as amended (33 U.S.C. § 1251- 1387). Violations must be reported to the Federal
awarding agency and the Regional Office of the Environmental Protection Agency (EPA).
Supplier certifies that during the term of this Contract will comply with applicable requirements
as referenced above.
F. DEBARMENT AND SUSPENSION (EXECUTIVE ORDERS 12549 AND 12689). A contract award
(see 2 C.F.R. § 180.220) must not be made to parties listed on the government wide exclusions
in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 C.F.R.
§180 that implement Executive Orders 12549 (3 C.F.R. § 1986 Comp., p. 189) and 12689 (3
C.F.R. § 1989 Comp., p. 235), "Debarment and Suspension." SAM Exclusions contains the names
of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared
ineligible under statutory or regulatory authority other than Executive Order 12549. Supplier
certifies that neither it nor its principals are presently debarred, suspended, proposed for
debarment, declared ineligible, or voluntarily excluded from participation by any federal
department or agency.
G. BYRD ANTI -LOBBYING AMENDMENT, AS AMENDED (31 U.S.C. § 1352). Suppliers must file
any required certifications. Suppliers must not have used federal appropriated funds to pay any
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DocuSign Envelope ID: 96155077-2417-4FB2-8DB5-823305C69A40
110122-HLA
person or organization for influencing or attempting to influence an officer or employee of any
agency, a member of Congress, officer or employee of Congress, or an employee of a member
of Congress in connection with obtaining any federal contract, grant, or any other award
covered by 31 U.S.C. § 1352. Suppliers must disclose any lobbying with non-federal funds that
takes place in connection with obtaining any federal award. Such disclosures are forwarded
from tier to tier up to the non-federal award. Suppliers must file all certifications and
disclosures required by, and otherwise comply with, the Byrd Anti -Lobbying Amendment (31
U.S.C. § 1352).
H. RECORD RETENTION REQUIREMENTS. To the extent applicable, Supplier must comply with
the record retention requirements detailed in 2 C.F.R. § 200.333. The Supplier further certifies
that it will retain all records as required by 2 C.F.R. § 200.333 for a period of 3 years after
grantees or subgrantees submit final expenditure reports or quarterly or annual financial
reports, as applicable, and all other pending matters are closed.
I. ENERGY POLICY AND CONSERVATION ACT COMPLIANCE. To the extent applicable, Supplier
must comply with the mandatory standards and policies relating to energy efficiency which are
contained in the state energy conservation plan issued in compliance with the Energy Policy
and Conservation Act.
J. BUY AMERICAN PROVISIONS COMPLIANCE. To the extent applicable, Supplier must comply
with all applicable provisions of the Buy American Act. Purchases made in accordance with the
Buy American Act must follow the applicable procurement rules calling for free and open
competition.
K. ACCESS TO RECORDS (2 C.F.R. § 200.336). Supplier agrees that duly authorized
representatives of a federal agency must have access to any books, documents, papers and
records of Supplier that are directly pertinent to Supplier's discharge of its obligations under
this Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The
right also includes timely and reasonable access to Supplier's personnel for the purpose of
interview and discussion relating to such documents.
L. PROCUREMENT OF RECOVERED MATERIALS (2 C.F.R. § 200.322). A non-federal entity that is
a state agency or agency of a political subdivision of a state and its contractors must comply
with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation
and Recovery Act. The requirements of Section 6002 include procuring only items designated in
guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. § 247 that contain the
highest percentage of recovered materials practicable, consistent with maintaining a
satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the
value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring
solid waste management services in a manner that maximizes energy and resource recovery;
and establishing an affirmative procurement program for procurement of recovered materials
identified in the EPA guidelines.
Rev. 3/2022 16
DocuSign Envelope ID: 96155077-2417-4FB2-8DB5-823305C69A40
110122-HLA
M. FEDERAL SEAL(S), LOGOS, AND FLAGS. The Supplier cannot use the seal(s), logos, crests, or
reproductions of flags or likenesses of Federal agency officials without specific pre -approval.
N. NO OBLIGATION BY FEDERAL GOVERNMENT. The U.S. federal government is not a party to
this Contract or any purchase by a Participating Entity and is not subject to any obligations or
liabilities to the Participating Entity, Supplier, or any other party pertaining to any matter
resulting from the Contract or any purchase by an authorized user.
0. PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS OR RELATED ACTS. The
Contractor acknowledges that 31 U.S.C. 38 (Administrative Remedies for False Claims and
Statements) applies to the Supplier's actions pertaining to this Contract or any purchase by a
Participating Entity.
P. FEDERAL DEBT. The Supplier certifies that it is non -delinquent in its repayment of any
federal debt. Examples of relevant debt include delinquent payroll and other taxes, audit
disallowance, and benefit overpayments.
Q. CONFLICTS OF INTEREST. The Supplier must notify the U.S. Office of General Services,
Sourcewell, and Participating Entity as soon as possible if this Contract or any aspect related to
the anticipated work under this Contract raises an actual or potential conflict of interest (as
described in 2 C.F.R. Part 200). The Supplier must explain the actual or potential conflict in
writing in sufficient detail so that the U.S. Office of General Services, Sourcewell, and
Participating Entity are able to assess the actual or potential conflict; and provide any additional
information as necessary or requested.
R. U.S. EXECUTIVE ORDER 13224. The Supplier, and its subcontractors, must comply with U.S.
Executive Order 13224 and U.S. Laws that prohibit transactions with and provision of resources
and support to individuals and organizations associated with terrorism.
S. PROHIBITION ON CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR
EQUIPMENT. To the extent applicable, Supplier certifies that during the term of this Contract it
will comply with applicable requirements of 2 C.F.R. § 200.216.
T. DOMESTIC PREFERENCES FOR PROCUREMENTS. To the extent applicable, Supplier certifies
that during the term of this Contract will comply with applicable requirements of 2 C.F.R. §
P11111c3►0"
22. CANCELLATION
Sourcewell or Supplier may cancel this Contract at any time, with or without cause, upon 60
days' written notice to the other party. However, Sourcewell may cancel this Contract
immediately upon discovery of a material defect in any certification made in Supplier's
Rev. 3/2022 17
DocuSign Envelope ID: 96155077-2417-4FB2-8DB5-823305C69A40
110122-HLA
Proposal. Cancellation of this Contract does not relieve either party of financial, product, or
service obligations incurred or accrued prior to cancellation.
Sourcewell
DocuSigned by:
.may st6�',
By: COFD2A139D06489...
Jeremy Schwartz
Title: Chief Procurement Officer
1/11/2023 1 8:31 PM CST
Date:
Approved:
E
DoccuSSigned by,'
By: 7E42BSF817A64CC...
Chad Coauette
Title: Executive Director/CEO
1/11/2023 1 8:42 PM CST
Date:
Hi-Lite Airfield Services, LLC
DocuSigned by:
s nki�
B\/ A3B8B 1CC27414B7...
I Christopher Miller
Title: President
Date:
1/11/2023 1 4:47 PM PST
Rev. 3/2022 18
DocuSign Envelope ID: 96155077-2417-4FB2-8DB5-823305C69A40
RFP 110122 - Airport Runway Materials with Related Supplies and
Services
Vendor Details
Company Name:
Hi-Lite Airfield Services,LLC
20128 NYS Rt 12F
Address:
PO Box 597
Watertown, NY 13601
Contact:
Philip Stillman
Email:
phil.stillman@hi-lite.com
Phone:
315-583-6111 240
Fax:
315-777-8207
HST#:
35-2489959
Submission Details
Created On:
Thursday September 15, 2022 09:38:33
Submitted On:
Tuesday November 01, 2022 15:14:52
Submitted By:
Philip Stillman
Email:
phil.stillman@hi-lite.com
Transaction #:
f4c5248d-Of9d-440e-bc7b-8b6989cb1319
Submitter's IP Address:
208.125.168.82
Bid Number: RFP 110122 Vendor Name: Hi-Lite Airfield Services,LLC
DocuSign Envelope ID: 96155077-2417-4FB2-8DB5-823305C69A40
Specifications
Table 1: Proposer Identity & Authorized Representatives
General Instructions (applies to all Tables) Sourcewell prefers a brief but thorough response to each question. Do not merely attach
additional documents to your response without also providing a substantive response. Do not leave answers blank; respond "N/A" if the
question does not apply to you (preferably with an explanation).
Item
Question
Response*
1
Proposer Legal Name (one legal entity only):
Hi-Lite Airfield Services, LLC.
(In the event of award, will execute the
resulting contract as "Supplier")
2
Identify all subsidiary entities of the Proposer
None
whose equipment, products, or services are
included in the Proposal.
3
Identify all applicable assumed names or DBA
None
names of the Proposer or Proposer's
subsidiaries in Line 1 or Line 2 above.
4
Provide your CAGE code or Unique Entity
Unique Identifier: QVMNQC8PN376
Identifier (SAM):
5
Proposer Physical Address:
20128 NYS Route 12F Watertown, NY 13601
6
Proposer website address (or addresses):
www.hi-lite.com
7
Proposer's Authorized Representative (name,
Christopher Miller
title, address, email address & phone) (The
President
representative must have authority to sign
4816 Lena Road
the "Proposer's Assurance of Compliance" on
Bradenton, FL 34211
behalf of the Proposer and, in the event of
Office: 315-583-6111 Ext. 704
award, will be expected to execute the
Cell: 941-718-0876
resulting contract):
8
Proposer's primary contact for this proposal
Phil Stillman
(name, title, address, email address & phone):
Contract Manager
20128 State Route 12F
Watertown, NY 13601
phil.stillman@hi-lite.com
Office: 315-583-6111 ext240
9
Proposer's other contacts for this proposal, if
Phil Stillman
any (name, title, address, email address &
Contract Manager
phone):
20128 State Route 12F
Watertown, NY 13601
phil.stillman@hi-lite.com
Office: 315-583-6111 ext240
Table 2: Company Information and Financial Strength
item Question Response*
Bid Number: RFP 110122 Vendor Name: Hi-Lite Airfield Services,LLC
DocuSign Envelope ID: 96155077-2417-4FB2-8DB5-823305C69A40
10
Provide a brief history of your company,
Hi-Lite has over 30-years of work history with projects ranging from a few hundred
including your company's core values,
dollars to tens of millions. The company started as a sweeping company. The first
business philosophy, and industry longevity
painting projects were parking lots in 1989. After a few years Hi-lite painted public
related to the requested equipment, products
roads and then airports. Each year the team executes more than 150 contracts
or services.
throughout the United States, Canada, Puerto Rico, and the Caribbean Islands. Hi-
Lite maintains regional operations in NY, GA, FL, PR, TX, and
Canada.
Hi-Lite is in the safety business, more specifically a best -in -class airfield markings
contractor. Each year hundreds of contracts are completed exceeding customer
expectations. Hi-Lite truly understands the aviation industry; from time being of the
essence to the critical safety role marking maintenance, rubber removal and
pavement preservation contributing to daily operations. Our operations are always
executed following the company mantra of "Think Z" Zero Accidents, Zero Defects,
and Zero Losses.
Hi-Lite uses state of the art equipment with FAA approved materials. The services
provided will ensure our client will pass FAA inspections on the work performed. Hi-
lite's services include Rubber, Mold, Paint Removal, Airfield Painting, Pavement
Preservation and Thermoplastic Surface Signs. Our products include paint, glass
beads and painting equipment.
11
What are your company's expectations in the
Upon award, Hi-Lite will begin marketing the contract as a purchasing vessel with
event of an award?
a dedicated sales manager. This person will work hand in hand with perspective
clients to establish scope of work and final project cost.
12
Demonstrate your financial strength and
Hi-Lite Airfield Services LLC has been in the pavement markings and removal
stability with meaningful data. This could
business since 1989, 1 have attached the 2021 Financial Audit which contains
include such items as financial statements,
comparisons to the 2020 audit.
SEC filings, credit and bond ratings, letters
of credit, and detailed reference letters.
Upload supporting documents (as applicable)
in the document upload section of your
response.
13
at is your US market share for the
Hi-Lite Airfield Services, LLC. considers its market share data to be be proprietary
solutions that you are proposing?
14
What is your Canadian market share for the
Hi-Lite Airfield Services, LLC. considers its market share data to be be proprietary
solutions that you are proposing?
15
Has your business ever petitioned for
Hi-Lite Airfield Services, LLC. has never petitioned for bankruptcy
bankruptcy protection? If so, explain in detail.
16
How is your organization best described: is
16a) n/a
it a manufacturer, a distributor/dealer/reseller,
or a service provider? Answer whichever
16b)
question (either a) or b) just below) best
Hi-Lite is a Service
applies to your organization.
Provider:
a) If your company is best described as
a distributor/dealer/reseller (or similar entity),
Hi-lite is an in house service provider for airfield marking maintenance. Our regional
provide your written authorization to act as a
offices are located though out the United States, Canada and Puerto Rico. We can
distributor/dealer/reseller for the manufacturer
provide quick service to our customers. Each region over sees our projects from
of the products proposed in this RFP. If
sales to finished installation. We have dedicated Project managers, estimators,
applicable, is your dealer network
crews and equipment within each region. Our staff helps potential clients with a
independent or company owned?
scope, writing contracts with procurement, helps non-sourcewell members become
b) If your company is best described as
members and offers suggestions on short term and long term projects.
a manufacturer or service provider, describe
your relationship with your sales and service
force and with your dealer network in
delivering the products and services
proposed in this RFP. Are these individuals
your employees, or the employees of a third
party?
17
If applicable, provide a detailed explanation
Hi-Lite currently holds contractor licenses in many states and, Hi-Lite is a certified
outlining the licenses and certifications that
applicator of Preformed Thermoplastic (Airmark). Attached are our state licenses
are both required to be held, and actually
and certifications.
held, by your organization (including third
parties and subcontractors that you use) in
pursuit of the business contemplated by this
RFP.
18
Provide all "Suspension or Debarment"
No suspension or debarment of Hi-Lite Airfield Services, LLC. has occurred
information that has applied to your
organization during the past ten years.
Bid Number: RFP 110122 Vendor Name: Hi-Lite Airfield Services,LLC
DocuSign Envelope ID: 96155077-2417-4FB2-8DB5-823305C69A40
Table 3: Industry Recognition & Marketplace Success
Line
Item
Question
Response*
19
Describe any relevant industry awards or
None with in the past 5 years.
recognition that your company has received
in the past five years
20
What percentage of your sales are to the
90%
governmental sector in the past three years
21
What percentage of your sales are to the
0%
education sector in the past three years
22
List any state, provincial, or cooperative
Sourcewell Contract with an average of 2.7 million for three years.
purchasing contracts that you hold. What is
the annual sales volume for each of these
contracts over the past three years?
23
List any GSA contracts or Standing Offers
Hi-Lite does not currently hold any GSA or SOSA contracts.
and Supply Arrangements (SOSA) that you
hold. What is the annual sales volume for
each of these contracts over the past three
years?
Table 4: References/Testimonials
Line Item 24. Supply reference information from three customers who are eligible to be Sourcewell participating entities.
Entity Name *
Contact Name *
Phone Number*
City of Atlanta
Graig Garland
404.427.5375
City of Dallas
James Terrazas
469.724.1360
Aerostar Holdings
Nelman Nevarez
787.289.7240
Table 5: Top Five Government or Education Customers
Line Item 25. Provide a list of your top five government, education, or non-profit customers (entity name is optional), including entity
type, the state or province the entity is located in, scope of the project(s), size of transaction(s), and dollar volumes from the past three
years.
Entity Name
Entity Type'
State /
Province *
Scope of Work *
Size of Transactions'
Dollar Volume Past Three
Years'
City of Dallas
Government
Texas - TX
Sourcewell Generated Award of
Removal, Striping, and
$9,913,748.00
Contract No. AVI-2017-00003165
Painting Services at
5 year term for Airfield Paint
Dallas Love Field, Dallas
DFW Airport
Government
Texas - TX
Multi Year Contract No.7006539
Runway Rubber Removal,
$2,993,362.00
Board
Pavement Marking and
Paint Removal at Dallas -
Fort Worth International
Airport
City of Atlanta
Government
Georgia - GA
Multi year contract
Paint removal, permanent
$22,747,000.00
markings, rubber removal
at Hartsfield - Jackson
Atlanta International Airport
Miami Dade
Government
Florida - FL
Multi year contract
Paint removal, permanent
$6,027,632.00
County
markings, rubber removal
at Hartsfield - Jackson
Atlanta International Airport
City of New
Government
Louisiana - LA
Multi year contract
paint removal, permanent
$1,943,995.00
Orleans
markings, rubber removal,
seal coat, friction testing
at Louis Armstrong New
Orleans International Airport
Bid Number: RFP 110122 Vendor Name: Hi-Lite Airfield Services,LLC
DocuSign Envelope ID: 96155077-2417-4FB2-8DB5-823305C69A40
Table 6: Ability to Sell and Deliver Service
Describe your company's capability to meet the needs of Sourcewell participating entities across the US and Canada, as applicable.
Your response should address in detail at least the following areas: locations of your network of sales and service providers, the number
of workers (full-time equivalents) involved in each sector, whether these workers are your direct employees (or employees of a third
party), and any overlap between the sales and service functions.
mLi
Ite26
Question
Response*
Sales force.
Hi-Lite Airfield Services, operations team consists of 6 internal sales and support
staff. Inclusive to our internal sales and support, Hi-Lite also has 7 corporate support
individuals assisting in sales and development plans. Hi-Lite's ground support has
120 specialized technicians that are regionalized for continue growth for our
cooperative contract. Purchasing and installation are responsibilities for each
respective region. Our support staff helps with writing contracts, discussing options
with procurement, helping procurement setup a membership with Sourcewell and
educating customer on how to be compliant with FAA regulations.
27
Dealer network or other distribution
N/A
methods.
28
Service force.
Hi-Lite Airfield Services, LLC. boast the largest fleet of airport specific markings and
fleet in the United States. Additionally, the company has over 130 employees that
can be readily dispatched throughout our service area.
29
Describe the ordering process. If orders
Regardless of how a lead is obtained (via cold call, customer outreach, response to
will be handled by distributors, dealers or
marketing, show, etc.), the customer and a dedicated member of the Hi-Lite team will
others, explain the respective roles of the
work together to establish the particulars for any perspective project.
Proposer and others.
All orders will be facilitated by Hi-Lite Airfield Services, LLC. direct.
30
Describe in detail the process and
The primary Sourcewell contact will be the dedicated sales staff prior to any
procedure of your customer service
sales/contract. Once assigned, additional support will be provided through the
program, if applicable. Include your
assigned project manager (for installation projects) and the purchasing manager (for
response -time capabilities and
equipment/material purchases).
commitments, as well as any incentives
that help your providers meet your stated
service goals or promises.
31
Describe your ability and willingness to
Hi-Lite Airfield Services, LLC is committed to servicing all areas eligible for
provide your products and services to
Sourcewell purchasing provided the market served is aviation based.
Sourcewell participating entities in the
United States.
32
Describe your ability and willingness to
Hi-Lite Airfield Services, LLC is committed to servicing all areas eligible for
provide your products and services to
Sourcewell purchasing provided the market served is aviation based.
Sourcewell participating entities in Canada.
33
Identify any geographic areas of the United
Hi-Lite Airfield Services, LLC. intends to service all states and territories within the
States or Canada that you will NOT be
United States of American and the provinces and territories of Canada. Additional
fully serving through the proposed contract.
conditions apply to Alaska, Hawaii, and the territories of the USA and Canada.
34
Identify any Sourcewell participating entity
Hi-Lite intends to service all sectors provided the work to be performed is on an
sectors (i.e., government, education, not -for-
airport.
profit) that you will NOT be fully serving
through the proposed contract. Explain in
detail. For example, does your company
have only a regional presence, or do other
cooperative purchasing contracts limit your
ability to promote another contract?
35
Define any specific contract requirements
Including the Candian territories.
or restrictions that would apply to our
Minimum Mobilization Fee: $75,000 (USD)
participating entities in Hawaii and Alaska
Minimum Project Size: $250,000 (USD)
and in US Territories.
Maximum Duration Between Multiple Mobilizations: 30-days
Bid Number: RFP 110122 Vendor Name: Hi-Lite Airfield Services,LLC
DocuSign Envelope ID: 96155077-2417-4FB2-8DB5-823305C69A40
Table 7: Marketing Plan
tm
Question
Response
36
Describe your marketing strategy for
Marketing of the Sourcewell contract will come from multiple sources.
promoting this contract opportunity.
Upload representative samples of your
1. On the ground sales that will travel the country working with airport decision makers
marketing materials (if applicable) in
to develop an understanding of what this contract has to offer their airport.
the document upload section of your
2. Lunch and Learn sent to thousands of contacts developed over Hi-Lite's 30+ years
response.
in the aviation marketspace
3. Email campaigns
4. Trade Shows (such as Snow Symposium, AAE, SWIFT, etc.)
37
Describe your use of technology and
HI-Lite Airfield Services, LLC. primarily utilizes email campaigns to reach thousands of
digital data (e.g., social media,
industry specific contacts electronically.
metadata usage) to enhance
marketing effectiveness.
38
In your view, what is Sourcewell's role
Sourcewell will be a critical advocate for members that seek to purchase services under
in promoting contracts arising out of
this solicitation that have questions regarding the procurment process. Sourcewell will be
this RFP? How will you integrate a
looked to as the experts in educating members that have entity specific questions.
Sourcewell-awarded contract into your
In the event of an award, Sourcewell would become a stand alone marketing campaign as
sales process?
detailed in question 36.
39
Are your products or services
The offerings by Hi-Lite Airfield Services are not currently available through an e-
available through an e-procurement
procurement system.
ordering process? If so, describe your
e-procurement system and how
governmental and educational
customers have used it.
Bid Number: RFP 110122 Vendor Name: Hi-Lite Airfield Services,LLC
DocuSign Envelope ID: 96155077-2417-4FB2-8DB5-823305C69A40
Table 8: Value -Added Attributes
Line m
Ite40
Question
Response
Describe any product, equipment,
HI-lite Airfield Services, LLC. offers an extensive handstriper/marking layout training program
maintenance, or operator training
available to Sourceqwell members.
programs that you offer to
These classes are held at an off site facility over multiple days.
Sourcewell participating entities.
Curriculum offers an in depth, hands-on, approach to operating and maintaining the latest in
Include details, such as whether
Graco handstriper technology.
training is standard or optional,
who provides training, and any
costs that apply.
41
Describe any technological
Hi-Lite utilizes the latest hardware and software in our equipment. All paint trucks are
advances that your proposed
equipped with a SkipLine system that includes automated material usage and
products or services offer.
cameras/lasers to ensure installation accuracy. The hand painting equipment is rotated
every 5 years to ensure the latest technology available.
42
Describe any "green" initiatives
75% of Hi-Lite's equipment fleet was manufactured or rehabilitated to the current EPA
that relate to your company or to
emissions as required by law.
your products or services, and
include a list of the certifying
agency for each.
43
Identify any third -party issued eco-
Not Applicable
labels, ratings or certifications that
your company has received for
the equipment or products
included in your Proposal related
to energy efficiency or
conservation, life -cycle design
(cradle -to -cradle), or other
green/sustainability factors.
44
Describe any Women or Minority
Not Applicable
Business Entity (WMBE), Small
Business Entity (SBE), or veteran
owned business certifications that
your company or hub partners
have obtained. Upload
documentation of certification (as
applicable) in the document
upload section of your response.
45
What unique attributes does your
HLAS is in the safety business, more specifically a best -in -class airfield markings contractor.
company, your products, or your
Each year hundreds of contracts are completed exceeding customer expectations. Hi-Lite
services offer to Sourcewell
truly understands the aviation industry; from time being of the essence to the critical safety
participating entities? What makes
role marking maintenance & rubber removal contribute to daily operations. Our operations
your proposed solutions unique in
are always executed following the company mantra of "Think Z" Zero Accidents, Zero
your industry as it applies to
Defects, and Zero Losses.
Sourcewell participating entities?
Bid Number: RFP 110122 Vendor Name: Hi-Lite Airfield Services,LLC
DocuSign Envelope ID: 96155077-2417-4FB2-8DB5-823305C69A40
Table 9: Warranty
Describe in detail your manufacturer warranty program, including conditions and requirements to qualify, claims procedure,
and overall structure. You may upload representative samples of your warranty materials (if applicable) in the document
upload section of your response in addition to responding to the questions below.
Line
Item
Question
Response*
46
Do your warranties cover all products, parts, and
Yes.
labor?
47
Do your warranties impose usage restrictions or
Warranties will be 1 year from completion date of installation.
other limitations that adversely affect coverage?
48
Do your warranties cover the expense of
Yes.
technicians' travel time and mileage to perform
warranty repairs?
49
Are there any geographic regions of the United
No. All warranty work will be corrected in a timely manner in an agreed to
States or Canada (as applicable) for which you
time between the participating entity and Hi-Lite
cannot provide a certified technician to perform
warranty repairs? How will Sourcewell
participating entities in these regions be provided
service for warranty repair?
50
Will you cover warranty service for items made by
The Manufacturer will warranty any defect within the material. Hi-Lite will
other manufacturers that are part of your proposal,
warranty the installation and placement of the material.
or are these warranties issues typically passed on
to the original equipment manufacturer?
51
What are your proposed exchange and return
All sales are final once handed off to the customer. There are no returns
programs and policies?
or exchanges with service items.
52
Describe any service contract options for the
Hi-Lite Airfield Services, LLC. is prepared to enter a multi -year, multi -
items included in your proposal.
mobilization contract with Sourcewell members. This type of contract can be
used to manage budgets long term by fixing the price over a longer duration.
Table 10: Payment Terms and Financing Options
Item ine
Question
Response*
53
Describe your payment terms and accepted payment
Net 30 from completion or demobilization (on multiple mobilization
methods.
projects)
54
Describe any leasing or financing options available for use
Hi-Lite Airfield Services, LLC. does not offer leasing or finance
by educational or governmental entities.
terms at this time.
55
Describe any standard transaction documents that you
Hi-Lite has successfully used the attached contract template with
propose to use in connection with an awarded contract
multiple customers to include the City of Des Moines, IA, Gregg
(order forms, terms and conditions, service level
County, TX and the City of Tyler, TX. We will also issue and
agreements, etc.). Upload a sample of each (as
Proposal to a customer who then issues us a Purchase Order (a
applicable) in the document upload section of your
sample from Horry County is attached)
response.
56
Do you accept the P-card procurement and payment
Hi-Lite Airfield Services LLC. does not accept the P-card
process? If so, is there any additional cost to Sourcewell
procurement and payment process at this time.
participating entities for using this process?
Bid Number: RFP 110122 Vendor Name: Hi-Lite Airfield Services,LLC
DocuSign Envelope ID: 96155077-2417-4FB2-8DB5-823305C69A40
Table 11: Pricing and Delivery
Provide detailed pricing information in the questions that follow below. Keep in mind that reasonable price and product adjustments can
be made during the term of an awarded Contract as described in the RFP, the template Contract, and the Sourcewell Price and Product
Change Request Form.
Line
Item
Question
Response*
57
Describe your pricing model (e.g., line -item discounts or
Hi-Lite's pricing model is a 20% discount discount from typical
product -category discounts). Provide detailed pricing data
industry pricing. See the attached price schedule.
(including standard or list pricing and the Sourcewell
discounted price) on all of the items that you want
Sourcewell to consider as part of your RFP response. If
applicable, provide a SKU for each item in your proposal.
Upload your pricing materials (if applicable) in the
document upload section of your response.
58
Quantify the pricing discount represented by the pricing
20%
proposal in this response. For example, if the pricing in
your response represents a percentage discount from
MSRP or list, state the percentage or percentage range.
59
Describe any quantity or volume discounts or rebate
In addition to the standard 20% discount Hi-Lite may be able to
programs that you offer.
afford additional discounts for items such as contract duration
and/or quantity. These will be evaluated on a case by case basis.
60
Propose a method of facilitating "sourced" products or
HI-Lite will offer "sourced/open market" items under the name "non -
related services, which may be referred to as "open
contracted." A non -contract item can be a service or good that is
market" items or "nonstandard options". For example, you
not included within our price proposal. These items could be noted
may supply such items "at cost" or "at cost plus a
as exclusions from Sourcewell pricing and added as a requirement
percentage," or you may supply a quote for each such
of the purchasing entity. The final price of any non -contract item
request.
shall be negotiated between Hi-Lite Airfield Service, LLC. and the
Sourcewell Member. These items will include "Non -Contract" in the
line item description contained on the proposal.
61
Identify any element of the total cost of acquisition that is
General Conditions
NOT included in the pricing submitted with your response.
Badging (direct and indirect expense)
This includes all additional charges associated with a
Vehicle Passes
purchase that are not directly identified as freight or
Escorting
shipping charges. For example, list costs for items like pre-
Design, Survey, or As -Built Drawings
delivery inspection, installation, set up, mandatory training,
Shifts less than 8-hours
or initial inspection. Identify any parties that impose such
Bonds (bid, payment or performance)
costs and their relationship to the Proposer.
Total project size less than $50,000
Mobilizations less than $25,000
Item Exceptions
Rubber Removal, Paint Removal, Surface Preparation, and
Mold Removal - Waste (Liquid and Solid) Disposal from removal
operations
Asphalt Preservation — Friction Testing, Core Samples, and
Manufacture Representation On -Site
Airport Consumables — Shipping
Training —
0 Travel Expenses (i.e. airfare, hotel, misc transportation,
Breakfast/Dinner)
0 2 Attendee minimum
o Due Upon Reservation — 50% of Balance
0 Cancelation Penalty — no charge up to 10-days prior.
Within 10-days the deposit will be forfeited
62
If freight, delivery, or shipping is an additional cost to the
When applicable, freight will be an additional cost. Hi-Lite will
Sourcewell participating entity, describe in detail the
source a third party with all cost incurred being passed to the
complete freight, shipping, and delivery program.
customer. This only applies to material purchases, not service
offerings.
63
Specifically describe freight, shipping, and delivery terms or
When applicable, freight will be an additional cost. Hi-Lite will
programs available for Alaska, Hawaii, Canada, or any
source a third party with all cost incurred being passed to the
offshore delivery.
customer. This only applies to material purchases, not service
offerings.
64
Describe any unique distribution and/or delivery methods or
None.
options offered in your proposal.
Bid Number: RFP 110122 Vendor Name: Hi-Lite Airfield Services,LLC
DocuSign Envelope ID: 96155077-2417-4FB2-8DB5-823305C69A40
Table 12: Pricing Offered
Item
The Pricing Offered in this Proposal is: *
Comments
65
b. the same as the Proposer typically offers to GPOs, cooperative procurement organizations, or state purchasing
departments.
Table 13: Audit and Administrative Fee
Line
Item
Question
Response*
66
Specifically describe any self -audit process or program that you
Hi-Lite assigns a project class to each or our jobs and
plan to employ to verify compliance with your proposed Contract
Sourcewell is a project class. This allows us to isolate in
with Sourcewell. This process includes ensuring that Sourcewell
reports just the Sourcewell projects so we know what we
participating entities obtain the proper pricing, that the Vendor
have worked on. A Sample contract list is attached.
reports all sales under the Contract each quarter, and that the
Vendor remits the proper administrative fee to Sourcewell. Provide
sufficient detail to support your ability to report quarterly sales to
Sourcewell as described in the Contract template.
67
If you are awarded a contract, provide a few examples of internal
Hi-Lite job costs all its projects. We track the following
metrics that will be tracked to measure whether you are having
costs on each job we work in to trace profitablility and
success with the contract.
improve our estimating.
Payroll & Payroll Taxes, Material, Equipment Rental,
Subcontractors, Travel Costs and Overhead Burden
68
Identify a proposed administrative fee that you will pay to
2%
Sourcewell for facilitating, managing, and promoting the Sourcewell
Contract in the event that you are awarded a Contract. This fee
is typically calculated as a percentage of Vendor's sales under the
Contract or as a per -unit fee; it is not a line -item addition to the
Member's cost of goods. (See the RFP and template Contract for
additional details.)
Table 14A: Depth and Breadth of Offered Equipment Products and Services
Line
Item
Question
Response*
69
Provide a detailed description of the
Hi-lite Airfield Services, LLC is the leading airfield service provider in the US. Hi -
equipment, products, and services that you
Lite will deliver to following services under the RFP in accordance to FAA and
are offering in your proposal.
ICAO Specifications : Airfield Painting (Runway, Taxiway, Apron, Service Road, and
Secure Areas), Airfield Paint Removal (Runway, Taxiway, Apron, Service Road, and
Secure Areas), Rubber Removal (Waterblasting and Combo Method (Waterblasting
with Chemicals), Surface Preparation (Mold Removal, Cure Removal, and Stain
Removal) Hot Pour Asphalt Crack Sealing, Seal Coating, and Friction Testing
70
Within this RFP category there may be
Type of Paint (TT-P-1952F Type I, TT-P-1952F Type II,TT-P-1952F Type III), Colors
subcategories of solutions. List subcategory
of Paint( White, Yellow, Black, Red, Blue, and Green) Type of Glass Beads (TT-B-
titles that best describe your products and
1325D Type I, TT-B-1325D Type III, TT-B-1325D Type IV), Crack Seal ( Type I, Type
services.
III), Seal Coating ( GSB-78, GSB-88, Rejuvaseal), and Preformed Thermoplastic
Bid Number: RFP 110122 Vendor Name: Hi-Lite Airfield Services,LLC
DocuSign Envelope ID: 96155077-2417-4FB2-8DB5-823305C69A40
Table 14113: Depth and Breadth of Offered Equipment Products and Services
Indicate below if the listed types or classes of equipment, products, and services are offered within your proposal. Provide additional
comments in the text box provided, as necessary.
Line
Item
Category or Type
Offered *
Comments
71
Airfield marking materials and supplies; examples of
r Yes
Paint - TT-P-1952F Type 1,11,111 (White, Yellow,
included items are paints, thermoplastics, and glass
r No
Black, Red, Blue and Green ; Glass Beads TT-B-
"
beads
1325D Type I,III,IV ; Preformed Thermoplastic
72
Runway deicer (solids or liquids)
r Yes
N/A
r' No
73
Rubber removal agents
r Yes
Aerogreen 4035 (Rubber Remover) Aerogreen
r No
4025 (Mildew Remover)
74
Firefighting agents; such as AR-AFFF Foams, AFFF
r Yes
N/A
Foams, Purple K and Halotron
r' No
75
Airport lighting, such as: beacons, wind cones, and
r Yes
N/A
runway lights
r No
76
Services for airport and airfield repair, maintenance
r Yes
Seal Coat (GSB-78, GSB-88, and Rejuvaseal),
r No
Crack Seal 1,11
77
Complementary offering of non -FAA compliant parts,
r Yes
N/A
supplies, and services, related to the offering described
r No
in 71-76
Table 15: Exceptions to Terms, Conditions, or Specifications Form
Line Item 78. NOTICE: To identify any exception, or to request any modification, to the Sourcewell template Contract terms, conditions,
or specifications, a Proposer must submit the exception or requested modification on the Exceptions to Terms, Conditions, or
Specifications Form immediately below. The contract section, the specific text addressed by the exception or requested modification,
and the proposed modification must be identified in detail. Proposer's exceptions and proposed modifications are subject to review and
approval of Sourcewell and will not automatically be included in the contract.
Contract Section ITerm, Condition, or Specification I Exception or Proposed Modification
Documents
Ensure your submission document(s) conforms to the following:
1. Documents in PDF format are preferred. Documents in Word, Excel, or compatible formats may also be provided.
2. Documents should NOT have a security password, as Sourcewell may not be able to open the file. It is your sole responsibility to
ensure that the uploaded document(s) are not either defective, corrupted or blank and that the documents can be opened and viewed
by Sourcewell.
3. Sourcewell may reject any response where any document(s) cannot be opened and viewed by Sourcewell.
4. If you need to upload more than one (1) document for a single item, you should combine the documents into one zipped file. If the
zipped file contains more than one (1) document, ensure each document is named, in relation to the submission format item responding
to. For example, if responding to the Marketing Plan category save the document as "Marketing Plan."
Bid Number: RFP 110122 Vendor Name: Hi-Lite Airfield Services,LLC
DocuSign Envelope ID: 96155077-2417-4FB2-8DB5-823305C69A40
• Pricing - SOURCEWELL MASTER PRICE LIST 11-1-22.pdf - Tuesday November 01, 2022 15:01:11
• Financial Strength and Stability - 12. Hi-Lite 2021 Audit with 2020 Comparisons.pdf - Tuesday November 01, 2022 15:01:57
• Marketing Plan/Samples - HLSourcewel-Brochure11x17-2020.pdf -Tuesday November 01, 2022 15:08:34
• WMBE/MBE/SBE or Related Certificates (optional)
• Warranty Information (optional)
• Standard Transaction Document Samples - 55. Hi-Lite - Contract Template - Sourcewell.pdf - Tuesday November 01, 2022
15:04:25
• Upload Additional Document - Examples noted with in our bid.pdf - Tuesday November 01, 2022 15:07:00
Bid Number: RFP 110122 Vendor Name: Hi-Lite Airfield Services,LLC
DocuSign Envelope ID: 96155077-2417-4FB2-8DB5-823305C69A40
Addenda, Terms and Conditions
PROPOSER AFFIDAVIT AND ASSURANCE OF COMPLIANCE
I certify that I am the authorized representative of the Proposer submitting the foregoing Proposal with the legal authority to bind the
Proposer to this Affidavit and Assurance of Compliance:
1. The Proposer is submitting this Proposal under its full and complete legal name, and the Proposer legally exists in good standing in
the jurisdiction of its residence.
2. The Proposer warrants that the information provided in this Proposal is true, correct, and reliable for purposes of evaluation for
contract award.
3. The Proposer, including any person assisting with the creation of this Proposal, has arrived at this Proposal independently and the
Proposal has been created without colluding with any other person, company, or parties that have or will submit a proposal under
this solicitation; and the Proposal has in all respects been created fairly without any fraud or dishonesty. The Proposer has not
directly or indirectly entered into any agreement or arrangement with any person or business in an effort to influence any part of
this solicitation or operations of a resulting contract; and the Proposer has not taken any action in restraint of free trade or
competitiveness in connection with this solicitation. Additionally, if Proposer has worked with a consultant on the Proposal, the
consultant (an individual or a company) has not assisted any other entity that has submitted or will submit a proposal for this
solicitation.
4. To the best of its knowledge and belief, and except as otherwise disclosed in the Proposal, there are no relevant facts or
circumstances which could give rise to an organizational conflict of interest. An organizational conflict of interest exists when a
vendor has an unfair competitive advantage or the vendor's objectivity in performing the contract is, or might be, impaired.
5. The contents of the Proposal have not been communicated by the Proposer or its employees or agents to any person not an
employee or legally authorized agent of the Proposer and will not be communicated to any such persons prior to Due Date of this
solicitation.
6. If awarded a contract, the Proposer will provide to Sourcewell Participating Entities the equipment, products, and services in
accordance with the terms, conditions, and scope of a resulting contract.
7. The Proposer possesses, or will possess before delivering any equipment, products, or services, all applicable licenses or
certifications necessary to deliver such equipment, products, or services under any resulting contract.
8. The Proposer agrees to deliver equipment, products, and services through valid contracts, purchase orders, or means that are
acceptable to Sourcewell Members. Unless otherwise agreed to, the Proposer must provide only new and first -quality products and
related services to Sourcewell Members under an awarded Contract.
9. The Proposer will comply with all applicable provisions of federal, state, and local laws, regulations, rules, and orders.
10. The Proposer understands that Sourcewell will reject RFP proposals that are marked "confidential" (or "nonpublic," etc.), either
substantially or in their entirety. Under Minnesota Statutes Section 13.591, subdivision 4, all proposals are considered nonpublic
data until the evaluation is complete and a Contract is awarded. At that point, proposals become public data. Minnesota Statutes
Section 13.37 permits only certain narrowly defined data to be considered a "trade secret," and thus nonpublic data under
Minnesota's Data Practices Act.
11. Proposer its employees, agents, and subcontractors are not:
1. Included on the "Specially Designated Nationals and Blocked Persons" list maintained by the Office of Foreign Assets Control
of the United States Department of the Treasury found at: https://www.treasury.gov/ofac/downloads/sdnlist.pd ;
2. Included on the government -wide exclusions lists in the United States System for Award Management found at:
https://sam.gov/SAM/; or
3. Presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs operated
Bid Number: RFP 110122 Vendor Name: Hi-Lite Airfield Services,LLC
DocuSign Envelope ID: 96155077-2417-4FB2-8DB5-823305C69A40
by the State of Minnesota; the United States federal government or the Canadian government, as applicable; or any
Participating Entity. Vendor certifies and warrants that neither it nor its principals have been convicted of a criminal offense
related to the subject matter of this solicitation.
r By checking this box I acknowledge that I am bound by the terms of the Proposer's Affidavit, have the legal authority to submit this
Proposal on behalf of the Proposer, and that this electronic acknowledgment has the same legal effect, validity, and enforceability as if I
had hand signed the Proposal. This signature will not be denied such legal effect, validity, or enforceability solely because an electronic
signature or electronic record was used in its formation. - Christopher Miller, Vice President of Finance, Hi-Lite Airfield Services, LLC
The Proposer declares that there is an actual or potential Conflict of Interest relating to the preparation of its submission, and/or the
Proposer foresees an actual or potential Conflict of Interest in performing the contractual obligations contemplated in the bid.
r Yes r. No
The Bidder acknowledges and agrees that the addendum/addenda below form part of the Bid Document.
Check the box in the column "I have reviewed this addendum" below to acknowledge each of the addenda.
I have reviewed the
File Name below addendum and Pages
attachments (if
applicable)
Addend um_6_Airport_Runway_Materials_RFP_110122
Tue October 25 2022 01:22 PM
Addend um_5_Airport_Runway_Materials_RFP_110122
Wed October 19 2022 11:25 AM
Addend um_4_Airport_Runway_Materials_RFP_110122
Mon October 17 2022 10:55 AM
Addend um_3_Airport_Runway_Materials_RFP_110122
Thu October 6 2022 06:27 PM
Addend um_2_Airport_Runway_Materials_RFP_110122
Thu September 29 2022 04:26 PM
Addendum_1_ Airport _ Runway_Materials_RFP_110122
Wed September 28 2022 04:15 PM
Bid Number: RFP 110122 Vendor Name: Hi-Lite Airfield Services,LLC
Exhibit C
CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ
For vendor doing business with local governmental entity
This questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session.
OFFICE USE ONLY
This questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor who
Date Received
has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the
vendor 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 vendor becomes aware of facts that require the statement to be
filed. See Section 176.006(a-1), Local Government Code.
A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code. An
offense under this section is a misdemeanor.
1 Name of vendor who has a business relationship with local governmental entity.
Hi-Lite Airfield Services, LLC
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 on which
you became aware that the originally filed questionnaire was incomplete or inaccurate.)
3 Name of local government officer about whom the information is being disclosed.
N/A
Name of Officer
4J Describe each employment or other business relationship with the local government officer, or a family member of the
officer, as described by Section 176.003(a)(2)(A). Also describe any family relationship with the local government officer.
Complete subparts A and B for each employment or business relationship described. Attach additional pages to this Form
CIO as necessary.
A. Is the local government officer or a family member of the officer receiving or likely to receive taxable income,
other than investment income, from the vendor?
Yes F-1 No
B. Is the vendor receiving or likely to receive taxable income, other than investment income, from or at the direction
of the local government officer or a family member of the officer AND the taxable income is not received from the
local governmental entity?
F1 Yes F1 No
11 Describe each employment or business relationship that the vendor named in Section 1 maintains with a corporation or
other business entity with respect to which the local government officer serves as an officer or director, or holds an
ownership interest of one percent or more.
N/A
6
❑Check this box if the vendor has given the local government officer or a family member of the officer one or more gifts
as described in Section 176.003(a)(2)(B), excluding gifts described in Section 176.003(a-1).
7
3/17/23
Signature of vendor doing business with the governmental entity Date
Kelly Spinner, of Finance
Form provided by Texas Ethics Commission www.ethics.state.tx.us Revised 1/1/2021
CONFLICT OF INTEREST QUESTIONNAIRE
For vendor doing business with local governmental entity
Acomplete copy of Chapter 176 of the Local Government Code maybe found at http://www.statutes.legis.state.tx.us/
Docs/LG/htm/LG.176.htm. For easy reference, below are some of the sections cited on this form.
Local Government Code § 176.0010-a): "Business relationship" means a connection between two or more parties
based on commercial activity of one of the parties. The term does not include a connection based on:
(A) a transaction that is subject to rate or fee regulation by a federal, state, or local governmental entity or an
agency of a federal, state, or local governmental entity;
(B) a transaction conducted at a price and subject to terms available to the public; or
(C) a purchase or lease of goods or services from a person that is chartered by a state or federal agency and
that is subject to regular examination by, and reporting to, that agency.
Local Government Code § 176.003(a)(2)(A) and (B):
(a) A local government officer shall file a conflicts disclosure statement with respect to a vendor if:
(2) the vendor:
(A) has an employment or other business relationship with the local government officer or a
family member of the officer that results in the officer or family member receiving taxable
income, other than investment income, that exceeds $2,500 during the 12-month period
preceding the date that the officer becomes aware that
(i) a contract between the local governmental entity and vendor has been executed;
or
(ii) the local governmental entity is considering entering into a contract with the
vendor;
(B) has given to the local government officer or a family member of the officer one or more gifts
that have an aggregate value of more than $100 in the 12-month period preceding the date the
officer becomes aware that:
(i) a contract between the local governmental entity and vendor has been executed; or
(ii) the local governmental entity is considering entering into a contract with the vendor.
Local Government Code § 176.006(a) and (a-1)
(a) Avendor shall file a completed conflict of interest questionnaire if the vendor has a business relationship
with a local governmental entity and:
(1) has an employment or other business relationship with a local government officer of that local
governmental entity, or a family member of the officer, described by Section 176.003(a)(2)(A);
(2) has given a local government officer of that local governmental entity, or a family member of the
officer, one or more gifts with the aggregate value specified by Section 176.003(a)(2)(B), excluding any
gift described by Section 176.003(a-1); or
(3) has a family relationship with a local government officer of that local governmental entity.
(a-1) The completed conflict of interest questionnaire must be filed with the appropriate records administrator
not later than the seventh business day after the later of:
(1) the date that the vendor:
(A) begins discussions or negotiations to enter into a contract with the local governmental
entity; or
(B) submits to the local governmental entity an application, response to a request for proposals
or bids, correspondence, or another writing related to a potential contract with the local
governmental entity; or
(2) the date the vendor becomes aware:
(A) of an employment or other business relationship with a local government officer, or a
family member of the officer, described by Subsection (a);
(B) that the vendor has given one or more gifts described by Subsection (a); or
(C) of a family relationship with a local government officer.
Form provided by Texas Ethics Commission www.ethics.state.tx.us Revised 1/1/2021
ACITY COUNCIL AGEND
Create New From This M&C
DATE: 2/28/2023 REFERENCE
NO..
CODE: P TYPE
Official site of the City of Fort Worth, Texas
FoRTWORin
**M&C 23- 13PCOOP 110122-HLA
0146 LOG NAME: AIRFIELD PAINTING AVIAT
MM
CONSENT PUBLIC NO
HEARING:
SUBJECT: (CD 2, CD 8, CD 10 / Future CD 2, CD 8, and CD 10) Authorize Agreement with Hi Lite
Airfield Services, LLC, Using Sourcewell Cooperative Contract No. 110122-HLA for
Airfield Painting in an Annual Amount Not to Exceed $500,000.00 and Authorize Four
Consecutive One -Year Renewal Options for the Same Annual Amount for the Aviation
Department
RECOMMENDATION:
It is recommended that the City Council authorize an agreement with Hi Lite Airfield Services, LLC,
using Sourcewell Cooperative Contract No. 110122-HLA for Airfield Painting in an annual amount not
to exceed $500,000.00 and authorize four consecutive one-year renewal options for the same annual
amount for the Aviation Department.
DISCUSSION:
The Aviation department approached the Purchasing Division to finalize an annual agreement to
purchase airfield painting services for Fort Worth Meacham International Airport (Meacham), Fort
Worth Spinks Airport (Spinks), and Perot Field Fort Worth Alliance Airport (Alliance). Painting services
is purposed with rehabilitating airfield markings on the airport's paved surfaces. These maintenance
projects are required to comply with the standards for airport markings established by the Federal
Aviation Administration (FAA) for airports certificated under Title 14 Code of Federal Regulations Part
139, Certification of Airports. Furthermore, these standards are required for all projects funded with
federal grant monies through the Airport Improvement Program.
After reviewing specifications, Purchasing staff researched procurement options and located
a cooperative agreement with Hi Lite Airfield Services, LLC.
Hi Lite Airfield Services, LLC is able to provide maintenance, contracting, consulting, airfield markings,
rubber removal, friction testing, assessment services, through cooperative contract Sourcewell No.
110122-HLA.
Funding is budgeted in the Contractual Pavement Maintenance, Miscellaneous & Other Operations
Expense accounts within the Municipal Airport Fund and in the Municipal Airpot Capital Project Fund.
Sourcewell Contract No. 110122-HLA has a term through January 13, 2027. The Request for Offer
Sourcewell Contract No. 110122-HLA was published on September 15, 2022 and responses were
opened on November 1, 2022. Staff reviewed the pricing and determined to be fair and reasonable.
RENEWAL OPTIONS: The agreement may be renewed for four additional one-year terms according
to the Sourcewell cooperative agreement at the City's options to renew. This action does not require
specific City Council approval provided that the City Council has appropriated sufficient funds to satisfy
the City's obligations during the renewal term.
COOPERATIVE PURCHASE: State law provides that a local government purchasing an item under a
cooperative purchasing agreement satisfies any state law requiring that the local government seek
competitive bids for the purchase of items. Sourcewell is competitively bid to increase and simplify the
purchasing power of government entities.
BUSINESS EQUITY: A M/WBE goal is not assigned when purchasing from an approved purchasing
cooperative or public entity.
ADMINISTRATIVE CHANGE ORDER: An administrative change order or increase may be made by
the City Manager up to the amount allowed by relevant law and the Fort Worth City Code and does not
require specific City Council approval as long as sufficient funds have been appropriated.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that funds are available in the current capital and operating budget,
as previously appropriated, in the Municipal Airport Capital Proj Fund for the FWS Airfield Paint &
Striping project and in the Municipal Airport Fund to support the approval of the above
recommendation and authorization of the agreement. Prior to any expenditure being incurred, the
Aviation Department has the responsibility to validate the availability of funds.
BQN\\
TO
Fund Department Account Project Program Activity Budget Reference # Amount
ID ID YearI(Chartfield 2)
FROM
Fund Department Account Project Program Activity Budget Reference # Amount
ID ID Year (Chartfield 2)
Submitted for City Manager's Office by_
Originating Department Head:
Additional Information Contact:
ATTACHMENTS
Reginald Zeno (8517)
Dana Burghdoff (8018)
Roger Venables (6334)
Anthony Rousseau (8338)
Anthony Rousseau (8338)
Maria Medina (8087)
13PCOOP 110122-HLAAIRFIELD PAINTING AVIAT MM.docx (Public)
FID TABLE BLANK WITH INSTRUCTIONS V2 (2).pdf (CFW Internal)
Form 1295 Certificate.pdf (CFW Internal)
Sam Report Hi-Lite Airfield Services, LLC.pdf (CFW Internal)