Contract - Decor IQ, Inc. - 9/28/2017 CITY OF ROUND ROCK AGREEMENT
FOR PURCHASE OF DOWNTOWN CHRISTMAS LIGHTING
PRODUCTS AND SERVICES WITH
DECOR IQ,LLC
THE STATE OF TEXAS §
CITY OF ROUND ROCK § KNOW ALL BY THESE PRESENTS:
COUNTY OF WILLIAMSON §
COUNTY OF TRAVIS §
THIS AGREEMENT (referred to herein as the "Agreement"), is for purchase of City of
Round Rock Downtown Christmas Lighting Products and Services, and related services, and is
made on the day of the month of September, 2017, by and between the CITY OF ROUND
ROCK, a Texas home-rule municipality, whose offices are located at 221 East Main Street,
Round Rock, Texas 78664-5299 (referred to herein as "City"), and DECOR IQ, LLC, whose
offices are located at 1865 Grosenbacher Road, Warehouse #2, San Antonio, Texas 78245
(referred to herein as "Vendor"). This Agreement supersedes and replaces any previous
agreements between the named parties, whether oral or written, and whether or not
established by custom and practice.
RECITALS:
WHEREAS, City has determined that there is a need for the delineated goods and
services; and
WHEREAS, City desires to contract for the provision of such goods and services, and
City desires to purchase same from Vendor; and
WHEREAS, City has issued its "Invitation for Bid" for the provision of said goods and
services, and City has selected the bid submitted by Vendor; and
WHEREAS, the parties desire to enter into this Agreement to set forth in writing their
respective rights, duties and obligations hereunder;
NOW, THEREFORE, WITNESSETH:
That for and in consideration of the mutual promises contained herein and other good and
valuable consideration, the sufficiency and receipt of which are hereby acknowledged, it is
mutually agreed between the parties as follows:
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1.01 DEFINITIONS
A. Agreement means the binding legal contract between City and Vendor whereby
City is obligated to buy specified goods and Vendor is obligated to sell same. The Agreement
includes the following: (a) City's Invitation for Bid designated IFB 17-025 dated August 2017;
(b) Vendor's Response to IFB; (c) contract award; and (d) any exhibits, addenda, and/or
amendments thereto. Any inconsistencies or conflicts in the contract documents shall be
resolved by giving preference in the following order:
(1) This Agreement;
(2) Vendor's Response to IFB;
(3) City's Invitation for Bids, exhibits, and attachments.
B. City means the City of Round Rock, Williamson and Travis Counties, Texas.
C. Effective Date means the date upon which the binding signatures of both parties
to this Agreement are affixed.
D. Force Majeure means acts of God, strikes, lockouts, or other industrial
disturbances, acts of the public enemy, orders of any kind from the government of the United
States or the State of Texas or any civil or military authority, insurrections, riots, epidemics,
landslides, lightning, earthquakes, fires, hurricanes, storms, floods, restraint of the government
and the people, civil disturbances, explosions, or other causes not reasonably within the control
of the party claiming such inability.
E. Goods mean the specified supplies, materials, commodities, or equipment.
F. Services mean work performed to meet a demand or effort by Vendor to comply
with promised delivery dates, specifications, and technical assistance specified.
G. Vendor means Decor IQ, LLC, or any of its corporate structures, successors or
assigns.
2.01 EFFECTIVE DATE, TERM,ALLOWABLE RENEWALS,PRICES FIRM
A. This Agreement shall be effective on the date this Agreement has been signed by
each party hereto, and shall remain in full force and effect unless and until it expires by operation
of the term indicated herein or is terminated provided herein.
B. The term of this Agreement shall be for sixty (60) months from the effective date
hereof.
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C. City reserves the right to review the relationship at any time, and may elect to
terminate with or without cause or may elect to continue.
3.01 CONTRACT DOCUMENTS AND EXHIBITS
City selected Vendor to supply the goods as outlined in IFB 17-025 dated August 2017,
and Response to IFB submitted by Vendor, all as specified in Exhibit "A" attached hereto and
made a part hereof for all purposes. The intent of these documents is to formulate an Agreement
listing the responsibilities of both parties as outlined in the IFB and as offered by Vendor in its
Response to the IFB.
The goods and services which are the subject matter of this Agreement are described in
Exhibit"A" and,together with this Agreement, comprise the total Agreement and they are fully a
part of this Agreement as if repeated herein in full.
4.01 ITEMS AWARDED; ADDITIONAL SERVICES; COSTS
A. All bid items set forth in No. 1 — 16 of Option "A" (Lease Option) in "Attachment
A: Bid Form" of Exhibit "A" (pages 17-18) are awarded to Vendor at the costs set forth in the
Bid Form.
B. The City may require additional lighting and/or services under this Agreement
that were not included in the Vendor's Option "A" bid total. An additional Ten Thousand and
No/100 Dollars ($10,000.00) is included in the not-to-exceed amounts set forth in Section C
below. Vendor agrees that the discount and hourly rate set forth in No. 34 and No. 35 of
Attachment A: Bid Form (page 20 of Exhibit "A") shall apply to any additional lighting and/or
services purchased by the City.
C. The City shall be authorized to pay the Vendor an amount not-to-exceed One
Hundred Eighty-Six Thousand Dollars ($186,000.00) per year for the term of the agreement
for a total not-to-exceed amount of Nine Hundred Thirty Thousand and No/100 Dollars
($930,000.00) for the term of this Agreement.
5.01 INVOICES
All invoices shall include, at a minimum,the following information:
A. Name and address of Vendor;
B. Purchase Order Number;
C. Description and quantity of items received; and
D. Delivery dates.
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6.01 INTERLOCAL COOPERATIVE CONTRACTING/PURCHASING
Authority for local governments to contract with one another to perform certain
governmental functions and services, including but not limited to purchasing functions, is
granted under Government Code, Title 7, Chapter 791, Interlocal Cooperation Contracts,
Subchapter B and Subchapter C, and Local Government Code, Title 8, Chapter 271, Subchapter
F, Section 27 1.101 and Section 271.102.
Other governmental entities within the State of Texas may be extended the opportunity to
purchase off of the City of Round Rock's bid, with the consent and agreement of the successful
vendor(s) and Round Rock. Such agreement shall be conclusively inferred for the vendor from
lack of exception to this clause in the vendor's response. However, all parties hereby expressly
agree that the City of Round Rock is not an agent of,partner to, or representative of those outside
agencies or entities and that the City of Round Rock is not obligated or liable for any action or
debts that may arise out of such independently-negotiated"piggyback"procurements.
7.01 NON-APPROPRIATION AND FISCAL FUNDING
This Agreement is a commitment of City's current revenues only. It is understood and
agreed that City shall have the right to terminate this Agreement at the end of any City fiscal year
if the governing body of City does not appropriate funds sufficient to purchase the services as
determined by City's budget for the fiscal year in question. City may affect such termination by
giving Vendor a written notice of termination at the end of its then-current fiscal year.
8.01 PROMPT PAYMENT POLICY
In accordance with Chapter 2251, V.T.C.A., Texas Government Code, any payment to be
made by City to Vendor will be made within thirty (30) days of the date City receives goods
under this Agreement, the date the performance of the services under this Agreement are
completed, or the date City receives a correct invoice for the goods or services, whichever is
later. Vendor may charge interest on an overdue payment at the "rate in effect" on September 1
of the fiscal year in which the payment becomes overdue, in accordance with V.T.C.A., Texas
Government Code, Section 2251.025(b). This Prompt Payment Policy does not apply to
payments made by City if:
A. There is a bona fide dispute between City and Vendor, a contractor, subcontractor,
or supplier about goods delivered or the service performed that causes the payment to be late; or
B. There is a bona fide dispute between Vendor and a subcontractor or between
subcontractor and its supplier about the goods delivered or the service performed that causes the
payment to be late; or
C. The terms of a federal contract, grant, regulation, or statute prevent City from
making a timely payment with federal funds; or
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D. The invoice is not mailed to City in strict accordance with any instruction on the
purchase order relating to the payment.
9.01 GRATUITIES AND BRIBES
City may, by written notice to Vendor, cancel this Agreement without incurring any
liability to Vendor if it is determined by City that gratuities or bribes in the form of
entertainment, gifts, or otherwise were offered or given by Vendor or its agents or representatives
to any City officer, employee or elected representative with respect to the performance of this
Agreement. In addition, Vendor may be subject to penalties stated in Title 8 of the Texas Penal
Code.
10.01 TAXES
City is exempt from Federal Excise and State Sales Tax; therefore, tax shall not be
included in Vendor's charges.
11.01 ORDERS PLACED WITH ALTERNATE VENDORS
If Vendor cannot provide the goods as specified, City reserves the right and option to
obtain same from another source or supplier(s).
12.01 INSURANCE
Vendor shall meet all requirements as stated in the attached Invitation for Bid IFB 17-009
(including all attachments and exhibits), and its bid response; and as set forth at
http://www.roundrocktexas.gov/wp-content/uploads/2014/12/corr insurance 07 20112 pdf
13.01 CITY'S REPRESENTATIVE
City hereby designates the following representative(s) authorized to act in its behalf with
regard to this Agreement:
Kristin Brown, Communications and Marketing Manager
221 East Main Street
Round Rock, TX 78664
512-218-5447
kbrowngroundrocktexas.gov
14.01 RIGHT TO ASSURANCE
Whenever either party to this Agreement, in good faith, has reason to question the other
party's intent to perform hereunder, then demand may be made to the other party for written
assurance of the intent to perform. In the event that no written assurance is given within the
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reasonable time specified when demand is made, then and in that event the demanding party may
treat such failure as an anticipatory repudiation of this Agreement.
15.01 DEFAULT
If Vendor abandons or defaults hereunder and is a cause of City purchasing the specified
services elsewhere, Vendor agrees that it will not be considered in the re-advertisement of the
service and that it may not be considered in future bids for the same type of work unless the
scope of work is significantly changed. Vendor shall be declared in default of this Agreement if
it does any of the following:
A. Fails to make any payment in full when due;
B. Fails to fully, timely and faithfully perform any of its material obligations
hereunder;
C. Fails to provide adequate assurance of performance under the "Right to
Assurance" section herein; or
D. Becomes insolvent or seeks relief under the bankruptcy laws of the United States.
16.01 TERMINATION AND SUSPENSION
A. City has the right to terminate this Agreement, in whole or in part, for
convenience and without cause, at any time upon thirty(30) days' written notice to Vendor.
B. In the event of any default by Vendor, City has the right to terminate this
Agreement for cause, upon ten (10)days' written notice to Vendor.
C. Vendor has the right to terminate this Agreement only for cause, in the event of
material and substantial breach by City, or by written mutual agreement to terminate.
E. In the event City terminates under subsections (A) or (B) of this section, the
following shall apply: Upon City's delivery of the referenced notice to Vendor,
Vendor shall discontinue all services in connection with the performance of this
Agreement and shall proceed to cancel promptly all existing orders and contracts
insofar as such orders and contracts are chargeable to this Agreement. Within
thirty (30) days after notice of termination, Vendor shall submit a statement
detailing the goods and/or services satisfactorily performed under this Agreement
to the date of termination. City shall then pay Vendor that portion of the charges,
if undisputed. The parties agree that Vendor is not entitled to compensation for
services it would have performed under the remaining term of the Agreement
except as provided herein.
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17.01 INDEMNIFICATION
Vendor shall defend (at the option of City), indemnify, and hold City, its successors,
assigns, officers, employees and elected officials harmless from and against all suits, actions,
legal proceedings, claims, demands, damages, costs, expenses, attorney's fees, and any and all
other costs or fees arising out of, or incident to, concerning or resulting from the fault of Vendor,
or Vendor's agents, employees or subcontractors, in the performance of Vendor's obligations
under this Agreement, no matter how, or to whom, such loss may occur. Nothing herein shall be
deemed to limit the rights of City or Vendor (including, but not limited to the right to seek
contribution) against any third party who may be liable for an indemnified claim.
18.01 COMPLIANCE WITH LAWS, CHARTER AND ORDINANCES
A. Vendor, its agents, employees and subcontractors shall use best efforts to comply
with all federal and state laws, City's Charter and Ordinances, as amended, and with all
applicable rules and regulations promulgated by local, state and national boards, bureaus and
agencies.
B. Vendor acknowledges and understands that City has adopted a Storm Water
Management Program (SWMP) and an Illicit Discharge Ordinance, Sections 14-139 through 14-
152 of the City's Code of Ordinances,to manage the quality of the discharges from its Municipal
Separate Storm Sewer System (MS4) and to be in compliance with the requirements of the Texas
Commission on Environmental Quality (TCEQ) and the Texas Pollutant Discharge Elimination
System (TPDES). The Services Provider agrees to perform all operations on City-owned
facilities in compliance with the City's Illicit Discharge Ordinance to minimize the release of
pollutants into the MS4. The Services Provider agrees to comply with of the City's stormwater
control measures, good housekeeping practices and any facility specific stormwater management
operating procedures specific to a certain City facility. In addition, the Services Provider agrees
to comply with any applicable TCEQ Total Maximum Daily Load (TMDL) Requirements and/or
I-Plan requirements.
19.01 ASSIGNMENT AND DELEGATION
The parties hereby bind themselves, their successors, assigns and legal representatives to
each other with respect to the terms of this Agreement. Neither party shall assign, sublet or
transfer any interest in this Agreement without prior written authorization of the other party.
20.01 NOTICES
All notices and other communications in connection with this Agreement shall be in
writing and shall be considered given as follows:
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A. When delivered personally to recipient's address as stated in this Agreement; or
B. Three (3) days after being deposited in the United States mail, with postage
prepaid to the recipient's address as stated in this Agreement.
Notice to Vendor:
Mark Metzger
1865 Grosenbacher Road, Warehouse
#2 San Antonio, TX 78245
Notice to City:
City Manager Stephen L. Sheets, City Attorney
221 East Main Street AND TO: 309 East Main Street
Round Rock, TX 78664 Round Rock, TX 78664
Nothing contained herein shall be construed to restrict the transmission of routine
communications between representatives of City and Vendor.
21.01 APPLICABLE LAW; ENFORCEMENT AND VENUE
This Agreement shall be enforceable in Round Rock, Texas, and if legal action is
necessary by either party with respect to the enforcement of any or all of the terms or conditions
herein, exclusive venue for same shall lie in Williamson County, Texas. This Agreement shall be
governed by and construed in accordance with the laws and court decisions of the State of Texas.
22.01 EXCLUSIVE AGREEMENT
This document, and all appended documents, constitutes the entire Agreement between
City and Vendor. This Agreement may only be amended or supplemented by mutual agreement
of the parties hereto in writing, duly authorized by action of the City Manager or City Council.
23.01 DISPUTE RESOLUTION
City and Vendor hereby expressly agree that no claims or disputes between the parties
arising out of or relating to this Agreement or a breach thereof shall be decided by any arbitration
proceeding, including without limitation, any proceeding under the Federal Arbitration Act (9
USC Section 1-14) or any applicable state arbitration statute.
24.01 SEVERABILITY
The invalidity, illegality, or unenforceability of any provision of this Agreement or the
occurrence of any event rendering any portion or provision of this Agreement void shall in no
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way affect the validity or enforceability of any other portion or provision of this Agreement. Any
such void provision shall be deemed severed from this Agreement, and the balance of this
Agreement shall be construed and enforced as if this Agreement did not contain the particular
portion or provision held to be void. The parties further agree to amend this Agreement to replace
any stricken provision with a valid provision that comes as close as possible to the intent of the
stricken provision. The provisions hereof shall not prevent this entire Agreement from being void
should a provision that is of the essence of this Agreement be determined to be void.
25.01 MISCELLANEOUS PROVISIONS
Standard of Care. Vendor represents that it employs trained, experienced and
competent persons to perform all of the services, responsibilities and duties specified herein and
that such services, responsibilities and duties shall be performed in a manner according to
generally accepted industry practices.
Time is of the Essence. Vendor understands and agrees that time is of the essence and
that any failure of Vendor to fulfill obligations for each portion of this Agreement within the
agreed timeframes will constitute a material breach of this Agreement. Vendor shall be fully
responsible for its delays or for failures to use best efforts in accordance with the terms of this
Agreement. Where damage is caused to City due to Vendor's failure to perform in these
circumstances, City may pursue any remedy available without waiver of any of City's additional
legal rights or remedies.
Force Majeure. Neither City nor Vendor shall be deemed in violation of this Agreement
if it is prevented from performing any of its obligations hereunder by reasons for which it is not
responsible as defined herein. However, notice of such impediment or delay in performance must
be timely given, and all reasonable efforts undertaken to mitigate its effects.
Multiple Counterparts. This Agreement may be executed in multiple counterparts, any
one of which shall be considered an original of this document; and all of which, when taken
together, shall constitute one and the same instrument.
[Signatures on the following page.]
IN WITNESS WHEREOF, City and Decor IQ, LLC have executed this Agreement
on the dates indicated.
City of Round ock, Texas Decor IQ,LLC
By: B
Printed Name: Printed Name:
Title: Title: '
Date Signed: Date Signed: s-2017
For City,Attest:
By:
Sara L. White, City Clerk
For City, proved as to orm:
By:
Stephan . Sheets, City Attorney
ROUND ROCK TEXAS
City of Round Rock, Texas
Purchasing Division
221 East Main Street
Round Rock, Texas 78664-5299
www.roundrocktexas.gov
INVITATION FOR BID
DOWNTOWN CHRISTMAS LIGHTING PRODUCTS
& SERVICES
Solicitation No. 17-025
AUGUST 2017
EXHIBIT "A"
Downtown Christmas Lighting Products and Services
IFB No. 17-025
Class/Item: 988-54
August 2017
TABLE OF CONTENTS
Part I General
1. Purpose
2. Background
3. Attachments
4. Clarification
5. Bidder Qualifications
6. Subcontractors
7. Damage
8. Safety
9. Pricing
10. Price Increase
11. Agreement Term
12. Acceptance/Inspection
Part II Specifications
1. Scope/Service General Requirements
2. Installation, Maintenance and Removal
3. City Responsibilities
4. Delivery and Installation
5. Communication
6. Service Requirement Location
7. Point of Contract/Designated Representative
8. Workforce
9. Permits
Part III Schedule and Response Instructions
1. Schedule of Events
2. Solicitation (Updates
3. Mandatory Pre-Bid Meeting/Site Visit
4. Response Due Date
5. Best Value Evaluation Criteria
6. Award
7. Post Award Meeting
EXHIBIT "A"
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I FB No. 17-025
Class/Item: 988-54
August 2017
8. Non-Appropriation
9. Interlocal Cooperative Contracting (Piggyback)
Part IV Response Requirements
Attachment A: Bid Sheet
Attachment B: Bidder's Questionnaire
Attachment C: Bidder's Reference Sheet
Attachment D: Addendum Acknowledgement Form
Attachment E: Downtown Christmas Lighting Map
Attachment F: Lighting Exhibits
Part V Content
1. Confidentiality of Content
Part VI General Terms and Conditions/Insurance Requirements
1. Insurance
2. Definitions, Terms, and Conditions
3. Prompt Payment Policy
EXHIBIT "A"
Page 3 of 21
Downtown Christmas Lighting Products and Services
IFB No. 17-025
Class/Item: 988-54
August 2017
CITY OF ROUND ROCK
INVITATION FOR BID
DOWNTOWN CHRISTMAS LIGHTING PRODUCTS AND SERVICES
PART
GENERAL
1. PURPOSE: The City of Round Rock, herein after"the City" seeks bids to establish a multiple year
contract from a qualified person, firm or corporation, herein after "Bidder", who is experienced in
providing"turnkey"Christmas lighting installation and removal for the holiday season. The successful
vendor shall be responsible for the installation, maintenance and removal of holiday tree lighting, light
displays, and above street lighting in the City of Round Rock downtown areas, herein after"Services".
2. BACKGROUND: The City of Round Rock(the"City") is looking to enhance Downtown by purchasing
and installing lighting and light displays in specified areas of Downtown for the Holiday Season
(the"Show"). The Show extends along Main Street and Brown Street and encompasses Prete Plaza,
Water Tower Park and Centennial Plaza. Visitors can walk or drive the lit street and take in the
magnificence of lights in the historic core of Downtown. For those walking Downtown elements will
be placed around the City's water tower to enhance the experience walk through light displays such
as LeBlanc Illuminations 3-D Gift Box and 3D AP 'Coeur de Noel Walk through Ornament.
Lighting Brown Street will attract drivers and walkers to Centennial Plaza where they can see more
lighting displays and even take a selfie with their family See bid sheet for specific elements in
Centennial Plaza. Daytime visitors won't get to see the lights but we want to carry the holiday spirit
by wrapping all light poles, in designated areas, on Main Street and Brown Street with garland and
lights.
3. ATTACHMENTS: Attachment A through F, are herein made part of this invitation for bid:
3.1. Attachment A: Bid Sheet
3.2. Attachment B: Bidder's Questionnaire
3.3. Attachment C: Bidder's Reference Sheet
3.4. Attachment D: Addendum Acknowledgement Form
3.5. Attachment E: Downtown Christmas Light Map
3.6. Attachment F: Lighting Exhibits
4. CLARIFICATION: For questions or clarification of specifications, you may contact:
Primary Contact:
Mike Schurwon,CPPB, CTPM
Purchasing Department
City of Round Rock
E-mail:mschurwon(cDroundrocktexas.gov
Secondary Contact:
Juanita Fonseca, CTP
Purchasing Department
City of Round Rock
E-mail: jfonsecaCcDroundrocktexas.gov
EXHIBIT "A"
Page 4 of 21
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IFB No. 17-025
Class/Item: 988-54
August 2017
The individual listed above may be contacted by e-mail for clarification of the specifications only. No
authority is intended or implied that specifications may be amended or alterations accepted prior to
solicitation opening without written approval of the City of Round Rock through the Purchasing
Department.
5. BIDDER QUALIFICATIONS: The City has established the following minimum qualifications. Bidders
who do not meet the minimum qualifications will not be considered for award. The Bidder shall:
5.1. Be firms, corporations, individuals or partnerships normally engaged to provide, install and
maintain commercial grade Christmas lighting and displays as specified herein and have
adequate organization, facilities, equipment, financial capability, and personnel to ensure
prompt and efficient service to the City;
5.2. Provide all labor, supplies and materials required to satisfactorily perform the services as
specified herein and own or acquire at no cost to the City all equipment bidder deems
necessary to provide for the lease and maintenance of Christmas lighting and displays. The
City shall not be responsible for any bidder's equipment, tools, or materials lost or damaged
during the performance of the services specified herein;
5.3. Be firms, corporations, individuals, or partnerships normally domiciled in or have a home office
inside the United States including Williamson County and boarding counties. Bidders
domiciled outside the United States, or not having a home office inside the United States will
not be included for consideration in this procurement process;
6. SUBCONTRACTORS: The Vendor shall be fully responsible to the City for all acts and omissions
of the Subcontractors just as the Vendor is responsible for the Vendor's own acts and omissions. The
Vendor shall:
6.1. Require that all deliverables to be provided by the Subcontractor be provided in strict
accordance with the provisions, specifications and terms of the Agreement;
6.2. Require that all Subcontractors obtain and maintain, throughout the term of their agreement,
primary insurance in the type and amounts specified for the Vendor,with the City being named
as an additional insured; and
6.3. Require that the Subcontractor indemnify and hold the City harmless to the same extent as
the Contractor is required to indemnify the City.
6.4. Awarded Contractor is required to submit a list of all subcontractors for approval by the City
prior to use of any subcontractors.
7. DAMAGE: The Bidder shall be responsible for damage to the City's equipment and/or property, the
workplace and its contents by its work, negligence in work, its personnel and equipment usage.
8. SAFETY: The City reserves the right to remove any employee from City property for violation of
federal, state, and local health, safety and environmental laws, ordinances, rules and regulations.
The Bidder shall:
8.1. Ensure that all employees comply with all Occupational Safety and Health Administration
(OSHA), State and City safety and occupational health standards and other applicable federal,
state, and local health, safety, and environmental laws ordinances, rules and regulations in the
performance of these services;
8.2. Be held responsible for the safety of their employees and unsafe acts or conditions that may
cause injury or damage to any persons or property within and around the work site. In case of
conflict, the most stringent safety requirement shall govern;
EXHIBIT "A"
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8.3. Indemnify and hold the City harmless from and against all claims, demands, suits, actions,
judgments, fines penalties and liability of every kind arising from the breach of the Successful
Bidders' obligations under this paragraph.
9. PRICING: The bidder shall determine and submit a fixed cost for the work and shall include all
incidental costs, labor, overhead charges,travel, payroll expenses,freight,equipment acquisition and
maintenance, demurrage, fuel surcharges, delivery charges,costs associated with obtaining permits,
insurance, bonds and risk management. No separate line item charges shall be permitted for either
response or invoice purposes.
10. PRICE INCREASE: Contract prices for Downtown Christmas Lighting Products and Services shall
remain firm throughout the initial twelve (12) month term of the contract. A price increase to the
agreement may be considered on the anniversary date of the Contract each year and shall be equal
to the consumer price index for that year, but at no time can the increase be greater than 15% for
any single line item.
10.1. Consumer Price Index (CPI): Price adjustments will be made in accordance with the
percentage change in the U.S. Department of Labor Consumer Price Index (CPI-U) for all
Urban Consumers. The price adjustment rate will be determined by comparing the percentage
difference between the CPI in effect for the base year six-month average (January through
June OR July through December); and each (January through June OR July through
December six month average) thereafter. The percentage difference between those two CPI
issues will be the price adjustment rate. No retroactive contract price adjustments will be
allowed. The Consumer Price Index(CPI) is found at the Bureau of Labor Statistics,Consumer
Price Index website: http://www.bls.gov/cpi/.
10.2. Procedure to Request Increase:
10.2.1. Mail the written price increase request with the rate detail comparison and
comprehensive calculation and any supporting documentation to the designated City
Contract Specialist a minimum of 45 days prior to the annual Contract anniversary
date.The detailed written calculation will be verified and confirmed. All written requests
for increases must include the City of Round Rock contract number, solicitation
reference information and contact information for the authorized representative
requesting the increase. Price increase requests shall be sent by mail to:
City of Round Rock
Purchasing Department
Attn: Contract Specialist
221 East Main Street
Round Rock, TX 79664-5299
10.2.2. Upon receipt of the request, the City reserves the right to either, accept the escalation
and make change to the purchase order within 30 days of the request, negotiate with
the Vendor or cancel the agreement or purchase order if an agreement cannot be
reached on the value of the increase.
11. AGREEMENT TERM: The terms of the awarded agreement shall as be follows:
11.1. The term of the Agreement shall begin from date of award and shall remain in full force for sixty
(60) months.
11.2. The City reserves the right to review the awarded Bidders' performance anytime during the
contract term.
12. ACCEPTANCE/INSPECTION: Acceptance inspection should not take more than five (5) working
days. The vendor will be notified within this time frame if the services provided is not in full compliance
with the project scope. If any service is canceled for non-acceptance, the needed equipment or
EXHIBIT "A"
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IFB No. 17-025
Class/Item: 988-54
August 2017
service may be purchased elsewhere and the vendor may be charged full increase, if any, in cost
and handling.
PART II
SPECIFICATIONS
1. SCOPE/SERVICE GENERAL REQUIREMENTS:
Scope of project to include tree lighting, light displays, and above street lighting
1.1. The City is seeking pricing on two options:
Option A-"Lease Option"—to include the lease of the lights/displays for the duration of the
Show. Bidder shall be responsible for the purchase and storage of the lights/displays. Bidder
will retain ownership of the lights/displays upon conclusion of the Show. Bid shall also include
the complete installation (includes setup and wrapping of lights/displays, extension cords and all
appurtenances needed for lighting to be installed and working), 24-hour on call service,
maintenance and removal of the lights. Bidder shall be responsible for all work and associated
materials necessary to provide a turn-key installation, maintenance and removal of the
lights/displays.
Option B-"Purchase Option"—to include the purchase of the lights/displays for the Show.
Bidder shall be responsible for the purchase of the lights/displays. The City will be responsible
for the storage of and retain ownership of the lights/displays upon conclusion of the Show. Bid
shall also include the complete installation (includes setup and wrapping of lights/displays,
extension cords and all appurtenances needed for lighting to be installed and working), 24-hour
on call service, maintenance and removal of the lights. Bidder shall be responsible for all work
and associated materials necessary to provide a turn-key installation, maintenance and removal
of the lights/display.
1.2. All main tree trunks and branches to be wrapped with 4 inch wraps up to 25 feet, and canopies
wrapped with LED mini lights.
1.3. Small Tree Lighting — a small tree shall be classified as a tree with a caliper of 8" or less. See
"Attachment E - Downtown Christmas Lighting Map" for trees identified as small trees. Each
Small Tree shall have a minimum of 3,000 warm white LED lights. All Small Trees shall be
wrapped as shown in" Attachment F—Lighting Exhibits".
1.4. Medium Tree Lighting- a medium tree shall be classified as a tree with a caliper of greater than
8"and less than 16". See "Attachment E-Downtown Christmas Lighting Map"for trees identified as
medium trees. Each Medium Tree shall have a minimum of 24,000 warm white LED lights. All
Medium Trees shall be wrapped as shown in "Attachment F —Lighting Exhibits".
1.5. Large Tree Lighting - a large tree shall be classified as a tree with a caliper of greater than 16".
See "Attachment E-Downtown Christmas Lighting Map" for trees identified as large trees. Each
Large Tree shall have a minimum of 30,000 warm white LED lights. All Large Trees shall be
wrapped as shown in"Attachment F—Lighting Exhibits".
1.6. The lighting shall not use more than 10 amps per tree off of a 120-amp circuit.
1.7. All lighting for Light Displays and Features shall be warm white, LED lighting.
1.8. Above Street Lighting —warm white LED "Festival" Lighting with inline sockets, including cable,
connection anchors and all appurtenances needed to complete the installation. Existing light poles
EXHIBIT "A"
Page 7 of 21
Downtown Christmas
IFB NO 17-025
Class/item: Lighting Products and
Services
August 2017 88"54
shalt be fitted
be responsible
pole extension for Vendor to
anchor alta hIe for alf improvements after the connect all Above
meets, etc. pole extension including
Lighting. Vendor shall
Light Garland Wrap Per sizing of the cable,
around pole lights. All Pole Lis feet of
shall be wrapped warm white LED lighted Lights garland
exhibit o n in "Attach meet E—Downtown' no ornaments, wrapped
garland withotut omamt F
"Attachment F _
show garland Lighting Exhibits. Christmas Li p„
Ornaments. with ornaments Please gruel Ma
the Vendor note that while the
1.10• Pole Light G shall purchase
(the "Wreaths")a Garland and install
with Lights_ Cit
power and re Vendor shall be responsible
shall provide
Pickup moval of Wreaths u Possible for ll PrOl d garland wreaths with l►
Vendor and drop-off °f upon completion of Wreaths lights and bow
shall Wreaths at the of Show. Vendor shall Wreaths, it lights to
minimum of 72-your Pard CieY on
1.11 notice (300 South Burnet),
The Vendor shall be res Prior to Pickup and drop-off
appurtenances responsible for running p off of
after installationand connection gall extension
breakers °f all lights/disp►a cords and associated
will be flipped as necessa receptacles.
1.12• Remote Light Timers — the ry to alloy, Lighting must be tested
Planned e Cit testing.
to be used for the Y has Hm rs or photocells on Most
included with a Show,
lighting timeNphotocell ever, any receptaclesst of the electrical receptacles
9 for the duration ' the Vendor shall install that are peacles
programming of the timer. °f the STOW Light Timer discovered not to be
Light Timers installed and o Payment for this itendor shall be responsible
to operate
m shall be ponsible for onthe
1.13. operated.
made based on the actual connection and
If used, all extension cords must of
t be rated for extended outdoor u
2. Installation, Maintenance and Re se.
moval
2.1• No staples
, nails or screws
lights, and trees must be shall be used to
treated with adequate
the trees to secure
2.2. Any trimmingquate care to PreVent damage extension cords or
not prune any°f branches must be coordinated � °r breakage,
for prunon nree tree
out prior a with the City'
approval of the Cit y Forestry Manager.
ehorozovic l information
r anion n alto able pruningY's Forestry Manager. He u Vendor shall
u , 512-341- °f tight installation methods: may be contacted
2.3. Installation May 3350. Emsud Horozov►c,
by November 17,start the 3rd Week of October and
2017. must be 100% complete and full
electrical installations ailation Y operational
must be performed b
Vendor shall n a Commercial Y individuals with ade
installation. notify City immediately district is quate training in exterior
Y electrical issues or problems are
2 5 and performance.
All safety equipment, training, a discovered
services. during
apparel, shall be provided by the Ven
2-6, A11 safety rules laws regulations dor to individual
SubstandardPerforming
materials or service'sshallhall not bend Practices must be followed
acceptable. at all times.
EXHIBIT ►►A
Page 8 of 21
I�g No° wn Chris •
Class/1te17_025 Lighting products and
August 20'988.54 Services
2.7. The installation
Parking and much is►s active in
me Pedestria daytime and
during 'business Operations Aerations off the►vity. Local at night, a local co
Crty Hall business mmercial
hours. access cans district
2.8. Week da ated at 221 of be blocked for to with limited
activit y and Su East Main Street may
n9 periods
Saturdays not nday installation is Y not be impeded,
as concentrated an approved peded,
2.9 The must be done before 10d installation actvit ore 11:00re and a
a.m.
lights vendor shall be re 00 a•M. or after 10 activities less re
2.9.
P•m. g and
Parking
are operatio sp0nsible for P•m. on Main Street. ork°n Frida
as rain and win nal. The Cit Periodic ins Ys and
2'10* The vendord commonly cause y rquir s a reSponseecti°rnneand maintenance°
is rProblems of no more than flouting to assure
Trees/structur espOnsible for NO ExCEPTIONSI 24 hours, 7 days that
removed in the
hall not be damagedthe safe re a week,
moval Of
2.11. If OPtio e 3 week of Janu and must bethe returned
at the end
urned to their Of the holida
and displa _Purchase O prior state. Li Y season.
to pqR p displays storage o f Option is sele ghting shall be
Cit pOwntown lighting intocted' the Vendor
pow with minimum ar72300 South City
i nerov. bins all
responsible for removal
a
stows Pard hour Burnett) e delivery Sof all lighting
3, notice prior t0 Vendor shall coordi a Of storage bins and
City ResAonsi delivery with
to
rY of stora City and displays
9e bins and/or shall provide
3 1• Adequate displays to PARD
Power will be to
i
3.2, Coity will po n the i
be respons f nstallation area to
receptacles. or turnip allow testis
3.3. If Option g°n/Off the Show. Timers/ 9 of installation.
conclusion of thselected photocells will be
the Cit utilized on most
A ov►de covered
Show. Y will be
deliver all'Storage
a ad storage s city shall provide responsible for Stora stor ge bins and lace in the PARD bins t0 Vendor for
9e of lighting u
3.4. The Cit light displays to upon Yard°3o forage of lights rchased at the
specie shall provide wreaths
P n removal O f ( 0 South Burne City will also
lighting ation_ wreaths
the Show, tt) for Vendor to
The aths are for installatio
►s removed. non „pole
4. Delivery and In the Property of the L►ghts"referenced
in Installation: The B' City and shall be returned Section
4 1 1.10 of the
Frei to the City when
and Freight and deliver Bidders price shall include
ready for Y to p the following:
4.2 continued °wntown Round
hllll materials ed use- Rock area o f
complete Product and lab specified equi
4.3 Christ or for Pment in new condition
mas lightingdelivery, un
Any equipment that is and displa Packing and Inst
replaced within 24 delivered Ys specified. allation services necessary
4.4, All lighting a hours. er�d jn damaged or non_
for
4.5• working condition shall be r
n
Removal and display setup and ac e
4.6. disposal of acceptance testis moved and
Final site clean-up. all associate 9 shall be c
d rubbish, oordinated with City.
ExHjBi T ►►A ►
Page 9 of 21
Downtown Christmas Lighting Products and Services
IFB No. 17-025
Class/Item: 988-54
August 2017
5. Communication: The successful bidder shall provide communication
perform the Services. This may include 2-way radios, pagers, cellular hones equipmeel necessaryto
devices, e-mail and fax machine. p , telepp hone answering
6. Service Requirement Location: Services shall be performed at the City location as follows..
City of Round Rock
221 E. Main Street
Round Rock, Texas, 78664
7. Point of Contact/Designated Representative:
7.1. Bidder's Point of Contact: In order to maintain consistent standards
quality
the Downtown Christmas Light Show, the City shall be provided with a designted and identified
work performed at
point of contact upon award of the contract to include contact information. The
representative shall be notified by the bidder immediately should the point of contac designated
7.2. The City's designated representatives for the Downtown Christmas Li t change.
Light Show shall be:
Name/Title David Buzzell,Assistant Director, Parks and Recreation
Phone 512 341-3345
Email dbuzzel roundrocktexas. ov
8. Workforce: Successful Bidder shall:
8.1. The Vendor shall employ only orderly and competent workers, skilled i
services which they shall perform under the Agreement. n the performance of the
8.2. The Vendor, its employees, subcontractors, and subcontractor's employees
participating in an Agreement or Purchase Order or while in the course and sc bile engaged in
goods or services under a City agreement may not; ope of delivering
8.2.1. Use or possess a firearm, including a concealed handgun that
state law, except as required by the terms of the agreement; or is licensed under
8.2.2. Use or possess alcoholic or other intoxicating beverages, illegal dr
ugs or substances, nor may such workers be intoxicated, or under the influence controlled albol
or controlled substances, on the job. alcohol
8.3. If the City or City's representative notifies the Vendor that any worker
incompetent, has knowingly or repeatedly violated safety regulations disorderly,has disobedient n
firearms, or has possessed or was under the influence of alcohol or controlledas Possessed an
the job, the Vendor shall immediately remove such worker from Agreement services,
substances on
not employ such worker again on Agreement services without the City's prior witen and may
9• Permits: The Successful Bidder shalt obtain all necessaryp written consent.
required by federal, state and local laws, ordinancesrules or regulations for the dor certificates
services as specified herein. completion of the
EXHIBIT "All
Page 10 of 21
Downtown Christmas Lighting Products and Services
IFB No. 17-025
Class/Item: 988-54
August 2017
PART III
SCHEDULE AND RESPONSE INSTRUCTIONS
1. SCHEDULE OF EVENTS: It is the City's intention to comply with the following solicitation timeline:
EVENT DATES
Solicitation released August 25, 2017
Mandatory Pre-Bid Meeting and Site Visit August 30, 2017 @ 9:00 AM, CST
Deadline for submission of questions August 31, 2017 @ 5:00 PM, CST
City responses to questions or addendums September 5, 2017 @ 5:00 PM, CST
Deadline for submission of responses September 8, 2017 @ 3:00 PM, CST
All questions regarding the solicitation shall be submitted in writing by Thursday August 31, 2017, at
5:00 p.m., CST on the due date noted above to: Mike Schurwon, CPPB, CTPM, Purchasing
Department at: mschurwon(a�roundrocktexas pov
A copy of all the questions submitted and the City's response to the questions shall be posted in
writing by Tuesday September 5, 2017 @ 5:00 p.m. on the City's webpage in the form of an
addendum at:
https://www.roundroc,texas pov/departments/purchasing/purchasing active solicitations/
NOTE: The City reserves the right to modify these dates. Notice of date change will be posted to
the City's website.
2. SOLICITATION UPDATES: Bidders shall be responsible for monitoring the City's website for any
updates pertaining to the solicitation described herein at:
https://www.roundrocktexas.gov/departments/purchasinq/purchasing active solicitations/
Various updates may include addendums, cancelations, notifications, and any other pertinent
information necessary for the submission of a correct and accurate response. The City will not be
held responsible for any further communication beyond updating the website.
3. MANDATORY PRE-BID MEETING/SITE VISIT: A pre-bid solicitation meeting, site visit, and
inspection will be conducted to fully acquaint Bidders with the facilities, difficulties and/or restrictions
inherent in the services specified. The pre-solicitation meeting will be conducted on the date specified
in the Schedule of Events (Part III, Section 1). Site visit coordinator for the purposes of this IFB
solicitation is: David Buzzell, Assistant Director for Parks and Recreation. Telephone: (512) 341-
3345 or email at: dbuzzella@roundrocktexas ov
Attendance at the pre-bid solicitation meeting is "MANDATORY" and bidders shall sign-in at
the pre-bid solicitation meeting to document their attendance. Immediately following the pre-
solicitation meeting, a site visit tour will be conducted to enable bidder(s) to determine labor,
equipment, supplies and materials necessary to perform the services specified herein.
City of Round Rock
City Council Chamber, 1St Floor
221 E. Main Street
Round Rock,Texas 78664
3.1. Bidder(s)will be responsible for their own transportation for the site visit tour.
EXHIBIT "A"
Page I 1 of 21
Downtown Christmas Lighting Products and Services
IFB No. 17-025
Class/Item: 988-54
August 2017
3.2. It is the responsibility of the Bidder to examine each location to determine equipment, supplies,
and labor needed to fulfill the requirements of the Downtown Christmas Products and Lighting
Services specifications.
4. RESPONSE DUE DATE: Signed and sealed responses are due at or before Friday September 8,
2017, at 3:00 p.m., on the due date noted in Part Ill, Section 1. Mail or hand deliver sealed responses
to:
City of Round Rock
Attn: Mike Schurwon, CPPB, CTPM
Purchasing Department
221 E. Main Street
City Hall -15t Floor Receptionist Desk
Round Rock,Texas 78664-5299
4.1. Sealed responses shall be clearly marked on the outside of packaging with the Company
name, Solicitation number(IFB No. 17-025) title (Downtown Christmas Lighting Products and
Services), due date, time, and "DO NOT OPEN".
4.2. Facsimile or electronically transmitted responses are not acceptable.
4.3. Responses cannot be altered or amended after opening.
4.4. No response can be withdrawn after opening without written approval from the City for an
acceptable reason.
4.5. The City will not be bound by any oral statement or offer made contrary to the written
specifications.
4.6. Samples and/or copies shall be provided at the bidder's expense, and shall become the
property of the City.
5. BEST VALUE EVALUATION CRITERIA: The City reserves the right to reject any or all responses,
or to accept any response deemed most advantageous, or to waive any irregularities or informalities
in the response received that best serves the interest and at the sole discretion of the City. All
solicitations received may be evaluated based on the best value for the City. In determining best
value, the City may consider:
5.1. Purchase price;
5.2. Reputation of Bidder and of Bidder's goods and services;
5.3. Quality of the Bidder's goods and services;
5.4. The extent to which the goods and services meet the City's needs;
5.5. Bidder's past performance with the City;
5.6. The total long-term cost to the City to acquire the Bidder's goods or services;
5.7. Any relevant criteria specifically listed in the solicitation.
Bidders may be contacted for clarification of bid and/or to discuss details of the services they are
proposing. This may include a presentation and/or the request for additional material/information to
clarify.
6. AWARD: The City may choose to not award an Agreement. Split awards between Vendors may be
made at the sole discretion of the City. The City reserves the right to enter into an agreement or a
purchase order with a single award, split awards, or use any combination that best serves the interest
and at the sole discretion of the City.
EXHIBIT "A"
Page 12 of 21
Downtown Christmas Lighting Products and Services
IFB No. 17-025
Class/Item: 988-54
August 2017
7. POST AWARD MEETING: The City and Successful Bidder(s) may have a post award meeting to
discuss, but not be limited to the following:
7.1. The method to provide a smooth and orderly transition of services performed from the current
contractor;
7.2. Provide City contact(s) information for implementation of agreement;
7.3. Identify specific milestones, goals and strategies to meet objectives.
8. NON-APPROPRIATION: The resulting Agreement is a commitment of the City's current revenues
only. It is understood and agreed the City shall have the right to terminate the Agreement at the end
of any City fiscal year if the governing body of the City does not appropriate funds sufficient to
purchase the estimated yearly quantities, as determined by the City's budget for the fiscal year in
question. The City may affect such termination by giving Vendor a written notice of termination at the
end of its then current fiscal year.
9. INTERLOCAL COOPERATIVE CONTRACTING (PIGGYBACK): Other governmental entities may
be extended the opportunity to purchase off the City's agreements, with the consent and agreement of
the awarded Vendor(s) and the City. Such consent and agreement shall be conclusively inferred from
lack of exception to this clause in a Bidder's submittal. However, all parties indicate their understanding
and hereby expressly agree that the City is not an agent of, partner to,or representative of those outside
agencies or entities and that the City is not obligated or liable for any action or debts that may arise out
of such independently-negotiated "piggyback"procurements.
PART IV
RESPONSE REQUIREMENTS
The City of Round Rock makes no warranty that this checklist is a full comprehensive listing of every
requirement specified in the solicitation. This list is only a tool to assist participating bidders in compiling
their final responses. Bidders are encouraged to carefully read the entire solicitation.
Bidders shall submit one (1) evident signed "Original" and three (3) hard copies of the bid response
requirements including any required attachments and one (1) electronic copy of IFB response on flash
drive. The samples and/or copies shall be provided at the bidder's expense, and shall become the property
of the City.
This invitation for bid (IFB) does not commit the City to contract for any supply or service. Bidders are
advised that the City will not pay for any administrative costs incurred in response preparation to this IFB;
all costs associated with responding to this IFB will be solely at the interested parties' expense. Not
responding to this IFB does not preclude participation in any future RFP/RFQ/IFB.
For your bid to be responsive, all required items identified below shall be submitted with your
proposal.
Attachment A- Bid Sheet: Responses shall be submitted on itemized, signed Bid Sheet provided
herein. Failure to itemize or sign solicitation may result in disqualification. Submission of responses
on forms other that the City's Solicitation Document may result in disqualification of the response.
Attachment B-Bidder's Questionnaire: Provide completed Bidders Questionnaire,which includes
Contractor name, address, telephone/fax numbers, E-Mail, date, number of years providing
commercial equipment leasing services, number of employees assign to contract, and equipment list.
Attachment C - Bidder's Reference Sheet: Provide completed Bidder's Reference Sheet, which
includes the name, address, telephone number and E-Mail of at least three (3) Municipal,
Government agencies or firms of comparable size that have utilized similar service within the last two
EXHIBIT "A"
Page 13 of 21
Downtown Christmas Lighting Products and Services
I FB No. 17-025
Class/Item: 988-54
August 2017
(2) years. City of Round Rock references are not applicable. References may be checked prior to
award. Any negative responses received may result in disqualification of submittal.
Attachment D - Addendum Acknowledgment Form: Provide signed copy of the Addendum
Acknowledgement Form or a signed copy of each issued addendum with bid upon submission.
Attachment E -Downtown Christmas Lighting Map
Attachment F-Lighting Exhibits
NOTE: The following items shall be made available upon request by the City prior to award
and the approval of any contract:
Proof of insurance for General Liability, Worker's Compensation and standard automobile liability
coverage as set forth by the Insurance Requirements as identified on the City's website at:
https://www.roundrocktexas.gov/wp-content/uploads/2014/12/corr insurance 07 20112 pdf
PART V
CONFIDENTIALITY OF CONTENT
1. CONFIDENTIALITY OF CONTENT: All documents submitted in response to a solicitation shall be
subject to the Texas Public Information Act. Following an award, responses are subject to release
as public information unless the response or specific parts of the response can be shown to be
exempt from the Texas Public Information Act. Pricing is not considered to be confidential under
any circumstances.
1.1. Information in a submittal that is legally protected as a trade secret or otherwise confidential
must be clearly indicated with stamped, bold red letters stating"CONFIDENTIAL" on that
section of the document. The City will not be responsible for any public disclosure of
confidential information if it is not clearly marked as such.
1.2. If a request is made under the Texas Public Information Act to inspect information designated
as confidential, the Bidder shall, upon request from the City, furnish sufficient written reasons
and information as to why the information should be protected from disclosure. The matter
will then be presented to the Attorney General of Texas for final determination.
PART VI
GENERAL TERMS AND CONDITIONS/INSURANCE REQUIREMENTS
(ITEMS BELOW APPLY TO AND BECOME A PART OF THE CONTRACT)
1. INSURANCE: The Bidder shall meet or exceed all insurance requirements set forth by the
Insurance Requirements as identified on the City's website at:
hftps://www.roundrocktexas.gov/wp-content/ur)loads/2014/12/corr insurance 07 20112 pdf
2. DEFINITIONS,TERMS AND CONDITIONS: By submitting a response to this solicitation, the Bidder
agrees that the City's standard Definitions, Terms and Conditions, in effect at the time of release of
the solicitation, shall govern unless specifically provided otherwise in a separate agreement or on the
face of a purchase order. Said Definitions, Terms and Conditions are subject to change without
notice. It is the sole responsibility of Bidders to stay apprised of changes. The City's Definitions,
Terms and Conditions can be obtained from the City's website at:
hftps://www.roundrocktexas.gov/wp-content/uploads/2014/12/corr t c revised 07 2011 pdf
3. PROMPT PAYMENT POLICY: Payments will be made in accordance with the Texas Prompt
Payment Law, Texas Government Code, Subtitle F, Chapter 2251. The City will pay Vendor within
thirty days after the acceptance�ofthee su lies materials, equipment, or the day on which the
i
I IT
Page 14 of 21
Downtown Christmas Lighting Products and Services
I FB No. 17-025
Class/Item: 988-54
August 2017
performance of services was completed or the day, on which the City receives a correct invoice for
the supplies, materials, equipment or services, whichever is later. The Vendor may charge a late fee
(fee shall not be greater than that which is permitted by Texas law) for payments not made in
accordance with this prompt payment policy; however, this policy does not apply to payments made
by the City in the event:
3.1. There is a bona fide dispute between the City and Vendor concerning the supplies, materials,
services or equipment delivered or the services performed that causes the payment to be late;
or
3.2. The terms of a federal agreement, grant, regulation, or statute prevent the City from making a
timely payment with Federal Funds; or
3.3. The is a bona fide dispute between the Vendor and a subcontractor or between a subcontractor
and its suppliers concerning supplies, material, or equipment delivered or the services
performed which caused the payment to be late; or
3.4. The invoice is not mailed to the City in strict accordance with instructions, if any, on the
purchase order or agreement or other such contractual agreement.
EXHIBIT "A"
Page 15 of 21
Downtown Christmas Lighting Products and Services
IFB No. 17-025
Class/Item: 988-54
August 2017
ATTACHMENT A: BID SHEET
Downtown Christmas Lighting Products and Services
NOTE: Please complete the attached Excel spreadsheet for Christmas Lighting Products and Services for
Option A— Lease Option — Including Installation and Removal and Option B — Purchase Option — City to
Purchase Lighting and Cost for Vendor to provide Labor; including installation, maintenance and removal.
Attachment A: Bid Sheet to be posted to the City of Round Rock website at:
https://www.roundrocktexas gov/departments/purchasing/purchasing-active-solicitations/
EXHIBIT "A"
Page 16 of 21
1of5
Attachment A-Bid Sheet 1
Downtown Christmas Lighting Products and Services
IFB-No. 17-025 0
Special Instructions: All prices per Option must be quoted in order to be considered responsive, be advised that exceptions taken to any portion of the solicitation may
jeopardize acceptance of the bid. The City reserves the right to purchase more or less than the quantities indicated below.
Option A- Lease Option -Including Installation Maintenance and Removal
No. Description Estimated Unit Cost Extended Total
Quantity(Ea)
1 Small Tree Lighting per Specification 72 $ 455.00 $ 32,760.00
2 Medium Tree Lighting per Specification 18 $ 1,970.00 $ 35,460.00
3 Large Tree Lighting per Specification 13 $ 3,180.00 $ 41,340.00
Dekra-Lite 10' Regal Illuminated Gift Box(GMEMXXXLWWGIFT10)with Warm White LED mini
Lights; or approved equal: Make/Model
4 1 $ 2,270.00 $ 2,270.00
Dekra-Lite 9' Regal Illuminated Deer(GMGK100515266)with Warm White LED mini Lights: or
approved equal:
Make/Model
5 S 2,020.00 $ 2,020.00
Dekra-Lite 6 5' Regal Illuminated Snowflake(GMEM800LWWSNGLD)with Warm White LED mini
Lights; or approved equal-
Make/Model:
6 1 $ 1,203.00 $ 1,203.00
Dekra-Lite 9' Regal Illuminated Ring (GMGK100517980)with Warm White LED mini Lights; or
approved equal:
Make/Model
7 2 $ 3,770.00 $ 7,540.00
Dekra-Lite 6.5' Regal Illuminated Star(GMEM100513738)with Warm White LED mini Lights; or
approved equal:
Make!Model:
$ 1 S 1,203.00 $ 1,203.00
Dekra-Lite Regal Illuminated Walk Through Ornament(GMEM1112LWWRING)with Warm White
LED mini lights; or approved equal-
Make/Model
qualMake/Model
9 1 $ 2,343.00 1 S 2,343.00
2of5
Attachment A- Bid Sheet
Downtown Christmas Lighting Products and Services
IFB-No. 17-025
Leblanc Illuminations Walk Through 3-D Gift Box with Warm White LED lights: or approved equal;
Make/Model
10 1 $ 8,000.00 $ 8,000.00
Leblanc Illuminations D&cor 3D AP'Coeur de Noel'Walk Through 3-D Ornament with Warm White
LED lights; or approved equal,
Make/Model:11 1 $ 14,000.00 $ 14,000.00
12 Pole Light Garland Wrap 47 $ 112.00 S 5,264.00
13 Pole Light-Garland Wreath with Lights(provided by CORR) *`INSTALLATION ONLY*" 47 $ 35.00 $ 1,645.00
14 Above Street Lighting—Main Street 2265 LF $ 2.75 $ 6,228.75
15 Above Street Lighting—Brown Street 1502 LF $ 2.75 $ 4.130.50
16 Above Street Lighting—Mays Street 3906 LF $ 2.75 $ 10,741.50
Total for Option A-Annual Lease $ 176,148.75
Option B - Purchase Option -City to Purchase Lighting and service cost for Vendor to provide Labor; including Installation, Maintenance and
Removal
I
Estimated Unit Cost Extended Total
Quantity(Ea)
No. Description
Lines 17-31 Purchase Price for Lighting Supplies Only
17 Small Tree Lighting per Specification 72 S 350.00 $ 25,200.00
18 Medium Tree Lighting per Specification 18 S 2,800.00 $ 50,400.00
19 Large Tree Lighting per Specification 13 $ 3,500.00 $ 45,500.00
3of5
Attachment A-Bid Sheet
Downtown Christmas Lighting Products and Services
IFB-No.17-025
Dekra-Lite 10'Regal Illuminated Gift Box(GMEMXXXLWWGIFT10)with Warm White LED mini
Lights;or approved equal: Make/Model
20 1 $ 4,700.00 $ 4,700.00
Dekra-Lite 9'Regal Illuminated Deer(GMGK100515266)with Warm White LED mini Lights;or
approved equal:
Make/Model
21 1 $ 5,400.00 $ 5,400.00
Dekra-Lite 6.5'Regal Illuminated Snowflake(GMEM800LWWSNGLD)with Warm White LED mini
Lights;or approved equal: Make/Model:
22 1 $ 2,300.00 $ 2,300.00
Dekra-Lite 9'Regal Illuminated Ring(GMGK100517980)with Warm White LED mini Lights;or
approved equal:
23 Make/Model 2
$ 9,960.00 $ 19,920.00
Dekra-Lite 6.5'Regal Illuminated Star(GMEM100513738)with Warm White LED mini Lights;or
approved equal:
Make/Model:
24 1 $ 3,100.00 $ 3,100.00
Dekra-Lite Regal Illuminated Walk Through Ornament(GMEM1112LWWRING)with Warm White
LED mini lights;or approved equal:
Make/Model
25 1 $ 5,100.00 $ 5,100.00
Leblanc Illuminations Walk Through 3-D Gift Box with Warm White LED lights;or approved equal:
Make/Model
26 1 $ 24,000.00 $ 24,000.00
Leblanc Illuminations D6cor 3D AP'Coeur de NOL'I'Walk Through 3-D Ornament with Warm White
LED lights;or approved equal:
Make/Model:
27 1 $ 40,000.00 $ 40,000.00
28 Above Street Lighting—Main Street 2265 LF $ 4.50 $ 10,192.50
29 Above Street Lighting—Brown Street 1502 LF $ 4.50 $ 6,759.00
30 Above Street Lighting—Mas Street 3906 LF $ 4.50 $ 17,577.00
31 Pole Light-Garland Wrapper Specification 47 $ 80.00 $ 3,760.00
� 7. ,. L-r -':;. .. . --.. . .._ :.�:- ..-...._ .i.. ar.. .r. ;3. moi-• ,^^•r--_, _ i�� .s,-r!.-,._.�-..-+.
..�...-....•..r.. ....f....-......i J.C_.1:....... .....v-...-t .:.-..r.....-....-... .i4...ti...r'..........t" ..�.....r L.�. .F1r.i.�Jl.:..J� Il Yom. :.M
.. v.l-+.. �.� -:1a++. -W.i'�f._...J �w+ii=.tl�i.`ul� •hJ
Annual Labor Charge for Installation, Maintenance and Removal of Lighting and Decorations listed
32 for line items 17-30 1 One(1) Lot $ 96,000.00
tof5
Attachment A- Bid Sheet
Downtown Christmas Lighting Products and Services
IFB-No. 17-025
Pole Light-Garland Wreath with Lights(wreaths provided by CORR). `INSTALLATION ONLY"
33 (Line 31) 47 $ 35.00 5 1,645.00
Total for Option B-Annual Purchase Option with Labor 5 361,553.50
Additional Services -(Information Only)The City may require additional lighting or services under this Agreement.Complete pricing below
An additional$10,000 in annual dollar authority will be added to each term of the contract for the optional purchase of goods and services
M
No. Description
34 % Discount for additional decorations 150'
35 Hourly Labor Rate for additional services 37.5
36 (Option B only) Service cost to install, maintain and remove lighting for small tree Qty 1-EA $300.00
37 (Option B only) Service cost to install, maintain and remove lighting for one medium tree Qty 1-EA $1,500.00
38 (Option B only) Service cost to install, maintain and remove lighting for one large tree Qty 1-EA $2,400.00
39 (Option B only) Service cost to install, maintain and remove lighting for Pole Light Garland Wrap Qty 1-EA $80.00
40 (Option B only) Service to isntall and maintain lighting for one large tree year round Qty 1-EA $3,900.00
41 (Option B only) Service cost to install and maintain over the street lighting year round Qty 1-Lot $7,700.00
42 Cost to provide, install and program Remote Light Timer for lights Qty 1-EA $15.00
COMPANY NAME: Decor IQ
SIGNATURE OF AUTHORIZED REPRESENTATIVE:
5 of 5
Attachment A-Bid Sheet
Downtown Christmas Lighting Products and Services
IFB-No.17-025
PRINTED NAME: Mark Metzger
EMAIL ADDRESS: mmetzger@decoriq.net
"By the signature hereon affixed,the bidder hereby certifies that neither the bidder nor the entity represented by the bidder,or anyone acting for such entity has violated the
antitrust laws of this State,codified in Section 15.01 et seq.,Texas Business and Commerce Code,or the Federal antitrust laws,nor communicated directly or indirectly,the
response made to any competitor or any other person engaged in such line of business."
Bidder agrees to comply with all conditions set forth in this bid.
Downtown Christmas Lighting Products and Services
IFB No. 17-025
Class/Item: 988-54
August 2017
ATTACHMENT B:
BIDDER'S QUESTIONNAIRE
Any and all firms considering the Downtown Christmas Products and Lighting Services contract, must
complete and submit the information requested below.
NOTE: Bidders questionnaire is a part of the bid response. Bidders who fail to submit this information, or
if the City receives a negative reference or no reference responses based on bidder's submitted
reference list, bidder's response will be considered non-responsive.
CONTRACTOR NAME: Y
PHYSICAL ADDRESS OF EQUIPMENT: J h>^tj 4A-
f6nx�c�
Aoknl-o Tc . e1-7
TELEPHONE: .20_f3 M ' `1 FAX:
.r
EMAIL: 1,° i I • 4etD-ATE: ��r _a C)
1—I
1. State the numbT
f years your firm has provided Christmas lighting products and leasing
services �_/years.
2. State the number of employees who will be designated to work on this contract: 15 _a15
3. EQUIPMENT LIST: List all equipment you plan to dedicate to this project(s):
M 61
Note: Attach a separate sheet if necessary. All equipment must be equipped with safe guards as outlined
by ANSI and OSHA.
4. Do plan on using subcontractors? Yes No�
NOTE: If yes, bidder(s) shall provide a list of subcontractors with their bid response, which is to include
subcontractor business name, address, contact name, and telephone number.
EXHIBIT "A"
Page 17 of 21
Downtown Christmas Lighting Products and Services
IFB No. 17-025
Class/Item: 988-54
August 2017
ATTACHMENT C:
BIDDER'S REFERENCE SHEET
PLEASE COMPLETE AND RETURN THIS FORM WITH THE SOLICITATION RESPONSE
SOLICITATION NUMBER: / I`�, . (2_6
BIDDER'S NAME: ble IQ DATE:
Provide the name,address,telephone number and e-mail of at least three(3)Municipal and/or Government
agencies or firms of comparable size that have utilized similar service within the last two(2)years. City of
Round Rock references are not applicable. References may be checked prior to award. If references
cannot be confirmed or if any negative responses are received it may result in the disqualification of
submittal.
1. Company's Name C4 Gee C
�)ekig�j
Name of Contact f.
Title of Contact
E-Mail Address ,off ecf e,�0 W 1) G t..
Present Address eih j 5 f
City, State, Zip Code , � q o TX -7 0
Telephone Number --1114 Fax Number: (
2. Company's Name ,t
Name of Contact
Title of Contact
E-Mail Address Ot f sa ( -K • Nov
Present Address ��
City, State,Zip Code , (�
Telephone Number Fax Number: ( )
3. Company's Name �� CY l
Name of Contact
AIAO, ie-,,
Title of Contact
-9.,r
E-Mail Address � �
Present Address f1 of L-kk
City, State, Zip Code Yl iv �v TX
Telephone Number ( 0 ) 431 -03 Fax Number: ( )
FAILURE TO PROVIDE THE REQUIRED INFORMATION WITH THE SOLICITATION RESPONSE MAY
AUTOMATICALLY DISQUALIFY THE RESPONSE FROM CONSIDERATION FOR AWARD.
EXHIBIT "A"
Page 18 of 21
Downtown Christmas Lighting Products and Services
IFB No. 17-025
Class/Item: 988-54
August 2017
ATTACHMENT D
ADDENDUM ACKNOWLEDGMENT FORM
NOTE: If multiple addendums have been issued, Bidders may complete and return this attachment with
their proposal in place of the individual addendums to be submitted. Failure to provide either this form or
the individual addendums with signatures may result in disqualification of the proposal.
Addenda Acknowledgment: The undersigned acknowledges the receipt of the following Addenda:
Addendum#: Dated: �`� ` 9
Addendum#: Dated:
Addendum#: Dated:
Addendum#: Dated:
Addendum#: Dated:
Bidder(Company):
--7
Signature (in ink): `
Name(Typed/printed): Y'�.
Title: V0I �� Date: x �t
E Wage l9 af21 tA"
Downtown Christmas Lighting Products and Services
lFB No. 17-025
Class/Item: 988-54
August 2017
ATTACHMENT E
DOWNTOWN CHRISTMAS LIGHTING MAP
Attachment E: Downtown Christmas Lighting MAP to be posted to the City of Round Rock website at:
https://www.roundrocktexas.gov/departments/purchasing/purchasing-active-solicitations/
EXHIBIT "A"
Page 20 of 21
Downtown Christmas Lighting Products and Services
IFB No. 17-025
Class/Item: 988-54
August 2017
ATTACHMENT F
LIGHTING EXHIBITS
Attachment F: Lighting Exhibits to be posted to the City of Round Rock website at:
https://www.roundrocktexas.gov/departments/purchasing/purchasing-active-solicitations/
EXHIBIT "A"
Page 21 of 21
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CITY OF ROUND ROCK
IFB NO. 17-025
DOWNTOWN CHRISTMAS LIGHTING PRODUCTS &SERVICES
IFB No. 17-025 Addendum No. 1 Date: September 5, 2017
Addendum No. 1, dated September 5, 2017, is being issued to respond to all questions submitted by
the deadline on Thursday, 08/31/17, @ 5:00 p.m. for IFB No. 17-025 — Downtown Christmas Lighting
Products and Services as outlined below:
The following is an addition to the original specifications in reference bidder responses and
payment for the Downtown Lighting Products and Services as follows:
Bidders shall submit their bid for the Downtown Christmas Lighting Products and Services as itemized
on Attachment A: Bid Sheet. However, please be advised the City of Round Rock will"2y' process
payment for"actual" Downtown Christmas Lighting Products and Services installed during the 1styear
of the contract based on the availability of the lighting products and services. This clarification is based
on the concern expressed regarding availability and shipment times for the amount of products
requested in the bid.
The following are answers to questions addressed by prospective bidders at the mandatory pre-
bid meeting and site visit as follows:
Question No. 1: Is the City going to install the pole extension?
Answer: Yes. The City will provide all poll extensions with eyelets. Vendor is responsible for all
anchors, cables, and any additional equipment required for installation.
Question No. 2: Is there a height restriction for overhead lighting?
Answer: Yes. The height restriction for overhead lighting is 16 feet.
Question No. 3: Are the main tree trunks and branches to be wrapped with 4 inch wraps up to 25 feet
on the trees?
Answer: Yes, please refer to Part 11 Spec., 1.2—Tree Trunks and branches.
Question No. 4: How far apart is the spacing of the sockets for the Festival lighting?
Answer: All festival lighting (Above Street Lighting) shall be inline (base) sockets spaced 24" o.c. with
T50/S14 LED lights with Smooth Plastic Cover.
EXHIBITPa'gW?8
CITY OF ROUND ROCK
IFB NO. 17-025—ADDENDUM NO. 1
DOWNTOWN CHRISTMAS LIGHTING PRODUCTS &SERVICES
(CONTINUED)
Question No. 5: Can the City clarify the type of bulb lights (S14s if applicable) required?
Answer: All festival lighting (Above Street Lighting)shall be inline (base) sockets spaced 24"o.c. with
T50/S14 LED lights with Smooth Plastic Cover.
Question No 6: Does the City want glass or plastic light covers?
Answer: The City requires plastic light covers.
Question No. 7: How many circuit panels are available for the lighting installation?
Answer: An electrical diagram for Downtown is in progress but will not be completed prior to Bid
Opening. City will provide awarded Vendor with electrical diagram prior to installation.
Question No. 8: Is Line Item #9 for the Dekra-Lite Regal Illuminated walk through ornament with warm
white LED lights for Option A: Lease Option the same as Line Item #25 for the Dekra-Lite Regal
Illuminated walk through ornament with warm white LED lights for Option B: Purchase Option?
Answer: Yes
Question No. 9: What are the hours of installation?
Answer: Please refer to Part II, Specifications, Section 2. Installation, Maintenance, and Removal, 2.8.
Week day and Sunday installation outlined in IFB 17-025—Downtown Christmas Lighting Products and
Services document, page 9 of 21.
Question No. 10: Are permits required?
Answer: Yes. If applicable, awarded Contractor is responsible for obtaining necessary federal and
state permits. The City of Round Rock does not have permits required for the installation of lighting or
lighting elements related to this project. Please refer to Part 11, Specifications, Section 8. Permits,
outlined in IFB 17-025—Downtown Christmas Lighting Products and Services document, page 9 of 21.
Question No. 11: Will the City be responsible for coordinating street lane closures with the awarded
Contractor?
Answer: Yes, 48-hour prior notice will be required. City will provide barricades for closures and will
notifying affected business and property owner of street closure.
Question No. 12: Will the Contractor be responsible for the lighting of twelve (12) trees that are not
currently planted in Area#2?
Answer: Yes. Contractor will be responsible for the lighting of a quantity of twelve (12) Small Trees if
planted by the City prior to the holiday light Show.
Question No. 13: Can the City provide a previous bid tabulation sheet for the Downtown Christmas
Lighting Products and Services project?
Answer: There is no previous bid tabulation sheet for this project as the Downtown Christmas Lighting
Products and Services solicitation is for new products and services.
EXHIBITPageAA
CITY OF ROUND ROCK
IFB NO. 17-025—ADDENDUM NO. 1
DOWNTOWN CHRISTMAS LIGHTING PRODUCTS &SERVICES
(CONTINUED)
Question No. 14: Can the awarded Contractor use booms on the City sidewalks during the installation
of all lighting?
Answer: Yes. However, awarded Contractor"shall" lay down plywood on all City sidewalks during use
of booms for installation of all City lighting.
Question No. 15: Will electrical power be available at the top of City lamp posts?
Answer: Yes
Question No. 16: Shall all lighting not use 10 amps per tree off of a 120-amp circuit?
Answer: Upon further review of electrical loads, all lighting with the exception of the Medium Trees and
Large Trees shall use less than 10 amps on a 120V circuit. Medium and Large Trees shall be allowed
to go above 10 amps on a single circuit or will be split between two (2) circuits. City will coordinate with
awarded Vendor on details of electrical distribution.
Question No. 17: How old are all of the City's trees?
Answer: All City trees are from 3 months old up to up 8 years old.
Question No. 18: Can bidders submit a bid based on an"Average" number of lights for the Small
(3,000 warm white LED), Medium (24,000 warm white LED), and Large (30,000 warm white LED)trees
vs. a "Minimum" number of lights?
Answer: Bidders are to submit their bid based on an "Average" number of lights for the Small (3,000
warm white LED), Medium (24,000 warm white LED), and Large (30,000 warm white LED) trees as
specified in Part II, Specifications, 1. Scope/Service General Requirements, 1.3 — Small Tree Lighting,
1.4—Medium Tree Lighting, and 1.5—Large Tree Lighting. Bidders shall field verify all trees shown on
"Attachment E — Downtown Christmas Lighting Map" to determine actual quantities of lights (greater
than or less than average) per tree to light the trees as shown in revised "Attachment F — Lighting
Exhibits."
Question No. 19: Can the City provide a circuit map visual to bidders prior to the bid opening date?
Answer: No. An electrical diagram for Downtown is in progress but will not be completed prior to Bid
Opening. City will provide awarded Vendor with electrical diagram prior to installation.
Question 20: How does the awarded Contractor install the City owned wreaths?
Answer: The City will provide a demo to the awarded Contractor showing how to install City owned
wreaths.
Question 21: Will the City provide pruning and trimming of tree branches?
Answer: Please refer Part 11, Specifications, Section 2. Installation, Maintenance and Removal, 2.2.
Any trimming of branches must be coordinated with the City's Forestry Manager. Vendor "shall" not
prune any tree without prior approval from the City's Forestry Manager. He may be contacted for
additional information on allowable pruning or light installation methods. Emsud Horozovic, (512) 341-
3350 or email at: ehorozovicCa7roundrocktexas.gov
EXHIBITaJeWh
t
CITY OF ROUND ROCK
IFB NO. 17-025—ADDENDUM NO. 1
DOWNTOWN CHRISTMAS LIGHTING PRODUCTS &SERVICES
(CONTINUED)
Question 22: On the bid sheet, it does not specify which Leblanc gift box the city is wanting.
Answer. Please see "Attachment F — Lighting Exhibits (Revised) for images of the specified Leblanc
Walk Through 3-D Gift Box and Walk Through 3-D Ornament(Items 10,11,26,27 on Bid Sheet).
Question 23: Scope 1.2 Tree branches up to 25' and canopies wrapped. Then below in scope 1.3-5, it
is stated you want the trees to look like Attachment F- Lighting Exibits. When canopies are mentioned
this means to us to go in circles around the full circumference of the trees greenery/leaves a lot higher
than 25'. The pictures in attachment F do not show the canopies wrapped.
Answer: All tree lighting shall be installed per Part 11 — Specifications, Section 1 — Scope/Service
General Requirements and as shown in "Attachment F—Lighting Exhibits".
Question 24: On Specifications 1.2 thru 1.5, can you provide which LED mini light strands you are
specifying.
Answer: All LED mini lights shall be 70-lite LED M5 Mini Lights, warm white with 4" spacing and green
wire.
Question 25: Did the city consult with any individual(s) or firm(s) on developing the scope of work for
this project? If so, what individual(s) or firm(s)?
Answer: Yes, the City reached out to the City of Georgetown earlier this year to discuss their
downtown Christmas lighting. This research led the City to consult with D6cor iQ prior to scope of work
development. The scope of work included in the IFB was developed by City staff in addition various
sources of information was researched including a scope of work obtained from the City of Georgetown
for a similar project, product catalogues (Dekra-Lite and Leblanc) and previous lighting quotes used for
the City's Rock'N Lights Holiday Show.
Question 28: Please provide any bid tabulations from prior years for holiday lighting/decor.
Answer: The City has not done any previous bids for Christmas lighting services. The City's Rock'N
Lights Holiday Show was done through an Interlocal Agreement with the City of Grand Prairie, Texas.
Question 27: Please provide the sign-in sheet for the pre-bid meeting.
Answer: Attached sign-in sheet has been posted to the City website at:
https•//www roundrocktexas gov/departments/purchasing/purchasing active-solicitations/
Question 28: How much has the city budgeted for this project annually?
Answer: This is a first-time event for the City and is not being funded by a line item budget.
Question 29: SECTION 1.2 states "canopies wrapped with LED mini lights", but section 1.3 and 1.4
refer the wrapping method as that shown in attachment F. In attachment F, the small trees are shown
as full branch wraps, and the medium and large trees are shown as all trunks and limbs being wrapped
up to the point of foliage. Neither photo in attachment F shows "canopies wrapped with LED mini
lights". Please clarify the language and/or provide additional photo examples of what you'd like to see
for each size tree. We can provide photo examples if further clarification is needed.
EXHIBITpage-—
CITY OF ROUND ROCK
IFB NO. 17-026—ADDENDUM NO. 1
DOWNTOWN CHRISTMAS LIGHTING PRODUCTS &SERVICES
(CONTINUED)
Answer: Please strike the word "canopies"from Specification 1.2. All tree lighting shall be installed as
specified in Specifications 1.2 thru 1.6 and as shown in"Attachment F—Lighting Exhibits".
Question 30: SECTION 1.4 states"minimum of 24,000 warm white LED lights", however SECTION
1.6 states"shall not use more than 10amps per tree". 24,000 commercial grade LED mini lights will
have a load of 14.28amps. Please clarify these two conflicting sections.
Answer: Upon further review of electrical loads, all lighting with the exception of the Medium Trees and
Large Trees shall use less than 10 amps on a 120V circuit. Medium and Large Trees shall be allowed
to go above 10 amps on a single circuit or will be split between two (2) circuits. City will coordinate with
awarded Vendor on details of electrical distribution.
Question 31: SECTION 1.5 states minimum of 30,000 warm white LED lights", however SECTION
1.6 states "shall not use more than 10amps per tree". 30,000 commercial grade LED mini lights will
have a load of 17.86amps. Please clarify these two conflicting sections.
Answer: Upon further review of electrical loads, all lighting with the exception of the Medium Trees and
Large Trees shall use less than 10 amps on a 120V circuit. Medium and Large Trees shall be allowed
to go above 10 amps on a single circuit or will be split between two (2) circuits. City will coordinate with
awarded Vendor on details of electrical distribution.
Question 32: We have concerns about the stability of the pole extensions for the"Above Street
Lighting". Some of the light runs will be lengthy and significant pull will be placed on the pole extensions
with cabling and turnbuckles. Has an engineering study been completed to verify that this is a viable
mounting option for the "Above Street Lighting"?
Answer: The pole extension design was approved by the lighting manufacture. An engineering review
by the lighting manufacturer is currently under review. The City will not move forward with Above Street
Lighting unless it has been determined that the light poles, extensions and footings can support the
lateral tension of the Above Street Lighting.
Question 33: What height above ground level will the top of the pole extensions be for the"Above
Street Lighting"?
Answer: The height restriction for Above Street Lighting is 16 feet.
Question 34: Is the"Above Street Lighting" intended to be for permanent or seasonal use?
Answer: At this time, the Above Street Lighting is intended to be just for the duration of the Show
outlined in the IFB.
Question 35: Trees will need significant trimming in certain areas in order to suspend "Above Street
Lighting in certain areas. Can you confirm that all tree trimming necessary will be completed by city
staff prior to installation of the"Above Street Lighting"?
Answer: Tree trimming for Above Street Lighting will not be completed by City staff prior to installation
of Above Street Lighting. Please refer Part 11, Specifications, Section 2. Installation, Maintenance and
Removal, 2.2. Any trimming of branches must be coordinated with the City's Forestry Manager. Vendor
ushall" not prune any tree without prior approval from the City's Forestry Manager. He may be
contacted for additional information on allowable pruning or light installation methods. Emsud
Horozovic, (512) 341-3350 or email at: ehorozovic@roundrocktexas.gov
EXHIBI'PaPAPM
CITY OF ROUND ROCK
IFB NO. 17-026—ADDENDUM NO. 1
DOWNTOWN CHRISTMAS LIGHTING PRODUCTS&SERVICES
(CONTINUED)
Question 36: If available, please provide a picture of the city owned wreaths and their mounting
mechanisms. If a photo is not available, please provide a description of the mounting method for the
wreaths.
Answer: Not photo of the wreath is available at this time. The wreathes are mounted over the light
globe using wire and clamps. The City will provide the Vendor with mounting hardware/accessories
and provide a demonstration of how the wreaths are typically mounted in Downtown.
Question 37: Will the pole banners be removed by city staff prior to the installation of garlands and
wreaths?
Answer: Yes
Question 38: Can installation begin prior to the 3rd week in October for just the portion that is tree
lighting and/or"Above Street Lighting"?
Answer: No. However, the awarded Vendor may submit a request for an earlier start date with
justification to the City. The City will review and approve or deny the request. For the purposes of this
IFB, Bidders shall base their bid on a start date of the 31 week in October.
Question 39: It is our understanding that if there are any time-clocks or photocells that are non-
working that we are to replace - however if the receptacle itself is non-working or any other electrical
issues are discovered, are to make repairs or coordinate with city staff to make electrical repairs?
Answer: Any electrical issues discovered with the permanent receptacles in the tree wells or light poles
will be repaired by the City.
Question 40: Will we have to opportunity to test all power sources with city staff and address issues
prior to the installation time frame?
Answer: Yes, the awarded Vendor and the City will walk the entire Show prior to beginning installation.
Question 41: Will there be a designated staging/parking area for equipment through the duration of
the installation and removal?
Answer: Yes. While a specific location has not been identified in this IFB, a designated staging/parking
area will be determined by the City and communicated to the awarded Vendor.
Question 42: SECTION 2.10 states lighting shall be removed in the 3rd week of January". Please
clarify if this is the starting date for removal or deadline for completion?Can the removal of tree lighting
only be extended past the 3rd week in January if it is all unplugged?
Answer: Completion of Removal. However, the awarded Vendor may submit a request for an
extended removal deadline with justification to the City. The City will review and approve or deny the
request. For the purposes of this IFB, Bidders shall base their bid on a complete removal of all lighting
and displays by the aro week of January.
Question 43: Can it be stated in the contract that the vendor is not solely financially responsible for
maintenance and/or product replacement incurred as a result of theft, malice, rodents, or a weather
event?
EXHIBI'DaRAph
CITY OF ROUND ROCK
IFB NO. 17-025—ADDENDUM NO. 1
DOWNTOWN CHRISTMAS LIGHTING PRODUCTS &SERVICES
(CONTINUED)
Answer: Under the Option A: Lease Option, the awarded Contractor shall be responsible for the
maintenance and/or product replacement. Under the Option B: Purchase Option, the City shall be
responsible product replacement with the Contractor being responsible for providing labor, installation,
maintenance and removal.
Question 44: Are there any restrictions on size/type of aerial equipment that can be used for
installation?
Answer: No. However, as stated in Specification 2.4"Installation and deinstallation must be performed
by individuals with adequate training in exterior electrical installations in a commercial district to ensure
safe installation and performance." Specification 2.6 also states"All safety rules, laws, regulations,
guidelines and practices must be followed at all times." Furthermore, Specification 2.7 states that"The
installation area is active in daytime and at night, a local commercial district with limited parking and
much pedestrian activity. Local business access cannot be blocked for long periods of time, and the
operations of the City Hall located at 221 East Main Street may not be impeded, during business
hours."
Question 45: PERMITS: Is the city aware of any permits that would be required for this installation?
Answer: Yes. If applicable, awarded Contractor is responsible for obtaining necessary federal and
state permits. The City of Round Rock does not have permits required for the installation of lighting or
lighting elements related to this project. Please refer to Part 11, Specifications, Section 8. Permits,
outlined in 11713 17-025—Downtown Christmas Lighting Products and Services document, page 9 of 21.
Question 46: If we do decide to utilize a subcontractor(s), please list all documentation/information
that we need to submit for the prospective subcontractor(s).
Answer: If subcontracting, please complete the "Subcontracting Information Form" posted to the City
website at: https://www roundrocktexas gov/departments/purchasinq/purchasing-active-solicitations/
Question 47: For the lease options, will it be acceptable to invoice for a 50% deposit prior to the
installation, 25% after the installation is completed, and 25% after the removal is completed?
Answer: Yes
Question 48: For the purchase option, will it be acceptable to invoice for the purchase price of all
product prior to the installation, 25% of the installation price prior to the installation, 50% after the
installation is completed, and 25% after the removal is completed?
Answer: The vendor may invoice the City when the product is shipped, the payment for the product will
be processed upon confirmation of receipt of the product by the City. The installment plan for the
payment of services is acceptable.
Question 49: If there are inventory issues with any of the specified decor options or we have a
better/more cost effective equivalent, what is the process to get approval for an equivalent product?
Answer: In the event of inventory issues, the awarded Contractor shall be required to provide product
literature, information, and lighting samples to the City of Round Rock — Parks and Recreation
Department for proposed alternate lighting products. All alternate lighting products shall be evaluated
by the Parks and Recreation staff to determine if propose alternate lighting products are equivalent.
EXHIBITa AX8
CITY OF ROUND ROCK
IFB NO. 17-025-ADDENDUM NO. 1
DOWNTOWN CHRISTMAS LIGHTING PRODUCTS & SERVICES
(CONTINUED)
Question 50: For clarification, the total price listed on the bid sheet will be the annual price paid out
each year, correct?
Answer: The bid sheet represents "estimated" annual quantities, the bid total will establish an annual
contract authority however the City reserves the right to purchase or lease more or less annually based
on the needs of the project.
Question 51: LINE 42 ON BID SHEET states "cost to provide, install and program remote light timer
for lights. What is meant by "remote"?Are timers to be "in-line"timers used at the source of the
receptacles or will they be tied to the circuits at the breaker panels?
Answer: The light timers, if needed, will be "in-line" timers used at the receptacles prior to plug/cords
for lighting and/or displays.
Approved by: '� Date: �`+ 05 ��
Michael SchuRvon, CPPB, CTPM
Purchaser
By the signatures affixed below this addendum is hereby incorporated into and made a part of the
above referenced solicitation.
ACKNOWLEDGED
DQco r =-A-\/___ q - e- 20))
VendorQA §6ediVr_eorizSignat Date
RETURN ONE COPY SIGNED COPY OF THIS ADDENDUM TO THE PURCHASING OFFICE WITH
YOUR SEALED PROPOSAL. FAILURE TO DO SO MAY AUTOMATICALLY DISQUALIFY YOUR
RESPONSE FROM CONSIDERATION FOR AWARD.
EXHIBITa�',Ap!%
CERTIFICATE OF INTERESTED PARTIES FORM 1295
1 of 1
Complete Nos.1-4 and 6 if there are interested parties. OFFICE USE ONLY
Complete Nos.1,2,3,5,and 6 if there are no interested parties. CERTIFICATION OF FILING
1 Name of business entity filing form,and the city,state and country of the business entity's place Certificate Number:
of business. 2017-259972
Decor IQ
Fate,TX United States Date Filed:
2 Name of governmental entity or state agency that is a party to the contract for which the form is 09/12/2017
being filed.
City of Round Rock Date Acknowledged:
3 Provide the identification number used by the governmental entity or state agency to track or identify the contract,and provide a
description of the services,goods,or other property to be provided under the contract.
I FB-No.17-025
Downtown Christmas Lighting Products and Services
4 Nature of interest
Name of Interested Party City,State,Country(place of business) (check applicable)
Controlling I intermediary
Alban,John San Antonio,TX United States X
Metzger, Mark San Antonio,TX United States X
5 Check only if there is NO Interested Party. ❑
6 AFFIDAVIT p,H Cy ts♦ 1 swear,or affirm,under penalty of perjury,that the above disclosure is true and correct.
b •
• * � CO •
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:, r �� ry*• w Signature of authonxz`e'dablof contracting business entity
AFFIX NOTARY S-?*, �1 %-,;*E
4#11,$W*
Sworn to and subscribed before me,by the saidgc�Gr ,this the day of ^
20__\�,to certify which,witness my hand and seal of office.
/Ignatu a of officer Oninistering oath Printed name of officer administering oath Title of officer administering oath
Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V1.0.3337
CERTIFICATE OF INTERESTED PARTIES
FORM 1295
1 of 1
Complete Nos.1-4 and 6 if there are interested parties. OFFICE USE ONLY
Complete Nos.1,2,3,5,and 6 if there are no interested parties. CERTIFICATION OF FILING
1 Name of business entity filing form,and the city,state and country of the business entity's place Certificate Number:
of business. 2017-259972
Decor IQ
Fate,TX United States Date Filed:
2 Name of governmental entity or state agency that is a party to the contract for which the form is 09/12/2017
being filed.
City of Round Rock Date Acknowledged:
09/21/2017
3 Provide the identification number used by the governmental entity or state agency to track or identify the contract,and provide a
description of the services,goods,or other property to be provided under the contract.
IFB-No. 17-025
Downtown Christmas Lighting Products and Services
Nature of interest
4
Name of Interested Party City,State,Country(place of business) (check applicable)
Controlling I Intermediary
Alban, John San Antonio,TX United States X
Metzger, Mark San Antonio,TX United States X
5 Check only if there is NO Interested Party. ❑
6 AFFIDAVIT I swear,or affirm,under penalty of perjury,that the above disclosure is true and correct.
Signature of authorized agent of contracting business entity
AFFIX NOTARY STAMP/SEAL ABOVE
Sworn to and subscribed before me,by the said this the day of
20 ,to certify which,witness my hand and seal of office.
Signature of officer administering oath Printed name of officer administering oath Title of officer administering oath
Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V1.0.3337