Contract - Star Air, Inc. - 3/22/2018 CITY OF ROUND ROCK
AGREEMENT FOR PURCHASE OF
HVAC FILTER REPLACEMENT SERVICES FROM
STAR AIR, INC.
THE STATE OF TEXAS §
CITY OF ROUND ROCK § KNOW ALL BY THESE PRESENTS:
COUNTY OF WILLIAMSON §
COUNTY OF TRAVIS §
THAT THIS Agreement for purchase of HVAC filter replacement services, and for
related goods and services, (referred to herein as the "Agreement"), is made and entered into on
this the ZZJYLday of the month of , 2018, by and between the CITY OF ROUND
ROCK, TEXAS, a home-rule municipality whose offices are located at 221 East Main Street,
Round Rock, Texas 78664 (referred to herein as the "City") and STAR AIR, INC., whose offices
are located at 1502 Brandi Lane, Suite A, Round Rock, Texas 78681 (referred to herein as the
"Services Provider").
RECITALS:
WHEREAS, City desires to HVAC filter replacement services, and City desires to
procure same from Services Provider; 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 the Services Provider; and
WHEREAS, the parties desire to enter into this Agreement to set forth in writing their
respective rights, duties, and obligations;
NOW, THEREFORE, WITNESSETH:
That for and in consideration of the mutual promises contained herein and other good and
valuable consideration, sufficiency and receipt of which are hereby acknowledged, it is mutually
agreed between the parties as follows:
1.01 DEFINITIONS
A. Agreement means the binding legal contract between City and Services Provider
whereby City is obligated to buy specified services and Services Provider is obligated to sell
same. The Agreement includes the following: (a) City's Invitation for Bid, designated
Solicitation Number 18-003, dated January of 2018; (b) Services Provider's Response to the 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:
00396757/ss2
(1) This Agreement;
(2) Services Provider'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 and services mean the specified services, supplies, materials,
commodities, or equipment.
2.01 EFFECTIVE DATE; TERM
A. This Agreement shall be effective on the date it has been signed by both parties
hereto, and shall remain in full force and effect unless and until it expires by operation of the
term stated herein, or until terminated as provided herein.
B. The term of this Agreement is for sixty (60) months from the effective date
hereof. City reserves the right to review the relationship at any time, and may elect to terminate
this Agreement with or without cause or may elect to continue.
3.01 CONTRACT DOCUMENTS AND EXHIBITS
City selected Services Provider to supply the services as outlined in the IFB and
Response to IFB submitted by Services Provider, all as specified in Exhibit "A," attached hereto
and incorporated by reference. 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 Services
Provider in its Response to the IFB.
The services which are the subject 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.
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4.01 ITEMS AWARDED; SCOPE OF WORK
A. All bid items on Exhibit"A" are awarded to Services Provider.
B. For purposes of this Agreement, City has issued documents delineating the
required services (specifically Invitation for Bid Solicitation Number 18-003 dated January
2018). Services Provider has issued its response agreeing to provide all such required service in
all specified particulars. All such referenced documents are included in Exhibit "A." When
taken together with the appended exhibits, this Agreement shall evidence the entire
understanding and agreement between the parties and shall supersede any prior proposals,
correspondence or discussions.
C. Services Provider shall satisfactorily provide all services described under the
attached exhibits within the contract term specified in Section 2.01. Services Provider's
undertakings shall be limited to performing services for the City and/or advising City concerning
those matters on which Services Provider has been specifically engaged. Services Provider shall
perform its services in accordance with this Agreement, in accordance with the appended
exhibits, in accordance with due care, and in accordance with prevailing industry standards for
comparable services.
5.01 COSTS
A. Bid costs listed on Exhibit "A" shall be the bases of any charges collected by the
Services Provider.
B. Services Provider expressly acknowledges and agrees with the following
statement contained in the IFB: "The quantities shown on the solicitation are estimates only. No
guarantee of any minimum or maximum purchase is made or implied. The City will only order
the services/goods needed to satisfy requirements within budgetary constraints, which may be
more or less than indicated."
C. The total amount paid to the Services Provider over the term of this Agreement
shall not exceed One Hundred Ninety-Nine Thousand Nine Hundred Thirty-Two and
No/100 ($199,932.00).
6.01 INVOICES
All invoices shall include, at a minimum, the following information:
A. Name and address of Services Provider;
B. Purchase Order Number;
C. Description and quantity of items received or services provided; and
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D. Delivery or performance dates.
7.01 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's bid, with the consent and agreement of the successful vendor(s) and
the City. 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 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.
8.01 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 effect such termination by
giving Services Provider a written notice of termination at the end of its then current fiscal year.
9.01 PROMPT PAYMENT POLICY
In accordance with Chapter 2251, V.T.C.A., Texas Government Code, payment to
Services Provider will be made within thirty (30) days of the day on which City receives the
performance, supplies, materials, equipment, and/or deliverables, or within thirty (30)days of the
day on which the performance of services was complete, or within thirty (30) days of the day on
which City receives a correct invoice for the performance and/or deliverables or services,
whichever is later. Services Provider 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); however, this Policy does not
apply to payments made by City in the event:
A. There is a bona fide dispute between City and Services Provider, a contractor, a
subcontractor or supplier about the goods delivered or the service performed that
cause the payment to be late; or
B. 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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C. There is a bona fide dispute between Services Provider and a subcontractor or
between a subcontractor and its supplier about the goods delivered or the service
performed that causes the payment to be late; or
E. Invoices are not mailed to City in strict accordance with instructions, if any, on
the purchase order or the Agreement or other such contractual agreement.
10.01 GRATUITIES AND BRIBES
City may, by written notice to Services Provider, cancel this Agreement without liability
to Services Provider if it is determined by City that gratuities or bribes in the form of
entertainment, gifts, or otherwise were offered or given by Services Provider or its agents or
representatives to any City officer, employee or elected representative with respect to the
performance of this Agreement. In addition, Services Provider may be subject to penalties stated
in Title 8 of the Texas Penal Code.
11.01 TAXES
City is exempt from Federal Excise and State Sales Tax; therefore, tax shall not be
included in Services Provider's charges.
12.01 ORDERS PLACED WITH ALTERNATE SERVICES PROVIDERS
If Services Provider cannot provide the goods as specified, City reserves the right and
option to obtain the products or services from another supplier or suppliers.
13.01 INSURANCE
Services Provider shall meet all requirements as stated in the attached IFB, including all
attachments and exhibits thereto, and Services Provider's bid response.
14.01 CITY'S REPRESENTATIVE
City hereby designates the following representatives authorized to act in its behalf with
regard to this Agreement:
Chad McDowell, General Services Director
General Services Department
212 Commerce Cove
Round Rock, Texas 78664
512-341-3191
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15.01 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
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.
16.01 DEFAULT
If Services Provider abandons or defaults under this Agreement and is a cause of City
purchasing the specified goods elsewhere, Services Provider agrees that it may be charged the
difference in cost, if any, and 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.
Services Provider 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 under
this Agreement;
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.
17.01 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 Services
Provider.
B. In the event of any default by Services Provider, City has the right to terminate
this Agreement for cause, upon ten (10) days' written notice to Services Provider.
C. Services Provider has the right to terminate this Agreement only for cause, that
being in the event of a material and substantial breach by City or by mutual agreement to
terminate evidenced in writing by and between the parties.
D. 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 Services Provider,
Services Provider shall discontinue all services in connection with the performance of this
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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 such notice
of termination, Services Provider shall submit a statement showing in detail the goods and/or
services satisfactorily performed under this Agreement to the date of termination. City shall then
pay Services Provider that portion of the charges, if undisputed. The parties agree that Services
Provider is not entitled to compensation for services it would have performed under the
remaining term of the Agreement except as provided herein.
18.01 INDEMNIFICATION
Services Provider 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
Services Provider, or Services Provider's agents, employees or subcontractors, in the
performance of Services Provider'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
Services Provider (including, but not limited to the right to seek contribution) against any third
party who may be liable for an indemnified claim.
19.01 COMPLIANCE WITH LAWS, CHARTER AND ORDINANCES
A. Services Provider, its agents, employees and subcontractors shall use best efforts
to comply with all applicable federal and state laws, the Charter and Ordinances of the City of
Round Rock, as amended, and with all applicable rules and regulations promulgated by local,
state and national boards, bureaus and agencies.
B. Services Provider 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.
C. In accordance with Chapter 2270, Texas Government Code, a governmental entity
may not enter into a contract with a company for goods and services unless the contract contains
written verification from the company that it: (1) does not boycott Israel; and (2) will not boycott
Israel during the term of this contract. The signatory executing this Agreement on behalf of
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Services Provider verifies Consultant does not boycott Israel and will not boycott Israel at any
term of this Agreement.
20.01 ASSIGNMENT AND DELEGATION
The parties each 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.
21.01 NOTICES
All notices and other communications in connection with this Agreement shall be in
writing and shall be considered given as follows:
1. When delivered personally to the recipient's address as stated in this Agreement;
or
2. 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 Services Provider:
Star Air, Inc.
1502 Brandi Lane, Suite A,
Round Rock, Texas 78681
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 Services Provider.
22.01 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.
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23.01 EXCLUSIVE AGREEMENT
This document, and all appended documents, constitutes the entire Agreement between
Services Provider and City. 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.
24.01 DISPUTE RESOLUTION
City and Services Provider 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.
25.01 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
way affect the validity or enforceability of any other portion or provision of this Agreement. Any
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 of this section shall not prevent this entire Agreement from
being void should a provision which is of the essence of this Agreement be determined void.
26.01 MISCELLANEOUS PROVISIONS
Standard of Care. Services Provider 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. Services Provider understands and agrees that time is of the
essence and that any failure of Services Provider to fulfill obligations for each portion of this
Agreement within the agreed timeframes will constitute a material breach of this Agreement.
Services Provider 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 Services
Provider'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 Services Provider 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.
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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.
IN WITNESS WHEREOF, City and Services Provider have executed this Agreement on
the dates indicated.
City of Roun Rock,Texas Star Air,Inc.
B4
y: M By: ��, � -
Printed Name: Printed Name:
Title: Title: V cc e f'�,e s,%J-e, �—
Date Signed: Date Signed: , 7 v/,q
Attest:
By:
Sara White, City Clerk
For City, p roved as to orm.
By:-4
y: .
Stephan L. Sheets, City Attorney
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Exhibit "A"
t
ROUND ROCK TEXAS
PURCHASING DIVISION
City of Round Rock, Texas
Purchasing Division
221 East Main Street
Round Rock, Texas 78664-5299
www.roundrocktexas.
INVITATION FOR BID (IFB)
HVAC Filter Replacement
SOLICITATION NUMBER 18-003
January 2018
City of Round Rock
HVAC Filter Replacement
IFI3No. 18
Class/Item:
Exhibit "A"
Class/Item::91 910-36
January 2018
CITY OF ROUND ROCK
INVITATION FOR BID
HVAC Filter Replacement
PART I
GENERAL
1. PURPOSE: The City of Round Rock, herein after "the City" seeks vendors experienced in HVAC Filter
Replacement services.
2. ATTACHMENTS: Attachment A through C, are herein made part of this invitation for bid:
2.1 Attachment A: Bid Sheet—the Bid Sheet will be posted separately in the solicitation packet online;
the bid sheet must be completed and signed to be considered for award.
2.2 Attachment B: Reference Sheet
3. CLARIFICATION: For questions or clarification of specifications, you may contact:
Yvonne Hopkins, CTPM
Purchaser
Purchasing Division
City of Round Rock
Phone: 512-218-3228
E-mail: yhopkins(cDroundrocktexas.gov
Or
Oscar Wise
Purchaser
Purchasing Division
City of Round Rock
Phone: 512-218-5456
E-mail: owise(a-roundrocktexas.gov
4. SCHEDULE AND RESPONSE INSTRUCTIONS
SCHEDULE OF EVENTS: It is the City's intention to comply with the following solicitation timeline:
EVENT DATE
Solicitation released December 15, 2017
Optional Pre-Bid Meeting Monday, January 8, 2017 @ 9:OOAM, CST
Deadline for submission of questions January 15, 2018 @ 5:00 PM, CST
City responses to questions or addendums January 19, 2018 @ 5:00 PM, CST
Deadline for submission of Bid responses/ January 26, 2018 @ 3:00 PM, CST
Bid Due Date
All questions regarding the solicitation shall be submitted in writing by 5:00 PM, CST on the due date noted
above. A copy of all the questions submitted and the City's response to the questions shall be posted on the
City's webpage in the form of an addendum at http://www.roundrocktexas.gov/.bids.
Questions shall be submitted to the City contact named herein. The City reserves the right to modify these
dates. Notice of date change will be posted to the City's website.
Page 2of11
City of Round Rock
HVAC Filter Replacement
IFI3No. 18
Class/Item:
Exhibit "A"
Class/Item::91 910-36
January 2018
5. POINT OF CONTACT/DESIGNATED REPRESENTATIVE:
Respondent's point of contact: In order to maintain consistent standards of quality work performed across
the City,the City shall be provided with a designated and identified point of contact upon award of the contract
to include contact information. The City's designated representative shall be notified by the Respondent
immediately should the point of contact change.
The City's designated representative: The City's designated representative shall be:
Pete Dominguez
Facilities Manager
General Services
Phone: 512-341-3144
Email: pdominguez _roundrocktexas.gov
6. SOLICITATION UPDATES: Respondents shall be responsible for monitoring the City's website at
https://www.roundrocktexas.gov/businesses/solicitations/ for any updates pertaining to the solicitation
described herein. Various updates may include addendums, cancellations, 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.
7. PRE-BID MEETING - OPTIONAL: An optional pre-bid meeting will be conducted to fully acquaint
Respondents with the solicitation documents and the services specified. The pre-bid meeting will be
conducted on the date specified in the schedule of events (Part I, Section 4.). Attendance at the pre-bid
meeting is optional. Respondents shall sign-in at the pre-bid meeting to document their attendance.
City of Round Rock
City Hall—Council Chambers, 1St Floor
221 E. Main Street
Round Rock, Texas 78664
8. RESPONSE DUE DATE: Signed and sealed responses are due at or before 3:00 PM, on the due date noted
in Part I, Section 4. Mail or hand deliver sealed responses to:
City of Round Rock
Attn: Yvonne Hopkins
Purchasing Department
221 E. Main Street
Round Rock, Texas 78664-5299
The individuals 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.
8.1. Sealed responses shall be clearly marked on the outside of packaging with the Solicitation title, number,
due date and "DO NOT OPEN".
8.2. Facsimile or electronically transmitted responses are not acceptable.
8.3. Responses cannot be altered or amended after opening.
8.4. No response can be withdrawn after opening without written approval from the City for an acceptable
reason.
8.5. The City will not be bound by any oral statement or offer made contrary to the written specifications.
8.6. Samples and/or copies shall be provided at the Respondent's expense, and shall become the property
of the City.
9. BEST VALUE EVALUATION AND 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
Page 3 of 1 l
City of Round Rock
HVAC Filter Replacement
No. 18-003Exhibit "A"
Class/Item:
ss/Item::91 910-36
January 2018
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.-
9.1
onsider:9.1 Purchase price;
9.2 Reputation of Respondent and of Respondent's goods and services;
9.3 Quality of the Respondent's goods and services;
9.4 The extent to which the goods and services meet the City's needs;
9.5 Respondent's past performance with the City;
9.6 The total long-term cost to the City to acquire the Respondent's goods or services;
9.7 Any relevant criteria specifically listed in the solicitation.
Respondents 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.
10. AWARD: The City reserves the right to enter into an Agreement or a Purchase Order with a single award,
split award, primary and secondary award, non-award, or use any combination that best serves the interest
and at the sole discretion of the City. Award announcement will be made upon City Council approval of staff
recommendation and executed agreement. Award announcement will appear on the City's website at
https://www.roundrocktexas.gov/businesses/solicitations/.
11. POST AWARD MEETING: The City and Successful Respondent(s) may have a post award meeting to
discuss, but not be limited to the following:
11.1 The method to provide a smooth and orderly transition of services performed from the current
contractor,
11.2 Provide City contact(s) information for implementation of agreement.
11.3 Identify specific milestones, goals and strategies to meet objectives.
12. 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.
13. INTERLOCAL COOPERATIVE CONTRACTING (PIGGYBACK): Other governmental entities may be
extended the opportunity to purchase off of 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 Respondent'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.
14. RESPONDENT QUALIFICATIONS: The City has established the following minimum qualifications.
Respondents who do not meet the minimum qualifications will not be considered for award. The Respondent
shall:
14.1. Have the ability to custom-size/custom-make filters. Many of the sizes indicated on the Bid Sheet are
not standard sizes and will therefore need to be custom-made. The respondent must be able to
customize non-standard filters.
Page 4ofII
City of Round Rock
HVAC Filter Replacement
IFBNo. 18
Class/Item:
Exhibit "A"
Class/Item::91 910-36
January 2018
14.2. Be firms, corporations, individuals or partnerships normally engaged in providing commercial HVAC
Filter Replacement services as specified herein and have adequate organization, facilities, equipment,
financial capability, and personnel to ensure prompt and efficient service to the City;
14.3. 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 construction aids, appliances, and equipment
Respondent deems necessary and maintain sole responsibility for the maintenance and repair of
Respondent's vehicles, equipment, tools and all associated costs. The City shall not be responsible for
any Respondent's tools,equipment or materials lost or damaged during the performance of the services
specified herein;
14.4. Be domiciled in or have a home office inside the United States. Respondents 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.
15. SUBCONTRACTORS: Respondent shall not subcontract or otherwise engage subcontractors to perform
required services. The City seeks to do business directly with a company experienced in commercial HVAC
Filter Replacement services.
16. DAMAGE: The Respondent 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.
17. 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 Respondent shall:
17.1. 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;
17.2. 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;
17.3. 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 Respondents'
obligations under this paragraph.
18. PRICING:The Respondent 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.
19. PRICE INCREASE: Contract prices for HVAC Filter Replacement services shall remain firm throughout the
initial twelve (12) month term of the contract. A price increase to the agreement may be considered at
anniversary date of the executed 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% per bid line item.
19.1. 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 Series
ID CUUROOOOSAG: Other goods and services in U.S. city average, all urban, not seasonally adjusted.
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 .
19.2. Procedure to Request Increase:
Page 5 of 11
City of Round Rock
HVAC Filter Replacement
IFBNo. 18
Class/Item:
Exhibit "A"
Class/Item::91 910-36
January 2018
19.2.1. Mail the written price increase request with the rate detail comparison and comprehensive
calculation to the designated City Contract Specialist a minimum of 45 days prior to each
renewal period. 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
19.2.2. 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.
20. AGREEMENT TERM: The terms of the awarded agreement shall include but not be limited to the following:
20.1 The term of the Agreement shall begin from date of award and shall remain in full force for five (5)
years, equal to sixty(60) months.
20.2 The City reserves the right to review the awarded respondents' performance anytime during the
contract term.
21. ACCEPTANCE/INSPECTION: Acceptance inspection should not take more than five (5) working days. The
awarded respondent will be notified within the time frame if the services delivered are not in full compliance
with the specifications. In the event the services are not performed to the satisfaction of the City, the vendor
shall agree to re-perform services to specification at no additional cost to the City. If any agreement or
purchase order is cancelled for non-acceptance, the needed services may be purchased elsewhere and the
vendor may be charged liquidated damages.
PART II
SPECIFICATIONS
1. SCOPE:
This specification establishes the minimum requirements of HVAC Filter Replacements for various
departments for the City of Round Rock ("City").
2. SERVICE REQUIREMENTS: Services shall be performed at:
See Attachment A- Bid Sheet for service locations.
3. CONTRACTOR RESPONSIBILITIES -Successful Respondent shall:
3.1. Ensure Respondent's employees perform the services in a timely, professional and efficient manner,
3.2. Ensure Respondent's employees, while working on City property, wear a company uniform that clearly
identifies them as the Respondent's employee;
3.3. Employ all personnel for work in accordance with the requirements set forth by the United States
Department of Labor. The City reserves the right to verify citizenship or right to work in the United
States.
Page 6 of 11
City of Round Rock
HVAC Filter Replacement
IFBNo. 18
Class/Item:
Exhibit "A"
Class/Item::91 910-36
January 2018
3.4. Have the ability to custom-size/custom-make filters. Many of the sizes indicated on the Bid Sheet are
not standard sizes and will therefore need to be custom-made. The respondent must be able to
customize non-standard filters.
3.5. Coordinate with the City's contact or designee to develop a firm schedule for each building. Provide a
copy of each department's schedule to the City's department contact. Each location will be inspected
as scheduled.
3.6. Furnish material, labor, and equipment required to replace HVAC Filters as specified herein.
3.7. Respond to requests for HVAC Filter replacements between regularly scheduled services. Contractor
must respond to the department contact within twelve (12) hours from receipt of request and perform
service within 24 hours of the initial notification or as scheduled by the department contact.
3.8. Dispose of used filters and supplies per Federal, State and City Regulatory Requirements.
3.9. Accept notification from the City in the form of emails, facsimile (FAX) or telephone. Contractor may
correspond with the City via the same means.
3.10. Filter replacement will not require 24 hour service — 7 days a week. Filters will be replaced during
regular business hours, Monday—Friday, 8am—5pm.
3.11. The drop-down, split-system will be required for a few buildings where going through ceiling tiles to get
to the system will be necessary.
3.12. Keys to access the few secured areas will be provided to the awarded vendor. Most arears are
accessible during regular work hours.
3.13. The Police department has a scuttle hole, but the awarded vendor will not have access to it. The
awarded vendor must have a ladder at least 24 feet in length, in order to access the scuttle hole.
3.14. Certified payroll is not required.
3.15. The City reserves the right to enter into an Agreement or a Purchase Order with a single award, split
award, primary and secondary award, non-award, or use any combination that best serves the interest
and at the sole discretion of the City according to page 4, section 10 of this IFB. The City will not know
if award will be made to multiple or single vendors until the solicitation is final and all responses have
been reviewed and evaluated.
3.16. The awarded vendor and the City's designated representative will have a complete walk-thru of all
service locations, as shown on Attachment A—Bid Sheet.
3.17. The City has dumpsters available at each site for disposal of used filters.
3.18. Filters cannot be left at any of the sites;the awarded vendor must bring the required replacement filters
each month for each building.
3.19. Only vendors who can custom-size/custom-make filters and also install the filters will be considered for
award of this solicitation.
4. ORDER QUANTITY: The quantities shown on the solicitation are estimates only. No guarantee of any
minimum or maximum purchase is made or implied. The City will only order the services/goods needed to
satisfy requirements within budgetary constraints, which may be more or less than indicated.
Page 7 of 11
City of Round Rock
HVAC Filter Replacement
IFBNo. 18
Class/Item:
Exhibit "A"
Class/Item::91 910-36
January 2018
5. PERMITS: The Successful Respondent shall obtain all necessary permits, licenses, and/or certificates
required by federal, state and local laws, ordinances, rules or regulations for the completion of the services
as specified herein.
PART III
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 Respondents in compiling their final
responses. Respondents are encouraged to carefully read the entire solicitation.
Respondents shall submit one (1) evident signed "Original" and four (4) copies of the response requirements
including any required attachments. The samples and/or copies shall be provided at the Respondent'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. Respondents 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: Responses shall be submitted on the itemized Bid Sheet and must be completed, signed
and dated to be considered for award.The Attachment A—Bid Sheet is provided separately in the solicitation
packet online. Failure to itemize or sign solicitation may result in disqualification. Submission of responses
on forms other than the City's Solicitation Document may result in disqualification of the response.
Attachment B: Provide 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 (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.
Additional Information Requested:
Contract Information: Respondent shall provide information of any current established contract with a
local City, County, Municipality, Cooperative Agreement, Comptroller of Public Accounts (CPA)Texas
Smart Buy Contract, Texas Multiple Award Schedule (TXMAS), General Services Administration (GSA),
Inter-local Agreement, or any other contractual resource.
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/departments/purchasing/.
PART IV
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.
Page 8 of 11
City of Round Rock
HVAC Filter Replacement
IFBNo. 18
Class/Item:
Exhibit "A"
Class/Item::91 910-36
January 2018
1.2 If a request is made under the Texas Public Information Act to inspect information designated as
confidential, the Respondent 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 V
GENERAL TERMS AND CONDITIONS/INSURANCE REQUIREMENTS
(ITEMS BELOW APPLY TO AND BECOME A PART OF THE CONTRACT)
1. INSURANCE: The Respondent shall meet or exceed all insurance requirements set forth by the Insurance
Requirements as identified on the City's website at: http://www.roundrocktexas.gov/bids.
2. DEFINITIONS, TERMS AND CONDITIONS: By submitting a response to this solicitation, the Respondent
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 respondents to stay apprised of changes. The City's Definitions, Terms and Conditions can
be obtained from the City's website http://www.roundrocktexas.gov/bids.
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 of the supplies, materials, equipment, or the day on which the 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.
Page 9 of 11
City of Round Rock
HVAC Filter Replacement
IFB No. 18-003Exhibit "A"
Class/Item::91 910-36
January 2018
ATTACHMENT A
BID SHEET
1. ATTACHMENT A-BID SHEET is posted in Solicitation Documents for IFB No. 18-003 HVAC Filter
Replacement in an Excel format on the City of Round Rock website at:
https://www.roundrocktexas.gov/businesses/solicitations/
1.1 In order to be considered responsive Attachment A - Bid Sheet must be completed, signed by an
authorized representative and returned by the deadline for submission of response indicated in Part
Section 4—Schedule of Events.
1.2 The Respondent, by submitting and signing Attachment A— Bid Sheet, acknowledges that he/she has
received and read the entire document packet sections defined above including all documents
incorporated by reference, and agrees to be bound by the terms therein.
1.3 In order to do business with the City of Round Rock you must be registered with the City's Vendor
Database. To register, go to: https://roundrock.munisselfservice.com/Vendors/default.aspx.
1.4 By the signature affixed on Attachment A - Bid Sheet, the Respondent hereby certifies that neither the
Respondent nor the entity represented by the Respondent, 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."
1.5 The Respondent agrees, if this Offer is accepted within 120 calendar days after the Due Date, to fully
comply in strict accordance with the Solicitation, specifications and the amounts shown on bid sheet.
1.6 The agreement or purchase order resulting from this solicitation may qualify for Inter-local or Cooperative
Contracting (Piggybacking) per the terms and conditions outlined in this solicitation.
Page 10 of 11
Exhibit "A"
Attachment A - Bid Sheet
.
IFB No. 18-003 HVAC Filter Replacements
The Respondent represents by their signature below that he/she is submitting a binding offer and is authorized to bind the respondent to
fully comply with the solicitation documents contained in 1 B No. 18-003, HVAC Filter Replacements.The Respondent acknowledges
that he/she has received and read the entire solicitation packet,attachments and all documents incorporated by reference,and agrees to
be bound by the terms therein.
Special Instructions: All prices 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.
Prices bid shall include all equipment,filters labor,mileage and administrative fees.
Signature required on page~seven (7)of this Bid Sheet
SECTION A
BIC}SHEET
MONTHLY REPLACEMENT PLEATED FILTER ANNUAL EXTENSION
'ITEM* t tJ a)IQAt l DESCRIPTION S37Ir l i«t TY > MONTHLY Y URGE (114q t hly Charge x 12)
Allen R.Baca Senior Center
301 West Bagdad Ave.,Bldg,2 20 x 20 x 2-Qiy 4 S 16.65 189.80
Round Rock,TX 78664 20 x 25 x 2-Qty 24 S 113.88 S 1,366.56
1 Package Units on Roof
16x25x2-Qfy2 $ 8.18 $ 98.16 �
Please provide the filter information bid: 18 x 24 x 2-Qty 4 $ 18.81 S 225.72
Mfr. Glasfloss MERV 10 rating
Brush Recycling Center
310 Deepwood Drive,
Round Rock,TX 78681 .
2 Package Units 16 x 30 x 1-Qty 1 $ 7,29 ' S 87.48
Please provide the filter information bid:
Mfr. Glasfioss MERV 10 rating
Building Construction
2008 Enterprise,Bldg B.
Round Rock,TX 78664 i
Split system 20 x 20 x 1-Qty 5 $ 18..36 $ 220.32
Please provide the filter information bid:
Mfr. Glasfloss MERV 10 rating
Business Center
231 East Main Street
Round Rock,TX 78864 >
r Package Units on Roof 24 x 20 x 2-Qty 20 $ 97.34 $ 1.168.08
Please provide the filter information bid:
Mfr. Glasfloss MERV 10 rating
Central Fire Station
203 Commerce Bldv. 20 x 20 x 1-Qty 12 S 44.06 ' S 528.72
Round Rock,TX 78664
5 14 x 25 x 1-Qty 2 5 7.44 $ 89.2$ f /
Split System �—
Please provide the filter information bid:
16x16x2-Qty8 $ 38.94 $ 467.28 f �
Mfr, Glasfioss MERV 10 rating
i'AGE 1 OF 7
Attachment A-Bid Sheet
IFB No.15-003 HVAC Filter Replacements
Exhibit "A"
MONTHLY REPLACiEtV ENT PLEATED FILTER ANNUAL EXTENSION
IIEMA WCATION JESI+I~IlsTitJiV SIZE 1 CITY IUIC?A11 HL'Y CHARGIw _(Monthly Charge x 12)
City Halt
221 East Main Street
Round Rock,TX 78664 20 x 20 x 4-Qty 15 S 96.55' $
20 x 24 x 4-Qty 15 S 111.24 ' $ 1.334.88
Package Units on Roof
Please provide the filter information bid: 20 x 25 x 2-Qty 12 $ 58.94 $ 683.28 i
Mfr. Glasfioss MERV 10 rating
CMRC
1600 Gattis School Road r
Round Rock,TX 78564 24 x 24 x 2-Qty 6 S 31.84/ 382.08 '
Split System,Chill Air Handler 16 x 25 x 2-Qty 60 $ 245.38 2 944.56
Please provide the filter information bid:
Mfr. Glasfloss MERV 10 rating
Fire Logistics Warehouse
3300 Gattis School Rd.
Round Rock,TX 78664 14 x 20 x 1-Qty 1 S 4.91 58.92 r'
s Split System f
2C x 20 x 1-Qty 3 $ 5.52 $ 66.24
Please provide the filter information bid:
Mfr, Glasfioss MERV 10 rating
Fire Station 2
200 West Bagdad Ave
Round Rock,TX 78664 20 x 20 x 1,Qty 3 $ 111.02 $ 132,24 � `r
9 Split.System
8 x 20 x 1-Qty 9 $ 56.25 S_675.00 f'
Please provide the filter information bid:
Mfr. Glasfloss MERV 10 rating
Fire Station 3
1901 Rawhide Drive
Round Rock,TX 78681
10
14x25x1-My1 S 3.72 S 44.64
�iit System
16x20x 1-Qty i $ 3.32 S39.84 tl
Please provide the filter information bid:
Mfr. Glasfioss MERV 10 rating
Fire Station 4
1301 Double Creek Chive
Round Rock,TX 78664 24 x 24 x 2-Qty 1 S 5.31 a 63.72
11
Smit System 25 x 20 x 4-Qty 4 S 29.55 S 354.80
Please provide the filter information bid:
Mfr. Glasfioss MERV 10 rating
Fire Station 5
350 Deep Wood Drive
Round Rock,TX 78664
20 x 20 x 1-Qty 8 $ 29.3$ S 352.56
12
Split System
9'/.x 21'l<x 1-QtY 2 S 12.50 $150.00
Please provide the fitter information bid:
Mfr. Glasfloss MERV 10 rating
PAGE 2 Of-7
Attachment A-Bid Sheet
IFB No.18-003 HVAC Filter Replacements
E___ • " All
MONTHLY REPLACEMENT PLEATED FILTER ANNU'AL EXTENSION
ITEM# LOCATION I DESCRIPTION Stz.F I QTYt++Af,NT14LY CHARGE' (Monthly Charge x.12)
Fire Station 6
2919 Joe DiMaggio Blvd
Round Rock,TX 78665 16 x 25 x 2-Qty 8 S 32.72 $ 392.64
13 Package Unit
20x30x:2-Qty2 $ 17.71 5 212.52
Please provide the filter information bid:
Mfr. Glasfloss MERV 10 rating
Fire Station 7
2811 Oakmont Blvd
Round Rock,TX 78664 20 x 25 x 2-Qty 2 5 9.49 $ 113.8.8 V/
14 Split System
16 x 25 x 2-Qty 1 S 4.09 S 49.0$
Please provide the filter information bid:
Mfr. Glasfioss MERV 10 rating
Fire Station 8
1612 Red Bud Lane
Round Rock,TX 78664 24 x 24 x 2-Qty 1 S 5.31 , 63.72
15
Split System 25 x 20 x 4-Qty 4 S 29.55 S 354.60 `
Please provide the filter information bid:
Mfr. Glasfloss MERV 10 rating
Fire Station 9
2721 Sam Bass
Round Rock,TX 78664 14 x 25 x 1 Qty 1 5 3.72 S 44.64
16
Split System 20 x 30 x i-Qty 2 $ 10.97 $ 131.64
Please provide the filter information bid:
Mfr. Glasfloss MERV 10 rating
General Services
212 Commerce 20 x 20 x 2-Qty 2 S 8.32 S 9$.84
Round Rock,TX 78664 20 x 25 x 2-Qty 3 S 14.23 $ 170.76
Split System
16x20x2-Qty1 S 3.69 S 43.08 'f
Please provide the filter information bid: 20 x 20 x 1-Qty 1 S 3.67 S 44..04
Mfr. Glasfioss MERV 10 rating
Heritage House 12 x 24 x 1-Qty 2 S 6,688 $ 80.16 �
Historical Heritage
Heritage Circle,Bldg.901 18 x 18 x 1-Qty 2 $ 13.51 S 162 12
Round Rock,TX 78664
10 20 x 20 x 1-Qty2 S 7.34 $ 88.08
Split Systems
36 x 12 x 1-Qty 1 $ 9,71 S 116.52
Please provide the filter information bid:
Mfr. Glasfioss MERV 10 rating 12 x 12 x i-Qty 1 S 4.05 $ 48.50
Intermodal Ticket Booth
301 West Bagdad Ave,
Round Rock,TX 78664
l
Split System 16 x 20 x 1.Qty 1 $ 3.32 S 39.84
Please provide the filter information bid:
Mfr. Glasfloss MERV 10 rating
PAGE 3 OF 7
Attachment A-Sid Sheet
IFB No,18-003 HVAC f=ilter Replacements
•bit VIATV
MONTHLY�REP'LACEMENPLEATED..FILTER ANNUAL."TENSION
ITEM# LOBATION 7 DESCRIPTION' SIZE 1 QTY MONTHLY CHARGE ;Monthly Charga x 12)
Kinningham House
2001 South Creek
Round Rock,TX 78664 20 x 20 x 1-Qty 1 S 3.67 S 44.04
20 Split System
20x25x1-Qty1 S 4.20 S 50.40
Please provide the filter information bid:
Mfr. Glasfloss MERV 10 rating
Lake Creek Pump Station
300 South Burnet St.
Round Rock,TX 78664
21 Split System 20 x 20 x 1-Qty 1 S 3.67 S 44.04 r
Please provide the filter information bid:
Mfr, Glasfioss MERV 10 rating
16x24x2-Qty 12 S 57.80 $ 693.60
16x20x2-QtyS $ 21.56 S 258.72
Library
24 x 24 x 1-Qty 6 $ 28.56 S 342.72 '
�
216 East%lain Street
mound Rock,TX 78664 21 x 19 x 7-Qty 1 $ 8.72 S 104.84
22 5-2 i Systems 20 x 25x'1-Qty 1 S 4.20 S .50.40
Please provide the filter information bid: 19'/2 x 21 x 1-Qty 2 $ 19.41 S 232.92
Mfr. Glasfloss MERV 10 rating 20 x 20x 2-Qty 3 S 12.48 ' S 149.76
20 x 20 x 1-Qty 5 S 18.36 S 220.32
16x25x2-Qty5 $ 20.45 $ 245.40
MCConico Bldg.
300 West Bagdad Ave.,Bldg.1
Round Rock,TX 78664 20 x 24 x 2-Qty 40 S 194.69 S 2.336.28 y
za ;i
Packace Units 20 x 20 x 2-Qty 8 S 33.29 S 399.48
Please provide the filter information bid:
Mfr. Glasfloss MERV 10 rating
Multipurpose Field Complex
2001 forth Kenney Fort 16 x 16 x 2-Qty 4 S 19.47 $ 233.64 A
Round Rock,TX 78665
r"r
24 16x25x2 Qty2 $ 8.18 S 9816
Package Units and Split Systems
Please provide the filter Information bid: 20 x 20 x 2-Qty 8 S 33.29 S 399.48
Mfr. Glasfioss MERV 10 rating
PARD Yard Site
Chemical Storage Bldg,
300 South Burnet Street
Round Rock,TX 78664 20 x 20 x 1-Qty 6 $ 22.03 $ 2.64.36
25 �,.
Package Units and Split Systems- 18 x 24 x 1-Qty 1 $ 4.51 ' $ 54.12
Please provide the filter information bid:
Mfr. Glasfioss MERV 10 rating
PAGE 4 OE=7
Attachment A-Bid Sheet
iFB No.18-003 HVAC Filter Replacements
bit• 11 fl
MON`HLY RgPLACEMENT PLEATED FILTER ANNUAL EXTENSION
ITEM 3f LOCATION I DESCRIPTION SIZE J QTY MONTHt»Y CHARGE (Monthly Charge x 12)
Police Dept.
2701 North Mays Street 18 x 24 x 2-Qty 64 $ 300.00 $ 3610.80
Round Rock,TX 78664
16 x 25 x 2-Qty 54 $ 2213.84 S 2650.08 `
28 Package units
24 x 24 x 2-Qty 30 S 159.19 $ 1,510.28 _
Please provide the filter information bid:
Mfr. Glasfloss MERV 10 rating 16 x 20 x 2 Qty 12 $ 43.11 $ 517.32
Public Works
2008 Enterprise,Bldg.A rJ
$ 54
Round Rock,TX 78664 20 x 20 x 1-Qty 4 .� .69 S 176..28
'
27 16 x 20 x 2-Qty 4 5 1Q.37 _ 5 172.44 � •/
3 Package Units and 4 Split Systems
Please provide the filter information bid:
16x25x2-Qty4 S 16.36 S 196.32
Mfr. Glasfloss MERV 10 rating
Rabb House
151 N.A.W.Grimes Ave.
Round Rock,TX 78664
28 S Ip it 20 x 25 x 1-Qty 2 S 8.40 $ 100.80
SYstims
Please provide the filter information bid:
Mfr. Glasfloss MERV 10 rating
Rock Care Clinic
901 Round Rock Ave.,S-300
Round Rock,TX 78664
29 S tip t Systems 20 x 20 x 1-{qty 2 5 7:;34 S 88.08
Please provide the filter information bid:
Mfr. Glasfloss MERV 10 rating
Rock N'River
3300 Palm Valley Blvd.
Round Rock.TX 78665 16 x 20 x 1-Qty 1 $ 3.32 " $ 35..84
30 20 x 20 x 1-Qty 1 $ 3.67 5 44.04
Split System
Please provide the filter information bid:
20 x 25 x 1-Qty 1 $ 4.20 $ 50.40 k f
Mfr. Glasfloss MERV 10 rating
i
Sports Center
16x20x2•Qty 70 $ 251,50 S 3018.00 r
f
2400 Chisholm Trail 16 x 20 x 1-Qty 1 $ 3.32 $ 39.84
Round Rack,TX 78864
31 Package Units and Split S sv terns 16 x 16 x 2 ity 1 $ 4.87 $ 58.44 ,
Please provide the filter information bid: 20 x 20 x 2-Qty 3 S 12.48 $ 145.76
Mfr. Glasfloss MERV 10 rating 21 x 24 x 1-Qty 13 $ 133.57` $ 1,602.84
Traffic Signals&Signs
2015 Lamar Drive
Round Rock,TX 78664
3" Split 20 x 20 x 1-Qty 3 $ 11,02 ` $ 137.74
Two 2j p Systems
Please provide the filter information bid:
Mfr. Glasfloss MERV 10 rating
PAGE 5 OF 7
Attachment A-Bid Sheet 4;4
IFB No,18-003 HVAC Filter Replacements
Exhibit "A"
MONTHLY REPLACEMENT PLL-AT50 FILTER ANNUAL EXTENSION
ITEM# LOCATION 1 13ESCPJP•i70N SIZE I CITY MONTHLY CHARGE (Monthly Charge x 12)
Vehicle Maintenance
901 Luther Peterson Place
Round Rock.TX 78664 18 x 24 x 2 Qty 8 _37.61_ $ 451.32 */
33 Split.System 20 x 25 x 1-Qty 1 $ 4.20 $_50.40
Please provide the filter information bid: 20 x 20 x 1-Qty 3 S 11.42 S 132,24
Mfr. Glasfloss MERV 10 rating
20 x 20 x 2-Qty 8 $ 33.29 $ 399.48
Water Plant,Bldg.A /
One 1 Packa9:�Unit&Six(61$pli Systems 16x 25 x 2 Qty 9 $ 36.81 S X141.72
Water Plant,Bldg.8 s
Six 6 Split Systems 20 r.30 x 2-Qty 1 $ 8;86 S 108,32
Chlorinating Bldg.
BARD Packaoe Unit 16 x 24 x 2-Qty 6 S 28,90 $ 346,80
Highline Maintenance 16 x 20 x 2-Qty 17 $ 61.08 S 732.36 r
Two(2)Package Units
Environmental Lala
SpiLsystem 24 x 20 x 1-Qty 6 $ 22.03 $ 264.36
Meter Readers
3y 20 x 24 x 1-Qty 4 $ 17.25 $ 207.00
Split System
Utility Support 13 x 2.1 x 1-Qty 1 $ 7.75 $ 93.00
Split System
5200 N.1H35
20 x 25 x 1-Qty 1 $ 4.20 ;' $ 50.40
Round Rock,TX 78681 20 x 25 x 2-Qty 3 $ 14.23 '� S 170,76 ; r
Please provide the filter information bid: 16 x 20 x 1-Qty 1 S 3.32 $ 39.84
Mfr. Glasfloss MERV 10 rating
14 x 25 x 1-Qty 1 $ 3.72 $ 44.64
12 x 24 x 1-Qty 2 S 6,68 $ 80.16
Waterline Maintenance(WLM)
Split System r
Streets Bldg. 16 x 25 x 1-Qty 3 S 10.93 $ 131.16
Spilt System
I li I Bide. 20 x 20 x 1-Qty 2 $ 7.34 $ 88,08 �
35 Package Unit 14 x 24 x 1-Qty 1 S 5.77 '� $_69.24
910 Luther Peterson Place 20 x 25 x 1-Qty 2 S 8.40 $ 100,80
Round Rock,TX 78664
Please provide the filter information bid: 24 x 24 x t-Qty i S 4.76 $ 57.12
Mfr. Glasfioss MERV 10 rating
SECTION A Tata! $ 39 987.60
PAGE,,$i OFt7
f ,r
`'3
Attachment A-Bid Sheet
iFB No. 18-003 HVAC Filter Replacements
Exhibit "A"
SECTION B - Information Only
ITEMS DESCRIPTION UOM
PRICES FOR PARTS SHALL BE ON A COST-PLUS BASIS.THE
PERCENTAGE(%)OF MARKUP WILL BE 10 %,
(INVOICES FOR WORK PERFORMED SHALL REQUIRE A COPY OF %OF MARKUP PART
ITEMIZED PARTS RECEIPT.FAILURE TO PROVIDE COST-PLUS
PERCENTAGE MARKUP ONAN INVOICE MAY RESULT IN PAYMENT AT
COST.)
COMPANY NAME:. STAR AIR
SIGNATURE OF AUTHORIZED REPRESENTATIVE:
PRINTED NAME:
EMAIL ADDRESS: barryastaraiffivac.com or robin(c-D_starairhvac.com
PHONE NUMBER: 512.746.6099
"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.
PAGE 7 of 7
I
City of Round Rock
HVAC Filter Replacement
IFB No.18-003 Exhibit "A"
classlitern.910-36
January 2018
ATTACHMENT 13:
RESPONDENT'S REFERENCE SHEET
PLEASE COMPLETE AND RETURN THIS FORM WITH THE SOLICITATION RESPONSE
SOLICITATION NUMBER: lb-003
W'
RESPONDENT'S NAME: L'a?4ti, 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. Any negative responses
received may result in disqualification of submittal.
1. Company's Name C irl 0,P WACO
Name of Contact Q.-S. iR A
Title of Contact .14\1AC f604
E-Mail Address 03-6 Q Ljscot
Present Address m5lt4. qT,4 S�
City, State,Zip Code WACO -vtym.-4L0-+
4 I
Telephone Number 254 9 1 Z-*1145 Fax Number: ( )IJ50-80111
2. Company's NameSe.NE(A HeCVjA?jjc4L, LLC
Name of Contact PELA j4 -Fu a sa e;rL
Title of Contact
E-Mail Address 6-tU9.0E(L(D,S,(-j4 CC A- EC�f 0 1_�A L . LotA
Present Address 202 N012TH MAN 'S-FaPef
City, State,Zip Code
Telephone Number (25LI )213r01(005 Fax Number:
3, Company's Name FinsT S-rATC- f3A M IL () C6,t4rAL"rCYA'w,
Name of Contact MA9.!3 5 t,
Title of Contact 5,5%STA Irr swen+of Omprr%oro
E-Mail Address
Present Address
So's V-. ?A'-,-A \AueS 13LVA, !;tj%1-e 100
City, State,Zip Code j I
Telephone Number (1511 2.3%'- 'UJ00 Fax Number:('511 )138.044 tk
FAILURE TO PROVIDE THE REQUIRED INFORMATION WITH SOLICITATION RESPONSE MAY
AUTOMATICALLY DISQUALIFY THE RESPONSE FROM CONSIDERATION FOR AWARD,
Page 11 of 11
Ex it "A"
ROUND ROCK TEXAS
PURCMAVRO OMSICH
�U�9r�ac
CITY OF ROUND ROCK
INVITATION FOR BID (IFB)
HVAC FILTER REPLACEMENT
IFB No. 18-003 Addendum No. 1 Date of Addendum: 1/2212018
Addendum No. 1, dated Monday, 1/22/2018 is being issued to respond to all questions submitted by
the deadline of Monday, 1/15/2018 @ 5:00 p.m. for 11713 No. 18-003 - HVAC Filter Replacement, as
outlined below:
1. Question: Why did the City cancel the prior bid and are rebidding the subject solicitation?
Answer: The solicitation documents posted for IFB No. 18-003 have been revised to meet the
current requirements of the City.
2. Question: The question that I have is about the frequency—there is a possibility that a few of
these locations don't need to be change monthly. Would they be interested in changing the
frequency?
Answer: The City does not want to change the frequency of filter replacements at this time.
Approved by: Date:
Purchaser Name, Purchaser
By the signatures affixed below this addendum is hereby incorporated into and made a part of the
above referenced solicitation.
ACKNOWLEDGED //Z lxlo�-
5ri, ,
Vendor Authorized Signature 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.
Page I of I
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. 2018-321066
Star Air
Round Rock,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 03/02/2018
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.
IFB#18-003
Filter Replacement for HVAC system
4
Nature of interest
Name of Interested Party City,State,Country(place of business) (check applicable)
Controlling Intermediary
5 Check only if there is NO Interested Party. ❑
X
6 UNSWORN DECLARATION
My name is �J�/j/'i y �' /�y�r and my date of birth is 7, 7
My address is /2 C R _?aJ,�/��P��� r`X 7 15-3 7 U 5
(street) (city) (state) (zip code) (country)
I declare under penalty of perjury that the foregoing is true and correct.
Executed in ��� 4d`a SOi?/ County, State of re X S on the 2dk-clay of /vl�4i'L"ti 20/k .
(month) (year)
Signatu of authorized agent of contracting business entity
(Declarant)
Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V1.0.5523
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. 2018-321066
Star Air
Round Rock,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 03/02/2018
being filed.
City of Round Rock Date Acknowledged:
03/12/2018
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#18-003
Filter Replacement for HVAC system
4 Nature of interest
Name of Interested Party City,State,Country(place of business) (check applicable)
Controlling Intermediary
5 Check only if there is NO Interested Party.
X
6 UNSWORN DECLARATION
My name is and my date of birth is
My address is
(street) (city) (state) (zip code) (country)
I declare under penalty of perjury that the foregoing is true and correct.
Executed in County, State of on the day of 20
(month) (year)
Signature of authorized agent of contracting business entity
(Declarant)
Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V1.0.5523