R-2020-0263 - 9/24/2020 RESOLUTION NO. R-2020-0263
WHEREAS, the City of Round Rock ("City") has duly advertised for bids for the
manufacturing of flanged meter spool /pup joints, and for related goods and services; and
WHEREAS, Beni-nark Supply Company [tic. has submitted the lowest responsible bid; and
WHEREAS, the City (..'ouncil wishes to accept the bid of Benniark Supply Company Inc.,
Now"Therefore
BE ITRESOLVED 13Y THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS,
That the Mayor is hereby authorized and directed to execute on behalf' of the City an
Agreement flor the Manufacturing of Flanged Meter Spool / Pup Joints with Benniark Supply Company
Inc., a copy of said Agreement being attached hereto as Exhibit "A" and incorporated herein.
The City Council hereby finds and declares that written notice of the date, hour, place and
subject of the meeting at which this Resolution was adopted was posted and that such meeting was
open to the public as required by law at all times during which this Resolution and the subject matter
hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act,
Chapter SSI, Texas Government Code, as amended.
RESOLVED this 24th day of September, 2020.
CRAIG RGA �ayor
R o
C,ity of CRAIG
Ro Texas
ATTFST:
--Wvaot�
MEAGAN SS, DepAy City Clerk
011220202;00454727
EXHIBIT
"App
00
CITY OF ROUND ROCK AGREEMENTFOR
THE MANUFACTURING OF
FLANGED METER SPOOL/PUP JOINTS
WITH
BENMARK SUPPLY COMPANY INC.
T STATE OF TEXAS §
CITY OF ROUND ROCK § KNOW ALL BYTHESE PRESENTS:
COUNTY OF WILLIAMSON §
COUNTY OF TRAVIS §
THATTHIS AGREEMENT for the manufacturing of flanged meter spool / pup joints,
and for related goods and services (referred to herein as the "Agreement"), is made and entered
into on this the day of the month 2020 by and between the CITY
OF ROUND ROCK, a 'T'exas home-rule iriunicipality, whose offices are located at 221 East
Main Street, Round Rock, Texas 78664-5299 (referred to herein as the "City"), and BENMARK
SUPPLY COMPANY INC., whose mailing address is 15405 Highway 29, Liberty flill, Texas
78642 (referred to herein as the "Vendor").
RECITALS:
WHEREAS, City desires to enter into an agreement for the manufacturing of flanged
meter spool/pup j(�ints; and
WHEREAS, City has issued its "Invitation for Bid" for the provision of said services;
and
WHEREAS, the City desires to procure said goods from Vendor; 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, the 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 arid Vendor whereby
City is obligated to buy specified services and Vendor is obligated to provide carne. The
Agreement includes the following: (a) City's Invitation for Bid, designated Solicitation Number
20-019 dated May 2020 ("IF13"); (b) Vendor's Response to lFB; (c) contract award; and (d) any
00450020/ss2
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 and services mean the specified services, supplies, materials,
commodities, or equipment.
F. Vendor means Denmark Supply Company Inc., its successor or assigns.
2.01 EFFECTIVE DATE, TERM
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 or extended as provided herein.
B. The term of this Agreement shall be for sixty (60) months from the effective date
hereof,
C. 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 Vendor to supply the goods as outlined in the Part IV, Scope of Work, of
the IFF, and the Response to IIB submitted by Vendor as described in Attachment A: Bid Sheet
in Exhibit "A." The intent of these documents is to fon.riulate an Agreement listing the
responsibilities of both parties as outlined in the JFB and as offered by Vendor in its Response to
the IFF,
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The 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; AND SCOPE OF WORK
Items Awarded. All bid items in Attachment A: Bid Sheet of Exhibit "A" are awarded to
Vendor.
Scope of Work: For purposes of this Agreement, City has issued documents delineating the
required services (specifically 117B 20-019 dated May 2020). Vendor has issued its response
agreeing to provide all such required services in all specified particulars. All such referenced
documents are included in Exhibit "A" attached hereto and made a part hereof for all purposes.
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.
Vendor shall satisfactorily provide all services described under the attached exhibits
within the contract term specified in Section 2.01, Vendor's undertakings shall be limited to
performing services for City and/or advising City concerning those matters on which Vendor has
been specifically engaged. Vendor 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 set-vices,
5.01 COSTS
A. In consideration for the services to be performed by Vendor, City agrees to pay
Vendor the amounts set forth in "Attachment A: Bid Sheet" of the attached Exhibit "A."
B. The City shall be authorized to pay the Vendor an amount not-to-exceed Five
Hundred Thousand and No/100 Dollars ($500,000.00) for the term of this Agreement.
6.01 INVOICES
All invoices shall include, at a rainimurn, the following information:
A. Name and address of Vendor;
B. Purchase Order Number-,
C. Description and quantity ofiterns received or services provided; and
D. Delivery or performance dates.
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7.01 INTERLOCAL COOPERATIVE CON,rRAcTING/ PURCHASING
Authority for local governments to contract with one another to perform certain
governmental functions and services, including but riot limited to purchasing frinctions, 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 271.'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-APPROPRIA,riON AND FISCAL FUNDING
This Agreement is a comirritment 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 ten-runation at the end of its then current fiscal year,
9.01 PROMPT PAYMENT POLICY
In accordance with Chapter 2251, V.1'.C.A., Texas Government Code, payrnent to
Vendor will be made within thirty (30) (lays 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 performarice and/or deliverables or services, whichever is
later. 'Vendor may charge interest on an overdue payment at the "rate in effect" on September I
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 Vendor, a contractor, 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
inakling, a timely payment with federal funds; or
C. There is a bona fide dispute between Vendor 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
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D� 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 Vendor, cancel this Agreement without 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 theTexas Penal Code,
11.01 TAXE S
City is exempt from Federal Excise and State Sales Tax; there-fore, tax shall not be
included in Vendor's charges.
12.01 ORDERS PLACED WITH ALTERNATE VENDORS
If Vendor cannot provide the goods as specified, City reserves the right and option to
obtain the products from another supplier or suppliers.
13.01 INSURANCE
Vendor shall meet all insurance requirements set forth Part 11 of No. 20-019 and on the
('try's website at:
2014/12/carr insurance 07,20_112. df
.14.01 CITY'S REPRE SEI" TATIVES
City hereby designates the following representatives authorized to act in its behalf with
regard to this Agreement.
Michael Thane
Director of Utilities and Environmental Services
3400 Sunrise Road
Round Rock, Texas 78665
512-218-3236
rnthane@rguij�droc
15.01 RIGHTTO ASSURANCE
Whenever either patty to this Agreerrient, 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 inade, then and in that event the demanding party may
treat such failure as an anticipatory repudiation of this Agreement.
16.01 DEFAULT
If Vendor abandons or defaults Linder this Agreement and is a cause of City purchasing
the specified goods elsewhere, Vendor agrees that it may be charged the difference in cost, it'
any, and that it will not be considered in the re-advertisernent of the service and that it may not
be considered in fature 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;
13. 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) (lays' written notice to Vendor.
13. 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, that being in the
event of a material and substantial breach by City, or by mutual agreement to terTninate
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 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 such notice often-nination, Vendor
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 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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18.01 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.
.19.01 COMPLIANCE WIT11 LAWS, CHARTER AND ORDINANCES
A. Vendor, 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 arid
national boards, bureaus and agencies.
B. 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 contact contains
written verification from the company that it: (1) does not boycott Israel; and (2) will not boycott
Israel during the terms of this contract. The signatory executing this Agreement on behalf of
Vendor verifies Vendor does not boycott Israel and will not boycott Israel during the terin of this
Agreement.
20.01 ASSIGNMENT AND DELEGATION
The parties each hereby bind thernselves, 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:
I. When delivered personally to the recipient's address as stated in this Agreement;
or
2. Three (3) days after being deposited M the United States mail, with postage
prepaid to the recipient's address as stated in this Agreement.
Notice to Vendor:
Denmark Supply Company Inc.
15405 Highway 29
Liberty Hill, TX 78642
Notice to City:
Laurie 1-1,adley, City Manager Stephan L. Sheets, City Attorney
221 East Main Street ANDTO: 309 East Main Street
Round Rock, TX 78664 Round Rock, TX 79664
Nothing contained herein shall be construed to restrict the transmission of' routine
communications between representatives of City an(]Vendor.
22.0.1 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, Teras. This Agreernent shall be
governed by and construed in accordance with the laws and court decisions of the State of Texas.
23.01 EXCLUSIVE AGREEMENT
This document, and all appended documents, constitutes the entire Agreement between
Vendor 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 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.
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 (lid 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 carnes 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,
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26.01 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.
'rime 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
circurnstances, 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 hopediment or delay in perfon-nance 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 docuirient, and all of which, when taken
together, shall constitute one and the same instrument.
[Signatures on the following page.]
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IN WITNESS WHEREOF, City and Vendor have executed this Agreement on the elates
indicated.
City of Round dock, Texas Bentnark Supply Company Inc.
I
I rntccl Nan : Printed
Date Signed: _ _ ...._ww_...__w._ Date Signed:
eel: , J .
_.. .
Attest:
Sara L. White, City Clerk
For City,Approved as to Form:
By: .
Stephan L. Sheets, City ,Attoim y
t
Exhibit "A"
ROUND ROCK TEXAS
91!91C
PT9CH�A�SING DIVISION
City of Round Rock, Texas
Purchasing Division
1 East Main Street
Round Rock, Texas 78664-5299
www.roundrocktexas.gov
City of Round Rock Exhibit "A"
Flanged Meter Spool/Pup Joint
IFB 20-019
Class/Item: 967-49
MAY 2020
FLANGED METER SPOOL I PUP JOINT
PART I
GENERAL REQUIREMENTS
1. PURPOSE: The City of Round Rock, herein after"the City"seeks a bid from firms experienced in the
manufacturing of flange to flange spools/pup joints.
2. SOLICITATION PACKET., This solicitation 2acket is comprised of the following:
Description Index
—-—------------
Part I —General Requirements Page(s)2-4
Part H—Definitions, Standard Terms and Conditions Page 5
and Insurance Requirements
Part 111—Supplemental Terms and Conditions Page(s) 6-8
.............
Part IV—Specifications Page 9
Attachment A.—Bid Sheet Page 10
Attachment B—Reference Sheet Page 11
Attachment C—Drawing of Flange to Flange Spools/Pup Joints Separate Attachment
3. AUTHORIZED PURCHASING CONTACT: For questions or clarification of specifications, you may contact:
Allen Reich
Purchaser
Purchasing Division
City of Round Rock
Phone: 512-2186682
E-mail- are ic_CcDroundrockt2aaj.qoy
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.
4. SCHEDULE OF EVENTS: It is the City's intention to follow the solicitation timeline below.
EVENT DATE
Solicitation released May 21, 2020
Deadline for Submission of questions June 04, 2020 @ 5:00 PM, CST
City responses to questions or addendums mmmApproximately June 11, 2020 @ 5:00 PM,
CST
Deadline for submission of responses June 18, 2020 @ 3:00 PM, CST
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 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:
https:liwww,Eo�indrgLcktexas._qov/bus'inesse,;/solicitafto[Is/.
Questions shall be submitted in writing to the"Authorized Purchasing Contact". The City reserves the right to
modify these dates. Notice of date change will be posted to the City's website:
http-.L/wMy,roundrocktexas.gov/bids.
Page 2 of 11
City of Round Rock Exhibit "A"
Flanged Meter Spool/Pup Joint
IFB 20-019
Class/Item: 967-49
MAY 2020
5. SOLICITATION UPDATES: Respondents shall be responsible for monitoring the City's website at
LttpL//www.roundrocktexas.kay/t�idq for any updates pertaining to the solicitation described herein.Various
updates may include addenclums, cancellations, notifications, and any other pertinent information necessary
for the submission of a correct and accurate response. The City will riot be held responsible for any further
communication beyond updating the website.
6. RESPONSE DUE DATE: Signed and sealed responses are due at or before 3:00 PM, on the due date rioted
in PART 1, Section 4—Schedule of Events, Mail or hand deliver sealed responses to:
City of Round Rock
Attn:Allen Reich
Purchasing Department
221 E. Main Street
Round Rock, Texas 78664-5299
A. Sealed responses shall be clearly marked on the outside of packaging with the Solicitation title,
number, due date and "DO NOT OPEN".
B. Facsimile or electronically transmitted responses are not acceptable.
C. Responses cannot be altered or amended after opening.
DNo response can be withdrawn after opening without written approval from the City for an acceptable
reason.
E. The City will not be bound by any oral statement or offer made contrary to the written specifications.
F. Samples and/or copies shall be provided at the Respondent's expense and shall become the property
of the City.
G� Late responses will not be considered and will be returned unopened, if a return address is provided.
7. RESPONDENT 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 cornpiling their final responses. Respondents are to carefully read the entire
solicitation.
Respondent shall submit one (1)evident signed "Original"and one identical-to-the-original electronic copy of
the IFB response on a flash drive.The submittal is required to include all addendums and requested
attachments. The bid response along with 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 IFI3 will be solely at the interested parties'expense. Not responding
to this IFB does not preclude participation in any future RFP/RFQ/IFB.
For our bid to be res p)o2nnsg1iyyge,2agdSdendurns and the attachments identified below shall be submitted
with our ro Deal.
n Addendums:Addendum s may be posted to this solicitation. Bidders are required to submit signed
addendurris with their sealed response, The Bidder shall be responsible for monitoring the City's website
at!211pj/wWV.ro Lind rocktexas.gov/biqs for any updates pertaining to the solicitation.
Attachment A: BID SHEET.The bid response shall be submitted on itemized, signed Bid Sheet provided
in the solicitation packet. Failure to complete and -1 n the 1--1 sheet will result iEdie qualification, if there is
a conflict between the unit price and extended price, the unit price will take precedence. Submission of
responses on forms other than the City's Solicitation Document may result in disqualification of the
response.
J Attachment B: REFERENCE SHEET- Provide the name, address, telephone number and E-MAIL of at
least three(3) valid Municipal, Government agencies or firms of comparable size that have utilized
services that are similar in type and capacity within the last two (2)years. City of Round Rock references
Page 3 of I I
City of Round Rock Exhibit "A"
Flanged Meter Spool/Pup Joint
12 0-019
Class/item:967-49
MAY 2020
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.
8, 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
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:
X Purchase price;
B, Reputation of Respondent and of Respondent's goods and services;
C. Quality of the Respondent's goods and services;
D, The extent to which the goods and services meet the City's needs;
E. Respondent's past performance with the City;
F. The total long-term cost to the City to acquire the Respondent's goods or services;
G. Any relevant criteria specifically listed in the solicitation.
H. If the solicitation is evaluated with points, the respondent must earn a minimum of 15 points on criteria
riot related to cost in order to be considered for contract award.
Respondents may be contacted for clarification of bid and/or to discuss details of the services they are
proposing.
9. CONFIDENTIALITY OF CONTENT:As stated in Section 16 of City of Round Rock Purchasing Definitions,
Standard Terms and Conditions, 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
A. 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 riot
clearly marked as such.
B. 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.
10. SUSPENSION OR DEBARMENT CERTIFICATION: The provisions of the Code of Federal Regulations 2
CFR part 180 suspension and debarment may apply to this agreement. 'The City of Round Rock is prohibited
from contracting with or making prime or sub-awards to parties that are suspended or debarred or whose
principals are suspended or debarred from doing business with the Federal Government, State of Texas, or
the City of Round Rock.
11. CERTIFICATE OF INTERESTED PARTIES: Section 2252.908 of the Texas Government Code requires the
successful offeror to complete a Form 1295"Certificate of Interested Parties" that is signed for a contract
award requiring council authorization.The "Certificate of Interested Parties"form must be completed on the
Texas Ethics Commission website, printed, signed and submitted to the City by the authorized agent of the
Business Entity with acknowledgment that disclosure is made Linder oath and under penalty of perjury prior to
final contract execution. Link to Texas Ethics Commission Webpage:
bl!EaL//www.ethics.state.tx,us/whatsnew/elf into form1295.htm
Page 4 of I 1
City of Round Rock Exhibit "A"
Flanged Meter Spool/Pup Joint
IFB 20-019
Class/Item: 967-49
MAY 2020
PART 11
DEFINITIONS, STANDARD TERMS AND CONDITIONS
AND INSURANCE REQUIREMENTS
1. DEFINITIONS STANDARD TERMS AND CONDITIONS: By submitting a response to this solicitation, the
Respondent agrees that the City's Definitions, Standard 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, Standard Terms and
Conditions can be viewed and downloaded from the City's website at:
2. INSURANCE: The Respondent shall meet or exceed all insurance requirements set forth in Standard
Insurance Requirements. The City's Standard Insurance Requirements document can be viewed and
downloaded from the City's website at: bttps-.6lwwi�.rouQdLrpc _ov/de�artmen�ts/ urc�hasin
Atgaxqajg�
Page 5 of I I
City of Round Rock Exhibit "A"
Flanged Meter Spool/Pup Joint
IFS 20-019
Class/item: 967-49
MAY 2020
PART III
SUPPLEMENTAL TERMS AND CONDITIONS
1. AGREEMENT TERM: The terms of the awarded agreement shall include but not be limited to the following:
A. The term of the Agreement shall begin from date of award and shall remain in full force for sixty(60)
months.
B, Upon expiration of the contract term, the Contractor agrees to hold over under the terms and conditions
of this agreement for such a period as is reasonably necessary to re-solicit and/or complete the project
up to 90 days.
2. 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:
A. Be firms, corporations, individuals or partnerships normally engaged in manufacturing of flange to
flange spools/ pup joints as specified herein and have adequate organization, facilities, equipment,
financial capability, and personnel to ensure prompt and efficient service to the City;
B. 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;
C. 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.
3. 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 manufacturing of
flange by flange spools/pup joints.
4. 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:
A. 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;
B. 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;
C. 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.
WORKFORCE: Successful Respondent shall:
A. Ensure Respondent's employees perform the services in a timely, professional and efficient manner;
B. 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 I I
City of Round Rock Exhibit "A"
Flanged Meter Spool/Pup Joint
IFB 20-019
Class/Item: 967-49
MAY 2020
5. 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,
6. PRICE INCREASE: Contract prices for manufacturing of flange to flange spools/pup joints 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 10% for any single line item.
A. 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 CPl 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:
B. Procedure to Request Increase:
L 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
ii. 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.
7. PERFORMANCE REVIEW: The City reserves the right to review the awarded respondent(s) performance at
any time during the contract term.
B. 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 reperform 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.
9. 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.
A. A city representative will contact the successful respondent by email,fax, or telephone to place an order
for each piece. The request will include the specific dimensions needed for each order.
B. A minimum order quantity will not be permitted.
Page 7 of l I
City of Round Rock Exhibit "A"
Flanged Meter Spool/Pup Joint
IFI3 20-019
Class/item: 967-49
MAY 2020
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, Respondents to the solicitation will be notified when City staff
reGOTTIrneridation of award has been made. The award announcement will be posted to the City's website at
hLt -/�/wwwr�otindroc�ktexa.s�ov/bu�sinesse�s/solici�tation�s/once City Council has approved the
recommendation of award and the agreement has been executed.
11. POST AWARD MEETING: The City and successful Respondent(s) may have a post award meeting to
discuss, but riot be limited to the following:
A. The method to provide a smooth and orderly transition of services performed from the current
contractor;
0. Provide City contact(s) information for implementation of agreement.
C. Identify specific milestones, goals and strategies to meet objectives.
12. POINT OF CONTACT I DESIGNATED REPRESENTATIVE:
A. Contractor'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.
B. The City's designated representatives:
Brandon Rainer
Logistics Officer
Utilities & Environmental Services
512-639.3046
brainer@roundrocktexas.gov
Joseph Rendon
Meter Services Supervisor
Utilities & Environmental Services
512-218-5575
Loseghrendon@roundrocktexas_qov
13, INTERLOCAL PURCHASING AGREEMENTS
X The City has entered into Interlocal Agreements with other Governmental agencies pursuant to the
Interlocal Cooperation Act, Chapter 791 of the Texas Government Code.The Contractor agrees to offer
the same price and terms and conditions to other eligible agencies that have an interlocal agreement
with the City.
B. The City does not accept any responsibility or liability for the purchases by other government agencies
through an interlocal cooperative agreement
Page 8 of I I
City of Round Rock Exhibit "A"
Flanged Meter Spool/Pup Joint
IFB 20-019
Class/Item: 967-49
MAY 2020
PART IV
SPECIFICATIONS
1. Introduction:The City of Round Rock, herein after"the City" seeks a bid from firms experienced in the
manufacturing of flange to flange spools I pup joints.
2. Back round: The City has transitioned from a larger, outdated water meter to a newer octave style meter.
The transition has left a significant gap due to the size difference of the new meter, The spool piece/pup joint
will act as retrofit kit to bridge this gap. "The meter spool/pup joint pieces will range from 3"to 8' pipe diameter
with varying lengths from 8" to 17."
3. Contractor Resr)onsibil Ilties:
X All pieces require a 2" National Pipe Thread (NPT)testing port to be seal welded in the center of the
meter spool/pup joint;
B. Each piece shall be made of 304 stainless steel unless otherwise noted;
C, Flanges shall be ANSI compliant using the set standards for water distribution
httr)s://bloa.ansi.orq/2016/10/nsf-ansi-61-2016-drinkincl-water-comr)onents/#Qref
D. Flange Dimensions to be Per AWWA 0110 lift sWarnerican-usqcom/ rod u cts/du ctile-iron- i -and-
fittigg§/fittin s/flan d- dimensions
E. Flanges shall be seal welded to pipe;
F. All pieces shall be suitable for potable water;
G, All delivery or shipping costs shall be included in the bid price provided;
11. All pieces shall be new and assembled unless otherwise specified;
I. Contractor shall provide a detailed quote for all products and services before work is performed,
4. Cit v Responsilbilitles: The City will-
A. Provide the contractor with exact measurements for each spool piece;
13, Reserve the right to inspect each piece for accuracy and quality, 'The city reserves the right to refuse
any product that does not meet the set standards;
C. If practical, the City can pick up orders.
Page 9 of I I
City of Round Rock Exhibit "A"
Flanged Meter Spool/Pup Joint
IFB 20-019
Class/item: 967-49
MAY 2020
ATTACHMENT A
BID SHEET
1. ATTACHMENT A— BID SHEET is posted in Solicitation Documents for IFB 20-019 Flanged Meter Spool/Pup
Joint in an Excel format on the City of Round Rock website at:
ve-solicitations/
A. 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 I
Section 4...Schedule of Events.
B. 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.
C. 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:
D, 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."
E. 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.
Page 10 of 11
rr
Atta94"B" heet
Flanged Motor$pool I Pup Joint
IFS 20-019
;The Respondent represents by their signature below that they are submitting a binding offer and are authorized to bind the respondent to fully comply with
the solicitation documents contained in IF B 20-019 Flanged Meter Spool/Pup Joint.The Respondent acknowledges that they have received and read ft
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 will
jeopardize acceptance of the bid. Alternative bids will riot be considered and unauthorized modifications to the bid sheet format will result In the rejection
of the bid, The City reserves the right to purchase more or less than the quantities Indicated below.
A,
W''
U 6,06c4iflon Y..
- , - , , C
%
Unit Urilf oat,
1 3*304 stainless steel meters p2oypyp joint(0"length) 10 ea $291.00 $2.9%00
2 Y 304 stainless steel meters pool/pup. int(9"length) 10 ea $291.00 _$2,910-00
3 3"304 stainless steel meterLa $291.00 $2,.910-00
4 S'304 stainless steel meters 9Dol! gl?1oink �. 10 as $291.00 $2,910,00
5 3"304 stainless steel materspooft th) 10 $2911�00
to
Dint len 12,910.DO
6 3"304 stainless steel materspooltoup Wet 0 3'ItaglU_ 10 as $300.00 $3,000.00
7 3'304 stainless steel metempool/pup loint(14"le th ea $300.00 $3,000.00
a 3"304 stainless steel ureter spoollioup,joint(16"length) 10 an $300.00 131.000"00
9 T 304 stainless steel meterspool/puD ioint(116"length,) 10 ea $300.00 $3 000"00
10 13"304 stainless steel materspoo&ug joint(117"to th 10 ea $300.00 $3,000,00
11 4"304 stainless steel 6 08 $350.00 $210000
12 4"304 stainless steel meters loint(Klen gthl 6 so $350.00 $2A00,00
13 4"304 stainless steel meLS�0112aR�10"tan th 6 ea $350,00 $2,100,00
14 4"304 stainless steel S350.00 $2,100.00
15 4"304 stainless steel meters 2�10 $350.00 $2100-00
16 4"304 stainless steel materspoolloup toint i13""Le� 6 ea $365.00 $2 190.00
1.."...............
17 4"304 stainless steel met02-001' 6 as $1105"00 $2 190"00
18 4"304 stainless steel matempoolipup joint(IS"Ian th 6 ea $365.00 $2,190m
19 4"304 stainless steel motors oU u saint 16"ton th 6 ea $365.00 $2190,00
20 4"304 stainless steel meterspOoU u oint 17"ton in 6 am 5365.00 $2 190.00
21 6'304 stainless steel metas 0tf a 'Dint 0"'ten th . 4 ea k8000 $1,920.00
22 16"304 stainless 4 as $400.00 $1 920OD
23 S"304 stainless steel metM22ld a aint 10"lean ttr $480.00 $1 920k0
24 W304 stainless steel metto-O—OU 4 ea $480.00 $1,92000
25 V 304 stainless steel ureters nool/ouo'pint 02"lenoth) 4 ea $480.00 $1,920.00
26 6"304 stainless steel meters pooVoup'flint 0 W ten th 4 ea $510A0 $2040,00
27 6*304 stainless steel meters p22!(ga 'Dint 14"len th 4 ea $510.00 $2.040,00
26 6"304 stainless steel meters pool/pup joint(15"length) 4 ea $510,00 $2,04000
29 0"304 stainless steel rrwetera OoNJ to Dint t0"'Ion in 4 ea S510,00 $2 040.00
I of 2
Attall# . 113i arheet
Flanged Meter Spool I Pup Joint
IFB 20-0,19
30 6'304 stainless steel meters oofl)u 'ain 4 ea $510,00 S2,040.00
31 3"304 slai&ifess steel eract4ers aaraf! up Loin ........4 ea 5710,00 52,840,00
32 S'304 Mainfess steel meters col/ u 'taint"9"len th 4 ea $710.00 $2,840,00
33 8"304 stainless steel rnel2EM- ool/Lu2'taint 110"IerqIhL4 ea $710.00 $4840.00
34 8"304 stainless steel meters qaI! u, 'Dial 11'°fen th 4 ea_ $110.00 52,840.00
35 8"304 stainless steel rneI2r'21222!tsuta joint 12"la th.L—, 4 ea 5710,00 $2,840.00
36 3"y304 stainless ±a_ 1750,00 $3,000,00
37 B"304 stainless Steel meters Ppoll pUp jOintr(14 4 ea $750,00 $3,00000
38 8"304 stainless steel meter 5"lengthy
4 ea $750,00 $3.000.00
39
8—W4 stainless steel meters 00f/ up nt ea S750.00 $3,000,00
usp..11pup joint('17- 1�.nqth
0 ea $750.00 S3,000,00
stainless
nnual Total: S100,000.00
COMPANY NAME: _L3enmatk 5u4 I Co Inc
SIGNATURE OF AUTHORIZED REPRESENTATIVE:
------------
PRINTED NAME: Woodrow Keno
PHONE NUMBER: 512.902-7403
EMAIL ADDRES& "A;wvi t 11,
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