CM-2022-141 - 6/24/2022CITY OF ROUND ROCK AGREEMENT FOR
FOREST CREEK GOLF CLUB IMPROVEMENTS
WITH
FLEETWOOD SERVICES, LLC
THE STATE OF TEXAS §
CITY OF ROUND ROCK §
COUNTY OF WILLIAMSON §
COUNTY OF TRAVIS §
KNOW ALL BY THESE PRESENTS:
THAT THIS AGREEMENT for the purchase of improvements at Forest Creek Golf Club
located in Round Rock, Texas, and for related gond services (referred herein as the
"Agreement"), is made and entered into on this the day of the month ofL
2022 by and between the CITY OF ROUND ROCK, a Texas home -rule munic pality, whose
offices are located at 221 East Main Street, Round Rock, Texas 78664-5299 (referred to herein
as the "City"), and FLEETWOOD SERVICES, LLC, whose offices are located at 4311 Willow
Street, Dallas, Texas 75226 (referred to herein as "Services Provider").
RECITALS:
WHEREAS, City desires to purchase certain services, improvements for the Forest Creek
Golf Club, and City desires to procure same from Services Provider; and
WHEREAS, City issued a Request for Proposal (RFP No. 22-014) in March 2022 for
said services; and
WHEREAS, based on the Services Provider's proposal submitted in response to RFP No.
22-014, City desires to award said services to Services Provider as set forth herein; 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:
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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 provide
said services. The Agreement includes the City's RFP No. 22-014 dated March 2022 and the
Service Provider's Proposal and Best and Final Offer dated April 27, 2022, both documents
attached as Exhibit "A" and incorporated herein by reference for all purposes.
B. City means the City of Round Rock, Williamson and Travis Counties, Texas.
C. Effective Date means the date upon which the binding signatures of both parties
to this Agreement are affixed.
D. Force Majeure means acts of God, strikes, lockouts, or other industrial
disturbances, acts of the public enemy, orders of any kind from the government of the United
States or the State of Texas or any civil or military authority, insurrections, riots, epidemics,
landslides, lightning, earthquakes, fires, hurricanes, storms, floods, restraint of the government
and the people, civil disturbances, explosions, or other causes not reasonably within the control
of the party claiming such inability.
E. Goods mean the specified supplies, materials, commodities, or equipment.
F. Services mean work performed to meet a demand or effort by Services Provider
to comply with promised delivery dates, specifications, and technical assistance specified.
2.01 EFFECTIVE DATE, TERM, PRICES FIRM
A. This Agreement shall be effective on the date this Agreement has been signed by
each party hereto, and shall remain in full force and effect unless and until it expires by operation
of the term indicated herein, or is terminated or extended as provided herein.
B. This Agreement shall terminate upon the successful completion of services
described in Exhibit "A."
C. Prices shall be finn for the duration of this Agreement. No separate line -item
charges shall be permitted for invoicing purposes, including but not limited to equipment rental,
demurrage, costs associated with obtaining permits, or any other extraneous charges.
D. City reserves the right to review the relationship with Services Provider 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
The goods and services which are the subject matter of this Agreement are described in
Exhibit "A" and, together with this Agreement, comprise the Contract Documents.
4.01 SCOPE OF WORK
Services Provider shall satisfactorily complete all services described in Services
Provider's Proposal, attached hereto as a part of Exhibit "A".
This Agreement shall evidence the entire understanding and agreement between the
parties and shall supersede any prior proposals, correspondence, or discussions.
Services Provider shall satisfactorily provide all deliverables and services described in
Exhibit "A" within the contract term specified. A change in the Scope of Services or any term of
this Agreement, must be negotiated and agreed to in all relevant details, and must be embodied in
a valid Supplemental Agreement as described herein.
5.01 CONTRACT AMOUNT
In consideration for the deliverables and services related to the deliverables, the City
agrees to pay Services Provider an amount not -to -exceed One Hundred Fifty Thousand and
No/100 Dollars ($150,00.00) for the goods and services set forth in Exhibit "A."
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
D. Delivery or performance dates.
7.01 NON -APPROPRIATION AND FISCAL FUNDING
This Agreement is a commitment of City's current revenues only. It is understood and
agreed that City shall have the right to terminate this Agreement at the end of any City fiscal year
if the governing body of City does not appropriate funds sufficient to purchase the services as
determined by City's budget for the fiscal year in question. City may effect such termination by
giving Services Provider a written notice of termination at the end of its then current fiscal year.
8.01 PROMPT PAYMENT POLICY
In accordance with Chapter 2251, wr.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
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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,
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
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
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.
9.01 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 ofTered 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 S of the Texas Penal Code.
10.01 TAXES
City is exempt from Federal Excise and State Sales Tax; therefore, tax shall not be
included in Services Provider's charges.
11.01 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 from another supplier or suppliers
12.01 CITY'S REPRESENTATIVE
City hereby designates the following representative authorized to act in its behalf with
regard to this Agreement:
Brian Stillman
Sports Facilities & Operations Manager
Sports Management and Tourism
221 East Main Street
Round Rock, Texas 78664
(512) 218-6607
13.01 INSURANCE
Services Provider shall meet all City of Round Rock Insurance Requirements as set forth
at: httt):'lwww.roundrocktexas.gov?wi-content/ui3loads'2014l12corr insurance 07.201122df.
14.01 RIGHT TO ASSURANCE
Whenever either party to this Agreement, in good faith, has reason to question the other
party's intent to perform hereunder, then demand may be made to the other party for written
assurance of the intent to perform. In the event that no written assurance is given within the
reasonable time specified when demand is made, then and in that event the demanding party may
treat such failure as an anticipatory repudiation of this Agreement.
15.01 DEFAULT
If 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 fully. timely and faithfully perform any of its material obligations
under this Agreement;
B. Fails to provide adequate assurance of performance under the "Right to
Assurance" section herein; or
C. Becomes insolvent or seeks relief under the bankruptcy laws of the United
States.
16.01 TERMINATION AND SUSPENSION
A. City has the right to terminate this Agreement, in whole or in part, for
convenience and without cause, at any time upon thirty (30) days' written notice to Services
Provider.
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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
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.
17.01 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.
18.01 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
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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 [-Plan requirements.
C. In accordance with Chapter 2271, Texas Government Code, a governmental entity
may not enter into a contract with a company for goods or services unless the contract contains
written verification from the company that it: (1) does not boycott Israel; and (2) will not boycott
Israel and will not boycott Israel during the term of this contract. The signatory executing this
Agreement on behalf of Services Provider verifies Services Provider does not boycott Israel and
will not boycott Israel during the term of this Agreement.
D. In accordance with 2274, Texas Government Code, a governmental entity may
not enter into a contract with a company with at least ten (10) full-time employees for a value of
at least One Hundred Thousand and No/100 Dollars ($100,000.00) unless the contract has
provision in the contract verifying that it: (1) does not have a practice, policy, guidance, or
directive that discriminates against a firearm entity or firearm trade association; and (2) will not
discriminate during the term of the contract against a firearm entity or firearm trade association.
The signatory executing this Agreement on behalf of Services Provider verifies Services
Provider does not have a practice, policy, guidance, or directive that discriminates against a
firearm entity or frearrn trade association, and it will not discriminate during the term of this
Agreement against a firearm entity or firearm trade association.
E. In accordance with 2274, Texas Government Code, a governmental entity may
not enter into a contract with a company with at least ten (10) full-time employees for a value of
at least One Hundred Thousand and No/100 Dollars ($100,000.00) unless the contract has
provision in the contract verifying that it: (1) does not boycott energy companies; and (2) will not
boycott energy companies during the term of this Agreement. The signatory executing this
Agreement on behalf of Services Provider verifies Services Provider does not boycott energy
companies, and it will not boycott energy companies during the term of this Agreement.
19.01 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.
20.01 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
N
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:
Fleetwood Services, LLC
4311 Willow Street
Dallas, TX 75226
Notice to City:
City Manager Stephan 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.
21.01 APPLICABLE LAW; ENFORCEMENT AND VENUE
This Agreement shall be enforceable in Round Rock, Texas, and if legal action is
necessary by either party with respect to the enforcement of any or all of the terms or conditions
herein, exclusive venue for same shall lie in Williamson County, Texas. This Agreement shall be
governed by and construed in accordance with the laws and court decisions of the State of Texas.
22.01 EXCLUSIVE AGREEMENT
This document, and all appended documents, constitutes the entire Agreement between
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.
23.01 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.
24.01 SEVERABILITY
The invalidity, illegality, or unenforecability 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.
25.01 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.
Multiple Counterparts. This Agreement may be executed in multiple counterparts, any
one of which shall be considered an original of this document; and all of which, when taken
together, shall constitute one and the same instrument.
[Signatures on the following page.]
IN WITNESS WHEREOF, City and Services Provider have executed this Agreement on
the dates indicated.
CitY94Round Rock, Texas Fleetwood Services, LLC
By: WLAtv0 By:
Printed Nam-: Av%. W-q Printed Name:
Title: t O Gr' Title:
Date Signed: Date Signed:
Attest:
By:
Meagan Sp Cs, Ci Clerk
For City, A proved as to Form:
By:
Stephan lySheets, City Attorney
Exhibit "A"
:K TEXAS
City of Round Rock, Texas
Purchasing Division
221 East Main Street
Round Rock, Texas 78664-5299
www.roundrocktexas.gov
REQUEST FOR PROPOSAL (RFP)
FOREST CREEK GOLF CLUB IMPROVEMENTS
SOLICITATION NUMBER 22-014
MARCH 2O22
City of Round Rock Exhibit "A"
Forest Creek Golf Club Improvements
RFP No. 22-014
Class/Item: 912-25, 912-50
March 2022
FOREST CREEK GOLF CLUB IMPROVEMENTS
PART
GENERAL REQUIREMENTS
1. PURPOSE: The City of Round Rock, herein after "the City" seeks proposals from firms experienced in
golf course renovations and improvements.
2. BACKGROUND: The City continues to improve the playability and aesthetic appearance of the Forest
Creek Golf Club. One project that will contribute to these continued enhancements has been the
addition of concrete curbing along the cart paths as well as the expansion and renovation of our tee
boxes. The scope of work included in this proposal package is to continue these enhancements as
specified within these documents.
3.
4.
SOLICITATION PACKET: This solicitation packet is comprised of the following:
Description
Index
Part I — General Requirements
Page(s) 2-6
Part II — Definitions, Standard Terms and Conditions
and Insurance Requirements
Page 7
Part Ili — Supplemental Terms and Conditions
Page(s) 8-9
Part IV — Scope of Work
Page(s) 10-11
Part V -- Proposal Preparation Instructions and Evaluation Factors
Page(s) 12-14
Attachment A — Proposal Submittal Form and Execution
Page 15
Attachment B — Reference Sheet
Page 16
Attachment C — Subcontractor Information Form
Page 17
Attachment D — Cost Proposal Worksheet
Separate Attachment
Attachment E — Prevailing Wage Rates
Separate Attachment
AUTHORIZED PURCHASING CONTACTIS): For questions or clarification of specifications, you may
contact:
Allen Reich
Purchaser
Purchasing Division
City of Round Rock
Phone: 512-218-6682
E-mail: areichOroundrocktexas.ciov
Cheryl Kaufman
Purchasing Supervisor
Purchasing Division
City of Round Rock
Phone: 512-218-5417
E-mail: ckaufman(a)roundrocktexas.gov
The individual(s) listed above is/are the only authorized City contact(s) for this solicitation. The
authorized purchasing contact(s) may be contacted by e-mail for clarification for this solicitation
including specifications. No other City employee or representative may be contacted about this
solicitation prior to contract approval. 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.
Page 2 of 17
City of Round Rock Exhibit "A"
Forest Creek Golf Club Improvements
RFP No. 22-014
Class/item: 912-25, 912-50
March 2022
5. SCHEDULE OF EVENTS: It is the City's intention to follow the solicitation timeline below
EVENT
DATE
Solicitation released
March 7, 2022
Optional Pre -Proposal meeting
March 16, 2022 @ 10:00 AM, CST
Deadline for submission of questions
March 18, 2022 @ 5:00 PM, CST
City responses to questions or addendums
Approximately March 23, 2022
Deadline for submission of responses
March 28, 2022 @ 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 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:
https:llwww roundrocktexas.gov/city-businesseslsolicitationsl
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:
htti)s://www.roundrocktexas.gov/city-businesses/solicitations/
6. SOLICITATION UPDATES: Respondents shall be responsible for monitoring the City's website at
https:l/www.roundrocktexas.gov/city-businesseslsolicitationsl 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. OPTIONAL PRE -PROPOSAL MEETING SITE VISIT AND INSPECTION: A pre -proposal meeting /
site visit, and inspection will be conducted to fully acquaint Respondents with the facilities, difficulties
and/or restrictions inherent in the services specified. The pre -proposal meeting 1 site visit will be
conducted on the date specified in PART I Section 5- Schedule of Events.
A. Attendance at the pre -proposal meeting 1 site visit is optional. Respondents shall sign -in at the
pre -proposal meeting to document their attendance. Immediately following the pre -proposal
meeting, a site visit tour will be conducted to enable Respondents to assess conditions. The pre -
proposal meeting and site visit tour shall initially begin at:
Forest Creek Golf Club
99 Twin Ridge Pkwy
Round Rock, Texas 78664
B. Respondents are strongly encouraged to attend the pre-proposal/site visit and bring a copy of the
solicitation document with them to the pre -proposal meeting 1 site visit.
C. It is the responsibility of the Respondent to examine each facility and determine quantity, amounts,
take precise measurements, determine material requirements, equipment requirements, labor
requirements and other solicitation related details during said site visits.
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 5 — Schedule of Events. Mail or hand deliver sealed responses to:
City of Round Rock
Attn: Allen Reich
Purchasing Division
221 E. Main Street
Round Rock, Texas 78664-5299
A. Sealed responses shall be clearly marked on the outside of packaging with the RFP 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.
Page 3 of 0
City of Round Rock Exhibit "A"
Forest Creek Golf Club Improvements
RFP No. 22-014
Class/item: 912-25, 912-50
March 2022
D. No 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 proposal.
F. Samples and/or copies shall be provided at the Respondent's expense and shall become the
property of the City.
G. Receipt of all addenda to this RFP must be acknowledged, signed, and included with the proposal
response.
H. Late Proposal(s) will not be considered under any circumstances and will be returned unopened if a
return address is provided.
9. 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 compiling their final responses. Respondents are encouraged to
carefully read the entire solicitation.
A. Respondent shall submit one (1) evident signed "Original" and one (1) identical electronic copy of
the RFP response on a flash drive. An electronic signature on the "original" solicitation response is
acceptable but any resulting contract shall be signed in ink. The submittal is required to include all
addendums and requested attachments. The RFP response along with samples and/or copies shall
be provided at the Respondent's expense and shall become the property of the City.
B. This request for proposal (RFP) 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
of preparation to this RFP; all costs associated with responding to this RFP will be solely at the
interested parties' expense. Not responding to this RFP does not preclude participation in any
future RFP/RFQ/IFB.
C. For vour RFP submittal to be considered responsive, the attachments identified below shall
be submitted with your proposal.
❑ Addendums: Addendums may be posted to this solicitation. Respondents are required to
submit signed addendums with their sealed response. The Respondent shall be responsible for
monitoring the City's website at https://www.roundrocktexas aov/city-businesses/solicitations/
for any updates pertaining to the solicitation.
❑ Attachment A: PROPOSAL SUBMITTAL. FORM AND EXECUTION: Failure to complete, sign,
and return the proposal submittal form and execution with your offer by the deadline will result
in the disqualification of your proposal.
❑ 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 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.
❑ Attachment C: SUBCONTRACTOR INFORMATION FORM: Provide a signed copy of the
Subcontractor Information Form.
❑ Attachment D: COST PROPOSAL SHEET. The cost proposal sheet should be fully completed
for the City to accurately compare cost proposals. Your method of costing may or may not be
used but should be described. A firm fixed price or not -to -exceed Contract is contemplated.
10. 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.
Page 4 of 17
City of Round Rock Exhibit "A"
Forest Creek Golf Club Improvements
RFP No. 22-014
Class/item: 912-25, 912-50
March 2022
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
not 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.
11. 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.
12. 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 under oath and
under penalty of perjury prior to final contract execution. Link to Texas Ethics Commission Webpage:
https://www.ethics.state tx.uslwhatsnewlelf info form1295_htm
13. EX PARTE COMMUNICATION: Please note that to insure the proper and fair evaluation of a proposal,
the City of Round Rock prohibits ex parte communication (e,g., unsolicited) initiated by the Proposer to
the City Official, Employee, City Consultant, or Evaluation Team member evaluating or considering the
proposals prior to the time a proposal decision has been made. Communication between Proposer and
the City will be initiated by the appropriate City Official or Employee in order to obtain information or
clarification needed to develop a proper and accurate evaluation of the proposal. Ex parte
communication may be grounds for disqualifying the offending Proposer from consideration or award of
the proposal then in evaluation, or any future proposal.
14. OPPORTUNITY TO PROTEST: The Purchasing Manager for the City of Round Rock ("City"), in
consultation with the City Attorney, shall have the authority to settle or resolve any dispute concerning
the solicitation or award of a contract. The Purchasing Manager may solicit written responses to the
protest from other interested parties. The aggrieved person must prepare his or her complaint in writing
and send it by electronic mail to the City's Purchasing Department at protest@roundrocktexas_gov.
In the event of a timely protest, the City shall not proceed further with the solicitation or award of a
contract unless it is determined that the award must take place without delay, to protect the best
interests of the City.
The procedures for notifying the City of an alleged deficiency or filing a protest are listed below. If you
fail to comply with any of these requirements, the Purchasing Office may dismiss your complaint or
protest.
A. Prior to Offer Due Date: If you are a prospective offeror for the award of a contract ("Offeror") and
you become aware of the facts regarding what you believe is a deficiency in the solicitation process
before the due date for receipt of offers in response to a solicitation ("Offers"), you must notify the
City in writing of the alleged deficiency before that date, giving the City an opportunity to resolve the
situation prior to the Offer due date.
B. After Offer Due Date: If you submit an Offer to the City and you believe that there has been a
deficiency in the solicitation process or the award, you have the opportunity to protest the
solicitation process, or the recommended award as follows:
i. You must file a written notice of your intent to protest within four (4) working days of the date
that you know or should have known of the facts relating to the protest. If you do not file a
written notice of intent within this time, you have waived all rights to protest the solicitation
process or the award.
ii. You must file your formal written protest within ten (10) working days of the date that you know
Page 5 of 17
City of Round Rock Exhibit "A"
Forest Creek Golf Club Improvements
RFP No. 22-014
Class/Item: 912-25, 912-50
March 2022
or should have known of the facts relating to the protest unless you know of the facts before the
Offer has been closed. If you know of the facts before those dates, you must notify the City as
stated in section (A) above.
iii. You must submit your protest in writing and must include the following information:
a. your name, address, telephone number, and email address.
b. the solicitation number.
c. a specific identification of the statutory or regulatory provision that you are alleging has
been violated.
d, a detailed statement of the factual grounds for your protest, including copies of any relevant
documents.
e. a statement of any issues of law or fact that you contend must be resolved; and
f. a statement of the argument and authority that you offer in support of your protest.
iv. Your protest must be concise and presented logically and factually to help with the City's
review.
C. Receipt of Timely Protest: When the City receives a timely and complete written protest, the
Purchasing Manager, with assistance from the City Attorney, shall make one of the following
determinations:
i. Determine that a violation of rules and statutes has occurred prior to the award of the contract
and inform you and other interested parties of the determination. The City will prepare updated
solicitation documents and will re -solicit.
ii. Determine that no violation of rules or statutes has occurred and inform you and other
interested parties of the decision by letter. The reasons for the determination will be presented
in the letter.
iii. Determine that a violation of rules and statutes has occurred after the award of the contract and
inform you and other interested parties of the determination. However, the awarded contract will
not be canceled. As needed, corrective actions may be taken with purchasing or any other
pertinent City staff.
iv. A determination will usually be made within fifteen (15) business days after receipt of the formal
protest.
v. Any written decisions by the Purchasing Manager shall be the final administrative action
for the City.
All documentation pertaining to a protest will be kept on file at the City and are subject to open records
requests.
Page 6 of 17
City of Round Rock Exhibit "A"
Forest Creek Golf Club Improvements
RFP No. 22-014
Class/Item: 912-25, 912-50
March 2022
PART II
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 and 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. These can be obtained from the City's website at:
https://www.roundrocktexas.gov/city-departments/purchasing/. In addition, the Supplemental Terms
and Conditions listed in Section 111, shall also be enforced as part of the contract.
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_Ily wA roundr9gktexas,gov1city-deyartments/nurchasiML
Page 7 of 17
City of Round Rock Exhibit "A"
Forest Creek Golf Club Improvements
RFP No. 22-014
Class/Item., 912-25, 912-50
March 2022
PART III
SUPPLEMENTAL TERMS AND CONDITIONS
1. AGREEMENT TERM: The term of the Agreement shall begin from date of award and shall remain in
full force until inspection and acceptance of the completed project by the City.
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 providing golf course
renovations and improvements as specified herein and have adequate organization, facilities,
equipment, financial capability, and personnel to ensure prompt and efficient service to the City.
B. In order to confirm financial stability, the City may choose to review audited financial statements at
any time throughout the RFP evaluation process. Upon request, the Respondent shall provide two
years audited financial statements, including any notes or supplemental schedules within 2
business days of the original request.
C. The Respondent shall include in the proposal a list of all litigation the company or its principals have
been involved in within the last three (3) years.
D. 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 RFP process.
3. SUBCONTRACTORS: If Subcontractors will be used the Respondent is required to complete and
submit with their proposal response Attachment C: Subcontractor Information Form. The Contractor
shall be fully responsible to the City for all acts and omissions of the Subcontractors just as the
Contractor is responsible for the Contractors own acts and omissions. The Contractor shall:
A. Require that all deliverables to be provided by the Subcontractor be provided in strict accordance
with the provisions, specifications, and terms of the Contract.
B. Require that all Subcontractors obtain and maintain, throughout the term of their agreement,
primary insurance in the type and amounts specified for the Vendor, with the City being named as
an additional insured; and
C. Require that the Subcontractor indemnify and hold the City harmless to the same extent as the
Contractor is required to indemnify the City.
D. Awarded Contractor is required to submit a list of all subcontractors for approval by the City prior to
use of any subcontractors throughout the term of the contract.
4. PREVAILING WAGE: Pursuant to Chapter 2258 of the Texas Government Code, a worker employed
on a public work project by a city must be paid: (1) not less than the general prevailing wage rate of per
diem wages for work of a similar character in the locality in which the work is performed; and (2) not
less than the general prevailing rate of per diem wages for legal holiday and overtime work. In
accordance with Chapter 2258.022, the City adopted through Resolution No. R-2016-3760 the wage
rates set forth by the Texas Workforce Commission for the Austin -Round Rock Area as the general
prevailing wage rate for the City's public works contracts. A contractor or subcontractor who is awarded
a contract by the City shall pay not less than the rates set forth in Attachment E and comply with all
applicable sections of Chapter 2258.
Attachment E- Prevailing Rates are posted in Solicitation Documents for RFP 22-014 Forest Creek Golf
Club Improvements on the City of Round Rock website at:
https:llwww roundrocktexas.g_ov/city-businesses/solicitations/
5. 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:
Page 8 of 17
City of Round Rock Exhibit "A"
Forest Creek Golf Club Improvements
RFP No. 22-014
Class/Item: 912-25, 912-50
March 2022
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.
6. WORKFORCE: Successful Respondent shall:
A. Ensure Respondent's employees perform the services in a timely, professional, and efficient
manner.
B. Ensure Respondent's employees, while working on City property, wear a company uniform that
clearly identifies them as the Respondent's employee.
C. 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.
7. 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.
Prices for materials will be on a cost-plus basis. The percentage (%), if any, of markup will be
designated by the Respondent in the solicitation response document. Invoices for work performed shall
require a copy of a supplies receipt to be included. Failure to provide the contracted cost-plus
percentage (%) on an invoice may result in payment at cost.
8. PRICE INCREASE: Contract prices for Forest Creek Golf Club improvements shall remain firm
throughout the life of the contract.
9. 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.
10. PERFORMANCE REVIEW: The City reserves the right to review the awarded Contractor's
performance anytime during the contract term.
11. POINT OF CONTACT tPOCI ! 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 representative:
Brian Stillman
Sports Facilities & Operations Manager
Sports Management & Tourism
Phone: 512-218-6682
E-mail: bstillman0roundrocktexasmov
Page 9 of 17
City of Round Rock Exhibit "A"
Forest Creek Golf Club Improvements
RFP No. 22-014
Class/Item: 912-25, 912-50
March 2022
PART IV
SCOPE OF WORK
1. INTRODUCTION: The City of Round Rock owns and operates Forest Creek Golf Club. One
component of the City's operation of the course is its continued re -investment in the property
and enhancements that improve playability, and aesthetics. One project that will contribute to
these continued enhancements has been the addition of concrete curbing along the cart
paths as well as the expansion and renovation of the tee boxes.
2. MATERIAL SPECIFICATIONS: Specifications shall be in accordance with United States Golf
Association (USGA) requirements -
A. Concrete curbing shall be 6-inch 3000 PSI fiber mesh concrete curbing to match previously
installed curbing around course.
B. Sod shall be Latitude 36 (or alternate Bermuda sod as approved by the City's POC).
C. Sand caps shall be USGA grade sand as approved by the City's POC.
D. Piping shall be corrugated advanced drainage systems 4-inch.
E. Basins shall be advanced drainage systems 12-inch with metal grates.
F. Contractor shall notify the City of any alternative materials that can be used and gain approval prior
to installation.
SERVICE REQUIREMENTS: Services shall be performed at -
Forest Creek Golf Club
99 Twin Ridge Parkway
Round Rock, Texas 78664
Hours: 7:OOAM -- 5:OOPM
4. CONTRACTOR RESPONSIBILITIES: The Contractor shall -
A. Provide the City with a designated point of contact for the duration of the project. If this point of
contact changes the contractor shall notify the City immediately and provide updated contact
information at that time.
B. Perform improvement work so that only one golf hole is impacted (non -playable) at a time. The
Contractor may elect to complete portions of the work while the hole is still 'in play'. If this alternate
is selected, the contractor understands and accepts the inherent risks of working on a golf hole that
is in play.
C. Coordinate with the City's designated point of contact to establish the best work schedule and
discuss any changes and/or delays with the project completion.
D. During the progress of the work and on a daily basis, the Contractor shall keep the premises free
from accumulations of waste materials, rubbish, and other debris resulting from the work.
E. Promptly repair any damage to Forest Creek Golf Club or facilities resulting from the performance
of this scope of work at no cost to the City or Forest Creek Golf Club.
F. Remove and dispose of all discarded materials after the project is completed and return Forest
Creek Golf Club to its original condition not specifically designated for alteration by the work set
forth in this RFP.
G. Successful Respondent shall provide at minimum a one (1) year warranty on all workmanship and
parts including but not limited to manufacturer's warranty, workmanship defects, and installation. All
warranty work shall be completed within five (5) working days from notice of defect.
5. DELIVERABLESIMILESTONES: Each area and individual scope of work will be considered complete
once inspected and approved by the City's on -site designees.
CITY RESPONSIBILITIES: The City will -
Page 10 of 17
City of Round Rock Exhibit "A"
Forest Creek Golf Club Improvements
RFP No. 22-014
Class/item: 912-25, 912-50
March 2022
A. Provide a point of contact for all work to be coordinated through.
B. Provide restrooms, parking, standard electrical connectivity, and water utilities to complete the
project.
C. Provide concrete wash -out area.
D. Inspect and approve each individual area once the work is complete.
Page I I of 17
City of Round Rock Exhibit "A"
Forest Creek Golf Club Improvements
RFP No. 22-014
Ciass/Item: 912-25, 912-50
March 2022
PART V
PROPOSAL PREPARATION INSTRUCTIONS
AND EVALUATION FACTORS
1. PROPOSAL ACCEPTANCE PERIOD: All proposals are valid for a period of one hundred and twenty
(120) calendar days subsequent to the RFP closing date unless a longer acceptance period is offered in
the proposal.
2. PROPRIETARY INFORMATION: All material submitted to the City becomes public property and is
subject to the Texas Open Records Act upon receipt. If a Proposer does not desire proprietary
information in the proposal to be disclosed, each page must be identified and marked proprietary at time
of submittal. The City will, to the extent allowed by law, endeavor to protect such information from
disclosure. The final decision as to what information must be disclosed, however, lies with the Texas
Attorney General. Failure to identify proprietary information will result in all unmarked sections being
deemed non-proprietary and available upon public request.
3. PROPOSAL PREPARATION COSTS: All costs directly or indirectly related to preparation of a response
to the RFP, or any oral presentation required to supplement and/or clarify a proposal which may be
required by the City shall be the sole responsibility of the Proposer.
4. PROPOSAL RESPONSE: Responses small be clear and concise and shall include at a minimum: title
page, transmittal letter, index or table of contents, dividers for each section and all required attachments.
One page shall be interpreted as one side of a double-spaced, printed, 8 1/2" X 1 V sheet of paper. It is
recommended that responses be submitted in a professional, bound format that best contains all required
documentation for submission.
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://roundrocktxvendors.munisselfservice.comNendors/default_asax
5. PROPOSAL FORMAT: Prefacing the proposal, the Proposer shall provide an Executive Summary of
three (3) pages or less, which gives in brief, concise terms, a summation of the proposal. The proposal
itself shall include a title page, index or table of contents, dividers for each section and all required
attachments and addendums to be organized in the following format by Tab and informational sequence:
A. Tab 1- Business Organization: State full name and address of your organization and identify parent
company if you are a subsidiary. Specify the branch office or other subordinate element which will
perform, or assist in performing, work herein. Indicate whether you operate as a partnership,
corporation, or individual. Include the State in which incorporated or licensed to operate.
B. Tab 2- Solution, Approach. and Timeline: Describe your technical plan for accomplishing required
work. Include such time -related displays, graphs, and charts as necessary to show tasks, sub -tasks,
milestones, and decision points related to the Scope of Work and your plan for accomplishment.
Specifically indicate:
i. Describe your approach to golf course improvements and ability to coordinate work with all
City personnel and suppliers to meet the deadlines established in the submittal construction
schedule.
ii. Describe your ability to identify and resolve potential issues, delays, etc.
iii. Describe your quality control program. Explain the methods used to ensure quality control
during the construction phase of the project. Provide specific examples of how these
techniques or procedures were used from any of three (3) golf course projects listed in
response to Tab 4Prior Experience
iv. Provide complete construction schedule assuming a notice to proceed will be provided within
120 days of proposal opening (actual notice to proceed will be a different date). Schedule
shall match the calendar days required to reach final completion for the project as provided in
this agreement.
v. The points at which written, deliverable reports will be provided.
vi. The amount of progress payments you are requesting upon successful completion of
milestones or tasks which will be paid upon acceptance by the City.
Page 12 of 17
City of Round Rock Exhibit "k
Forest Creek Golf Club Improvements
RFP No. 22-014
Class/Item: 912-25, 912-50
March 2022
C. Tab 3- Project Management Structure: Provide a general explanation and chart which specifies
project leadership and reporting responsibilities; and interface the team with City project management
and team personnel. If use of subcontractors is proposed, identify their placement in the primary
management structure, and provide internal management description for each subcontractor.
D. Tab 4- Prior Experience: Describe only relevant municipal, corporate, and individual golf course
improvement experience for personnel who will be actively engaged in the project. Do not include
corporate experience unless personnel assigned to this project actively participated. Include the
following:
i. Location of golf course project
ii. General nature of project
iii. Construction procurement method
iv. Nature of your golf course services
v. Size of the project
vi. Original construction budget and actual cost of construction at completion. Describe difference if
necessary.
vii. Start date, completion date, and original construction schedule duration.
viii. List up to 5 golf course projects of varying size, scope, and complexity your organization has
performed, If any, that are related to the Forest Creek Golf Club improvements detailed in this
proposal.
ix. Provide before and after photos for each project listed.
E. Tab 5- Personnel: Include names and qualifications of all personnel who will be assigned to the
project. State the primary work assigned to each person and the percentage of time each person will
devote to this work. Identify persons by name and title.
F. Tab 6- Authorized Negotiator: Include the name, email address, and telephone number of the
person(s) in your organization authorized to negotiate Contract terms and render binding decisions on
Contract matters.
G. Tab 7- Attachments and Addendum: including Attachment A -- Proposal Submittal Form and
Execution, Attachment B — Reference Sheet, Attachment C — Subcontractor Information Form,
Attachment D- Cost Proposal Sheet, and signed addendums (if applicable).
K Tab 8- Cost Proposal: Information described in the following subsections is required from each
Proposer. Your method of costing may or may not be used but should be described. A firm fixed price
or not -to -exceed Contract is contemplated, with progress payments as mutually determined to be
appropriate. Respondent must include the fully completed Attachment D- Cost Proposal Sheet to be
evaluated.
1. Tab 9- Exceptions: Be advised that exceptions to any portion of the Solicitation may jeopardize
acceptance of the Proposal by the City. Exceptions to this solicitation if any, shall be submitted on a
separate sheet labeled "Exceptions" with the Respondent's proposal. The Proposer must state their
compliance with terms of this Request for Proposal (RFP) or clearly document any exceptions.
6. EVALUATION CRITERIA: The intent of the City is to award to one Respondent in accordance with the
evaluation criteria below. The purpose of this evaluation criteria is to determine which proposal best
meets the requirements and provides the best overall value to the City_.
A. Evaluation Criteria:
Weights:
• Respondent's Solution, Approach, & Timeline (Tab 2) 20 pts
• Company Work Experience and Personnel Qualifications (Tabs 4-5) 40 pts
• Cost Proposal (Tab 9) 40 pts
Maximum Weight:
100 pts
B. An evaluation committee will be established to evaluate the proposal. The committee will include
employees of the City and may include other impartial individuals who are not City employees. The
evaluation committee will determine if discussions and/or Best and Final Offers (BAFO) are
necessary. Award of a contract may be made without discussions or BAFO, if in the best interest of
the City. The evaluation committee may determine that discussions are necessary to clarify or verify
Page 13 of 17
City of Round Rock Exhibit "A"
Forest Creek Golf Club Improvements
RFP No. 22-014
Class/Item: 912-25, 912-50
March 2022
a written proposal response. The City may, at its discretion, elect to have respondents provide oral
presentations of their proposal. The City reserves the right to rescore an offer based on provided
demonstrations. A request for a BAFO is at the sole discretion of the City and will be requested in
writing. The evaluation committee will evaluate the finalists and make a recommendation for award.
C. The City reserves the right to reject any or all proposals submitted, or to award to the respondent who
in the City's opinion, offers the best value to the City. The City also reserves the right to cancel the
RFP process and pursue alternate methods for providing the requirements.
D. The City reserves the right to conduct studies and other investigations as necessary to evaluate any
proposal.
E. The City reserves the right to waive any minor technicality, irregularities, or informalities noted
in the submission process. Submission of proposal confers no legal rights upon any
Respondent.
F. The City reserves the right to request further documentation or information and to discuss proposal
response with any Respondent in order to answer questions or to clarify any aspects of the proposal.
G. The City may develop a "short list" of qualified proposal and may determine that the
Respondent(s) should submit a Best and Final Offer (BAFO). Each "short listed" Respondent will be
given a reasonable opportunity for discussion and revision of their proposal.
7. AGREEMENT NEGOTIATIONS AND AWARD PROCESS:
A. A proposal presented in response to this RFP is subject to negotiation concerning any issues
deemed relevant by the City. The City reserves the right to negotiate any issue with any party. Any
unsolicited communication by the Respondent to a City official, undesignated employee, or an
evaluation team member evaluating or considering the offers may be grounds for disqualifying the
offending Offeror from consideration of award.
B. Submission of proposal indicates the Respondent's acceptance of the evaluation process and
recognition that the City may make subjective judgments in evaluating the proposal to determine the
best value for the City.
C. If negotiations are successful, the City and Respondent may enter into an agreement.
D. If negotiations are unsuccessful, the City may formally end negotiations with that Respondent. The
City may then:
i. Select the next most highly qualified Respondent and attempt to negotiate an agreement at fair
and reasonable terms, conditions, and cost with that Respondent.
ii. The City shall continue this process until an agreement is entered into or all negotiations are
terminated.
E. The City also reserves the right to reject any or all submittals, or to accept any submittal deemed
most advantageous, or to waive any irregularities or informalities in the submittal received.
F. An independent signed authorized contract will be sent to the successful Respondent. Execution of a
City of Round Rock contract is required prior to starting work and processing any payments to the
awarded Respondent.
8. POST AWARD MEETING: The City and the Respondent may schedule a post award meeting to discuss,
but not be limited to the following:
A. Provide City contact(s) information for implementation of the Agreement.
B. Identify specific milestones, goals, and strategies to meet objectives.
Page 14 of 17
City of Round Rock Exhibit "A"
Forest Creek Golf Club Improvements
RFP No. 22-014
Class/Item: 912-25, 912-50
March 2022
ATTACHMENT A
PROPOSAL SUBMITTAL FORM AND EXECUTION
NOTE: RESPONDENTS SHALL COMPLETE, SIGN, AND RETURN THIS ATTACHMENT WITH THEIR
PROPOSAL. FAILURE TO DO SO WILL RESULT IN DISQUALIFICATION OF THE PROPOSAL.
By signature hereon, the Respondent certifies that:
All statements and information prepared and submitted in the response to this RFP are current, complete,
and accurate_
He/she has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity,
future employment, gift, loan gratuity, special discount, trip_ favor, or service to a City employee, evaluator,
or evaluating entity in connection with the submitted response. Failure to sign the Execution of Proposal
or signing it with a false statement shall void the submitted offer or any resulting contracts.
Respondent represents and warrants that the individual signing this Execution of Proposal is authorized
to sign this document on behalf of the Respondent and to bind the Respondent under any contract
resulting from this request for proposals.
RESPONDENT (COMPANY): Fleetwood Services, LLC
SIGNATURE (IN INK):
NAME (TYPEDWRINTED)
Pam Fleetwood
TITLE: Owner DATE:
STREET: 4311 Willow Street
CITYISTATEIZIP: Dal las, _TX 75226
3/10/2022
TELEPHONE AND FACSIMILE NO.: Phone 972-707-8314 Fax 972-707-8283
E-MAIL ADDRESS: pam@fleetwoodservices.net
FEDERAL TAX IDENTIFICATION NUMBER (FIN):
27-3054901
By submitting a response to this solicitation, the Respondent agrees that the City's Definitions and 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. In addition, the
Supplemental Terms and Conditions listed in Section III, shall also be enforced as part of the contract, and
can be obtained from the City's website at: httns llwww_roundroCktexas_pOylanselolcrtationsl
Page 15 of 17
��tt 11 11
Attachment A- Cost Proposal Sheet Che Golf Club ImprovementsRFP 22-014
Fleetwood Services, LLC 4/27/2022
Due to the fluctuating cost or concrete, there will not be any discounts.
Special Instructions All prices must be quoted in order to be considered responsive. Be advised that exceptions taken to any portion of the so:ic tation may jeopardize
acceptance of the bid Alternative bids will not be considered and unauthorized modifications to the cost proposal sheet format or contents will result in the rejection of the offer
The City reserves the right to purchase more or less than the quantities indicated below.
No.
Description
Estimated
Quantity
Unit
Unit Cost
Extended Total
Location 1 (Hole 1)
1
Square Curb
383
LF
$18 00
$6,894 00
2
Roll Curb
803
LF
$18 00
$14,454 00
3
Sod Back Curb (induding sod and onsite dirt}
4.000
SF
$1 00
$4,000.00
Location 2 Hole 3
1
Square Curb
118
LF
$18 00
$2,124.00
2
Add 12" Basin
1
EA
$500 00
$500.00
3
4" Pipe
62
LF
$10.00
$620.00
4
Sod Back Curb (including sod and onsite dlrtl
400
SF
$1 00
$400 00
Location 3 (Hole 4)
1
Square Curb
329
LF
$18 00
$5,922.00
2
Sod Back Curb (including sod and onsite dirtl
I-R O
SF
$1 00
$1.500 00
Location 4 (Hale 8
1
Square Curb
650
LF
$18.00
$11,700.00
2
Tee Expansion ( strip existing tee surface as needed, cut
back tee down to fill right side of second tee, rough
grading and sand cap 2"-T' of tee surface, laser grade tee
surface and sod with Latitude 36
13,875
SF
$2 00
$27,750.00
Location 5 Hole 7
1
Square Curb
219
LF
$18 00
$3,942,00
2
Add 12" Basin
1
FA
$50000
$500,00
3
4" Pipe
215
LF
$10 00
$2,150-00
4
Sod Back Curb (including sod and onsite dirt)
800
SF
$1 00
$800.00
Location 6 (Hole 8
1
Square Curb
85
LF
$16.00
$1,630.00
2
Sod Back Curb (including sod and onsite dirt)
300
SF
$1.00
$300 00
Location 7 (Hole 9
1
Square Curb
670
LF
$18 00
$12,060 00
2
Add 12" Basin
2
EA
$500 OC
$1,000A0
3
4" Pipe
250
LF
$10.00
$2.500 00
4
Sod Back Curb (including sod and onsite dirt)
2,100
SF
$1 00
$2.100 00
Soft
Attachment A- Cost Proposal SheetM$iCte IE olf Club lmprovementsUP 22-014
Location 8 (Hole 10)
1
Square Curb
75
LF
$18 00
$1.350 00
2
Roll Curb
613
LF
$18.00
$11.034 00
3
Add 12" Basin
6
EA
$500 00
$3.000.00
4
4" Pipe
200
LF
$10.00
$2.000.00
5
Sod Back Curb (including sod and onsite dirt}
6 C00
SF
$1 00
$6 000.00
Location 9 (Hole 14)
1
Square Curb
175
LF
$18 Cj
$3.150 00
2
Sod Back Curb (including sod and onsite d rt.)
500
SF
$1 0L.
$500 00
Location 10 Hole 17
1
Square Curb
526
LF
$18,00
$9,468 00
2
Add 12" Basin
2
EA
$500.00
$1 000.00
3
4" Pipe
110
LF
$10.00
$1 10000
4
Sod Back Curb (including sod and onsite dirt;
2,000
SF
$1 00
$2,000 00
5
Remove and Replace Path
360
SF
$15 00
$5,400 00
Percent Markup (this section wilt not be evaluated for cost but will become part of the resulting contract.)
No.
Description
Percentage
1
Percentage (%) markup over cost for materials
15%
2
Percentage (%) markup over cost for equipment rentals
15%
2 0' 2
Exhibit "A"
EXCEPTIONS
Fleetwood Services have no exceptions to this proposal.
City of Round Rock
Forest Creek Golf Club Improvements
RFP No. 22-014
Class/Item: 912-25, 912-50
March 2022
Exhibit "A"
ATTACHMENT B
REFERENCE SHEET
PLEASE COMPLETE AND RETURN THIS FORM WITH THE SOLICITATION RESPONSE
SOLICITATION NUMBER: RFP 22-014
RESPONDENT'S NAME: Fleetwood Services, LLC DATE: 3/10/2022
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 are not applicable. References may be checked prior to
award. If references cannot be confirmed or if any negative responses are received it may result in the
disqualification of submittal.
1. Company's Name
City of North Richland Hills/ Iron Horse Golf Course
Name of Contact
Joe Pack
Title of Contact
Senior Park Planner
E-Mail Address
}pack@nrhtx.com
Present Address
4301 City Point Drive
City, State, Zip Code
North Richland Hills, TX 76180
Telephone Number
( 817 ) 427-6622 Fax Number: ( 817 } 427-6627
2. Company's Name
Salesmanship Club of Dallas/ TPC Craig Ranch
Name of Contact
Brad Howland
Title of Contact
AT&T Byron Nelson
E-Mail Address
bhowland@salesmans_ hipclub.org
Present Address
106 E 10th Street
City, State, Zip Code
Dallas, TX 75203
Telephone Number
{ 214 ) 944-5727 Fax Number:( 214 ) 942-6760
3. Company's Name
Northwood Club
Name of Contact
Kevin Carpenter
Title of Contact
Golf Course Superintendent �.
E-Mail Address
kcarpenter@northwoodclub.org
Present Address
6524 Alpha Road
City, State, Zip Code
Dallas, TX 75240
Telephone Number
{ 214 ) 562-2383 Fax Number: ( 972 ) 239-0298
FAILURE TO PROVIDE THE REQUIRED INFORMATION WITH THE SOLICITATION RESPONSE MAY
AUTOMATICALLY DISQUALIFY THE RESPONSE FROM CONSIDERATION FOR AWARD.
Page 16 of 17
City of Round Rock Exhibit "A"
Forest Creek Golf Club Improvements
RFP No. 22-014
Class/Item- 912-25, 912-50
March 2022
ATTACHMENT C
SUBCONTRACTOR INFORMATION FORM
COMPLETE AND RETURN THIS FORM WITH THE SOLICITATION RESPONSE
SOLICITATION NUMBER: RFP No. 22-014
RESPONDENT'S NAME: Fleetwood Services, LLC
DATE: 3/10/2022
• CIRCLE ONE - NO, I WILL NOT USE SUBCONTRACTORS ON THIS CONTRACT
YES, I INTEND TO USE SUBCONTRACTORS ON THIS CONTRACT
If yes complete the information below
1. Subcontractor Name
Name of Contact
E-Mail Address
Address
City, State, Zip Code
Telephone Number ( ) Fax Number: ( )
Describe work to be
performed
Percentage of contract
work to be performed
2. Subcontractor Name
Name of Contact
Title of Contact
E-Mail Address
Address
City, State, Zip Code
Telephone Number { } Fax Number: ( )
Describe work to be
performed
Percentage of contract
work to be performed
• Add additional pages as needed
NO
YES
Page 17 of 17
Exhibit "A"
ATTACHMENT D- PREVAILING WAGE
2016 ANNUAL TEXAS WORFORCE COMMISSION WAGE
RATES
Construction and Extraction Occupations
Hourly
$12.32
First -Line Supervisors of Construction Trades and Extraction Workers
Hourly
$18.79
Brickmasons and Blockmasons
Hourly
$20.94
Carpenters
Hourly
$13.28
Floor Layers, Except Carpet, Wood, and Hard Tile
Hourly
$12.00
Tile and Marble Setters
Hourly
$12.20
Cement Masons and Concrete Finishers
Hourly
$12.92
Construction Laborers
Hourly
$10.81
Paving, Surfacing, & Tamping Equipment Operators
Hourly
$12.41
Pile -Driver Operators
Hourly
$14.65
Operating Engineers and Other Construction Equipment
Hourly
$13.80
Drywall and Ceiling Tile Installers
Hourly
$14.28
Electricians
Hourly
$15.80
Glaziers
Hourly
$13.08
Insulation Workers, Floor, Ceiling, and Wall
Hourly
$13.29
Insulation Workers, Mechanical
Hourly
$14.52
Painters, Construction and Maintenance
Hourly
$12.25
Pipelayers
Hourly
$13.19
Plumbers, Pipefitters, and Steamfitters
Hourly
$14.46
Reinforcing Iron and Rebar Workers
Hourly
$13.87
Roofers
Hourly
$12.38
Sheet Metal Workers
Hourly
$13.25
Structural Iron and Steel Workers
Hourly
$14.75
Helpers - Brickmasons, Blockmasons, Stonemasons, and Tile and Marble
Setters
Hourly
$12.36
Helpers -Carpenters
Hourly
$8.17
Helpers - Electricians
Hourly
$8.78
Helpers - Pipelayers, Plumbers, Pipefitters, and Steamfitters
Hourly
$10.04
Helpers - Construction Trades, All Other
Hourly
$10.34
Construction and Building Inspectors
Hourly
$19.15
Fence Erectors
Hourly
$12.17
Hazardous Materials Removal Workers
Hourly
$12.98
Highway Maintenance Workers
Hourly
$13.44
Septic Tank Servicers and Sewer Pipe Cleaners
Hourly
$12.05
Construction and Related Works, All Others
Hourly
$13.34
Derrick Operators, Oil and Gas
Hourly
$10.38
Service Unit Operators, Oil, Gas and Mining
Hourly
$13.22
Earth Drillers, Except Oil and Gas
Hourly
$16.45
Rock Splitters, Quarry
Hourly
$10.65
Roustabouts, Oil and Gas
Hourly
$11.69
Installation, Maintenance, and Repair Occupations
Hourly
$12.59
First -Line Supervisors of Mechanics, Installers, and Repairers
I Hourly
1 $19.61
Exhibit "A"
ATTACHMENT C- PREVAILING WAGE
2016 ANNUAL TEXAS WORFORCE COMMISSION WAGE RATES
Computer, Automated Teller & Office Machinery Repairers
Hourly
$10.93
Radio Mechanics
Hourly
$14.11
Telecommunications Equipment Installers and Repair
Hourly
$15.62
Electric Motor, Power Tool, and Related Repairs
Hourly
$13.76
Electrical and Electronics Repairers, Commercial and Residential
Hourly
$16.12
Electrical and Electronic Repairers, Powerhouse Substation, and Relay
Hourly
$22.18
Electronic Equipment Installers and Repairers, Motor Vehicles
Hourly
$13.30
Security and Fire Alarm Systems Installers
Hourly
$17.79
Aircraft Mechanic and Service Technicians
Hourly
$21.97
Automotive Body and Related Repairs
Hourly
$15.89
Automotive Glass Installers and Repairers
Hourly
$14.29
Automotive Service Technicians and Mechanics
Hourly
$13.38
Bus & Truck Mechanics & Diesel Engine Specialists
Hourly
$15.61
Farm Equipment Mechanics
Hourly
$11.52
Mobile Heavy Equipment, Except Engines
Hourly
$14.84
Motorboat Mechanics
Hourly
$13.38
Motorcycle Mechanics
Hourly
$10.79
Outdoor Power Equipment & Other Small Engine Mechanics
Hourly
$10.31
Recreational Vehicle Service Technicians
Hourly
$12.75
Tire Repairers and Changers
Hourly
$10.45
Control and Valve Installers and Repairers, Except Mechanical Door
Hourly
$14.82
Heating, Air Conditioning and Refrigeration Mechanics and Installers
Hourly
$16.15
Home Appliance
Hourly
$13.04
Industrial Machinery Mechanics
Hourly
$15.74
Maintenance Workers, Machinery
Hourly
$15.31
Millwrights
Hourly
$15.79
Electrical Power -Line Installers and Repairers
Hourly
$15.94
Telecommunications Line Installers and Repairers
Hourly
$13.68
Medical Equipment Repairers
Hourly
$19.05
Precision Instrument Repairers, Other
Hourly
$14.40
Maintenance and Repair Workers, General
Hourly
$11.42
Coin, Vending, and Amusement Machine Servicers and Repairers
Hourly
$10.00
Locksmiths and Safe Repairers
Hourly
$12.93
Helpers- Installation, Maintenance, and Repair Workers
Hourly.
$8.30
Installation, Maintenance & Repair Workers, Other
Hourly
$10.61
Production Occupations
Hourly
$10.43
First Line Supervisors of Production and Operating Workers
Hourly
$19.08
Electrical and Electronic Equipment Assemblers
Hourly
$11.81
Electromechanical Equipment Assemblers
Hourly
$15.04
Structural Metal Fabricators and Fitters
Hourly
$14.88
Team Assemblers
Hourly
$9.19
Timing Device Assemblers, Adjusters & Calibrators
Hourly
$16.33
N
Exhibit "A"
ATTACHMENT C- PREVAILING WAGE
2016 ANNUAL TEXAS WOREORCE COMMISSION WAGE RATES
Assemblies and Fabricators, All Other
Hourly
$10.10
Computer Controlled Machine Tool operators, Metal and Plastic
Hourly
$12.70
Numerical Tool and Process Control Programmers
Hourly
$20.26
Extruding and Drawing Machine Setters
Hourly
$12.14
Cutting, Punching, and Press Machine Setters, Operators
Hourly
$10.91
Grinding, Lapping, Polishing and Buffing Machine
Hourly
$10.58
Lathe and Turning Machine Tool Setters, Operators
Hourly
$13.47
Machinists
I Hourly
$14.96
City of Round Rock
ROUND ROCK
TEXAS Agenda Item Summary
Agenda Number:
Title: Consider executing an Agreement with Fleetwood Services, LLC for Forest Creek
Golf Club improvements.
Type: City Manager Item
Governing Body: City Manager Approval
Agenda Date: 6/24/2022
Dept Director: Chad McKenzie - Director Sports Management
Cost: $150,000.00
Indexes:
Attachments:
Department: Sports Management & Tourism
Text of Legislative File CM-2022-141
Fleetwood Services, LLC, will provide all materials and site services necessary to remodel a tee box and
install continued cart path curbing and drainage at Forest Creek Golf Club. This agreement is being
awarded via RFP 22-014.
Cost: "Not to Exceed" $150,000
Source of Funds: Forest Creek Capital Improvement
City of Round Rock Page 2 of i