R-2022-343 - 10/27/2022 RESOLUTION NO.R-2022-343
WHEREAS, the City of Round Rock ("City") has duly advertised for bids to purchase gate
maintenance and repair services, and for related goods and services; and
WHEREAS, D.H. Pace Company,Inc, has submitted the lowest responsible bid; and
WHEREAS, the City Council wishes to accept the bid of D.H. Pace Company, Inc., Now
Therefore
BE IT RESOLVED BY 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 for Purchase of Gate Maintenance and Repair Services with D.H. Pace 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 551, Texas Government Code, as amended.
RESOLVED this 27th day of October, 2022.
CRAIG M RGAN, ayor
City of Round Rocl Texas
ATTEST:
MEAGAN S r
S, My Clerk
0113 30=;6865-3555-9)3]
EXHIBIT
CITY OF ROUND ROCK AGREEMENT FOR
PURCHASE OF GATE MAINTENANCE AND REPAIR SERVICES
WITH
D.H. PACE COMPANY INC.
THE STATE OF TEXAS §
CITY OF ROUND ROCK § KNOW ALL BY THESE PRESENTS:
COUNTY OF WILLIAMSON §
COUNTY OF TRAVIS §
THAT THIS AGREEMENT for the purchase of gate maintenance and repair services,
and for related goods and services (referred to herein as the"Agreement"), is made and entered
into on this the day of the month of , 2022 by and between the CITY
OF ROUND ROCK, a Texas home-rule municipality, whose offices are located at 221 East
Main Street, Round Rock,Texas 78664-5299(referred to herein as the"City"),and D.H. PACE
COMPANY, INC., whose offices are located at 825 Sandy Lake Road, Suite 100, Coppell,
Texas 75019(referred to herein as the"Services Provider").
RECITALS:
WHEREAS,City desires to purchase gate maintenance and repair services;and
WHEREAS, City has issued its "Invitation for Bid" for the provision of said goods and
services;and
WHEREAS, City has detennined the bid submitted by Services Provider is the lowest
responsible bidder;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:
1.0 DEFINITIONS
A. Agreement means the binding legal contract between City and Services Provider
whereby City agrees to buy specified services and Services Provider is obligated to sell same.
The Agreement includes the following: (a) City's Invitation for Bid, designated Solicitation
Number 22-015 dated March 2022(11713");(b)Services Provider's Response to IFB;and(c)any
4866-8664-5027;ss2
exhibits and/or addenda thereto. Any inconsistencies or conflicts in the contract documents shall
be resolved by giving preference in the following order:
(1) This Agreement;
(2) Services Provider's Response to IFB;
(3) City's invitation for Bids,Addenda,exhibits,and attachments.
B. City means the City of Round Rock, Williamson and Travis Counties,Texas.
C. Effective Date means the date upon which the binding signatures of both parties
to this Agreement are affixed.
D. Force Majeure means acts of God, strikes, lockouts, or other industrial
disturbances, acts of the public enemy, orders of any kind from the government of the United
States or the State of Texas or any civil or military authority, insurrections, riots, epidemics,
landslides, lightning, earthquakes, fires, hurricanes, storms, floods, restraint of the government
and the people, civil disturbances, explosions, or other causes not reasonably within the control
of the party claiming such inability.
E. Goods and services mean the specified services, supplies, materials,
commodities,or equipment.
2.0 EFFECTIVE DATE AND 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.
3.0 CONTRACT DOCUMENTS AND EXHIBITS
City selected Services Provider to supply the services as outlined in the IFB; Addenda to
IFB; and Response to IFB submitted by Services Provider, all as specified in Exhibit "A,"
incorporated herein by reference for all purposes. The intent of these documents is to formulate
an Agreement listing the responsibilities of both parties as outlined in the IFB and Addenda to
IFB and as offered by Services Provider in its Response to the IFB.
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.
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4.0 ITEMS AWARDED AND SCOPE OF WORK
Items Awarded. All bid items in"Attachment A — Bid Sheet"of Exhibit "A" are awarded to
Services Provider.
Scope of Work: Services Provider shall satisfactorily provide all services described in Exhibit
"A," attached hereto, within the contract term specified in Section 2.0. Services Provider's
undertakings shall be limited to performing services for City and/or advising City concerning
those matters on which Services Provider has been specifically engaged. Services Provider shall
perform its services in accordance with this Agreement, in accordance with the appended
exhibits, in accordance with due care, and in accordance with prevailing industry standards for
comparable services.
5.0 COSTS
A. In consideration for the services to be performed by Services Provider, City
agrees to pay Services Provider the amounts set forth in "Attachment A — Bid Sheet"of Exhibit
B. The City shall be authorized to pay the Services Provider an amount not-to-
exceed Two Hundred Thirty-Four Thousand and No/100 Dollars($234,000.00) for the term
of this Agreement.
6.0 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
C. Delivery or performance dates.
7.0 INTERLOCAL COOPERATIVE CONTRACTING/PURCHASING
Authority for local governments to contract with one another to perform certain
governmental functions and services, including but not limited to purchasing functions, is
granted under Government Code, Title 7, Chapter 791, Interlocal Cooperation Contracts,
Subchapter B and Subchapter C, and Local Government Code, Title 8,Chapter 271, Subchapter
F,Section 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 service
provider(s)and the City. Such agreement shall be conclusively inferred for the services provider
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from lack of exception to this clause in the service provider'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.
8.0 NON-APPROPRIATION AND FISCAL FUNDING
This Agreement is a commitment of City's current revenues only. It is understood and
agreed that City shall have the right to terminate this Agreement at the end of any City fiscal year
if the governing body of City does not appropriate funds sufficient to purchase the services as
determined by City's budget for the fiscal year in question. City may affect such termination by
giving Services Provider a written notice of termination at the end of its then current fiscal year.
9.0 PROMPT PAYMENT POLICY
In accordance with Chapter 2251, V.T.C.A., Texas Government Code, payment to
Services Provider will be made within thirty (30) days of the day on which City receives the
performance,supplies,materials,equipment,and/or deliverables,or within thirty(30)days of the
day on which the performance of services was complete,or within thirty (30)days of the day on
which City receives a correct invoice for the performance and!or deliverables or services,
whichever is later. Services Provider may charge interest on an overdue payment at the"rate in
effect"on September l 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.
10.0 GRATUITIES AND BRIBES
City may, by written notice to Services Provider, cancel this Agreement without liability
to Services Provider if it is determined by City that gratuities or bribes in the form of
entertainment, gifts, or otherwise were offered or given by Services Provider or its agents or
representatives to any City officer, employee or elected representative with respect to the
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performance of this Agreement. In addition,Services Provider may be subject to penalties stated
in Title 8 of the Texas Penal Code.
11.0 TAXES
City is exempt from Federal Excise and State Sales Tax; therefore, tax shall not be
included in Services Provider's charges.
12.0 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.
13.0 INSURANCE
Services Provider shall meet all insurance requirements set forth in Part Il of 1FB 22-015
and on the City's website at:
bWA://www.roundrocktexas.gov/Mcontent/ugloads/2014/12/coff insurance 07.20112.pdf
14.0 CITY'S REPRESENTATIVES
City hereby designates the following representatives authorized to act in its behalf with
regard to this Agreement:
Corey Am idon
Manager—Facility Maintenance
212 Commerce Boulevard
Round Rock,Texas 78664
512-341-3144
camidonAy,roundrocktexas.gov
15.0 RICHT TO ASSURANCE
Whenever either party to this Agreement, in good faith, has reason to question the other
party's intent to perform hereunder, then demand may be made to the other party for written
assurance of the intent to perform. In the event that no written assurance is given within the
reasonable time specified when demand is made,then and in that event the demanding party may
treat such failure as an anticipatory repudiation of this Agreement.
16.0 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.
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Services Provider shall be declared in default of this Agreement if it does any of the
following:
A. Fails to make any payment in full when due;
B. Fails to fully, timely and faithfully perform any of its material obligations
under this Agreement;
C. Fails to provide adequate assurance of performance under the "Right to
Assurance"section herein;or
D. Becomes insolvent or seeks relief under the bankruptcy laws of the United
States.
17.0 TERMINATION AND SUSPENSION
A. Either party 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 the other
party
B. In the event of any default by Services Provider, City has the right to terminate
this Agreement for cause,upon ten(l 0)days' written notice to Services Provider.
C. Services Provider also has the right to terminate this Agreement 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.
18.0 INDEMNIFICATION AND LIABILITY
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
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Services Provider(including, but not limited to the right to seek contribution) against any third
party who may be liable for an indemnified claim.
Notwithstanding the foregoing, the extent of Service Provider's liability under this
provision shall be expressly limited to damage, injuries or losses caused by the acts or omissions
of Services Provider (including the acts or omissions of Service Provider's subcontractors and
suppliers). The parties further agree that the extent of Service Provider's liability and duty to
defend pursuant to this said indemnity section shall be expressly limited to damages, losses,
litigation expenses and costs,and attorneys' fees directly resulting from or caused by the acts or
omissions of the Services Provider (including the acts or omission of Service Provider's
subcontractors and suppliers).
19.0 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. In accordance with Chapter 2271,Texas Government Code,a governmental entity
may not enter into a contract with a company for goods and services unless the contract contains
written verification from the company that it: (1) does not boycott Israel; and (2) and will not
boycott Israel during the term of the contract. The signatory executing this Agreement on behalf
of Services Provider verifies that Services Provider does not boycott Israel and will not boycott
Israel during the term of this Agreement.
C. 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 Vendor verifies Vendor does not have a
practice,policy,guidance,or directive that discriminates against a firearm entity or firearm trade
association, and it will not discriminate during the tern of this Agreement against a firearm
entity or firearm trade association.
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 boycott energy companies;and(2)will not
boycott energy companies during the term of this Agreement. The signatory executing this
Agreement on behalf of Vendor verifies Vendor does not boycott energy companies, and it will
not boycott energy companies during the term of this Agreement.
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20.0 ASSIGNMENT AND DELEGATION
The parties each hereby bind themselves, their successors, assigns and legal
representatives to each other with respect to the terms of this Agreement. Neither party shall
assign,sublet or transfer any interest in this Agreement without prior written authorization of the
other party.
21.0 NOTICES
All notices and other communications in connection with this Agreement shall be in
writing and shall be considered given as follows:
1. When delivered personally to the recipient's address as stated in this Agreement;
or
2. Three (3) days after being deposited in the United States mail, with postage
prepaid to the recipient's address as stated in this Agreement.
Notice to Services Provider:
D.H. Pace Company, Inc.
825 Sandy Lake Road,Suite 100
Coppell,Texas 75019
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.
22.0 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.
23.0 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.
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24.0 DISPUTE RESOLUTION
City and Services Provider hereby expressly agree that no claims or disputes between the
parties arising out of or relating to this Agreement or a breach thereof shall be decided by any
arbitration proceeding, including without limitation, any proceeding under the Federal
Arbitration Act(9 USC Section 1-14)or any applicable state arbitration statute.
25.0 SEVERABILITY
The invalidity, illegality, or unenforceability of any provision of this Agreement or the
occurrence of any event rendering any portion or provision of this Agreement void shall in no
way affect the validity or enforceability of any other portion or provision of this Agreement. Any
void provision shall be deemed severed from this Agreement, and the balance of this Agreement
shall be construed and enforced as if this Agreement did not contain the particular portion or
provision held to be void. The parties further agree to amend this Agreement to replace any
stricken provision with a valid provision that comes as close as possible to the intent of the
stricken provision. The provisions of this section shall not prevent this entire Agreement from
being void should a provision which is of the essence of this Agreement be determined void.
26.0 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.
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IN WITNESS WHEREOF, City and Services Provider have executed this Agreement on
the dates indicated.
City of Round Rock,Texas D.H. Pace Company,Inc.
Z%Uy signed by Manny Msestas
Im au8.
Manny Maes rna0* hpa*&mm.
o Pepe.CWManny Maeatas
BY: BY: 97 14 a4.7 o0
Printed Name: Printed Name: Manny Maestas
Title: _ Title: Sr.W/Regional Man_ager
Date Signed: Date Signed: 7/14/2022
Attest:
By:
Meagan Spinks,City Clerk
For City,Approved as to Form:
By:
Stephan L. Sheets,City Attorney
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Exhibit "A"
ROUND ROCK TEXAS
PURCHASING DWIs10N
City of Round Rock, Texas
Purchasing Division
221 East Main Street
Round Rock, Texas 78664-5299
www.roundrocktexas.gov
INVITATION FOR BID (IFB)
GATE MAINTENANCE AND REPAIR SERVICES
SOLICITATION NUMBER 22-015
MARCH 2022
City of Round Rock Exhibit "N'
Gate Maintenance and Repair Services
IFB 22-015
Class/item:936-37
March 2022
GATE MAINTENANCE AND REPAIR SERVICES
PART
GENERAL REQUIREMENTS
1. PURPOSE: The City of Round Rock.herein after"the City"seeks a bid from firms experienced in gate
maintenance and repair services.
2. BACKGROUND:The City has a total of 27 gates at various locations.Facilities that may require professional
repair and maintenance include.but are not limited to,office buildings,fire stations,park facilities,police
facilities,and parking garages.Some of the brands the City uses are Hy-Security,DKS,Lift Master,Amano
Viking,and Chamberlain Elite.
3. SOLICITATION PACKET: This solicitation packet is comprised of the following-
Description Index
Part I—General Requirements Page(s)2-5
Part II—Definitions,Standard Terms and Conditions Page 6
and Insurance Requirements
Part III—Supplemental Terms and Conditions Page(s)7-9
Part IV—Scope of Work Page(s)10-12
Attachment A—Bid Sheet Page 13
Attachment B—Reference Sheet Page 14
Attachment C—List of Locations and Equipment Page 15
Attachment D—Sample Work Order Page 16
Attachment E-Sample Invoice Page 17
4. AUTHORIZED PURCHASING CONTACT(S): For questions or clarification of specifications,you may
contact:
Amanda Crowell Allen Reich
Purchaser Purchaser
Purchasing Division Purchasing Division
City of Round Rock City of Round Rock
Phone:512-218-5458 Phone:512-218.6682
E-mail:acrowell aWoundrocktexas.siov E-mail:arelch(Woundrocktexas.00v
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.
5. SCHEDULE OF EVENTS: It is the City's intention to follow the solicitation timeline below.
rEVENT,: DATA
Solicitation released March 10,2022
Optional Pre-Bid meeting March 22,2022 @ 10:OOAM,CST
Deadline for submission of questions March 24,22 @ 5:00 PM,CST
City responses to questions or addendums Approximately March 28,2022 @ 5:00 PM,CST
Deadline for submission of responses April 7,2022 @ 3:00 PM,CST
Page 2 of 17
City of Round Rock Exhibit "A"
Gate Maintenance and Repair Services
IFB 22-015
Class/Item:936-37
March 2022
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:
httos://www.roundrocktexas.gov/city-businesses/solicitabons/
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:
httos://www.roundrocktexas.gov/city-businesses/solicitauons/
6. SOLICITATION UPDATES: Respondents shall be responsible for monitoring the City's website at
httos://www.roundrocktexas.gov/city-businesses/solicitations/for any updates pertaining to the solicitation
described herein.Various updates may include addendums,cancellations,notifications,and any other
pertinent information necessary for the submission of a correct and accurate response. The City will not be
held responsible for any further communication beyond updating the website.
7. OPTIONAL PRE-BID MEETING:A pre-bid meeting will be conducted to fully acquaint Respondents with the
facilities,difficulties and/or restrictions inherent in the services specified. The pre-bid meeting will be
conducted on the date specified in PART I Section 5—Schedule of Events.
A. Attendance at the pre-bid meeting is optional. Respondents shall sign in at the pre-bid meeting to
document their attendance.The pre-bid meeting and site visit tour which shall initially begin at:
City Council Chambers
221 East Main Street
Round Rock,Texas 78664
B. Respondents are strongly encouraged to bring a copy of the solicitation document with them to the pre-
bid meeting.
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:Amanda Crowell
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.
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 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.
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 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. 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 bid response along with samples and/or copies shall be provided at the
Respondent's expense and shall become the property of the City.
Page 3 of 17
City of Round Rock Exhibit "A"
Gate Maintenance and Repair Services
IFB 22-015
Class/item:936-37
March 2022
This invitation for bid(IFB)does not commit the City to contract for any supply or service. Respondents are
advised that the City will not pay for any administrative costs incurred in response preparation to this IFB:all
costs associated with responding to this IFB will be solely at the interested parties'expense.Not responding
to this IFB does not preclude participation in any future RFP/RFQ/IFB.
For your bid to be responsive,addendums and the attachments identified below shall be submitted
with your proposal.
c Addendums:Addendums may be posted to this solicitation. Bidders are required to submit signed
addendums with their sealed response.The Bidder shall be responsible for monitoring the City's website
at httos:l/www.roundmcktexas.aov/city-businesses/solicitationsl for any updates pertaining to the
solicitation.
Attachment A:BID SHEET:The bid response shall be submitted on the itemized,signed Bid Sheet
provided in the solicitation packet.Failure to complete and sign the bid sheet will result in disqualification.
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.
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.
10. BEST VALDE 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:
A. 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 not
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.
11. CONFIDENTIALITY OF CONTENT:As stated in Section 16 of City of Round Rock Purchasing Definitions,
Standard Terns 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 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.
Page 4 of 17
City of Round Rock Exhibit "A"
Gate Maintenance and Repair Services
IFB 22-015
Class/item:936-37
March 2022
12. 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.
43. 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"farm 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.athics.state.tx.usAvhatsnew/elf info forml295.htm
14. EX PARTE COMMUNICATION: Please note that to insure the proper and fair evaluation of a bid,the City of
Round Rock prohibits ex parte communication(e.g., unsolicited)initiated by the Bidder to the City Official,
Employee,City Consultant, or Evaluation Team member evaluating or considering the bids prior to the time a
bid decision has been made.Communication between Bidder 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 bid. Ex parte communication may be grounds for disqualifying the offending Bidder
from consideration or award of the bid then in evaluation,or any future bid.
Page 5 of 17
City of Round Rock Exhibit "A"
Gate Maintenance and Repair Services
IFB 22-015
Class/Item:936-37
March 2022
PART it
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:
hit s://www.roundrocktexas.goy/city-dogartments/ourchasingl. In addition,the Supplemental Terms and
Conditions listed in Section III,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:httos://www.roundrocktexas.gov/ciW-deRartmentslourchasin-ci
City of Round Rock Exhibit "A"
Gate Maintenance and Repair Services
IFB 22-015
Class/Item:936-37
March 2022
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 providing gate maintenance and
repair services 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 gate maintenance
and repair services.
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 govem.
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.
5. 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.
6. 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.
Page 7 of 17
City of Round Rock Exhibit "A"
Gate Maintenance and Repair Services
IFB 22-015
Class/Item:936-37
March 2022
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.
7. PRICE INCREASE:Contract prices for gate maintenance and repair services shall remain firm throughout the
initial twelve(12)month term of the contract. A price increase to the agreement may be considered on the
anniversary date of the Contract each year and shall be equal to the consumer price index for that year,but at
no time can the increase be greater than 10%for any single line item unless otherwise approved by the City.
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 CPI in
effect for the base year six-month average(January through June OR July through December);and each
(January through June OR July through December six month average)thereafter. The percentage
difference between those two CPl issues will be the price adjustment rate. No retroactive contract price
adjustments will be allowed. The Consumer Price Index(CPI)is found at the Bureau of labor Statistics,
Consumer Price Index website: http:/lwww.bls.gov coi
B. Procedure to Request Increase:
i. 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 or negotiate with the Vendor or cancel the
agreement or purchase order if an agreement cannot be reached on the value of the increase.
8. PERFORMANCE REVIEW:The City reserves the right to review the awarded respondent(s)performance at
any time during the contract term.
9. ACCEPTANCEIINSPECTION: 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. 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.
11. PERMITS:The successful Respondent shall verify and obtain all necessary permits,licenses,and/or
certificates required by federal,state,and local laws,ordinances,rules,or regulations for the completion of
the services as specified if required for the project.
12. 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
recommendation of award has been made. The award announcement will be posted to the City's website at
httgs://www.roundmktexag.gov/city-.bnesses/solicitation once City Council has approved the
recommendation of award and the agreement has been executed.
Page 8 of 17
City of Round Rock Exhibit "A"
Gate Maintenance and Repair Services
IFB 22-015
Class/Item,936-37
March 2022
13. POST AWARD MEETING: The City and successful Respondent(s)may have a post award meeting to
discuss,but not be limited to the following:
A. The method to provide a smooth and orderly transition of services.
B. Provide City contact(s)information for implementation of agreement.
C. Identify specific milestones,goals,and strategies to meet objectives.
14. POINT OF CONTACT/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:
Corey Amidon
Facilities Manager
General Services
Phone:(512)341-3144
E-mail: camidon@roundrocklexas.gov
15. INTERLOCAL PURCHASING AGREEMENTS:
A. 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 may agree 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 9 of 17
City of Round Rock Exhibit "A"
Gate Maintenance and Repair Services
IFB 22-095
Class/Item:936-37
March 2022
PART IV
SCOPE OF WORK
1. INTRODUCTION:The City of Round Rock,herein after"the City"seeks a bid from firms experienced in gate
maintenance and repair services.
2. BACKGROUND:The City has a total of 27 gates at various locations.Facilities that may require professional
repair and maintenance include,but are not limited to,office buildings,fire stations,parks facilities,police
facilities,and parking garages.Some of the brands the City uses are Hy-Security,DKS,Lift Master,Amano
Viking,and Chamberlain Elite.
3. SERVICE REQUIREMENTS: The Contractor shall-
A. Perform services at the following location: See Attachment C.List of Locations.The City reserves the
right to add or remove locations as equipment comes online or is decommissioned.
B. MAINTENANCE SERVICES: Maintenance shall be performed once a year. Maintenance shall include
but not be limited to:
i. Inspect and adjust all bolts,chains,physical stops,limits and linkage,clutch and emergency
reversing device as needed.
ii. Inspect receiver,keypads, loops,safety edges,photo eyes,and safety and activation equipment.
iii. Inspect gear box,oil chain,groove wheels,hinge post integrity,grease hinges and rollers.
iv. Inspect and test gate sensing edge,transmitter,and receiver system.
v. Inspect belts and replace if needed.
vi. Inspect,adjust,and lubricate all chains drive,bracket welds,bolts and wear,and gate hinges.
vii. Test battery backup unit for proper operation.
viii. Test and meter vehicle reversing loops and inspect for exposed wires.
ix. Test wiring for the Fire Department key switch.
x. Check sprockets and idlers for proper operation.
A. Check radio receiver system,check photo beam and reflector system(both physical and operational),
and check v-track condition.
xii. Check for warning signs and loose wiring.
xiii. Check telephone entry system,clean unit display,entry code and calling functions.
xiv.Clean debris from inside and around operator.
xv. For HySecurity slide gates at Police headquarters maintenance shall include the following:
a) Gate and hardware shall be checked for damage and wear
b) Drive chain shall be checked for tightness and wear
c) Wheel clap spring shall be checked for clamping tension
d) Stop limit switches shall be checked for adjustment
e) Deceleration switches shall be checked for adjustment
f) Anchor bolts shall be checked for tightness
g) All fluid levels shall be checked
h) Replace clock battery
i) Check motor brushes and replace as needed
j) All other services listed under Part IV Scope of Work Item B.
C. REPAIR SERVICES:Repair service shall be performed on site at the equipment location(s)within
thetime frames specified below:
i. Emergency Service Call-"Emergency services"are defined as requests made that are immediately
necessary and may stop normal operations for the City. Emergency services will only be performed
at Fire or Police Department locations.Other City locations will be considered normal service
requests.
Page 10 of 17
City of Round Rock Exhibit "A"
Gate Maintenance and Repair Services
IFB 22-015
Class/Item: 936-37
March 2022
a) Contractor shall return the call of the City's POC and schedule repair within one hour of the
City's emergency call for repair service.
b) For emergency service requests,the Contractor shall be onsite within 2 hours to perform the
required tasks,including during afterhours,holidays,and weekends.
c) For emergency repairs that occur outside normal business hours the City will give the vendor a
notice to proceed before work can begin.The vendor must submit a formal quote/estimate to the
City by close of business the next available business day.
ii. Non-Emer-gency Service Call-"Non-emergency services"are defined as requests for repairs
that, if the issue is not resolved in a reasonable amount of time,will stop normal operations.The
Contractor shall:
a) Call the City POC to schedule repair within four hours of City's call(s)for repair services.
b) Be on location at the gate site within 24 hours after notification by the City that non-emergency
repair services are required.
c) Services will be performed during normal operation hours which are 8:00AM-5:00PM CST.
iii. Service technicians shall:
a) Inform the City POC of their arrival and upon completion of work.If work is not completed the
technician must contact the City and inform them of when he will be on site to complete the task
prior to leaving the site.
b) Be fully qualified to work on the listed equipment.
c) Employed by the Contractor on the effective date of the contract.
d) Contractor shall be able to verify that service personnel have had training with a minimum of one
year of"hands on"experience working on the brands/models of City equipment.
e) If during the term of this contract a new service technician is hired by the contract,the contractor
shall provide certifications and qualifications to the City verifying that the employee is qualified
to work on the City's equipment prior to them coming on site.
4. CONTRACTOR RESPONSIBILITIES:The Contractor shall-
A. Schedule all requested maintenance in advance with the City's point of contact.
B. Be responsible for all debris removal resulting from their services.
C. Provide written work estimates to the City's point of contact via email for each project in advance of
beginning work.The estimate shall include labor,equipment, parts,and materials required to perform
repairs.Work shall not be initiated without the City's consent and a formal PO number. See Attachment
D-Sample Work Order.
D. Maintain Communication-Communication is vital to the City of Round Rock.The City requires timely
communication throughout the entire job process.The City understands that lead times can vary
depending upon the site, manufacturer,and difficulty of the required tasks.
E. Provide work reports-Contractor(s)shall complete and furnish a work report for each project.A copy of
each work report shall be presented with time and material used to support the cost assessment on the
final invoice. Reports shall include,at a minimum,the following information:
i. Location of the worksite,
ii. Date and time of arrival at worksite,
iii. Time spent for repair,
iv. Date and time work at location is completed,
v. Part(s)ordered, hourly labor rate with quantities,and equipment rented, if necessary,
vi. A detailed description of all the completed repair work certifying the item is in working order shall be
signed by the City's designated representative at the time the work is completed.
vii. See Attachment E-Sample Invoice
S. CITY RESPONSIBILITIES:The City will-
A. Confirm scheduling of work to be done.
Pale 1 l of 17
City of Round Rock Exhibit "A"
Gate Maintenance and Repair Services
IFB 22-015
Class/item:936-37
March 2022
B. Provide local vehicle parking and access to the work areas. If suitable parking cannot be furnished by the
City at the plant,the Contractor shall make arrangements for off-site parking and transportation to/from
the work site.
C. Provide access to location where service is required.
D. Ensure area of work is free of safety hazards.
E. Inspect work performed to ensure compliance with the scope of work.
Page 12 of 17
City of Round Rock Exhibit "A"
Gate Maintenance and Repair Services
IFB 22-015
Class/Item:936-37
March 2022
ATTACHMENT A
BID SHEET
1. ATTACHMENT A—BID SHEET is posted in Solicitation Documents for IFB 22-015 Gate Maintenance and
Repair Services in an Excel format on the City of Round Rock website at:
https:ltwww,roundrocktexas.goylcit--businesses/solicltations/
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 5—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:httas:/lroundrocktxvendors.munisselfservice.comNendors/default.asax
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 13 of 17
Exhibit "A"
Attachment A-Bid Sheet
Gate Maintenance and Repair Services
IFS#22-015
s ndent represerits Ej 97 ronaUe below thatare submitting a bWnq offer and are euthofted to bind the respondent
to fully comply with the solicitation documents contained In IFB No-22-01 Note Maintenance and Repair Services.The Respondent
acknowledges that they have received and read the entire solicitation packet,attachments,and all documents Incorporated by
reference,and aVM to be bound by the terms thereln.
SWal ns s: All prices must De quoted in orcer to be conildered nMo ve,be advised that exceptions taken to any portion o
the solicitation will jeopardize acceptance of the bid. Alternative bids will not be considered and unauthorized modlftcations to the bid
shget format will result in the re*dcn of the bid. The City reserves the right to purchase more or less than the quanddes Indicated
below.
No. Description Estimated :Unlit
Unit coat Extended Total
Quantity
Section I:Maintenance
1 Fire Department Logistics 1 Each $125.00 $125.00
2 Fire Station 3 1 Each $125.00 $125.00
3 Fire Station 3 1 Each $125.00 $126.00
4 General Services Warehouse 1 Each $125.00 $125.00
5 Intermodal Entrance 1 Each $125.00 $125.00
6 Intermodal Exit 1 Each $125.00 $125.00
7 Lake Creek 1 Each $125.00 $125.00
8 Luther Peterson Slide Gate 1 Each $125.00 $125.00
9 Luther Peterson Slide Gate 1 Each $125.00 $125.00
10 Luther Peterson Swing Gate 1 Each $125.00 $125.00
11 Luther Peterson Swing Gate 1 Each $125.00 $125.00
12 Parks and Recreatlon Department Yard 1 Each $125.00 $125.00
13 Police Department Blue Entrance 1 Each $125.00 $125.00
14 Police Department Blue Exit 1 Each $125.00 $125.00
15 Police Department Double Gate South 1 Each $125.00 $125.00
16 Pollee Department Double Gate South 1 Each $125.00 $125.00
17 Police Department South Entrance 1 Each $125.00 $125.00
18 Punic Safety Training Center South 1 Each $125.00 $125.00
1Gf2
Exhibit "A"
Attachment A•Bid Sheet
Gate Maintenance and Repair Services
19 Public Safety Training Center North IF 3 22-415- Each $125.00 $125.00
20 Rabb 1 Each $125.00 $125.00
21 Signs/Water Line Maintenance East 1 Each $125.00 $125.00
22 Signs/Water Line Maintenance West 1 Each $125.00 $125.00
23 Vehicle Maintenance Entrance Gale 1 Each $125.00 $125.00
24 Vehicle Maintenance Exit Gate 1 Each $125.00 $125.00
25 Vehicle Maintenance Fuel 1 Each $125.00 $125.00
26 Water Treatment Plant Front Gate 1 Each $125.00 $125.00
Section II:Labor Rates
27 Labor Rate-Repair Hour $95.00 $95.00
28 Labor Rate Repair-After Hours Rate Hour $145.00 $145.00
29 Emergency Repair-Regular Hourly Rate Hour $170.00 $170.00
30 Emergency Repair•After Hours Rate Hour $270.00 $270.00
Annual Total: $680.00
Sectlon III:Materials
(Information Only):Prices for Material shall be on a cost-plus basis.The Percentage 25%
Percentage(%)If any,of markup will be: Ma±
COMPANY NAME: D.H.Pace Company,Inc
SIGNATURE OF AUTHORIZED REPRESENTATIVE: "< /I
PRINTED NAME:
PHONE NUMBER: 2147658355
EMAIL ADDRESS: wan.vgneSAjftLi2acC,cgni
2of2
• Exhibit "A"
City of Round Rock
Gate Maintenance and Repair Services
IFB 22-015
Class/ttem:936-37
March 2022
ATTACHMENT B
REFERENCE SHEET
PLEASE COMPLETE AND RETURN THIS FORM MTH THE SOLICITATION RESPONSE
SOLICITATION NUMBER: IFB 22-015
RESPONDENTS NAME: D.H. Pace Cornpgny,, Inc DATE: 4/7!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 Frisco
Name of Contact Chris Liles
Title of Contact Facilities Maintenance Supervisor
E-Mail Address cliles6friscotexas.ciov
Present Address 6101 Frisco Sauare Blvd
City,State,Zip code Frisco,TX 75034
Telephone Number ( 972 )292-5012 Fax Number.( )
2. Company's Name City of Coppell
Name of Contact Andrew Moore
Title of Contact Facilities Manager
E-Mail Address amooreQcoppelltx.goy
Present Address 255#, Parkway Blvd.
City,State,Zip code Coppell,TX 75019
Telephone Number (972 )462-5153 Fax Number.( )
3. Company's Name Jon Majors
Name of Contact City of University Park
Title of Contact Facility Maintenance Manager-
E-Mail Address jmajors@uptexas.org
Present Address 4420 Worcola St
City,State,Zip code Dallas,TX 75206
Telephone Number (214 )987-5447 Fax Number.( )
FAILURE TO PROVIDE THE REQUIRED INFORMATION WITH THE SOLICITATION RESPONSE MAY
AUTOMATICALLY DISQUALIFY THE RESPONSE FROM CONSIDERATION FOR AWARD.
Page 14 of 17
City of Round Rock Exhibit "A"
Gate Maintenance and Repair Services
IFB 22-015
Class/Item:936-37
March 2022
Attachment C
List of Locations and Equipment
LOCATION Address BRAND MODEL SERIAL
Water Treatment Plant Front Gate 5200 North IH 35 Hy-Security 222 SS ST SSO-_S2.00_-10342
Vehicle Maintenance Entrance Gate 901 Luther Peterson Place DKS 9150-080 3274
Vehicle Maintenance Exit Gate 901 Luther Peterson Place Lift Master SL3000501 U 0516N6947
Vehicle Maintenance Fuel 901 Luther Peterson Place DKS 9150-080 3279
Signs/Water Line Maintenance West 901 Luther Peterson Place DKS 19150-080 3275
Signs/Water Line Maintenance East 901 Luther Peterson Place DKS 9150-080 3278
Luther Peterson Swing Gate 3400 Sunrise RD Viking F-1 0619-F118-1335
Luther Peterson Swing Gate 3400 Sunrise RD Viking F-1 0619-F118-1336
Luther Peterson Slide Gate 3400 Sunrise RD Viking L-3 0619-1-318-1288
Luther Peterson Slide Gate 3400 Sunrise RD Viking L-3 0619-1-318-1014
Police Department South Entrance 2701 North Mas Street Lift Master SL3000101 U 1017N7502
Police Department Double Gate
South 2701 North Mas Street Hy-Security 222 X3 ST NIA
Police Department Double Gate
South 2701 North Mas Street Hy-Security 222 X3 ST NIA
Police Department Blue Entrance 2701 North Mas Street H -Secur' 222 X3 ST 366532-0746-131
Police Department Blue Exit 2701 North Mas Street Hy-Securdy Hy-Security222 X3 ST 368532-0746-132
Public Safety Training Center South 2801 North Mays Street Hy-Security 222 X3 ST 368632-1716-177
Public Safety Training Center North 2801 North Mays Street Hy-Security 222 X3 ST 368732-1739-552
Fire Department Logistics 3300 Gattis School Road Lift Master SL3000501 U 4916N5429
Fire Station 3 221 Sundance Parkway Lift Master SL3000501 UL 1120N5743
Fire Station 3 221 Sundance Parkway Lift Master SL3000501 UL 1120N5741
Parks and Recreation Department
Yard 300 South Burnet Lift Master HDSL24UL 0219N2022
Lake Creek 800 Deerfoot Drive Lift Master SL580-100-43-G 10 02 02 N20
Rabb 151 N A.W.Grimes Blvd. Lift Master CSL24UL 052ON6189
Intermodal Entrance 300 W Bagdad Amano AMG-1750/A850 161237
Intermodal Exit 300 W Bagdad Amano AMG-1750/A850 161292
Chamberlain
General Services Warehouse 2015 Lamar Drive Elite SL3000 N/A
Page 15 of 17
City of Round Rock Exhibit "A"
Gate Maintenance and Repair Services
IFB 22-015
Class/Item:936-37
March 2022
Attachment D
Work Order (sample)
Company Name WORK ORDER#:XXXX
DATE:00/00/0000
Your Company
Company Address
City,State Zip Code
Phone:
Email address:
To: For:
City of Round Rock LOCATION:
ATTN:Brandon Pritchett EQUIPMENT:
Water Treatment Plant P.O. Number:City's PO Number
3099 E.Palm Valley Rd
Round Rock Texas 78664
WORK ORDER (SAMPLE)
Date and Time of arrival on site: 8/16/2019 arrived on site at 8:20AM
Date and Time work completed: 8/16/2019 completed on site visit at 11:20am
Description of Services Provided:
ALL NECESSARY PARTS&MATERIALS TO REMOVE,EXAMINE,AND REBUILD FLOWSERVE 12-EML
EXISTING PUMP BOWL AT LAKE CREEK STATION. DETERMINED SHAFT COUPLINGS DAMAGED.
REPLACED SHAFT COUPLINGS AND INSTALLED NEW RUBBER INSERTS.CLEANED AND REBUILD
FLOWSERVE 12-PUMP BOWL.CLEAN&BUFF EXISTING BOWL,PUMP HEAD,RE-ASSEMBLE
COMPLETE CAN PUMP, EPDXY PAINT OD OF THE PUMP BOWL,COLUMN,PUMP HEAD,
SUMMARY OF COST UNIT OF QTY UNIT EXTENDED
MEASURE COST AMOUNT
REPAIR REGULAR HOURS Hour(s) 2 $00.00 $00.00
RUBBER INSERTS Each 3 $00.00 $00.00
SS HARDWARE SUCH AS PUMP BOWL BOLTS& Each 2 $00.00 $00.00
FLANGE COLUMN BOLTS
TOTAL J $00.00
Thank you for your businessl
Page 16 of 17
• Exhibit "A"
City of Round Rock Exhibit ibit "A"
Overhead Door Maintenance and Repair Services
IF8 21-007
Class/item:910-55
May 2021
Attachment E
Invoice (sample)
Company Nam INVOICE
INVOICE P.X)(XX
Your Company DATE:00/00/0000
Company Address
City,State Zip Code
Phone:
Email address:
TO: FOR:
City of Round Rock Description of Services Provided
ATTN:Brandon Pritchett P.O. Number:City's PO Number
Water Treatment Plant
3099 E. Palm Valley Rd
Round Rock Texas 78864
DESCRIPTION UNIT OF QTY UNIT EXTENDED
MEASURE COST AMOUNT
Lake Creek 3 Pump Repair
Line Shaft 1°x 10.97" Each 3 $00.00 $00.00
Stuffing box Bearing Each 2 $00.00 $00.00
Spider Bushing Each 4 $00.00 $00.00
Tall Bearing Each 1 $0.00 $0.00
Labor(repair) Hour 12 $0.00 $0.00
Description of Services Provided
Called for Repair on Pump at Lake Creek 3.
Pulled motor and brought to shop. Bearing
damaged and needed to be replaced. Replaced
damaged bearing and additional components
that were showing signs of wear.
TOTAL $0.00
Thank you for your businessl
Page 17 of 17
Exhibit "A"
City of Round Rock Exhibit "A"
Overhead Door Maintenance and Repair Services
IFB 21.007
Clesslitem:910-55
May 2021
Attachment D
Work Order (sample)
Company Name WORK ORDER#:XXXX
DATE:00/00/0000
Your Company
Company Address
City,State Zip Code
Phone:
Email address:
To: For:
City of Round Rock LOCATION:
ATTN:Brandon Pritchett EQIPMENT:
Water Treatment Plant P.O.Number City's PO Number
3099 E.Palm Valley Rd
Round Rods Texas 78864
WORK ORDER (SAMPLE)
Date and Time of arrival on site: 8/16/2019 arrived on site at 8:20AM
Date and Time work completed: 8/16/2019 completed on site visit at 11:20am
Description of Services Provided:
ALL NECESSARY PARTS&MATERIALS TO REMOVE,EXAMINE,AND REBUILD FLOWSERVE
12•EML EXISTING PUMP BOWL AT LAKE CREEK STATION.DETERMINED SHAFT COUPLINGS
DAMAGED.REPLACED SHAFT COUPLINGS AND INSTALLED NEW RUBBER INSERTS.
CLEANED AND REBUILD FLOWSERVE 12-PUMP BOWL.CLEAN&BUFF EXISTING BOWL,
PUMP HEAD,RE-ASSEMBLE COMPLETE CAN PUMP, EPDXY PAINT OD OF THE PUMP BOWL,
COLUMN PUMP HEAD,
SUMMARY OF COST UNIT OF QTY UNIT EXTENDED
MEASURE COST AMOUNT
REPAIR REGULAR HOURS Hour(s) 2 $00.00 $00.00
RUBBER INSERTS Each 3 $00.00 $00.00
SS HARDWARE SUCH AS PUMP BOWL Each 2 $00.00 $00.00
BOLTS&FLANGE COLUMN BOLTS
TOTAL $00.00
Thank you for your business!
Page 16 of 17
City of Round Rock Exhibit "A"
Gate Maintenance and Repair Services
IFB 22-015
Class/Item:936-37
March 2022
Attachment E
SAMPLE INVOICE
Company Name N VO I C E
INVOICE#:XXXX
Your Company DATE:00/00/0000
Company Address
City, State Zip Code
Phone:
Email address:
TO: FOR:
City of Round Rock Description of Services Provided
ATTN: Brandon Pritchett P.O. Number:City's PO Number
Water Treatment Plant
3099 E. Palm Valley Rd
Round Rock Texas 78664
DESCRIPTION UNIT OF QTY UNIT EXTENDED
MEASURE COST AMOUNT
Lake Creek 3 Pump Repair
Line Shaft 1"x 10.97" Each 3 $00.00 $00.00
Stuffing box Bearing Each 2 $00.00 $00.00
Spider Bushing Each 4 $00.00 $00.00
Tail Bearing Each 1 $0.00 $0.00
Labor(repair) Hour 12 $0.00 $0.00
Description of Services Provided
Called for Repair on Pump at Lake Creek 3.
Pulled motor and brought to shop. Bearing
damaged and needed to be replaced. Replaced
damaged bearing and additional components
that were showing signs of wear.
TOTAL $0.00
Thank you for your businesst
Page 17 of 17
Addendum A
Notwithstanding the foregoing:The extent of D.H.Pace Company,Inc.'s liability under this provision shall
be expressly limited to damages,injuries or losses caused by the acts or omissions of D.H.Pace(including
the acts or omissions of D.H. Pace's subcontractors and suppliers). The parties further agree that the
extent of D.H.Pace Company,Inc.'s liability and duty to defend pursuant to this indemnity provision shall
be expressly limited to damages, losses, litigation expenses and costs, and attorneys' fees directly
resulting from or caused by the acts or omissions of D.H.Pace(including the acts or omission of D.H.Pace's
subcontractors and suppliers).