Contract - House of Dents Inc - 10/27/2022 CITY OF ROUND ROCK AGREEMENT
FOR PURCHASE OF AUTOBODY AND/OR
PAINTLESS DENT REPAIR SERVICES WITH
HOUSE OF DENTS,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 autobody and/or paintless dent
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services (referred to herein as the "Agreement"), is made and entered into on this the `14 day
of the month of 2022, by and between the CITY OF ROUND ROCK,
TEXAS, a home-rule municipality whose offices are located at 221 East Main Street, Round
Rock, Texas 78664 (referred to herein as the "City") and HOUSE OF DENTS, INC., whose
offices are located at 3620 Galena Hills Loop, Round Rock, Texas 78681 (referred to herein as
the "Vendor").
RECITALS:
WHEREAS, City desires to purchase autobody and/or paintless dent repair services, and
associated goods and services; and
WHEREAS, City has issued its "Request for Proposal"for the provision of said services,
and City has determined that Vendor provides the best value for the City; 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 receipt and sufficiency of which are hereby acknowledged, the parties
mutually agree as follows:
1.0 DEFINITIONS
A. Agreement means the binding legal contract between City and Vendor whereby
City is obligated to buy specified services and Vendor is obligated to sell same. The Agreement
includes the following: City's Request for Proposal designated Solicitation Number 22-016
("RFP") and Vendor's Response to RFP, attached hereto and incorporated herein as Exhibit"A"
and any additional exhibits, addenda, and/or amendments thereto. Any inconsistencies or
conflicts in the contract documents shall be resolved by giving preference in the following order:
48862-11369-6564/ss2
(1) This Agreement;
(2) Vendor's Response to RFP; and
(3) City's RFP, exhibits, and attachments.
B. City means the City of Round Rock, Williamson and Travis Counties,Texas.
C. Effective Date means the date upon which the binding signatures of both parties
to this Agreement are affixed.
D. Force Majeure means acts of God, strikes, lockouts, or other industrial
disturbances, acts of the public enemy, orders of any kind from the government of the United
States or the State of Texas or any civil or military authority, insurrections, riots, epidemics,
landslides, lightning, earthquakes, fires, hurricanes, storms, floods, restraint of the government
and the people, civil disturbances, explosions, or other causes not reasonably within the control
of the party claiming such inability.
E. Goods and services mean the specified services, supplies, materials,
commodities, or equipment.
F. Vendor means House of Dents, Inc., or any of its successors or assigns.
2.0 EFFECTIVE DATE AND TERM
A. This Agreement shall be effective on the date it has been signed by both parties
hereto and shall remain in full force and effect unless and until it expires by operation of the term
stated herein,or until terminated or extended as provided herein.
B. The term of this Agreement shall be for sixty (60) months from the effective date
hereof.
C. Prices shall be firm 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. City may
permit "unit price" adjustments upwards only in accordance with Part III, Item 7 of City's RFP
included as a part of Exhibit "A" attached hereto and incorporated herein by reference for all
purposes.
D. City reserves the right to review the relationship at any time and may elect to
terminate this Agreement with or without cause or may elect to continue.
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3.0 CONTRACT DOCUMENTS AND EXHIBITS
City selected Vendor to supply the services as outlined in RFP Solicitation Number 22-
016; and Response to RFP submitted by Vendor, all as specified in Exhibits A-C. The intent of
these documents is to formulate an Agreement listing the responsibilities of both parties as
outlined in the RFP and as offered by Vendor in its Response to the RFP.
The services which are the subject matter of this Agreement are described in Exhibit"A"
and, together with this Agreement, comprise the total Agreement and they are fully a part of this
Agreement as if repeated herein in full.
4.0 DUAL PROVIDERS OF SERVICES
The parties specifically acknowledge and agree that Vendor shall be considered as one of
two (2) providers ("dual providers") of the specified goods and services. Vendor specifically
further acknowledges and agrees that this Agreement is not an exclusive agreement. City may,
in its sole and unfettered discretion, elect to use either of the two (2) providers in whatever order
it deems most advantageous to City's purposes. City may, in its sole and unfettered discretion,
elect to use any other providers. City is not obligated to use or purchase any estimated annual
quantity of goods, and no guarantee is made of any minimum or maximum purchase.
5.0 ITEMS AWARDED
Vendor shall satisfactorily provide all goods and services described under the attached
Exhibit "A" at the sole request of the City. Vendor shall provide goods and 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.
6.0 COSTS
A. Only if, as, and when needed by City, the bid costs listed on Attachment D- Cost
Proposal Sheet of Exhibit "A," which are specifically relevant to the referenced bid items, shall
be the basis of any charges collected by Vendor. Vendor specifically acknowledges and agrees
that City is not obligated to use any estimated annual quantity of service
B. The City's payments to the dual providers collectively shall not exceed Two
Hundred Thousand and No/100 Dollars ($200,000.00) per year and shall not exceed One
Million and No/100 Dollars($1,000,000.00) in total for the term of this Agreement.
7.0 INVOICES
All invoices shall include, at a minimum,the following information:
A. Name and address of Vendor;
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B. Purchase Order Number;
C. Description and quantity of items received; and
D. Delivery dates.
8.0 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 of Round Rock's bid, with the consent and agreement of the successful
vendors) and Round Rock. Such agreement shall be conclusively inferred for the vendor from
lack of exception to this clause in the vendor's response. However, all parties hereby expressly
agree that the City of Round Rock is not an agent of, partner to,or representative of those outside
agencies or entities and that the City of Round Rock is not obligated or liable for any action or
debts that may arise out of such independently-negotiated "piggyback" procurements.
9.0 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 Vendor a written notice of termination at the end of its then-current fiscal year.
10.0 PROMPT PAYMENT POLICY
In accordance with Chapter 2251, V.T.C.A., Texas Government Code, any payment to be
made by City to Vendor will be made within thirty (30) days of the date City receives goods
under this Agreement, the date the performance of the services under this Agreement are
completed, or the date City receives a correct invoice for the goods or services, whichever is
later. Vendor may charge interest on an overdue payment at the "rate in effect" on September 1
of the fiscal year in which the payment becomes overdue, in accordance with V.T.C.A., Texas
Government Code, Section 2251.025(b). This Prompt Payment Policy does not apply to
payments made by City in the event:
A. There is a bona fide dispute between City and Vendor, a contractor, subcontractor,
or supplier about the goods delivered or the service performed that causes the payment to be late;
or
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B. There is a bona fide dispute between Vendor and a subcontractor or between a
subcontractor and its supplier about the goods delivered or the service performed that causes the
payment to be late; or
C. The terms of a federal contract, grant, regulation, or statute prevent City from
making a timely payment with federal funds; or
D. The invoice is not mailed to City in strict accordance with any instruction on the
purchase order relating to the payment.
11.0 GRATUITIES AND BRIBES
City may, by written notice to Vendor, cancel this Agreement without incurring any
liability to Vendor if it is determined by City that gratuities or bribes in the form of
entertainment, gifts, or otherwise were offered or given by Vendor or its agents or
representatives to any City officer, employee or elected representative with respect to the
performance of this Agreement. In addition, Vendor may be subject to penalties stated in Title 8
of the Texas Penal Code.
12.0 TAXES
City is exempt from Federal Excise and State Sales Tax; therefore, tax shall not be
included in Vendor's charges.
13.0 ORDERS PLACED WITH ALTERNATE VENDORS
If Vendor cannot provide the services as specified, City reserves the right and option to
obtain same from another source or supplier(s).
14.0 INSURANCE
Vendor shall meet all requirements as stated in Part II, Section 2 of the attached RFP
Solicitation Number 22-016.
15.0 CITY'S REPRESENTATIVE
City hereby designates the following representative(s) authorized to act in its behalf with
regard to this Agreement:
Rocky Buoy
Manager Fleet Operations
212 Commerce Cove
Round Rock,TX 78664
737-610-5451
rbuoy(Qroundrocktexas.gov
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16.0 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.
17.0 DEFAULT
If Vendor abandons or defaults hereunder and is a cause of City purchasing the specified
services elsewhere, Vendor 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.
Vendor shall be declared in default of this Agreement if it does any of the following:
A. Fails to make any payment in full when due;
B. Fails to fully, timely and faithfully perform any of its material obligations
hereunder;
C. Fails to provide adequate assurance of performance under the "Right to
Assurance" section herein; or
D. Becomes insolvent or seeks relief under the bankruptcy laws of the United States.
18.0 TERMINATION AND SUSPENSION
A. City has the right to terminate this Agreement, in whole or in part, for
convenience and without cause, at any time upon thirty (30)days' written notice to Vendor.
B. In the event of any default by Vendor, City has the right to terminate this
Agreement for cause, upon ten (l 0)days' written notice to Vendor.
C. Vendor has the right to terminate this Agreement only for cause, in the event of
material and substantial breach by City,or by written mutual agreement to terminate.
D. In the event City terminates under subsections (A) or (B) of this section, the
following shall apply: Upon City's delivery of the referenced notice to Vendor, Vendor shall
discontinue all services in connection with 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 termination notice, Vendor
shall submit a statement showing in detail the goods and services satisfactorily performed
hereunder to the date of termination. City shall then pay Vendor that portion of the charges, if
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undisputed. The parties agree that Vendor is not entitled to compensation for services it would
have performed under the remaining term of the Agreement except as provided herein.
19.0 INDEMNIFICATION
Vendor shall defend (at the option of City), indemnify, and hold City, its successors,
assigns, officers, employees and elected officials harmless from and against all suits, actions,
legal proceedings, claims, demands, damages, costs, expenses, attorney's fees, and any and all
other costs or fees arising out of, or incident to, concerning or resulting from the fault of Vendor,
or Vendor's agents, employees or subcontractors, in the performance of Vendor's obligations
under this Agreement, no matter how, or to whom, such loss may occur. Nothing herein shall be
deemed to limit the rights of City or Vendor (including, but not limited to the right to seek
contribution)against any third party who may be liable for an indemnified claim.
20.0 COMPLIANCE WITH LAWS,CHARTER AND ORDINANCES
A. Vendor, its agents, employees and subcontractors shall use best efforts to comply
with all federal and state laws, City's Charter and Ordinances, as amended, and with all
applicable rules and regulations promulgated by local, state and national boards, bureaus and
agencies.
B. 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) will not boycott
Israel during the term of this contract. The signatory executing this Agreement on behalf of
Vendor verifies Vendor does not boycott Israel and will not boycott Israel during the 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 term 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
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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.
21.0 ASSIGNMENT AND DELEGATION
The parties hereby bind themselves, their successors, assigns and legal representatives to
each other with respect to the terms of this Agreement. Neither party shall assign, sublet or
transfer any interest in this Agreement without prior written authorization of the other party.
22.0 NOTICES
All notices and other communications in connection with this Agreement shall be in
writing and shall be considered given as follows:
A. When delivered personally to recipient's address as stated in this Agreement; or
B. Three (3) days after being deposited in the United States mail, with postage
prepaid to the recipient's address as stated in this Agreement.
Notice to Vendor:
Lori Johnson, Vice-President
House of Dents, Inc.
3620 Galena Hills Loop
Round Rock, Texas 78681
Notice to City:
City Manager Stephanie Sandre, City Attorney
221 East Main Street AND TO: 309 East Main Street
Round Rock, TX 78664 Round Rock,TX 78664
Nothing contained herein shall be construed to restrict the transmission of routine
communications between representatives of City and Vendor.
23.0 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, the exclusive venue for same shall lie in Williamson County, Texas. This Agreement
shall be governed by and construed in accordance with the laws and court decisions of the State
of Texas.
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24.0 EXCLUSIVE AGREEMENT
This document, and all appended documents, constitute the entire Agreement between
Vendor and City. This Agreement may only be amended or supplemented by mutual agreement
of the parties hereto in writing, duly authorized by action of the City Manager or City Council.
25.0 DISPUTE RESOLUTION
City and Vendor hereby expressly agree that no claims or disputes between the parties
arising out of or relating to this Agreement or a breach thereof shall be decided by any arbitration
proceeding, including without limitation, any proceeding under the Federal Arbitration Act (9
USC Section 1-14)or any applicable state arbitration statute.
26.0 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
such void provision shall be deemed severed from this Agreement, and the balance of this
Agreement shall be construed and enforced as if this Agreement did not contain the particular
portion or provision held to be void. The parties further agree to amend this Agreement to
replace any stricken provision with a valid provision that comes as close as possible to the intent
of the stricken provision. The provisions 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 to
be void.
27.0 MISCELLANEOUS PROVISIONS
Standard of Care. Vendor represents that it employs trained, experienced and
competent persons to perform all of the services, responsibilities and duties specified herein and
that such services, responsibilities and duties shall be performed in a manner according to
generally accepted industry practices.
Time is of the Essence. Vendor understands and agrees that time is of the essence and
that any failure of Vendor to fulfill obligations for each portion of this Agreement within the
agreed timeframes will constitute a material breach of this Agreement. Vendor shall be fully
responsible for its delays or for failures to use best efforts in accordance with the terms of this
Agreement. Where damage is caused to City due to Vendor's failure to perform in these
circumstances, City may pursue any remedy available without waiver of any of City's additional
legal rights or remedies.
Force Majeure. Neither City nor Vendor shall be deemed in violation of this Agreement
if it is prevented from performing any of its obligations hereunder by reasons for which it is not
responsible as defined herein. However, notice of such impediment or delay in performance must
be timely given, and all reasonable efforts undertaken to mitigate its effects.
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IN WITNESS WHEREOF,City and Vendor have executed this Agreement on the dates
indicated.
City of Roung Rock,Texas House of Dents, Inc.
By: By: W04 &.t%
Printed Name: Printed Name: Lori 3o1%nsov%
Title: Title: Vice - Vrnsjdean-F
Date Signed: l Date Signed: q /ac /aa
T
For City,Attest:
B UM
Meagan Spink City Cie
For City,Approved as to Form:
B :
Stepha ie Sandre, City Attorney
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Exhibit "A"
ROUND ROCK TEXAS
PURCHASING DIVISION
City of Round Rock, Texas
Purchasing Division
221 East Main Street
Round Rock, Texas 78664-5299
www.roundrocktexas.gov
REQUEST FOR PROPOSAL (RFP)
AUTOBODY AND/OR PAINTLESS DENT REPAIR
SERVICES
SOLICITATION NUMBER 22-016
June 2022
City of Round Rock Exhibit "A"
Autobody and/or Paintless Dent Repair Services
RFP No. 22-016
Class/Item: 928-15
June 2022
AUTOBODY AND/OR PAINTLESS DENT REPAIR SERVICES
PART I
GENERAL REQUIREMENTS
1. PURPOSE: The City of Round Rock, herein after Gthe City"seeks proposals from firms experienced in
repairing damaged or deteriorated surfaces for vehicles and equipment as requested for the City's fleet
which ranges in size from small cars and pickup trucks to heavy equipment.
2. BACKGROUND:The City of Round Rock has a fleet of 453 light vehicles including sedans, SUVs,vans,
and light trucks, 104 medium and large trucks,6 motorcycles, and 26 fire trucks&specialty vehicles. We
also have 34 UN's, 56 trailers,and 214 pieces of construction and agricultural equipment that on
occasion may suffer from surface damages due to accidents or weather events.
The City intends to award to all responsive respondents that the City deems qualified as determined by
evaluated total scores equal to or greater than 80 points. The total value of the resulting contract(s)shall
not exceed$200,000 per fiscal year for all awarded Contractors combined.
3. 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 Page 7
and Insurance Requirements
Part III—Supplemental Terms and Conditions Page(s)8-10
Part IV—Scope of Work Page(s) 11-14
Part V—Proposal Preparation Instructions and Evaluation Factors Page(s) 15-17
Attachment A—Proposal Submittal Form and Execution Page 18
Attachment B—Reference Sheet Page 19
Attachment C—Subcontractor Information Form Page 20
Attachment D—Cost Proposal Worksheet Separate Attachment
4. AUTHORIZED PURCHASING CONTACT(S): For questions or clarification of specifications, you may
contact:
Amanda Crowell Adam Gagnon
Purchaser Purchaser
Purchasing Division Purchasing Division
City of Round Rock City of Round Rock
Phone: 512-218-5458 Phone: 512-218-5456
E-mail: acrowelKc-roundrocktexas.gov E-mail: apaanon()-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 20
City of Round Rock Exhibit "A"
Autobody and/or Paintless Dent Repair Services
RFP No. 22-016
Class/Item: 928-15
June 2022
5. SCHEDULE OF EVENTS: It is the City's intention to follow the solicitation timeline below.
EVENT DATE
Solicitation released June 15,2022
Optional Pre-Proposal meeting June 24,2022 @ 10:00 AM CST
Deadline for submission of questions June 27,2022 @ 5:00 PM CST
City responses to questions or addendums Approximately June 31,2022 @ 5:00 PM
CST
Deadline for submission of responses I July 18, 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://www.roundrocktexas.gov/city-businesses/solicitations/
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:
https://www.roundrocktexas.gov/city-businesses/solicitations/
6. SOLICITATION UPDATES: Respondents shall be responsible for monitoring the City's website at
https://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-PROPOSAL MEETING:A pre-proposal meeting will be conducted to fully acquaint
Respondents with the facilities, difficulties and/or restrictions inherent in the services specified. The pre-
proposal meeting will be conducted on the date specified in PART I Section 5-Schedule of Events.
A. Attendance at the pre-proposal meeting is optional. Respondents shall sign-in at the pre-proposal
meeting to document their attendance. The pre-proposal meeting shall initially begin at:
City of Round Rock 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-proposal meeting.
C. It is the responsibility of the Respondent to determine material requirements, equipment
requirements, labor requirements and other solicitation related details.
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 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.
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.
Page 3 of 20
City of Round Rock Exhibit "A"
Autobody and/or Paintless Dent Repair Services
RFP No. 22-016
Class/Item: 928-15
June 2022
F. Receipt of all addenda to this RFP must be acknowledged, signed, and included with the proposal
response.
G. Late Proposal(s)will not be considered under any circumstances and will be returned unopened if a
return address is provided.
9. RESPONDENT MINIMUM 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 your 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.gov/city-businesses/solicitations/for
any updates pertaining to the solicitation.
o 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.
o 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 the Respondent's submittal.
❑ Attachment C: SUBCONTRACTOR INFORMATION FORM: Provide a completed copy of the
Subcontractor Information Form.
❑ Attachment D: COST PROPOSAL SHEET:The cost proposal sheet should be 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.
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 20
City of Round Rock Exhibit "A"
Autobody and/or Paintless Dent Repair Services
RFP No. 22-016
Class/Item: 928-15
June 2022
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.us/whatsnew/elf info f6rm1295.htm
13. EX PARTE COMMUNICATION: Please note that to insure the proper and fair evaluation of an offer,the
City of Round Rock prohibits ex parte communication (e.g., unsolicited) initiated by the Offeror to the City
Official, Employee, City Consultant, or Evaluation Team member evaluating or considering the offers prior
to the time an offer decision has been made. Communication between Offeror 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 offer. Ex parte communication may be grounds for
disqualifying the offending Offeror from consideration or award of the offer then in evaluation, or any
future offer.
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 protesteroundrocktexas.Qov.
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 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.
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City of Round Rock Exhibit "A"
Autobody and/or Paintless Dent Repair Services
RFP No. 22-016
Class/Item: 928-15
June 2022
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 20
City of Round Rock Exhibit "A"
Autobody and/or Paintless Dent Repair Services
RFP No. 22-016
Class/Item: 928-15
June 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 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: https://www.roundrocktexas.gov/city-departments/purchasing/ .
3. ADDITIONAL INSURANCE REQUIREMENTS:The Garage Liability policy shall provide a minimum limit
of liability of$500,000 Auto Only/$500,000 Aggregate other than Auto. Coverage shall be provided for
all owned, hired,and non-owned vehicles. The policy shall include these endorsements in favor of the
City of Round Rock: a)Waiver of Subrogation b)Thirty (30)days Notice of Cancellation c)The City of
Round Rock listed as an additional insured.
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City of Round Rock Exhibit "A"
Autobody and/or Paintless Dent Repair Services
RFP No. 22-016
Class/Item: 928-15
June 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 120 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 autobody and/or
paintless dent 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. 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.
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 RFP process.
D. Have their working repair location within 15 miles of City of Round Rock fleet facilities which are
located at:
City of Round Rock Vehicle Maintenance
901 Luther Peterson Place
Round Rock,Texas 78664
This requirement does not apply to paintless dent repair services which will be performed on
City property.
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 Contractor,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.
E. All work that is to be subcontracted must be approved by the City prior to work beginning.
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.
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City of Round Rock Exhibit "A"
Autobody and/or Paintless Dent Repair Services
RFP No. 22-016
Class/Item: 928-15
June 2022
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.
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.
Prices for materials will be on a cost-plus basis. The percentage(%) markup shall not be greater than
15%. 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 auto body and/or paintless dent 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 5%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 CPI issues will be the price adjustment
rate. No retroactive contract price adjustments will be allowed. The Consumer Price Index(CPI) is
found at the Bureau of Labor Statistics, Consumer Price Index website: http://www.bis.gov/cpi
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 E Main Street
Round Rock,TX 79664-5299
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City of Round Rock Exhibit "A"
Autobody and/or Paintless Dent Repair Services
RFP No.22-016
Class/Item: 928-15
June 2022
ii. Upon receipt of the request,the City reserves the right to accept the escalation and make
changes to the purchase order within 30 days of the request, negotiate with the respondent, or
cancel the agreement or purchase order if an agreement cannot be reached on the value of the
increase.
8. 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 contractor shall agree to reperform services to specification at no additional cost to the City. If
any agreement or purchase order is cancelled for non-acceptance, the needed services may be
purchased elsewhere
9. PERFORMANCE REVIEW: The City reserves the right to review the awarded Contractor's
performance anytime during the contract term.
10. 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: The City's designated representative shall be:
Rocky Bouy
Fleet Manager
General Services
Phone: 512-529-8317
E-mail: rbuovCaD-roundrocktexas.aov
11. 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 10 of 20
City of Round Rock Exhibit "A"
Autobody and/or Paintless Dent Repair Services
RFP No. 22-016
Class/Item: 928-15
June 2022
PART IV
SCOPE OF WORK
1. PURPOSE: The City of Round Rock, herein after"the City"seeks proposals from firms experienced in
repairing damaged or deteriorated surfaces for vehicles and equipment as requested for the City's fleet
which ranges in size from small cars and pickup trucks to heavy equipment.
2. BACKGROUND: The City of Round Rock has a fleet of 453 light vehicles including sedans, SUV's,vans,
and light trucks, 104 medium and large trucks, 6 motorcycles, and 26 fire trucks&specialty vehicles.We
also have 34 UN's, 56 trailers, and 214 pieces of construction and agricultural equipment that on
occasion may suffer from surface damages due to accidents or weather.
3. DESIGNATED CONTACT PERSON: In order to maintain consistent standards of quality work performed
across the City,the City shall be provided with a designated and identified crew leader/point of contact
upon award of the contract.
A. The City shall be provided with the designated person's name and telephone number.
B. This contact person shall remain the same throughout the term of the contract or upon termination of
the contact person. If a change has been made in the contact person, the City's designated
representative shall be notified by the Contractor immediately at the time of the change. NO
substitutions of key personnel shall be permitted without written approval of the authorized City's
designated representative.
C. The designated contact person shall be identified in the solicitation response and may be required to
attend an oral presentation to the evaluation team prior to award of contract.
D. The City shall also be provided with a secondary designated contact person to communicate with if
the primary contact is unavailable.
4. 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 size, manufacturer, and difficulty of the required tasks.
5. RESPONSE TIME: Response times shall be as follows:
Non-Emergency Service Calls: "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. Respond and provide a written estimate for non-emergency service calls within two(2)business days
and begin work within five(5) days of the original request provided a PO is issued to the Contractor.
B. Services will be performed during normal operation hours which are 7:00AM-6:0013M, Monday-
Friday.
6. AUTOBODY REPAIR SERVICES: These services are listed under Section I of Attachment A-Cost
Proposal Sheet.This item is considered optional. If this item is left blank on the cost proposal sheet the
City will assume you do not intend to provide these services in the resulting contract.
A. The Contractor shall-
i. Inspect the car frame for structural damage and assess repairability on all damaged areas
including but not limited to windshields, doors,tires,frame, and/or the body of the car.
ii. Provide a written estimate to the City's designated representative within two business days of
pick up. Repair work shall not commence until the Contractor has received a City-issued
purchase order number.The City reserves the right to request photos for any estimate before
approval of work to begin.
iii. Provide an estimated/average expected turnaround time for completion of repairs on City
vehicles.Any delays to this completion time must be communicated to the City's point of contact
on a weekly basis.
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City of Round Rock Exhibit "A"
Autobody and/or Paintless Dent Repair Services
RFP No.22-016
Class/Item: 928-15
June 2022
iv. Conduct approved repairs to or replacement of body damage and restore vehicle to original
condition and finish.
v. Paint and/or use blending techniques to match existing color.
vi. Contractor must complete quality control inspections of all vehicles after completion of repairs for
conformance to the original manufacturer's standards and configuration before returning the
vehicles to the City.
B. Facility Requirements:The Contractor shall-
i. Have a facility large enough to accommodate the Contractor's current workload as well as the
additional workload resulting from award of this contract.
ii. Provide daily,year-round service regardless of weather conditions.
iii. Park all police vehicles in a secured area with controlled access. Contractor shall provide
information and/or explain the method to be utilized for the security of the City's Police vehicles
and/or any City vehicles while on the Contractor's property during business hours and overnight.
The City reserves the right to determine if the secured area will meet the City's needs.
iv. The City reserves the right to tour the facility to confirm that the security of the facility will meet
the City's needs prior to award.
C. Parts and Materials:
i. Repair parts and materials shall be new unless alternative"after-market"or used parts were
specifically approved by the City's designated representative in advance.
ii. All repair parts and materials used must be certified by their manufacturer as meeting Original
Equipment Manufacturer(OEM)specifications.
iii. When non-OEM parts are approved for use, such parts must be certified by the Certified Auto
Parts Association(CAPA)and warranted by the Contractor as being equal in kind and quality in
terms of fit, performance, and overall quality to the original manufacturer parts they are replacing.
D. Warranty: Successful Respondent shall provide at minimum five(5)years 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.
E. Pickup and Delivery of City Vehicles:The Contractor shall provide pickup and delivery
services for regular City's vehicles in need of repair within 24 hours of contact.
i. The City requires the Contractor to arrange for pickup or towing of the vehicle(s)requested for
repair.
ii. The City's pickup and delivery location is:
City of Round Rock Vehicle Maintenance
901 Luther Peterson Place
Round Rock,Texas 78664
OR
Upon request by the City's POC,the vehicle will be towed from the scene of a collision or in
situations where the vehicle is not able to be driven safely.
iii. Pick up and drop off vehicles shall occur during normal business operating hours of 8:00 am-
5:00 pm. This will not include holidays or weekends.
iv. Under no circumstance are police vehicles to be driven to the repair facility by non-police
personnel,they must be towed.
v. The City must be contacted promptly upon completion of work so that the vehicle can be
placed back in service.
Page 12 of 20
City of Round Rock Exhibit "A"
Autobody and/or Paintless Dent Repair Services
RFP No.22-016
Class/Item: 928-15
June 2022
7. PAINTLESS DENT REPAIR SERVICES:These services are listed under Section III of Attachment A-
Cost Proposal Sheet. This item is considered optional. If this item is left blank on the cost proposal sheet
the City will assume you do not intend to provide these services in the resulting contract.
A. Service Requirements:
i. Services shall be performed at:
City of Round Rock Vehicle Maintenance
901 Luther Peterson Place
Round Rock,Texas 78664
ii. The City requires that paintless dent repair services be performed on-site.The City shall provide
a clean bay for the Contractor to work in.
iii. The bay that the City will provide can hold up to three cars or SUVs if needed.
iv. The Contractor may work on more than one vehicle at a time in the bay.
B. Contractor Responsibilities: The Contractor shall-
i. Provide a written estimate to the City's designated representative within two days. Repair work
shall not commence until the Contractor has received a City-issued purchase order number.
ii. Provide an estimated/average expected turnaround time for completion of repairs on City
vehicles.Any delays in this completion must be communicated with the City's point of contact on
a weekly basis
iii. Bring their own tools on site. The City is not responsible for the tools and will not provide storage
for any tools.
iv. Bring additional spotlighting as lighting in the bay may not be adequate to see smaller dents.
v. If, after an initial assessment, it is determined that repairs cannot be made without damaging the
paint the Contractor must discuss options with City POC.
vi. Make recommendations for repair options to City POC if work can be completed with a different
product or treatment. These options must be approved prior to work starting.
vii. Inform department if a repair may cause any structural issues like`oil-canning"after work is
complete.
viii. Vehicle will be finished to original manufactured conditions including clear coat.
ix. Contractor must quality-inspect all vehicles after completion of repairs for conformance before
returning the vehicles to the City.
x. All work must be completed without cracking or scratching the paint.
C. Warranty: Successful Respondent shall provide at minimum one(1)year warranty on all
workmanship. All warranty work shall be completed within five(5)working days from notice of defect.
8. ESTIMATES: It is the Contractor's responsibility to ensure that all information is complete to provide an
accurate estimate.The City will not incur charges from the Contractor until an estimate has been
approved and a purchase order sent to the Contractor for repair work. In certain circumstances a sample
of materials to be used in a project may be requested by the City's designated representative for approval
before work commences.
Each written estimate shall include the following information:
A. Vehicle Identification Number(VIN)of Vehicle
B. Department name and location of the project
C. Contractor's designated contact name and telephone number
D. Breakdown of labor costs (number of workers, hours worked, hourly rate)
E. Materials(detailed description, quantity, unit price, and extended price amounts)
F. Total cost(labor and materials)
G. Description specifying work to be done
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City of Round Rock Exhibit "A"
Autobody and/or Paintless Dent Repair Services
RFP No. 22-016
Class/Item: 928-15
June 2022
H. Time projected to complete the project
I. The City reserves the right to request photos for any estimate before approving the work
9. INVOICE REQUIREMENTS: Each project shall be invoiced separately;the Contractor shall include
detailed information on each invoice including:
A. The total hours worked and hourly labor rate.
B. Supplies and materials: The cost of supplies and materials shall be listed separately from labor.A
maximum percentage markup,as indicated in the cost proposal sheet,will be allowed for material.
Invoices shall have attached a copy of paid materials receipt from the supplier.
C. The associated VIN.
10. CITY'S RESPONSIBILITIES: The City will-
A. Provide the Contractor with a complete and accurate project overview with the request for estimate.
B. Coordinate scheduling with Contractor.
C. Ensure keys are in the vehicle for pickup.
D. Ensure work area is reasonably free of safety hazards.
E. Provide access to locations where services are required.
F. Provide local vehicle parking and access to the work areas.
G. Provide reasonable access to standard power and water utilities as needed to complete the project.
H. Inspect work performed to ensure compliance with the scope of work.
I. Review all invoices to ensure accuracy.
Page 14 of 20
City of Round Rock Exhibit "A"
Autobody and/or Paintless Dent Repair Services
RFP No. 22-016
Class/item: 928-15
June 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 shall 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 11" 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:Hroundrocktxvendors.munisselfservice.comNendors/default.asox
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—Program(35 points): Describe your plan for autobody or paintless dent repair services.
Specifically provide:
i. A statement defining your understanding of the scope of work.
ii. Detailed steps you will take in proceeding from receiving a request for repair to completion of
repair and return of vehicle to the City.
iii. A statement of your compliance with all applicable rules and regulations of Federal, State and
Local governing entities. The Proposer must state their compliance with terms of this
Request for Proposal(RFP)or clearly document any exceptions.
iv. Contractor shall provide information and/or explain the method to be utilized for the security
of the City's Police vehicles and/or any City vehicles while on the Contractor's property during
business hours and overnight.
C. Tab 3-Project Management Structure: Provide a general explanation and chart which specifies
company chain of command. If use of subcontractors is proposed, identify their placement in the
management structure and provide project descriptions for each subcontractor.
D. Tab 4—Prior Work Experience(35 pts for Tabs 4&5): Describe only relevant municipal, corporate,
and individual experience for personnel who will be actively engaged in the project. Do not include
corporate experience unless personnel assigned to this project actively participated. Supply a
description of the type of repairs, year completed, and the organization's information.
E. Tab 5-Personnel: Include names, qualifications, certifications,and resumes of all personnel who will
be assigned to work on City vehicles and the City account. State the primary work assigned to each
person. Identify key persons by name and title.
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City of Round Rock Exhibit "A"
Autobody and/or Paintless Dent Repair Services
RFP No. 22-016
Class/Item: 928-15
June 2022
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, signed
addendums(if applicable).
H. Tab 8—Attachment D-Cost Proposal Worksheet(30 pts): Information described in the following sub-
sections 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:
L Manpower-hourly rates
ii. Percent over cost of supplies and materials(not to exceed 15%)
iii. Towing Expenses-list your flat rate fee for towing on Attachment D-Cost Proposal
Worksheet, Section V. No alternative or fluctuating tow rate schedule will be considered.
iv. Total(not to exceed)Cost
I. 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.
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:
• Program(Tab 2) 35 pts
• Work Experience and Personnel Qualifications (Tabs 4&5) 35 pts
• Cost Proposal (Tab 8) 30 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
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
Page 16 of 20
City of Round Rock Exhibit "A"
Autobody and/or Paintless Dent Repair Services
RFP No.22-016
Class/Item: 928-15
June 2022
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 17 of 20
Exhibit "A"
Of
HRIL ORMRGE - DOOR oinGS
3620 Galena Hills Loop
Round Rock,Texas 78681
www.houseofdents,net
City of Round Rock Proposal
Autobodyand/or Paint/ess Dent Repair
Services
Solicitation Number 22-016
July 18, 2022
Exhibit "A"
Solicitation Number ZZ-OY 6
Proposal Table of Contents
Executive Summary.............................................................................. 1
Tab1:Business Organization ................................................................ 3
Tab 2:Program..................................................................................... 4
Tab 3:Project Management Structure.................................................. 6
StructureChart......................................................................... 7
Tab4:Prior Work Experience.............................................................. 8
Tab5:Personnel................................................................................. 9
Resumes..................................................................................10
Tab 6:Authorized Negotiators»..........................................................12
Tab7:Attachments and Addendum...................................................13
Proposal Submittal Form and Execution.................................14
Reference Sheet....................................................................15
Subcontractor Information....................................................16
Addendums............................................................................17
Tab8:Cost Proposal Worksheet.........................................................19
Tab9:Exceptions.............................................................................. N/A
cxnlDli H
� Of
i1
HRIL ORMRGE - DOOR DIf1GS
Executive Summary
City of Round Rock vehicles are daily subjected to damage.Door dings and minor dents
are almost impossible to avoid. As the City of Round Rock seeks to maintain the integrity and
appearance of their fleet,House of Dents. Inc. offers mobile repair to take care of the damage
quickly thus getting City vehicles back on the road with little delay.
Paintless dent repair often offers a faster,more cost-efficient method of repairing
damage.Traditional body shops can take weeks to get an appointment with. House of Dents
plans to offer paintless dent repair for the City of Round Rock,in most cases,within 36 hours of
a request.
Should Round Rock be impacted by another hailstorm, House of Dents is prepared to
offer quality hail repair as was completed in 2021. We will work with the City to determine the
best method of repair as well as cost effectivenessto ensure the best use of the City's repair
budget.
When the need for dent repair arises,the Cityof Round Rock should expect the following
response from House of Dents:
• Upon receiving a request from the City, House of Dents will schedule a visit to inspect
the damage within 36 hours.
• At the time of the inspection, recommendations will be given as to the best method of
repair. If time permits and the repair is agreed upon, work will be completed
1
Exhibit "A"
immediately.More extensive damage may require work to be completed the following
day.
• In most cases,an invoice will be provided the same day as the repair;however, it may
be invoiced the following day if the repair is completed late in the day. Invoices will be
provided in the manner requested by the City of Round Rock.
• Hail damaged vehicles will be scheduled in according to availability of the vehicle per
the City. Many hail damaged vehicles will take more than one day to fully repair.Should
the need arise,House of Dents offers a second location at 126 Holmes Road,#21,
Liberty Hill,TX,78642 where vehicles can be stored securely indoors at all times.Towing
is available when needed as well.
House of Dents, Inc.offers quality paintless dent repair with competitive pricing.By
offering mobile repair,we save time and money as compared to traditional body shops. We are
currently working on adding services such as bumper repairand small paint repair.These
services should be available by the end of 2022.These services would be an added option for
the City of Round Rock's fleet maintenance.
2
Exhibit "A"
of
HRIL ORMRGE - DOOR ninGS
Business Organization
House of Dents,Inc.
3620 Galena Hills Loop
Round Rock,TX 78681
House of Dents, Inc. is a local,family-owned mobile paintless dent repair business in
Round Rock,Texas.The company is owned as an equal partnership by Lori Johnson and
Matthew Johnson.
House of Dents, Inc.currently operates as a 5-corporation in the state of Texas.The
incorporation went into effect 10/22/2001.
House of Dents is located at 3620 Galena Hills Loop, Round Rock,TX 78681. A second
location is now located at 126 Holmes Rd. #21,Liberty Hill,TX,78642.
3
LAI IINII /-1
1 '
HAIL DORGE-Ooon olnGs
Program
Paintless Dent Repair(PDR)is a method of repairing dents such as hail damage,door
dings, and other minor dents without the use of body filler,Bondo, or paint. Many smaller
dents can be repaired using one of the many PDR techniques saving time,money, and the
integrity of the vehicle.The most common techniques of paintless dent repair include the use
of PDR tools to push the dent out from under the surface or the use of adhesive to pull the dent
from the outside. Blending high or low spots within the body of the vehicle allows the
technician to rebuild body lines and return the panel back to its original shape.In some cases,it
may be more efficient,as well as help to maintainthe integrity of the vehicle, to repair dents
using PDR methods even if paint will still be required.
Upon receiving a request for repair from the City of Round Rock, House of Dents will
send a technician out within 36 hours to inspect the damage and provide a quote and/or repair
the vehicle.Many minor dents can be repaired immediately.Hail damage or vehicles with
multiple panels damaged will be scheduled with the City based upon the amount of labor hours
needed for repair.
Should the need arise,House of Dents does have a shop located at 126 Holmes Rd.#21,
Liberty Hill,TX 78642.Vehicles taken to this shop location will be secured indoors overnight.
The primary benefit for cars being repaired atour shop location is a faster turn-around time for
vehicles that will take more than one day to repair.While not necessary,the option is available.
In the case of a vehicle being repaired atour shop location, rather than on-site at the
City of Round Rock, House of Dents does also offer towing. Vehicles will be towed to/from the
City on a flattrailer.House of Dents does carry cargo insurance for any vehicles towed. Towing
will be billed at a flat rate of$100 per tow.
4
mxmun H
House of Dents, Inc.will comply with all State,Federal,and Local rules and regulations
regarding our work with the City of Round Rock.House of Dents, Inc.accepts and will comply
with the terms of this Request for Proposal for autobody and paintless dent repair services.
Vehicles brought to our shop location will be parked indoors. Once everything is locked
and secured for the evening,keys are kept at 3620 Galena Hills Loop, Round Rock,TX 78681.
5
Exhibit "A"
Project Management Structure
0 House of Dents,Inc.is owned by Lori Johnson and Matthew Johnson,both of which are
responsible for day-to-day operations.Lori and Matt have an equal partnership in House of
Dents,Inc.Both Lori Johnson and Matthew Johnson are authorized to make decisions,sign
documents,or enter any legally binding contracts for House of Dents,Inc.
0 Lori Johnson oversees mostfinancial activities including accounts payable/receivable.She
handles communication with insurance companies regarding damage claims. Lori also takes care
of scheduling,customer relations,advertising,etc.
0 Matt Johnson is our lead PDR technician. He is responsible forthe bulk of repairs coming
through House of Dents.With over?S years'experience,he is responsible forquality control.He
inspects each vehicle once repairs are completed to ensure the customer's satisfaction.
0 Alex Johnson is a PDR technician with 4 years'experience.He continues to learn new methods
to improve his skills.He has proven to be an assetto our team.
0 Quinton Johnson is our"R&I guy".He is responsible forremoving any parts on the vehicle that
must be removed forrepairand then reinstalling them once repairs have been made.This
would include removing headliners,bumpercovers,doortrim,etc.
6
Exhibit "A"
yowof
ISEZN
HAIL DOW - DDDR DII16s
Project Management Structure
Matthew 7ohnson Lori 3ohnson
President Vice-President
Lead POR Technician Office Administrator
Alex 7ohnson
PDR Technician
Quinton ]ohnson
Remove&Install Technician
7
Exhibit "A"
Pit REF-RRRR ME
Prior Work Experience
Over the 26 years House of Dents has been in business,we have worked with many larger
corporations.In Amarillo,Texas,where we began,we worked with Street Toyota and Gene Messer Ford,
as well as various smaller car dealerships.We also worked with Enterprise Car Rental to maintain their
fleet appearance,including both hail damaged vehicles and doording repair.
Upon moving to Round Rock,House of Dents once again worked with various dealerships,the
largest being Henna Chevrolet.In the past 10 years,we have also contracted with local body shops,such
as Caliber Collision and Service King,in the Austin area to takecare of their overload of hail damaged
vehicles or last-minute dent repair thatwas eithercaused by the bodyshop or simply not repaired
during their process.
Our most recent work experience with large corporations includes repairing hail damage
vehicles for Hensel Phelps Construction Company.Hensel Phelps'fleet consists of approximately 250
vehicles.We have worked with Hensel Phelps since 2021 and expect this working relationship will
continue as needed.
House of Dents has worked with the City of Round Rock since July 2021, repairing over50 hail
damaged vehicles and various minor dent repairs.We aim to respond to requests for q uotes within 24
business hours.Along with the quote,the City should expect an honest explanation of any potential
problems with the repair as well as our best recommendation on whetherto use a paint-less repair
method or if conventional repairwould be best.We have enjoyed ourwork with the City and look
forward to continuing that relationship.
8
txhlblt "H"
ow of 73.
1 'tel y a
O 0
NAIL RRRIRGE-ODOR OIRGS
Personnel
Matt Johnson
• Owner/Operator 1996- Current
• Lead PDR Technician
• 27 years'experience in Paintless Dent Repair Industry
Lori Johnson
• Owner/Operator 1996-Current
• Office Management
Alex Johnson
• PDRTechnician 2018-Current
• 4 years'experience
Quinton Johnson
• R & Itechnician 2019-Current
• 3 years'experience
9
Exhibit "A"
Matthewiohnson
3620 Galena Hills Loop
Owner at House of Dents, Inc. Round Rock,TX 78681
(512)731-0618
matt@houseofdents.net
EXPERIENCE SKILLS
House of Dents,Inc.,Round Rock,TX—Owner/Operator Paintless Dent Repair(28
December 1996-PRESENT years'experience)
Began as a sole proprietor in 1996.Became incorporated in 2001.As Business Management
owner,I oversee day-to-day operations for House of Dents.
Youth Center of the High Plains,Amarillo,TX—House
Parent
2002-April 2003
Responsible for the care of youth in the"Next Step"program
transitioning from juvenile detention and working toward being able to
return home after lock-up.
BNSF Railroad,Amarillo,TX—Train Conductor
February 1998-January 1999
Duties included ensuring safety standards were met and that the train was
in compliance with rules and regulations.
Exhibit "A"
Lorie Johnson
3620 Galena Hills Loop
Owner at House of Dents, Inc. Round Rock,TX,78681
(512)568-7021
lorl@houseofdents.net
EXPERIENCE
House of Dents, Inc.,Round Rock,TX— Owner
December 1996-PRESENT
Carry out various day-to-day operations.Record keeping,scheduling,
Financial matters.
Hallmark,Amarillo,TX—Territory Assistant
June 2008-August 2009
Oversee work of Retail Merchandisers within specific territory.Work
directly with store managers to resolve any issues with products or
displays.
Youth Center of the High Plains, Amarillo,TX— House
Parent
?-December 2002
Responsible for the care of youth in the"Next Step"program
transitioning from juvenile detention and working toward being able to
return home after lock-up.
EDUCATION
Amarillo College,Amarillo,TX—Associates Degree in Mass
Communication
May 2001
, o
Exhibit "A"
City of Round Rock
Autobody and/or Paintless Dent Repair Services
RFP No.22-016
Class/item:928-15
June 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 RESULTIN 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): House of Dents, Inc.
SIGNATURE(IN INK):
NAME (TYPED/PRINTED) Lori Johnson
TITLE: Vice-President DATE: 07/18/2022
STREET: 3620 Galena Hills Loop
CITy/STATE/ZIP: Round Rock, Texas,78681
TELEPHONE AND FACSIMILE NO.: 512-568-7021
E-MAIL ADDRESS: loriO-houseofdents.net
FEDERAL TAX IDENTIFICATION NUMBER(FIN): 75-2967032
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 Terns and Conditions listed in Section Ill,shall also be enforced as part of the contract,and
can be obtained from the City's website at:h=d/www.roundrocktexas.gov/city-businesses/solicitations/
Page 18 of 20
Exhibit "A"
City of Round Rock
Autobody and/or Painless Dent Repair Services
RFP No.22-016
Class/Item:928-15
.lune 2022
ATTACHMENT B
REFERENCE SHEET
PLEASE COMPLETE AND RETURN THIS FORM WITH THE SOLICITATION RESPONSE
SOLICITATION NUMBER: RFP 22-016
RESPONDENT'S NAME: House of Dents, Inc. DATE: 07/18/2022
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 Hensel Phelps Construction
Name of Contact Steve Honeycutt
Title of Contact Equipment Manager _
E-Mail Address shoneycuttahenselphelps.com
Present Address
8326 Cross_Eark Dr.
City,State,Zip Code Austin, TX 78754
Telephone Number ( 512 )769-6327 Fax Number:( }
2. Company's Name Henna Chevrolet
Name of Contact Frank Quintiliani
Title of Contact Reconditioning Manager
E-Mail Address Frankquintiliani@sbcglobal.net
Present Address 165 Scenic Valley Rd.#77
City,State,Zip Code Kerrville,TX 78028
Telephone Number ( 512 )228-9065 Fax Number:( }
3. Company's Name Classic Collision
Name of Contact Keith Travis
Title of Contact Service Advisor
E-Mail Address K.Travis[c-classiccollision.com
Present Address 11107 2nd Street .
City,State,Zip Code .Jonestown,Texas 78645
Telephone Number ( 512 )550-0018 Fax Number:( }
FAILURE TO PROVIDE THE REQUIRED INFORMATION WITH THE SOLICITATION RESPONSE MAY
AUTOMATICALLY DISQUALIFY THE RESPONSE FROM CONSIDERATION FOR AWARD.
Page 19 of 20
Exhibit "A"
Clay of Round Rock
Autobody and/or Paindess Dent Repair Services
RFP No.22-016
Classlitem:928-15
.lune 2022
ATTACHMENT C
SUBCONTRACTOR INFORMATION FORM
COMPLETE AND RETURN THIS FORM WITH THE SOLICITATION RESPONSE
SOLICITATION NUMBER: 22-016
RESPONDENT'S NAME: House of Dents, Inc. DATE: 07/18/2022
• CIRCLE ONE- NO,I WILL NOT USE SUBCONTRACTORS ON THIS CONTRACT NO
YES,1 INTEND TO USE SUBCONTRACTORS ON THIS CONTRACT YES
If yes complete the information below
1. Subcontractor Name Professional Dent Repair
Name of Contact Lucas Barrientes
E-Mail Address IucasbarrientesCaDyahoo.com
Address 3914 Nancy Jane Circle
City, State, Zip Code Rowlett, Texas 75088
Telephone Number ( 214 )403-0616 Fax Number:( )
Describe work to be
performed Paint[ess Dent Repair
Percentage of contract °
work to be performed 2 0 Will fill in as needed or in case of hailstorm
2. Subcontractor Name NIA
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 addidona/pages as needed
Page 20 of 20
Exhibit "A"
P
ROUND ROCK TEXAS
ADDENDUM
CITY OF ROUND ROCK,TEXAS
Solicitation: RFP 22-016 Addendum No: 1 Date of Addendum: 6/28/2022
This addendum is to incorporate the following changes to the above referenced solicitation:
I. Clarifications:
A. See 1.1 Attachment D-UPDATED Cost Proposal Worksheet.
B. The date for the City's response to questions or addendums is corrected to read July 1,2022.
Il. Questions:
01.PART IV,Section 6E:Will the contractor be providing the towing,or will the City be arranging the tow?
Al.In most instances,a police officer will drive the vehicle to the contractor's facility. In certain circumstances,the
City may need towing services to be provided by the Contractor.
02.What is the distance for the tow fee on the bid sheet?
A2: We are looking for a flat fee. It is up to the proposer to determine this flat fee.
03.Can we add a line in the cost sheet for removal and installation(R&I)
A3. This has been added to Attachment D-UPDATED Cost Proposal Sheet.
04.Costs will change based on the number of dents.How can we account for that?If you have 23 dents that may
get expensive if we can price differently based on the number of dents,can we account for that?
A4.See Attachment D- UPDATED Cost Proposal Sheet,the City has added ranges of number of dents to allow
for discounting. The vendor can charge less than their contractual cost but cannot exceed their contractual
cost.
05.The RFP mentions a$200,000/year contract. What if that amount is exceeded?
A5.The City closely monitors all contracts.The City can do a one-time 25%increase during the term of the
contract. If the contract is expected to run out of funds before the end of the contract term,a new contract will
be solicited.
Q6.Is there a specific format and content for the transmittal letter?
A6. No there is no specific format or content for the transmittal letter.
07. Do you have a paint-less dent repair estimator on staff?
A7. No,the City does not have a paint-less dent repair estimator on staff.
Q8.How will the City handle additional damage found after an estimate has been provided?
AS.The Contractor shall inform the City of the damage and gain approval to correct the damage before
proceeding with repairs.
09.How does the contractor account for replacement parts such as windows,window seals,etc.?
A9.This is covered under Section ll:Autobody Repair Materials on the Cost Proposal Sheet.
Q10.In the event of an accident where the vehicle is inoperable,who is responsible for towing the vehicle from
the scene to the city maintenance facility?
A10.The City will be responsible for towing from the accident site to the City Shop.
Q11.On tab 4 of the proposal format,it says"years completed".For open accounts and activities,is it OK to label
them as"2012-Current"or would you prefer to see"2012-2022"?
A11. It is acceptable to label them"2021-Current"
•c
Exhibit "A"
012.The city's current practice is to perform tire and mechanical work at the city facility.Who will be responsible
for associated repairs for vehicles requiring body work (e.g suspension alignments,wheel mount,and
balance)?
Al2.The vendor will complete all the repairs necessary so that the vehicle,once returned,will be ready for re-
issue to the end user.
Q13.On page 4 of the proposal,section 9,part C,Attachment B-Says a city reference cannot be used.On page
15,section 5,tab 4 for prior work experience,it says to use relevant municipal,corporate,and individual
experience.If I am understanding correctly,the shop cannot use the city as a reference,but can the
personnel employed by the shop reference past and current repair work for The City of Round Rock?
A13.A Respondent cannot use the City as a reference listed on Attachment B,however a respondent can
elaborate upon relevant work experience with the City to describe their municipal work experience which is
evaluated.
Q14.On page 15.section 5,Tab 2,How would you like the description of our repairs formatted? Paragraph form,
or more of a bulleted"How-To"format?
A14.The City does not have a preference.
III. ALL OTHER TERMS AND CONDITIONS REMAIN THE SAME.
APPROVED BY: 6/28/2022
Amanda Crowell,Purchaser
Purchasing Office,512-218-5458
By the signature affixed below this addendum is hereby incorporated into and made a part of the above referenced
solicitation.
ACKNOWLEDGED BY:
Lar-, VtnSon (10j4-LA44A.-I 7/11 O
Name Authorized Signature Date
RETURN ONE SIGNED COPY OF THIS ADDENDUM TO THE PURCHASING OFFICE WITH YOUR SEALED
PROPOSAL. FAILURE TO DO SO MAY AUTOMATICALLY DISQUALIFY YOUR RESPONSE FROM
CONSIDERATION FOR AWARD.
Exhibit "A"
Attachment D-UPDATED Cost Proposal Worksheet
Autobody and/or Paintless Dent Repair Services
f77
ricing information see Part III, Item 6 of the solicitation.All quantities listed are annual estimates.The City reserves the
to purchase more or less than the quantities indicated below.The total contract value(s)shall not exceed$200,000 per
fiscal year for the life of the contract.
Section 1: Labor for Autobody Repair Services(Optional)
No. Description Estimated Unit Unit Cost Extended Total
Quanti
1 Hourly Labor/Shop Rate Body Repair Shop Services 400 Hour $0.00
2 Hourly Labor/Shop Rate Painting Services 400 Hour $0.00
3 Hourly Labor/Shop Rate Structural Repair Services 400 Hour $0.00
4 Hourly Labor/Shop Rate Related Mechanical Repair Services 400 Hour $0.00
Total Annual Amount- $0.00
Section II:Autobody Repair Materials-The percentage(%)markup shall not be greater than 150A
(This section will not be evaluated under Cost but will become part of the contract.)
Percent Markup over Cost for Autobody Repair Materials Percentage
Markup
Section III:Labor for Paintless Dent Repair Services(Optional)
No. Description Estimated Unit Unit Cost Extended Total
Quantily
5 Pea Size Dent Repair(1-5 Dents) 200 each $100.00 $20,000.00
5A Pea Size Dent Repair(5-10 Dents) 50 each $90.00 $4,500.00
5B Pea Size Dent Repair(10+Dents) 50 each $75.00 $3,750.00
6 Nickel Size Dent Repair(1-5 Dents) 200 each $110.00 $22,000.00
6A Nickel Size Dent Repair(5-10 Dents) 50 each $100.00 $5,000.00
6B Nickel Size Dent Repair(10+Dents) 50 each $85.00 $4,250.00
7 Quarter Size Dent Repair(1-5 Dents) 200 each $125.00 $25,000.00
7A Quarter Size Dent Repair(5-10 Dents) 50 (each $115.00 $5,750.00
7B Quarter Size Dent Repair(10+Dents) 50 each $100.00 $5,000.00
8 Half Dollar Size Dent Repair(1-5 Dents) 200 each $150.00 $30,000.00
8A Half Dollar Size Dent Repair(5-10 Dents) 50 each $140.00 $7,000.00
8B Half Dollar Size Dent Repair(10+Dents) 50 each $125.00 $6,250.00
9 Removal and Installation(R&I) 300 hour $50.00 $15,000.00
Total Annual Amount: $153,500.00
Section IV:Paintless Dent Repair Materials-The percentage(°A)markup shall not be greater than 15%
(This section will not be evaluated under Cost but will become part of the contract.)
Percent Markup over Cost for Paintless Dent Repair Materials Percentage N/A
Markup
Section V:Towing(this must be a flat rate-No alternative or fluctuating tow rate schedule will be considered by the
City)
10 ITowing Fee 250 each 1 $100.00 1 $25,000.00
Estimated Annual Total: 1 $178,500.00
Exhibit "A"
0ED tt
HAIL OAOIOGE-OOOn OIOGs y ,�
Authorized Negotiators
The following are authorized to negotiate and/orsign any contract terms or binding decisions on behalf
of House of Dents,Inc.
Lori Johnson
Lori @houseofdents.net
512-568-7021
Matthew Johnson
Matt@houseofdents.net
512-731-0618
12