R-2023-363 - 11/2/2023 RESOLUTION NO. R-2023-363
WHEREAS, the City of Round Rock ("City") has duly sought proposals for the purchase of
commercial and residential roofing services; and
WHEREAS, Texas Roofing Company has submitted the proposal determined to provide the
best value to the City considering the price and other evaluation factors included in the request for
proposals; and
WHEREAS, the City Council desires to enter into an agreement with Texas Roofing Company
for the purchase of commercial and residential roofing services, Now Therefore
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK,TEXAS,
That the Mayor is hereby authorized and directed to execute on behalf of the City an
Agreement for Purchase of Commercial and Residential Roofing Services with Texas Roofing
Company, a copy of same being attached hereto as Exhibit"A" and incorporated herein.
The City Council hereby finds and declares that written notice of the date, hour, place and
subject of the meeting at which this Resolution was adopted was posted and that such meeting was
open to the public as required by law at all times during which this Resolution and the subject matter
hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act,
Chapter 551,Texas Government Code, as amended.
RESOLVED this 2nd day of November, 2023.
CRAIG ORG ayor
City of Pound R ,Texas
ATTEST:
MEAGAN SP KS, City lerk
0112.20232;4865-3030-3114
EXHIBIT
„A„
CITY OF ROUND ROCK
AGREEMENT FOR PURCHASE OF
COMMERCIAL. AND RESIDENTIAL ROOFING SERVICES
WITH
TEXAS ROOFING COMPANY
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 commercial and residential roofing services
(referred to herein as the "Agreement"), is made and entered into on this the day of the
month of , 2023, 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 TEXAS ROOFING COMPANY, whose offices are
located at 16809 Radholme Court, Round Rock, Texas 78664(referred to herein as the "Services
Provider").
RECITALS:
WHEREAS,City desires to purchase commercial and residential roofing services;and
WHEREAS, City has issued its "Request for Proposal" (RFP) for the provision of said
services;and
WHEREAS, City has determined that Services Provider provides the best value to City;
and
WHEREAS, the parties desire to enter into this Agreement to set forth in writing their
respective rights,duties,and obligations;
NOW,THI:REFORE, WITNESSETH:
That for and in consideration of the mutual promises contained herein and other good and
valuable consideration, sufficiency and receipt of which are hereby acknowledged, it is mutually
agreed between the parties as follows:
1.01 DEFINITIONS
A. Agreement means the binding legal contract between City and Services Provider
whereby City is obligated to buy specified services and Services Provider is obligated to sell
4959-2331-991 I/ss2
same. The Agreement includes the following: (a) City's RFP designated Solicitation No. 23-031
dated May 2023; (b) Services Provider's Response to the RFP; (c) contract award; and (d) any
exhibits, addenda, and/or amendments thereto. Any inconsistencies or conflicts in the contract
documents shall be resolved by giving preference in the following order:
(1) This Agreement;
(2) Services Provider's Proposal;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. Services Provider means Texas Roofing Company, or any of its corporate
structures, successors or assigns.
2.01 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 is sixty (60) months from the effective date hereof.
City reserves the right to review the relationship at any time, and may elect to terminate this
Agreement with or without cause or may elect to continue.
3.01 CONTRACT DOCUMENTS AND EXHIBITS
City selected Services Provider to supply the services as outlined in the RFP and as set
forth in the Proposal submitted by Services Provider, all as specified in Exhibit"A." 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 Services Provider in its Proposal.
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The services which are the subject of this Agreement are described in Exhibit "A" and,
together with this Agreement, comprise the total Agreement and they are fully a part of this
Agreement as if repeated herein in full.
4.01 SCOPE OF WORK
All items in Exhibit "A" are awarded to Services Provider. For purposes of this
Agreement, City has issued documents delineating the required services (specifically RFP
Solicitation Number 23-031 dated May 2023). Services Provider has issued its response
agreeing to provide all such required services in all specified particulars. All such referenced
documents are included in Exhibit "A" attached hereto and made a part hereof for all purposes.
When taken together with the appended exhibits, this Agreement shall evidence the entire
understanding and agreement between the parties and shall supersede any prior proposals,
correspondence or discussions.
Services Provider shall satisfactorily provide all services described under the attached
exhibits within the contract term specified in Section 2.01. Services Provider's undertakings
shall be limited to performing services for the City and/or advising City concerning those matters
on which Services Provider has been specifically engaged. Services Provider shall perform its
services in accordance with this Agreement, in accordance with the appended exhibits, in
accordance with due care, and in accordance with prevailing industry standards for comparable
services.
5.01 DUAL PROVIDERS OF SERVICES
The parties specifically acknowledge and agree that Services Provider shall be considered
as one of two (2) providers ("dual providers") of the specified goods and services (plumbing
services). Services Provider 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 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.
6.01 COSTS
A. Only if, as, and when needed by City, the bid costs listed on Attachment C—Cost
Proposal Sheet of Exhibit "A," which are specifically relevant to the referenced bid items, shall
be the basis of any charges collected by Services Provider.
B. Services Provider specifically acknowledges and agrees that City is not obligated
to use any estimated annual quantity of services, and City may not expend in excess of One
Million Two Hundred Fifty Thousand and No/100 Dollars ($1,250,000.00) for Services
Provider's services combined with the dual provider's services for the term of this Agreement.
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7.01 INVOICES
All invoices shall include, at a minimum,the following information:
A. Name and address of Services Provider;
B. Purchase Order Number;
C. Description and quantity of items received or services provided; and
D. Delivery or performance dates.
8.01 INTERLOCAL COOPERATIVE CONTRACTING/PURCHASING
Authority for local governments to contract with one another to perform certain
governmental functions and services, including but not limited to purchasing functions, is
granted under Government Code, Title 7, Chapter 791, Interlocal Cooperation Contracts,
Subchapter B and Subchapter C, and Local Government Code, Title 8, Chapter 271, Subchapter
F, Section 27 1.101 and Section 271.102.
Other governmental entities within the State of Texas may be extended the opportunity to
purchase off of the City's bid, with the consent and agreement of the successful services
provider(s)and the City. Such agreement shall be conclusively inferred for the services provider
from lack of exception to this clause in the services provider's response. However, all parties
hereby expressly agree that the City is not an agent of, partner to, or representative of those
outside agencies or entities and that the City is not obligated or liable for any action or debts that
may arise out of such independently-negotiated"piggyback"procurements.
9.01 NON-APPROPRIATION AND FISCAL FUNDING
This Agreement is a commitment of City's current revenues only. It is understood and
agreed that City shall have the right to terminate this Agreement at the end of any City fiscal year
if the governing body of City does not appropriate funds sufficient to purchase the services as
determined by City's budget for the fiscal year in question. City may effect such termination by
giving Services Provider a written notice of termination at the end of its then current fiscal year.
10.01 PROMPT PAYMENT POLICY
In accordance with Chapter 2251, V.T.C.A., Texas Government Code, payment to
Services Provider will be made within thirty (30) days of the day on which City receives the
performance, supplies,materials, equipment, and/or deliverables,or within thirty(30)days of the
day on which the performance of services was complete, or within thirty (30) days of the day on
which City receives a correct invoice for the performance and/or deliverables or services,
whichever is later. Services Provider may charge interest on an overdue payment at the "rate in
effect" on September 1 of the fiscal year in which the payment becomes overdue, in accordance
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with V.T.C.A., Texas Government Code, Section 2251.025(b); however, this Policy does not
apply to payments made by City in the event:
A. There is a bona fide dispute between City and Services Provider, a contractor, a
subcontractor or supplier about the goods delivered or the service performed that
cause the payment to be late;or
B. The terms of a federal contract, grant, regulation, or statute prevent City from
making a timely payment with federal funds; or
C. There is a bona fide dispute between Services Provider and a subcontractor or
between a subcontractor and its supplier about the goods delivered or the service
performed that causes the payment to be late; or
D. Invoices are not mailed to City in strict accordance with instructions, if any, on
the purchase order or the Agreement or other such contractual agreement.
11.01 GRATUITIES AND BRIBES
City may, by written notice to Services Provider, cancel this Agreement without liability
to Services Provider if it is determined by City that gratuities or bribes in the form of
entertainment, gifts, or otherwise were offered or given by Services Provider or its agents or
representatives to any City officer, employee or elected representative with respect to the
performance of this Agreement. In addition, Services Provider may be subject to penalties stated
in Title 8 of the Texas Penal Code.
12.01 TAXES
City is exempt from Federal Excise and State Sales Tax; therefore, tax shall not be
included in Services Provider's charges.
13.01 ORDERS PLACED WITH ALTERNATE SERVICES PROVIDERS
If Services Provider cannot provide the goods as specified, City reserves the right and
option to obtain the products or services from another supplier or suppliers.
14.01 INSURANCE
Services Provider shall meet all requirements as stated in the attached RFP and as set
forth at:
http://www.roundrocktexas.gov/wp-content/ul2loads/2014/12/corr insurance 07.20112.pdf.
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15.01 CITY'S REPRESENTATIVE
City hereby designates the following representatives authorized to act in its behalf with
regard to this Agreement:
Eric Dady, Facilities Manager
General Services Department
212 Commerce Boulevard
Round Rock,Texas 78664
(512)218-5472
cdadya roundrocktexas.gov
16.01 RIGHT TO ASSURANCE
Whenever either party to this Agreement, in good faith, has reason to question the other
party's intent to perform hereunder, then demand may be made to the other party for written
assurance of the intent to perform. In the event that no written assurance is given within the
reasonable time specified when demand is made, then and in that event the demanding party may
treat such failure as an anticipatory repudiation of this Agreement.
17.01 DEFAULT
If Services Provider abandons or defaults under this Agreement and is a cause of City
purchasing the specified goods elsewhere, Services Provider agrees that it may be charged the
difference in cost, if any, and that it will not be considered in the re-advertisement of the service
and that it may not be considered in future bids for the same type of work unless the scope of
work is significantly changed.
Services Provider shall be declared in default of this Agreement if it does any of the
following:
A. Fails to make any payment in full when due;
B. Fails to fully, timely and faithfully perform any of its material obligations under
this Agreement;
C. Fails to provide adequate assurance of performance under the "Right to
Assurance"section herein; or
D. Becomes insolvent or seeks relief under the bankruptcy laws of the United States.
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18.01 TERMINATION AND SUSPENSION
A. City has the right to terminate this Agreement, in whole or in part, for
convenience and without cause, at any time upon thirty (30) days' written notice to Services
Provider.
B. In the event of any default by Services Provider, City has the right to terminate
this Agreement for cause,upon ten(10)days' written notice to Services Provider.
C. Services Provider has the right to terminate this Agreement only for cause, that
being in the event of a material and substantial breach by City or by mutual agreement to
terminate evidenced in writing by and between the parties.
D. In the event City terminates under subsections (A) or (B) of this section, the
following shall apply: Upon City's delivery of the referenced notice to Services Provider,
Services Provider shall discontinue all services in connection with the performance of this
Agreement and shall proceed to cancel promptly all existing orders and contracts insofar as such
orders and contracts are chargeable to this Agreement. Within thirty (30) days after such notice
of termination, Services Provider shall submit a statement showing in detail the goods and/or
services satisfactorily performed under this Agreement to the date of termination. City shall then
pay Services Provider that portion of the charges, if undisputed. The parties agree that Services
Provider is not entitled to compensation for services it would have performed under the
remaining term of the Agreement except as provided herein.
19.01 INDEMNIFICATION
Services Provider shall defend (at the option of City), indemnify, and hold City, its
successors, assigns, officers, employees and elected officials harmless from and against all suits,
actions, legal proceedings, claims, demands, damages, costs, expenses, attorney's fees, and any
and all other costs or fees arising out of, or incident to, concerning or resulting from the fault of
Services Provider, or Services Provider's agents, employees or subcontractors, in the
performance of Services Provider's obligations under this Agreement, no matter how, or to
whom, such loss may occur. Nothing herein shall be deemed to limit the rights of City or
Services Provider (including, but not limited to the right to seek contribution) against any third
party who may be liable for an indemnified claim.
20.01 COMPLIANCE WITH LAWS,CHARTER,AND ORDINANCES
A. Services Provider, its agents, employees and subcontractors shall use best efforts
to comply with all applicable federal and state laws, the Charter and Ordinances of the City of
Round Rock, as amended, and with all applicable rules and regulations promulgated by local,
state and national boards,bureaus and agencies.
B. 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
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a written verification from the company that it: (1) does not boycott Israel; and (2) will not
boycott Israel during the term of the contract. The signatory executing this Agreement on behalf
of Services Provider verifies Services Provider does not boycott Israel and will not boycott Israel
during the term of this Agreement.
C. In accordance with Chapter 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 a provision verifying that it: (1) does not have a practice, policy, guidance, or directive that
discriminates against a firearm entity or firearm trade association; and (2) will not discriminate
during the term of the contract against a firearm entity or firearm trade association. The signatory
executing this Agreement on behalf of Services Provider verifies Services Provider does not
have a practice, policy, guidance, or directive that discriminates against a firearm entity or
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 Chapter 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 a provision verifying that it: (1) does not boycott energy companies; and(2)will not boycott
energy companies during the term of this Agreement. The signatory executing this Agreement on
behalf of Services Provider verifies Services Provider does not boycott energy companies, and it
will not boycott energy companies during the term of this Agreement.
21.01 ASSIGNMENT AND DELEGATION
The parties each hereby bind themselves, their successors, assigns and legal
representatives to each other with respect to the terms of this Agreement. Neither party shall
assign, sublet or transfer any interest in this Agreement without prior written authorization of the
other party.
22.01 NOTICES
All notices and other communications in connection with this Agreement shall be in
writing and shall be considered given as follows:
1. When delivered personally to the recipient's address as stated in this Agreement;
or
2. Three (3) days after being deposited in the United States mail, with postage
prepaid to the recipient's address as stated in this Agreement.
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Notice to Services Provider:
Texas Roofing Company
16809 Radholme Court
Round Rock,TX 78664
Notice to City:
City Manager Stephanie L. 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 Services Provider.
23.01 APPLICABLE LAW,ENFORCEMENT,AND VENUE
This Agreement shall be enforceable in Round Rock, Texas, and if legal action is
necessary by either party with respect to the enforcement of any or all of the terms or conditions
herein, exclusive venue for same shall lie in Williamson County,Texas. This Agreement shall be
governed by and construed in accordance with the laws and court decisions of the State of Texas.
24.01 EXCLUSIVE AGREEMENT
This document, and all appended documents, constitutes the entire Agreement between
Services Provider and City. This Agreement may only be amended or supplemented by mutual
agreement of the parties hereto in writing, duly authorized by action of the City Manager or City
Council.
25.01 DISPUTE RESOLUTION
City and Services Provider hereby expressly agree that no claims or disputes between the
parties arising out of or relating to this Agreement or a breach thereof shall be decided by any
arbitration proceeding, including without limitation, any proceeding under the Federal
Arbitration Act(9 USC Section 1-14)or any applicable state arbitration statute.
26.01 SEVERABILITY
The invalidity, illegality, or unenforceability of any provision of this Agreement or the
occurrence of any event rendering any portion or provision of this Agreement void shall in no
way affect the validity or enforceability of any other portion or provision of this Agreement. Any
void provision shall be deemed severed from this Agreement, and the balance of this Agreement
shall be construed and enforced as if this Agreement did not contain the particular portion or
provision held to be void. The parties further agree to amend this Agreement to replace any
stricken provision with a valid provision that comes as close as possible to the intent of the
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stricken provision. The provisions of this section shall not prevent this entire Agreement from
being void should a provision which is of the essence of this Agreement be determined void.
27.01 MISCELLANEOUS PROVISIONS
Standard of Care. Services Provider represents that it employs trained, experienced and
competent persons to perform all of the services, responsibilities and duties specified herein and
that such services, responsibilities and duties shall be performed in a manner according to
generally accepted industry practices.
Time is of the Essence. Services Provider understands and agrees that time is of the
essence and that any failure of Services Provider to fulfill obligations for each portion of this
Agreement within the agreed timeframes will constitute a material breach of this Agreement.
Services Provider shall be fully responsible for its delays or for failures to use best efforts in
accordance with the terms of this Agreement. Where damage is caused to City due to Services
Provider's failure to perform in these circumstances, City may pursue any remedy available
without waiver of any of City's additional legal rights or remedies.
Force Majeure. Neither City nor Services Provider shall be deemed in violation of this
Agreement if it is prevented from performing any of its obligations hereunder by reasons for
which it is not responsible as defined herein. However, notice of such impediment or delay in
performance must be timely given, and all reasonable efforts undertaken to mitigate its effects.
Multiple Counterparts. This Agreement may be executed in multiple counterparts, any
one of which shall be considered an original of this document; and all of which, when taken
together, shall constitute one and the same instrument.
[Signatures on the following page.]
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IN WITNESS WHEREOF, City and Services Provider have executed this Agreement on
the dates indicated.
City of Round Rock,Texas Texas Roofing Company
By: By:
Printed Name: Printed Name: 7c-e.ti /Vloi/%e.
Title: Title: .Se r-ytG¢_ M nw w•/'
Date Signed: Date Signed: J-21 -7-3
Attest:
By:
Meagan Spinks, City Clerk
For City,Approved as to Form:
By:
Stephanie L. Sandre, City Attorney
I1
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)
COMMERCIAL AND RESIDENTIAL ROOFING
SERVICES
SOLICITATION NUMBER 23-031
MAY 2023
Exhibit "A"
City of Round Rock
Commercial and Residential Roofing Services
RFP No. 23-031
Commodity Code: 910-66/914-73
May 2023
COMMERCIAL AND RESIDENTIAL ROOFING SERVICES
PART
GENERAL REQUIREMENTS
1. PURPOSE AND BACKGROUND: The City of Round Rock, hereinafter referred to as "the City," is seeking
proposals from qualified firms to provide on-site roofing services for various City-owned or occupied
buildings on an as-needed basis. The City intends to award one primary contract and one secondary
contract based on the best value for the City. The anticipated total contract award will not exceed $220,000
per year.
The City of Round Rock owns and maintains approximately 1,000,000 square feet of property and occupies
approximately 52 facilities, including commercial and residential structures. These facilities include but are
not limited to office buildings, fire stations, parks facilities, police facilities, and parking garages.
The selected firm(s)will be responsible for providing professional roofing services on an as-needed basis
for City-owned or occupied buildings. The services may include but are not limited to roof inspections,
repairs, replacements, and maintenance. The selected firm(s) must have experience in working with various
types of roofing materials and be knowledgeable of industry best practices and standards.
2. SOLICITATION PACKET: This solicitation packet is comprised of the following:
Description Index
Part I —General Requirements Page(s)2-4
Part II —Definitions, Standard Terms and Conditions,
Page 5
and Insurance Requirements
Part III —Supplemental Terms and Conditions Page(s) 6-8
Part IV—Scope of Work Page(s) 9-10
Part V—Proposal Preparation Instructions and Evaluation Factors Page(s) 11-13
Attachment A— Reference Sheet Separate Attachment
Attachment B— Prevailing Wage Rate Separate Attachment
Attachment C—Cost Proposal Sheet Separate Attachment
3. SCHEDULE OF EVENTS: It is the City's intention to follow the solicitation timeline below.
EVENT DATE
Solicitation released May 24, 2023
Deadline for submission of questions June 9, 2023 @ 5:00 PM, CST
City responses to questions or addendums Approximately June 14, 2023 @ 5:00 PM,
CST
Deadline for submission of responses June 21, 2023 @ 3:00 PM, CST
All questions regarding the solicitation shall be submitted through Bonfire in writing by 5:00 PM CST on the
due date noted above. A copy of all questions submitted and the City's response to the questions shall be
posted on the City's webpage in the form of an addendum at:
https://roundrocktexas.bonfirehub.com
The City reserves the right to modify these dates. Notice of date change will be posted to the City's website:
https://roundrocktexas.bonfirehub.com
Page 2 of 13
Exhibit "A"
City of Round Rock
Commercial and Residential Roofing Services
RFP No. 23-031
Commodity Code: 910-66/914-73
May 2023
4. SOLICITATION UPDATES: Respondents shall be responsible for monitoring the City's website at
https://roundrocktexas.bonfirehub.com 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.
5. RESPONSE DUE DATE: Appropriately submitted responses are due at or before 3:00 PM, on the due
date noted in PART I, Section 3—Schedule of Events. The Offeror shall respond via the City's electronic
bidding platform, Bonfire: https://roundrocktexas.bonfirehub.com
A. This request for proposal (RFP)does not commit the City to contract for any supply or service.
B. No paper or submittals outside of Bonfire will be accepted by the City.
C. Responses cannot be altered or amended after digital opening.
D. No response can be withdrawn after opening without written approval from the City for an acceptable
reason.
E. The City will not be bound by any oral statement or offer made contrary to the written specifications.
F. Samples and/or copies shall be provided at the Respondent's expense and shall become the property
of the City.
G. Late responses will not be considered.
6. 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 form1295.htm
7. 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 award decision has been confirmed. Communication between an 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 of award in evaluation or any future bid.
8. OPPORTUNITY TO PROTEST: The Purchasing Manager for the City of Round Rock("City"), in
consultation with the City Attorney, shall have the authority to settle or resolve any dispute concerning the
solicitation or award of a contract.The Purchasing Manager may solicit written responses to the protest
from other interested parties. The aggrieved person must prepare his or her complaint in writing and send it
by electronic mail to the City's Purchasing Department at protest(a-roundrocktexas.gov.
In the event of a timely protest,the City shall not proceed further with the solicitation or award of a contract
unless it is determined that the award must take place without delay, to protect the best interests of the City.
The procedures for notifying the City of an alleged deficiency or filing a protest are listed below. If you fail to
comply with any of these requirements, the Purchasing Office may dismiss your complaint or protest.
Page 3 of 13
Exhibit "A"
City of Round Rock
Commercial and Residential Roofing Services
RFP No. 23-031
Commodity Code: 910-66/914-73
May 2023
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.
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 4 of 13
Exhibit "A"
City of Round Rock
Commercial and Residential Roofing Services
RFP No. 23-031
Commodity Code: 910-66/914-73
May 2023
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/
Page 5 of 13
Exhibit "A"
City of Round Rock
Commercial and Residential Roofing Services
RFP No. 23-031
Commodity Code: 910-66/914-73
May 2023
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 commercial and
residential roofing services as specified herein and have adequate organization, facilities, equipment,
financial capability, and personnel to ensure prompt and efficient service to the City.
B. In order to confirm financial stability, the City may choose to review audited financial statements at any
time throughout the RFP evaluation process. Upon request, the Respondent shall provide two years
audited financial statements, including any notes or supplemental schedules within 2 business days of
the original request.
C. The Respondent shall include in the proposal a list of all litigation the company or its principals have
been involved in within the last three (3)years.
D. Be domiciled in or have a home office inside the United States. Respondents domiciled outside the
United States, or not having a home office inside the United States will not be included for consideration
in this RFP process.
E. Maintain a roofer's license and provide current Roofers License with submittal.
F. The Roofer shall have at least five (5)years'experience in commercial and residential roofing systems
and possess all the necessary tools required to complete projects specified by the City.
3. SUBCONTRACTORS: Respondent shall not subcontract or otherwise engage subcontractors to perform
required services.
4. PREVAILING WAGE: Pursuant to Chapter 2258 of the Texas Government Code, a worker employed on a
public work project by a city must be paid: (1) not less than the general prevailing wage rate of per diem
wages for work of a similar character in the locality in which the work is performed; and (2) not less than the
general prevailing rate of per diem wages for legal holiday and overtime work. In accordance with Chapter
2258.022, the City adopted through Resolution No. R-2016-3760 the wage rates set forth by the Texas
Workforce Commission for the Austin-Round Rock Area as the general prevailing wage rate for the City's
public works contracts. A contractor or subcontractor who is awarded a contract by the City shall pay not
less than the rates set forth in Attachment B and comply with all applicable sections of Chapter 2258.
Attachment B—Prevailing Rates are posted in Solicitation Documents for RFP 23-031 COMMERCIAL AND
RESIDENTIAL ROOFING SERVICES on the City of Round Rock Bonfire website at:
https://roundrocktexas.bonfirehub.com
5. SAFETY: The City reserves the right to remove any employee from City property for violation of federal,
state,and local health, safety and environmental laws, ordinances, rules, and regulations. The Respondent
shall:
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.
Page 6 of 13
Exhibit "A"
City of Round Rock
Commercial and Residential Roofing Services
RFP No.23-031
Commodity Code: 910-66/914-73
May 2023
B. Be held responsible for the safety of their employees and unsafe acts or conditions that may cause
injury or damage to any person 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 Contractor's obligations under
this paragraph.
6. WORKFORCE: Successful Respondent shall:
A. Ensure Respondent's employees perform the services in a timely, professional, and efficient manner.
B. Ensure Respondent's employees,while working on City property,wear a company uniform that clearly
identifies them as the Respondent's employee.
C. Employ all personnel for work in accordance with the requirements set forth by the United States
Department of Labor. The City reserves the right to verify citizenship or right to work in the United
States.
7. PRICING:The Respondent shall determine and submit a fixed cost for the work and shall include all
incidental costs, labor,overhead charges, travel, payroll expenses,freight, equipment acquisition and
maintenance, demurrage,fuel surcharges, delivery charges, costs associated with obtaining permits,
insurance, bonds, and risk management. No separate line-item charges shall be permitted for either
response or invoice purposes.
Prices for materials will be on a cost-plus basis.The percentage(%) markup shall not be greater than 10%.
Invoices for work performed shall require a copy of a supplies receipt to be included. Failure to provide the
contracted cost-plus percentage(%)on an invoice may result in payment at cost.
8. PRICE INCREASE: Contract prices for commercial and residential roofing services shall remain firm
throughout the initial twelve (12)month term of the contract. A price increase to the agreement may be
considered on the anniversary date of the Contract each year and shall be equal to the consumer price
index for that year, but at no time can the increase be greater than 10%for any single line item unless
otherwise approved by the City.
A. Consumer Price Index(CPI): Price adjustments will be made in accordance with the percentage
change in the U.S. Department of Labor Consumer Price Index(CPI-U)for all Urban Consumers. The
price adjustment rate will be determined by comparing the percentage difference between the CPI in
effect for the base year six-month average(January through June OR July through December), and
each (January through June OR July through December six month average)thereafter. The
percentage difference between those two CPI issues will be the price adjustment rate. No retroactive
contract price adjustments will be allowed. The Consumer Price Index(CPI) is found at the Bureau of
Labor Statistics, Consumer Price Index website: http://www.bls.gov/cpi
B. Procedure to Request Increase:
i. Email the written price increase request to purchasing C&round rocktexas.gov with the rate detail
comparison, a 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.
ii. Upon receipt of the request,the City reserves the right to either accept the escalation and make
change to the purchase order within 30 days of the request or negotiate with the Vendor or cancel
the agreement or purchase order if an agreement cannot be reached on the value of the increase.
9. ACCEPTANCE/INSPECTION: Acceptance/Inspection should not take more than five (5)working days.
The Contractor 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.
Page 7 of 13
Exhibit "A"
City of Round Rock
Commercial and Residential Roofing Services
RFP No. 23-031
Commodity Code: 910-66/914-73
May 2023
10. PERFORMANCE REVIEW: The City reserves the right to review the awarded Contractor's performance
anytime during the contract term.
11. ORDER QUANTITY: The quantities shown on the solicitation are estimates only. No guarantee of any
minimum or maximum purchase is made or implied. The City will only order the services/goods needed to
satisfy requirements within budgetary constraints, which may be more or less than indicated.
12. AWARD: The City reserves the right to enter into an Agreement or a Purchase Order with a single award,
split award, primary and secondary award, non-award, or use any combination that best serves the interest
and at the sole discretion of the City. Respondents to the solicitation will be notified when City staff
recommendation of award has been made. The award announcement will be posted to the City's website
at https://roundrocktexas.bonfirehub.com once City Council has approved the recommendation of award
and the agreement has been executed.
13. 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:
Eric Dady
Facility Maintenance Manger
General Services
Phone: 512-218-6682
E-mail: edady(obroundrocktexas.gov
C. Do not contact the individual listed above with questions or comments during the course of the
solicitation.
Page 8 of 13
Exhibit "A"
City of Round Rock
Commercial and Residential Roofing Services
RFP No. 23-031
Commodity Code: 910-66/914-73
May 2023
PART IV
SCOPE OF WORK
1. PURPOSE AND BACKGROUND: The City of Round Rock owns and maintains approximately 1,000,000
square feet of property and occupies approximately 52 facilities, including commercial and residential
structures. These facilities include but are not limited to office buildings, fire stations, parks facilities, police
facilities, and parking garages.
The selected firm(s)will be responsible for providing professional roofing services on an as-needed basis
for City-owned or occupied buildings. The services may include but are not limited to roof inspections,
repairs, replacements, and maintenance. The selected firm(s) must have experience in working with various
types of roofing materials and be knowledgeable of industry best practices and standards.
2. MATERIAL AND SERVICE REQUIREMENTS: The Contractor shall-
A. Use high-quality roofing materials that are durable, weather-resistant, and suitable for specific buildings
and their locations.
B. All materials must be new, meet industry standards, and be approved by the City before use.
C. Provide all necessary materials, tools, equipment, and supplies for the roofing services, including but
not limited to roofing membranes, insulation, fasteners, adhesives, and safety equipment.
D. Ensure that all materials are stored and transported in a safe and secure manner, and that they comply
with all applicable laws and regulations.
E. Perform annual inspections of the roofs to identify any existing or potential issues.
F. Repair or replace damaged or worn roofing materials as necessary.
3. WORKMANSHIP AND WARRANTY:
A. The Contractor is expected to perform only first-class work and provide high-quality materials in
accordance with project specifications and applicable code requirements.
B. At the conclusion of each project, the Contractor must demonstrate to the City's designated
representative that the work is fully operational and compliant with contract specifications and codes.
C. Any unsatisfactory work or materials discovered must be promptly and permanently corrected at the
Contractor's sole expense prior to final acceptance of work upon notification by the authorized City
representative.
D. The Contractor is responsible for keeping the adjacent areas of the work site free from rubbish and
waste materials and properly disposing of all rubbish and waste materials in compliance with applicable
federal, state, and local health, safety, and environmental laws, ordinances, rules, and regulations.
E. The minimum warranty requirements for the scope of work include a two-year warranty period for labor
and a ten-year warranty period for roofing materials provided by the Contractor, and repair or
replacement of any defective work, materials, or equipment at no additional cost to the City. The
warranty claim process requires the City to promptly notify the Contractor of any defects covered by the
warranty, and the Contractor to promptly respond and take necessary action to correct the defects
covered by the warranty.
4. DESIGNATED POINT OF CONTACT: The Designated Point of Contact is a crucial component of the
agreement, as it ensures consistent quality work is performed throughout the City.
A. The Contractor shall provide the City with a designated and identified crew leader/point of contact
(POC), including their name and telephone number.
B. The contact person shall remain the same throughout the term of the contract, or upon termination of
the contact person, unless internal personnel changes necessitate a change. In such cases, the
Contractor shall notify the City's designated representative immediately of the change.
C. Substitutions of key personnel are not permitted without written notification from the authorized City's
designated representative within 14 business days.
Page 9 of 13
Exhibit "A"
City of Round Rock
Commercial and Residential Roofing Services
RFP No.23-031
Commodity Code: 910-66/914-73
May 2023
D. The Contractor shall identify the contact person in the solicitation response and provide the City with a
secondary POC if the primary POC is unavailable. This ensures that the City always has a point of
contact available to address any concerns or issues that may arise during the course of the agreement.
5. CONTRACTOR RESPONSIBILITIES: The Contractor shall-
A. Be responsible for visiting and inspecting the locations before submitting a proposal.Any claims of not
being aware or informed of the job assignment's requirements and specifications will not be accepted
as a basis for varying the price or conditions. By submitting the proposal, the Contractor confirms that
they have familiarized themselves with the work's nature, extent, and any local conditions that may
affect the scope of the work,equipment, materials, and labor required.The City's designated
representative must be contacted to schedule the inspection.
B. Be skilled and qualified to perform the services as requested.
C. Be familiar with and have a working knowledge of all tools and equipment applicable to the roofing
trade and have extensive knowledge of building materials.
D. The Roofer shall have at least five(5)years'experience in commercial and residential roofing systems
and possess all the necessary tools required to complete projects specified by the City.
6. CITY RESPONSIBILITIES: The City will-
A. Provide the Contractor with a complete and accurate project overview with the request for estimate.
B. Coordinate scheduling with the Contractor.
C. Ensure the work area is reasonably free of safety hazards.
D. Provide access to locations where services are required.
E. Provide local vehicle parking and access to the work areas. If suitable parking cannot be furnished by
the City, the Contractor shall arrange for off-site parking and transportation to/from the work site.
F. Provide reasonable access to power and water utilities as needed to complete the project.
G. Inspect work performed to ensure compliance with the scope of work.
H. Review all invoices to ensure accuracy.
Page 10 of 13
Exhibit "A"
City of Round Rock
Commercial and Residential Roofing Services
RFP No.23-031
Commodity Code: 910-66/914-73
May 2023
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. PROPOSAL RESPONSE: Responses shall be clear and concise while appropriately responding to the
evaluation criteria listed below in Section 3. In order to do business with the City of Round Rock you must be
registered with the City's Vendor Database. To register, go to:
https://rou ndrocktxvendors.munisselfservice.comNendors/default.aspx
Proposal Submittal Instructions: The Respondent shall include all of the following documents in their
response-
El Company Information-which gives in brief, concise terms, a summation of the proposal. Include the
following-
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.
Project Management Structure: Provide a general explanation and chart which specifies project
leadership and reporting responsibilities; and interface the team with City project management and team
personnel. If use of subcontractors is proposed, identify their placement in the primary management
structure,and provide internal management description for each subcontractor.
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.
❑ A statement of your compliance with all applicable rules and regulations of Federal, State, and Local
governing entities.
❑ The Roofer shall have at least five(5)years'experience in commercial and residential roofing systems
and possess all the necessary tools required to complete projects specified by the City.
❑ A current copy of Roofers License.
❑ Include in the proposal a list of all litigation the company or its principals have been involved in within the
last three(3)years.
❑ List of Exceptions(if any)-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.
❑ Segment requirements listed below.
❑ Attachment A-Reference Sheet
❑ Attachment C-Cost Proposal Sheet
❑ Acknowledged Addenda(if applicable)
3. EVALUATION CRITERIA:
A. Segment 1 —Respondents Program and Portfolio(35 pts):
Define in detail your understanding of the requirement presented in the Scope of Work of this request for
proposal and your system solution. Describe your preferred methodology for executing a roofing project,
outlining the steps involved in installation, repair, or replacement. Explain how you ensure quality control
and adherence to industry standards. Specify the types of roofing materials and products you recommend
for common roofs. Detail their quality, durability, energy efficiency, and compliance with relevant
standards or certifications. Specifically include a portfolio of completed projects that are relevant to
the provided scope of work.
Page 11 of 13
Exhibit "A"
City of Round Rock
Commercial and Residential Roofing Services
RFP No.23-031
Commodity Code: 910-66/914-73
May 2023
B. Segment 2—Company Work Experience and Personnel (35 Pts):
i. Prior Experience: State the number of years the Respondent company has been providing the
services requested in the solicitation. Describe only relevant municipal, corporate, and individual
experience for the company and personnel who will be actively engaged in the project. Do not include
corporate experience unless personnel assigned to this project actively participated. Do not include
experience prior to 2014. Supply the project title, year, and reference name,title, present address,
and phone number of principal persons for whom prior projects were accomplished.
ii. Personnel: Include names, qualifications, and resumes of all personnel who will be assigned to the
account. State the primary work assigned to each person and the percentage of time each person will
devote to this work. Identify key people by name and job title.
C. Segment 3—Additional Services and Cost Proposal (30 pts):
i. The City will evaluate Section I of Attachment C-Cost Proposal Sheet for the full cost proposal points
allocation.
ii. Separately include any additional services or personnel not listed on Attachment C-Cost Proposal
Sheet and the rates associated. This will not be evaluated but will become part of the resulting
Contract.
4. EVALUATION CRITERIA: The intent of the City is to award to multiple Respondents in accordance with the
evaluation criteria below. The purpose of this evaluation criteria is to determine which proposals best meet
the requirements and provide the best overall value to the Citv.
A. Evaluation Criteria: Weights:
• Respondent's Program and Portfolio (Segment 1) 35 pts
• Company Work Experience and Personnel (Segment 2) 35 pts
• Cost Proposal (Segment 3) 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.
Page 12 of 13
Exhibit "A"
City of Round Rock
Commercial and Residential Roofing Services
RFP No.23-031
Commodity Code: 910-66/914-73
May 2023
5. AGREEMENT NEGOTIATIONS AND AWARD PROCESS:
A. A proposal presented in response to this RFP is subject to negotiation concerning any issues deemed
relevant by the City. The City reserves the right to negotiate any issue with any party.Any unsolicited
communication by the Respondent to a City official, undesignated employee, or an evaluation team
member evaluating or considering the offers may be grounds for disqualifying the offending Offeror from
consideration of award.
B. Submission of proposal indicates the Respondent's acceptance of the evaluation process and recognition
that the City may make subjective judgments in evaluating the proposal to determine the best value for
the City.
C. If negotiations are successful, the City and Respondent may enter into an agreement. If negotiations are
unsuccessful,the City may formally end negotiations with that Respondent.
D. 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.
E. An independent signed authorized Contract will be sent to the successful Respondent(s). Execution of a
City of Round Rock contract is required prior to starting work and processing any payments to the
Contractor.
6. POST AWARD MEETING: The City and the Respondent may schedule a post award meeting to discuss, but
not be limited to the following:
A. The method to provide a smooth and orderly transition of services performed from the current Contractor.
B. Provide City contact(s) information for implementation of the Agreement.
C. Identify specific milestones, goals, and strategies to meet objectives.
Page 13 of 13
Exhibit "A"
Page 1 of 2
TEXAS
ROOFING CO.
::.
DATE:6/21/2023
Texas Roofing Company is a corporation located at 16809 Radholme Court Round Rock, Texas
78664. We have been operating in the Austin area since 1995 on Commercial and Residential Roof
Systems.
Seement 1
Texas Roofing is to provide rooting services to the City of Round Rock upon request from the city.The
scope of work could include various ranges of roofing work from new construction and remedial repairs to
existing building.Below is the methodology for each possible type of scope.
New Construction:Upon request for a proposal for a new roof or recover,TRC will request plans and
specification and site visit date if it is a recover.TRC estimator communicates with the city on project specific
details and any questions related to the project to form a proposal.if a project is awardcd/approvcd,then TRC
will assign a project manager for said project.They will be responsible for continuing communication
throughout the duration of the project until finished. Material is ordered after submittals are approved. Each
project will have a specific superintended depending on the type of roofing that is being installed.The
superintendent is responsible for overseeing the progress of the project and quality of the installation.Super will
also be in communication with our project manager about daily reports on the project and any issues that may
arise.Once the project is complete,a manufacture inspection will be scheduled for manufacture approval of the
newly installed roof system.Final punch list time to repair if there is any to be made after the inspection.Once
the inspection has passed.All final closeout documents will be sent out by the project manager.
Repair Work: Request for a service call will be directed to the service manager at TRC.Once reported to the
service manager it will be entered into our system and a crew will be scheduled to investigate and repair. If the
Icak is determined not to be caused by the roof,we will notify our contact about the issues. If the cause is a roof
issue,repairs will be made using the same manufacture of the existing roof.A report will be made with before
and after photos of the repairs made,if they are nonroof related then it will be stated in the report.This report
will then be sent to the city contact. Invoices will be generated and sent out to the POC and City accounting
department.
Ouality Control:Texas Roofing prides itself on the quality of our installations.We install per the manufacturer
requirements and best roof practice.Typically detail and are worked out before the project started and then if
there are questions during the project an RFI will be created.We will speak with the architect,roofing
consultant and engineer depending on the question.All details will be cleared by the manufacturer since they
are holding the warranty after first 2 years of the completed project.
Roofing Material:
Single ply roof systems such as TPO PVC EPDM arc going to be more cost efficient than metal and
modified bitumen roof systems.They are also quicker to install than metal and modified bitumen.The systems
are all able to have a manufacture warranty ranging from 10 to 20 years. Depending on the type of system you
have installed can determine the durability and reflectivity depending on the color. If there is going to be a lot of
foot traffic or maintenance work done on the roof after construction,then you might want to think about using
Modified Bitumen.
A modified bitumen is going to be more costly than a single ply roof but is normally less expensive than
a metal roof depending on the type of panel installed.Install duration is also going to be longer than single ply.
This material is going to withstand more foot traffic and is more durable than a single ply roof.This system
consists of 2 ply systems of a base and cap sheet.This is one of the reasons it is more durable.This system
typically comes in a grey or a bright white to help with the reflectivity to meet any energy efficiency goals.
A metal roof system will most likely be the most expensive option.There arc a range of different types
of metal roof panels.The cost of this system is going to depend on the type of panel and the thickness of the
metal panel.With metal roots they arc typically the most appealing and will last the longest if properly
maintained.Panels can come in a range of colors from standard colors to metallics and copper. Installation of
these systems can range depending on the profile of the roof. If it is just a roof that is sloped on 2 sides,then it
will be quicker than if there arc multiple slopes and valleys.These details take more time to install. f would
recommend installing metal roofs that arc on sloped roofs greater than 1"/12"and are visible to people from the
ground and do not have any penetration.
Zachary Moore /_achm(iltcxasroofing.com 512-745-6754
Exhibit "A"
ATTACHMENT A
REFERENCE SHEET
PLEASE COMPLETE AND RETURN THIS FORM WITH THE SOLICITATION RESPONSE
SOLICITATION NUMBER: 23-031
RESPONDENT'S NAME: Zachary Moore DATE: 6/19/2023
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 Texas Workforce Commission
Name of Contact John Meyer
Title of Contact Manager- Facilities Operations&Maintenance
E-Mail Address john.meyer@twc.texas.gov
Present Address 101 East 15th Street, Room 109
City,State,Zip Code Austin, TX 78778-0001
Telephone Number ( 512 ) 463-5659 Fax Number.( )
2. Company's Name Texas Facilities Commission
Name of Contact Benjamin Barron
Title of Contact General Maintenance Supervisor
E-Mail Address benjamin.barron@tfc.texas.gov
Present Address 1711 San Jacinto Blvd,
City, State,Zip Code Austin, TX 78701
Telephone Number ( 512 ) 600-1665 Fax Number:( )
3. Company's Name Austin Independent School District
Name of Contact Robert Ross
Title of Contact AISD Construction Project Manager Campus Support Construction Management
E-Mail Address robert.ross@austinisd.org
Present Address 4000 S IH 35 Frontage Road 4th Floor
City,State,Zip Code Austin, TX 78704
Telephone Number (512 ) 962-2010 Fax Number:( }
FAILURE TO PROVIDE THE REQUIRED INFORMATION WITH THE SOLICITATION RESPONSE MAY
AUTOMATICALLY DISQUALIFY THE RESPONSE FROM CONSIDERATION FOR AWARD.
Exhibit "A"
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Completed Projects
Project Name&Year Contract Type of Work GC or Owner Name—Title Phone#
Amount
Nightengale $29,649.00 Maintenance LCRA Tanner Griffin— 512-578-1509
Archeological Center Repair Work Parks Planning and
Roof R —2021 Maintenance
KIPP 969 Bldg 619— $77,600.00 Tear Off and KIPP Texas Chris Semon— 520-301-8668
2022 Reroof Public School Austin Facilities
Services Manager
Temple 9h Grade Center $27,850.00 Install of Roof Tradesman Josh Haldenstien— 254-495-1213
—2023 Penetration Services Owner&
Operations
Manager
Austin Presbyterian $13,819.12 Shingle Roof Austin John Everett— 512-563-7257
Theological Seminary— Replacement Presbyterian Director of Physical
2022 Theological Plant
Seminary
Zachary Moore Zachm@tcxasroofing.com 512-745-6754
Attachment C- Cost Proposal Sheet
Commmercial and Residential Roofing Services
REP 93-ni
The Respondent represents by their signature below that he/she is submitting a binding offer and is authorized to bind the respondent to fully comply with
the solicitation documents contained in RFP 23-031 Commercial and Residential Roofing Services. The Respondent acknowledges that he/she has
received and read the entire solicitation packet, attachments and all documents incorporated by reference, and agrees to be bound by the terms therein.
The total value of the resulting contract(s) shall not exceed $250,000 per fiscal year.
Special Instructions: All prices must be quoted in order to be considered responsive, be advised that exceptions taken to any portion of the solicitation will
jeopardize acceptance of the bid. Alternative bids will not be considered and unauthorized modifications to the bid sheet format will result in the rejection of
the bid. The City reserves the right to purchase more or less than the quantities indicated below.
Section I: Personnel
No. Description Estimated Unit Unit Cost Extended Total
Quantity
1 Roofer Regular Hourly Rate 320 Per Hour $60.00 $19,200.00
2 Roofer Overtime Hourly Rate 40 Per Hour $90.00 $3,600.00
3 Helper Regular Hourly Rate 320 Per Hour $60.00 $19,200.00
4 Helper Overtime Hourly Rate 40 Per Hour $90.00 $3,600.00
Estimated Annual Total : $45,600.00
Section II: Additional Information (This section will not be evaluated under Cost but will become part of the resulting contract)
Prices for materials shall be on a cost-plus basis. The Percentage (%) if any, of markup will not exceed 15%.
1 Proposed markup shall be: (0-15)% 12%
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