R-2023-386 - 11/16/2023 RESOLUTION NO. R-2023-386
WHEREAS, the City of Round Rock ("City") has duly sought proposals for the purchase of
overhead door installation, maintenance and repair services; and
WHEREAS, R&S Overhead Garage Door of Texas, Inc. 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 R&S Overhead Garage
Door of Texas, Inc. for the purchase of overhead door installation, maintenance and repair 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 Overhead Door Installation, Maintenance and Repair Services with R&S
Overhead Garage Door of Texas, Inc., 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 16th day of November, 2023.
CRMOR AN, Mayor
City f Roun Rock, Texas
ATTEST:
*MAGANN SP S, City (Perk
0112.20232;4876-6970-0237
CITY OF ROUND ROCK
AGREEMENT FOR PURCHASE OF
OVERHEAD DOOR INSTALLATION,MAINTENANCE
AND REPAIR SERVICES
WITH
R&S OVERHEAD GARAGE DOOR OF TEXAS,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 overhead door installation, maintenance and
repair services with R&S Overhead Garage Door of Texas, Inc. (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 R&S OVERHEAD GARAGE DOOR OF TEXAS, INC.,
whose offices are located at 20700 Frankie Lane, Suite 301, Pflugerville, Texas 78660 (referred
to herein as the"Services Provider").
RECITALS:
WHEREAS, City desires to purchase overhead door installation, maintenance and repair
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,THEREFORE, 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:
4855-8216-8191/ss2
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
same. The Agreement includes the following: (a) City's RFP designated Solicitation No. 23-029
dated April 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 R&S Overhead Garage Door of Texas, Inc., 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 thirty-six (36) 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.
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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.
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 23-029 dated April 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 B—Cost
Proposal Sheet of Exhibit "A," which are specifically relevant to the referenced bid items, shall
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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 Two
Hundred Thousand and No/100 Dollars ($200,000.00) per year for a total not-to-exceed
amount of Sig Hundred Thousand and No/100 Dollars ($600,000.00) for Services Provider's
services combined with the dual provider's services for the term of this Agreement.
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.
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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
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.
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14.01 INSURANCE
Services Provider shall meet all requirements as stated in the attached RFP and as set
forth at:
http://www.roundrocktexas.goy/wp-content/uploads/2014/12/corr insurance 07.20112.pdf.
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
edady_(a),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
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D. Becomes insolvent or seeks relief under the bankruptcy laws of the United States.
18.01 TERNIINATION 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.
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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
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:
R&S Overhead Garage Door of Texas, Inc.
20700 Frankie Lane
Suite 301
Pflugerville, TX 78660
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
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stricken provision with a valid provision that comes as close as possible to the intent of the
stricken provision. The provisions of this section shall not prevent this entire Agreement from
being void should a provision which is of the essence of this Agreement be determined void.
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 R&S Overhead Garage Door of Texas,Inc.
By: By: —'Z�—'4�
Printed Name: Printedtame:j'eerr- 'r-aj
Title: Title: Do-o,^4.-'o a4 Nt ".--
Date Signed: Date Signed:
Attest:
By:
Meagan Spinks, City Clerk
For City,Approved as to Form:
By:
Stephanie L. 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)
OVERHEAD DOOR INSTALLATION, MAINTENANCE,
AND REPAIR SERVICES
SOLICITATION NUMBER 23-029
APRIL 2023
Exhibit "A"
City of Round Rock
Overhead Door Installation, Maintenance, and Repair Services
RFP 23-029
Commodity Codes: 150-55/910-55
April 2023
OVERHEAD DOOR INSTALLATION, MAINTENANCE, AND REPAIR SERVICES
PART I
GENERAL REQUIREMENTS
1. PURPOSE AND BACKGROUND: The City of Round Rock, herein after"the City" seeks proposals from
firms experienced in installation, maintenance, and repair of overhead doors with access to various
manufacturers and their products.
The City has a total of 145 roll up doors at various locations. There are approximately 77 electric roll-up
doors and 68 manual roll-up doors located throughout City Facilities. Facilities that may require professional
installation, maintenance, and repair include, but are not limited to, office buildings, fire stations, parks
facilities, police facilities, and parking garages. Some of the brands of doors include Cornell, Lift Master,
Overhead Door Company, and Rytec.
The City intends to award this contract to multiple Contractors, request a quote by project, and will
select the project Contractor that best meets the needs of the City. The total contract value for all
Contractors shall not exceed $200,000 per fiscal year for the term of the contract.
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) 9-11
Part V—Proposal Preparation Instructions and Evaluation Factors Page(s) 12-14
Attachment A—Reference Sheet Separate Attachment
Attachment B—Cost Proposal Sheet Separate Attachment
Attachment C—List of Locations and Equipment Separate Attachment
Attachment D—Sample Work Order Separate Attachment
Attachment E —Sample Invoice Separate Attachment
3. SCHEDULE OF EVENTS: It is the City's intention to follow the solicitation timeline below.
EVENT DATE
Solicitation released April 28, 2023
Deadline for submission of questions May 9, 2023 @ 5:00 PM, CST
City responses to questions or addendums Approximately May 12, 2023 @ 5:00 PM, CST
Deadline for submission of responses May 23, 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 corn
Page 2 of 14
Exhibit "A'
City of Round Rock
Overhead Door Installation, Maintenance, and Repair Services
RFP 23-029
Commodity Codes: 150-55/910-55
April 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 2—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.4ov.
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
Page 3 of 14
City of Round Rock Exhibit "A"
Overhead Door Installation, Maintenance, and Repair Services
RFP 23-029
Commodity Codes: 150-55/910-55
April 2023
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 14
Exhibit "A"
City of Round Rock
Overhead Door Installation, Maintenance, and Repair Services
RFP 23-029
Commodity Codes: 150-55/910-55
April 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:
httpss//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 14
Exhibit "A"
City of Round Rock
Overhead Door Installation, Maintenance, and Repair Services
RFP 23-029
Commodity Codes: 150-55/910-55
April 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 thirty-six(36)
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 installation,
maintenance, and repair of overhead doors as specified herein and have adequate organization,
facilities, equipment, financial capability, and personnel to ensure prompt and efficient service to the
City.
B. In order to confirm financial stability,the City may choose to review audited financial statements at any
time throughout the RFP evaluation process. Upon request,the Respondent shall provide two years
audited financial statements, including any notes or supplemental schedules within 2 business days of
the original request.
C. The Respondent shall include in the proposal a list of all litigation the company or its principals have
been involved in within the last three(3) years.
D. Be domiciled in or have a home office inside the United States. Respondents domiciled outside the
United States, or not having a home office inside the United States will not be included for consideration
in this RFP process.
3. SUBCONTRACTORS: Respondent shall not subcontract or otherwise engage subcontractors to perform
required services. The City seeks to do business directly with a company experienced in installation,
maintenance, and repair of overhead doors.
4. SAFETY: The City reserves the right to remove any employee from City property for violation of federal,
state, and local health, safety and environmental laws, ordinances, rules, and regulations. The Respondent
shall:
A. Ensure that all employees comply with all Occupational Safety and Health Administration (OSHA), State
and City safety and occupational health standards and other applicable federal, state, and local health,
safety, and environmental laws ordinances, rules, and regulations in the performance of these services.
B. Be held responsible for the safety of their employees and unsafe acts or conditions that may cause
injury or damage to any persons or property within and around the work site. In case of conflict, the
most stringent safety requirement shall govern.
C. Indemnify and hold the City harmless from and against all claims,demands, suits,actions,judgments,
fines penalties and liability of every kind arising from the breach of the Contractor's obligations under
this paragraph.
5. WORKFORCE: Successful Respondent(s)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.
Page 6 of 14
Exhibit "A"
City of Round Rock
Overhead Door Installation, Maintenance, and Repair Services
RFP 23-029
Commodity Codes: 150-55/910-55
April 2023
6. PRICING: The Respondent shall determine and submit a fixed cost for the work and shall include all
incidental costs, labor, overhead charges, removal/disposal of replaced product, 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.
7. PRICE INCREASE: Contract prices for installation, maintenance and repairs of overhead doors 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 a roundrocktexas 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.
8. 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.
9. PERFORMANCE REVIEW: The City reserves the right to review the awarded Contractor's performance
anytime during the contract term.
10. ORDER QUANTITY: The quantities shown on the solicitation are estimates only. No guarantee of any
minimum or maximum purchase is made or implied. The City will only order the services/goods needed to
satisfy requirements within budgetary constraints, which may be more or less than indicated.
11. 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.
Parc 7 of'14
Exhibit "A"
City of Round Rock
Overhead Door Installation, Maintenance, and Repair Services
RFP 23-029
Commodity Codes: 150-55/910-55
April 2023
12. 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
Manager- Facility Maintenance
General Services
Phone (512) 341-3144
E-mail: edady(d5)roundrocktexas.gov
C. Do not contact the individual listed above with questions or comments during the course of the
solicitation.
Page 8 of 14
Exhibit "A"
City of Round Rock
Overhead Door Installation, Maintenance, and Repair Services
RFP 23-029
Commodity Codes: 150-55/910-55
April 2023
PART IV
SCOPE OF WORK
1. INTRODUCTION: The City of Round Rock, herein after"the City" seeks proposals from firms experienced in
installation, maintenance, and repair of overhead doors with access to various manufacturers and their
products.
The City has a total of 145 roll up doors at various locations. There are approximately 77 electric roll-up doors
and 68 manual roll-up doors located throughout City Facilities. Facilities that may require professional
installation, maintenance, and repair include, but are not limited to, office buildings,fire stations, parks
facilities, police facilities,and parking garages. Some of the brands of doors include Cornell, Lift Master,
Overhead Door Company, and Rytec.
2. SERVICE REQUIREMENTS: Services shall be performed at the locations described in Attachment C-List of
Location.The City reserves the right to add or remove locations as equipment comes online or is
decommissioned.
A. NEW INSTALLATION: The Contractor shall-
i. Supply new materials from various manufacturers and their catalog offerings.
ii. Install new operators, overheard doors,etc. as directed by the City of Round Rock.
iii. Remove and dispose of old doors and related materials.
B. MAINTENANCE: Maintenance shall be performed once/twice a year and a written report shall be
provided to the City of Round Rock. Maintenance shall include but not be limited to-
i. Rolling Doors:
a. Inspect door alignment and level, slats,and end locks for damage.
b. Inspect guides, bottom bar, and hood for damage,adjust spring(s), and lubricate bearings.
c. Inspect and tighten fasteners.
d. Inspect and lubricate chain hoist.
e. Inspect locks for proper operation.
f. Inspect and tighten all sprockets and shaft collars.
g. Inspect safety labels, placement, and condition.
h. Inspect and adjust limit switches, belts, brakes, and gear reducer.
i. Inspect operator mounting.
j. Inspect and test disconnect.
k. Inspect and lubricate roller chain.
I. Check all belts pullies gears,frame, garage door balance and replace breaks and weather
stripping as needed.
ii. Rolling Steel Fire Doors:
a. Inspect fuse links and replace painted fuse links.
b. Drop test door for proper operation.
c. Check that door is properly reset.
d. Test electric fusible links for continuity(where applicable).
e. Test smoke detector(s) (where applicable).
f. Test hold-open devices and time delays.
g. Inspect safety labels, placement, and condition.
h. Check all belts pullies gears, frame, garage door balance and replace breaks and weather
stripping as needed.
C. REPAIR SERVICES:The Contractor shall-
i. Repair operators, overhead doors/panels, etc. as directed by City of Round Rock.
ii. Remove and dispose of old doors and materials.
Page 9 of 14
City of Round Rock Exhibit "A"
Overhead Door Installation, Maintenance, and Repair Services
RFP 23-029
Commodity Codes: 150-55/910-55
April 2023
iii. Repair any items noted on maintenance report as directed by City of Round Rock.
iv. Repair service shall be performed on site at the equipment location(s)within thetime frames specified
below:
a. Emergency Service Call-"Emergency services"are defined as requests made that are
immediately necessary and may stop normal operations of the City.
1) Emergency services will only be performed at Fire or Police Department locations. Other City
locations will be considered normal service requests.
2) Contractor shall return the call of the City's POC and schedule repair within one hour of
the City's emergency call for repair service.
3) For emergency service requests, the Contractor shall be onsite within 2 hours to perform
the required tasks including afterhours, holidays, and weekends.
b. Non-EmergencV Service Call-"Non-Emergency Services"are defined as requests for
repairs that, if the issue is not resolved in a reasonable amount of time, will stop normal
operations. The Contractor shall:
1) Call the City POC to schedule repair within four hours of City's call(s)for repair services.
2) Be on location at the site within 24 hours after notification by the City that non-emergency
repair services are required.
3) Services will be performed during normal operation hours which are 8:OOAM-5:OOPM
D. SERVICE TECHNICIANS shall-
i. Inform the City POC of their arrival and upon completion of work. If work is not completed the
technician must contact the City and inform them of when he will be on site to complete the task
prior to leaving the site.
ii. UNDER NO CIRCUMSTANCES leave the property of an emergency services location without
ensuring emergency vehicles can safely exit the location.
iii. Be fully qualified to work on the listed equipment.
iv. Employed by the Contractor on the effective date of the contract.
v. Contractor shall be able to verify that service personnel have had training with a minimum of one
year of"hands on"experience working on the brands/models of City equipment.
vi. If during the term of this contract a new service technician is hired by the Contractor,the Contractor
shall provide certifications and qualifications to the City verifying that the employee is qualified to
work on the City's equipment prior to them coming on site.
3. CONTRACTOR RESPONSIBILITIES: The Contractor shall-
A. Schedule all requested maintenance in advance with the City's point of contact.
B. 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 on the size, manufacturer, and difficulty of the required tasks.
C. Be responsible for all debris removal resulting from the services.
D. Provide written work estimates to the City's point of contact via email for each project in advance of
beginning work. The estimate shall include labor,equipment, parts, and materials required to perform
repairs. Work shall not be initiated without the City's consent and a formal PO number.
E. Work Reports-Contractor(s)shall complete and fumish a work report for each project; see Attachment D-
Sample Work Order and Attachment E-Sample Invoice. A copy of each work report shall be presented
with time and material used to support the cost assessment on the final invoice. Reports shall include, at
a minimum, the following information:
i. Location of the worksite,
ii. Date and time of arrival at worksite,
iii. Time spent for repair,
iv. Date and time work at location is completed,
Page 10 of 14
Exhibit "A"
City of Round Rock
Overhead Door Installation, Maintenance, and Repair Services
RFP 23-029
Commodity Codes: 150-55/910-55
April 2023
v. Part(s)ordered, hourly labor rate with quantities, and equipment rented, if necessary,
vi. A detailed description of all the completed repair work certifying the item is in working order shall be
signed by the City's designated representative at the time the work is completed.
F. Provide at minimum a one(1)year warranty on all workmanship and parts including but not limited to
manufacturer's warranty, workmanship defects, and installation.All warranty work shall be completed
within five (5)working days from notice of defect.
4. CITY RESPONSIBILITIES: The City will-
A. Confirm scheduling of work to be done.
B. Provide local vehicle parking and access to the work areas. If suitable parking cannot be fumished by
the City,the Contractor shall make arrangements for off-site parking and transportation to/from the work
site.
C. Provide reasonable access to power and water utilities as needed to complete the project.
D. Provide access to location where service is required.
E. Ensure area of work is relatively free of safety hazards.
F. Inspect work performed to ensure compliance with the scope of work.
Page 1 I of 14
Exhibit "A"
City of Round Rock
Overhead Door Installation. Maintenance, and Repair Services
RFP 23-029
Commodity Codes: 150-55/910-55
April 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//roundrocktxvendors munisselfservice.com/Vendors/default.aspx
Proposal Submittal Instructions: The Respondent shall include all of the following documents in their
response-
F-1 Attachment A- Reference Sheet
❑ Attachment B- Cost Proposal Sheet
❑ Acknowledge Addenda (if applicable)
❑ 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.
Proiect 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.
❑ Include in the response a list of all litigation the company or its principals have been involved in within
the last three (3)years. (if applicable, otherwise enter NA)
❑ Segment requirements listed below.
❑ A statement of your compliance with all applicable rules and regulations of Federal, State and Local
governing entities.
❑ 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.
3. EVALUATION CRITERIA:
A Segment 1 —Respondent's Program Approach &Timeline
Program Approach and Timeline (35 points) Provide all details as required in the Scope of Work and
any additional information you deem necessary to evaluate your proposal. Describe your technical plan
for accomplishing the required work and the estimated timeline for a project. Specifically indicate-
s. Your contract management approach and ability to coordinate work with all City personnel and
suppliers in order to meet the deadlines established.
ii. A description of your work program by tasks. Detail the steps you will take in proceeding from
when contacted for a City Project through invoicing
iii. How you deal with emergency repairs.
iv. The Respondent's customer service model.
v. The Respondent's to complete the project within the schedule while taking into account existing
commitments.
Pae 12 of 14
City of Round Rock Exhibit "A"
Overhead Door Installation, Maintenance, and Repair Services
RFP 23-029
Commodity Codes: 150-55/910-55
April 2023
vi. The Respondent's to identify and resolve potential issues, delays, etc. and describe any back-
up/contingency plans for any unanticipated delays.
vii. The technical factors that will be considered in the section above, and the depth to which each
will be treated.
B. Segment 2—Company Work Experience and Personnel (35 points)
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, certifications, and resumes of all personnel who will be
assigned to the account(including the personnel who will perform the installation, maintenance,
and repairs. State the primary work assigned to each person and the percentage of time each
person will devote to this work. Identify key persons by name and job title.
C. Segment 3—Cost Proposal: Information described in the following subsections is required from each
Proposer. Your method of costing may or may not be used but should be described. A firm fixed price
or not-to-exceed Contract is contemplated.
i. Manpower. Itemized in Attachment B-Cost Proposal Sheet.
ii. Percent off Manufacturer Suggested Retail Price (MSRP)
iii. Attach additional pages if Respondent offers additional brands.
iv. Total(not to exceed) Cost.
4. EVALUATION SCORING: The intent of the City is to award to Respondent(s) in accordance with the
evaluation criteria below. The purpose of this evaluation criteria is to determine which proposal(s) best meets
the requirements and provides the best overall value to the City.
A. Evaluation Criteria: Weights:
• Respondent's Program Approach, &Timeline (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.
Page 13 of 14
Exhibit "A"
City of Round Rock
Overhead Door Installation, Maintenance, and Repair Services
RFP 23-029
Commodity Codes: 150-55/910-55
April 2023
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.
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. Provide City contact(s) information for implementation of the Agreement.
B. Identify specific milestones, goals, and strategies to meet objectives.
Page 14 of 14
Exhibit "A"
ATTACHMENT A
REFERENCE SHEET
PLEASE COMPLETE AND RETURN THIS FORM WITH THE SOLICITATION RESPONSE
SOLICITATION NUMBER: 23-029
RESPONDENT'S NAME: .Joe Epson DATE: 6/13/2023
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 Williamson County ESD 5
Name of Contact Ron Stewart
Title of Contact Chief
E-Mail Address ron.stewart@wilcoesd5.org
Present Address 155 County Rd 313
City, State,Zip Code Jarrell,TX,76537
Telephone Number ( 254 ) 421-8814 Fax Number: ( )
2. Company's Name PFISD
Name of Contact Randy Mendoza
Title of Contact Maintenance Supervisor
E-Mail Address Randy.mendoza@pfisd.net
Present Address 2021 Crystal Bend Dr
City, State, Zip Code Pflugerville,Tx,78660
Telephone Number ( 521 ) 748-0431 Fax Number: ( )
3. Company's Name City of Kyle
Name of Contact Michael Bristol
Title of Contact Maintenance Supervisor
E-Mail Address mbdstol@cityofkyle.com
Present Address 520 E Ranch Road 150
City, State, Zip Code Kyle,Tx,78640
Telephone Number ( 512) 738-7188 Fax Number: ( )
FAILURE TO PROVIDE THE REQUIRED INFORMATION WITH THE SOLICITATION RESPONSE MAY
AUTOMATICALLY DISQUALIFY THE RESPONSE FROM CONSIDERATION FOR AWARD.
Exhibit "A"
Attachment B- Cost Proposal Sheet
RFP 23-029
Overhead Door Installation, Maintenance, and Repair
The Respondent represents that they are submitting a binding offer and are authorized to bind the respondent company to fully comply
with the solicitation documents contained in RFP 23-029 Overhead Door Installation,Maintenance,and Repair Services.The
Respondent acknowledges that they have received and read the entire solicitation packet,attachments, and all documents
incorporated by reference,and agrees to be bound by the terms therein.
The total contract value for all Contractors shall not exceed$200,000 per fiscal year for the term of the contract.
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. The City reserves the right to purchase more or less than the quantities indicated
below.
No. Description Estimated unit Unit Cost Extended Total
Quantity
Section I: Labor
1 Standard Labor Rate-Repair 320 Hour 5195.00 S62,400.00
2 Overtime Labor Rate-Repair 40 Hour 5265.00 S10,600.00
3 Emergency Repair Rate 25 Hour 5325.00 58.125.00
Total 581,125.00
Section It: Material and Equipment Cost-This information will not be evaluated but will become part of the resulting contract.
Percent Markup is limited to 10%.
No. Brand Percent Mark-up
5 CHI 30%
6 Clo a 30%
7 LiftMaster 30%
8 DooKin 30%
9 H Security 30%
10
11
12
13
Please list any additional Brands offered on a separate sheet included with the Proposal Documents.
loft
Exhibit "A"
Attachment C- List of Locations and Equipment
LOCATION Address SIZE BRAND QTY TYPE FULL/ROLL UP
Clay Madsen Recreation Center 1600 Gattis School Road 9 x 9' CORNELL 1 MANUAL ROLL UP
Fire Central 203 Commerce Blvd 15'x 15' LIFTMASTER/POWERMASTER x2 8 MANUALIAUTO x6 FULL
Fire Logistics 3300 Gattis School Road 15'x 15' LIFT MASTER 3 AUTOMATIC FULL
Fire Station 2 200 Wes]Bagdad Avenue 15'x 15' LIFT MASTER 5 AUTOMATIC FULL
Fire Station 3 221 Sundance Parkway 15'x 15' LIFT MASTER 6 AUTOMATIC FULL
Fire Station 3 221 Sundance Parkway 8'x 8' LIFT MASTER 1 MANUAL FULL
Fire Station 4 1301 Double Creek Rd 15'x 15' LIFT MASTER 6 AUTOMATIC FULL
Fire Station 4 1301 Double Creek Rd 8'x 8' LIFT MASTER 1 MANUAL FULL
Fire Station 5 350 Deep Wood Drive 15'x 15' LIFT MASTER 6 AUTOMATIC FULL
Fire Station 6 2919 Joe Dimagio Blvd 15'x 15' LIFT MASTER 8 AUTOMATIC FULL
Fire Station 7 4025 North Mays Street 15'x 15' LIFT MASTER 4 AUTOMATIC FULL
Fire Station 8 1612 Red Bud Lane 15 x 15' LIFT MASTER 6 AUTOMATIC FULL
Fire Station 8 1612 Red Bud Lane 8'x 8' LIFT MASTER 1 MANUAL FULL
Fire Station 9 2721 Sam Bass Road 15'x 15' MICANAN 3 AUTOMATIC FULL
General Services Warehouse 2015 Lamar Drive 13'x 19' OVERHEAD DOOR COMPANY 1 MANUAL FULL
General Services Warehouse 2015 Lamar Drive 13'x 13' JOVERHEADILIFTMASTER 2 MANUAL/AUTO xi FULL
General Services Warehouse 2015 Lamar Drive IT x 1T OVERHEAD DOOR COMPANY 1 MANUAL FULL
Luther Peterson Building 2 3400 Sunrise Rd 15'x IT CORNELL COOKSON 5 AUTOMATIC ROLL UP
Luther Peterson Warehouse 3400 Sunrise Rd 12'x 10' CORNELL COOKSON 7 AUTOMATIC ROLL UP
Parks and Recreation Dept.Yard 300 South Burnet 15'x 15' CORNELL 9 MANUAL ROLL UP
Police Department 2701 North Mays Street 11'x 10' RYTEC 2 AUTOMATIC FULL
Police Department 2701 North Mays Street 11'x 12' OVERHEAD DOOR COMPANY 1 MANUAL ROLL UP
Police Department 2701 North Mays Street 7'x 11' OVERHEAD DOOR COMPANY 1 MANUAL ROLL UP
Public Safety Training Center 2801 North Mays Street 11'x 11' OVERHEAD DOOR COMPANY 5 IMANUAL ROLL UP
Public Safety Training Center 2801 North Mays Street 13'x 13' OVERHEAD DOOR COMPANY 1 MANUAL ROLL UP
Public Safety Training Center 2801 North Mays Street Tx 8 OVERHEAD DOOR COMPANY 3 MANUAL ROLL UP
Public Safety Training Center 2801 North Mays Street 15'x 15' OVERHEAD DOOR COMPANY 4 AUTOMATIC FULL
Public Safety Training Center 2801 North Mays Street 11'x 15' OVERHEAD DOOR COMPANY 2 MANUAL FULL
Sports Center 2400 Chisholm Trail 11'x 11' OVERHEAD DOOR COMPANY 3 MANUAL/AUTO xt ROLL UP
Sports Center 2400 Chisholm Trail 17'x 25' OVERHEAD DOOR COMPANY 1 AUTOMATIC FULL
Sports Center 2400 Chisholm Trail i t'x 15' JOVERHEAD DOOR COMPANY 1 AUTOMATIC ROLL UP
Transportation Signs and Signals 910 Luther Peterson Place 9'x g' JOVERHEAD DOOR COMPANY 2 MANUAL ROLL UP
Transportation Signs and Signals 910 Luther Peterson Place 1T x 15' JOVERHEAD DOOR COMPANY 1 JAUTOMATIC ROLL UP
Transportation Signs and Signals 910 Luther Peterson Place 15'x 13 JOVERHEAD DOOR COMPANY 2 IMANUAL ROLL UP
Transportation Signs and Signals 910 Luther Peterson Place 13'x 13' OVERHEAD DOOR COMPANY 1 IMANUAL ROLL UP
Transportation Signs and Signals 910 Luther Peterson Place 13 x 11' OVERHEAD DOOR COMPANY 3 IMANUAL ROLL UP
Vehicle Maintenance 901 Luther Peterson Place 15'x 12' OVERHEAD DOOR COMPANY 7 IMANUAL ROLL UP
Vehicle Maintenance 901 Luther Peterson Place 15'x 14' OVERHEAD DOOR COMPANY 4 IMANUAL ROLL UP
Vehicle Maintenance 901 Luther Peterson Place 17'x 15' OVERHEAD DOOR COMPANY 6 MANUAL ROLL UP
Vehicle Maintenance 901 Luther Peterson Place 11'x 11' OVERHEAD DOOR COMPANY 1 MANUAL ROLL UP
Vehicle Maintenance 901 Luther Peterson Place 13'x 13' OVERHEAD DOOR COMPANY 1 MANUAL ROLL UP
Vehicle Maintenance 901 Luther Peterson Place 11'x 13' OVERHEAD DOOR COMPANY 1 MANUAL ROLL UP
Water Treatment Plant 5200 North IH 35 11'x 11' NIA 2 MANUAL ROLL UP
Water Treatment Plant 5200 North IH 35 13'x 13' OVERHEAD DOOR COMPANY 3 MANUALIAUTO x1 ROLL UP
Water Treatment Plant 5200 North IH 35 11'x 13' NIA 2 MANUAL ROLL UP
Water Treatment Plant 5200 North IH 35 12'x 13' N/A 1 MANUAL ROLL UP
Scoring Summary
Active Submissions
Respondent's Program Company Work
Total Approach, &Timeline Experience and Cost Proposal (Segment
(Segment 1) Personnel (Segment 2) 3)
Supplier / 100 pts / 35 pts / 35 pts / 30 pts
R&S Overhead Garage 77 pts 23.67 pts 23.33 pts 30 pts ($81,125.00)
Doors