Contract - SRI Monogramming, Inc. - 2/22/2024 CITY OF ROUND ROCK AGREEMENT FOR
APPAREL AND CUSTOMIZATION
WITH
SRI MONOGRAMMING,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 apparel and customization services, and
for related goods and services (referred toa ein as the "Agreement"), is made and entered into
on this the22md day of the month of i2 2024 by and between the CITY OF
ROUND ROCK, a Texas home-rule municipality, w ose offices are located at 221 East Main
Street, Round Rock, Texas 78664-5299 (referred to herein as the "City"), and SRI
MONOGRANIlVIING, INC., whose offices are located at 2330 Country Road 172, Round Rock,
Texas 78681 (referred to herein as "Vendor").
RECITALS:
WHEREAS, City desires to apparel and customization services, and other related goods
and services, and City desires to purchase same from Vendor; and
WHEREAS, City has issued its "Request for Proposals" for the provision of said goods
and services, and City has selected the bid submitted by Vendor; and
WHEREAS, the parties desire to enter into this Agreement to set forth in writing their
respective rights, duties, and obligations;
NOW,THEREFORE,WITNESSETH:
That for and in consideration of the mutual promises contained herein and other good and
valuable consideration, the receipt and sufficiency of which are hereby acknowledged,the parties
mutually agree as follows:
1.01 DEFINITIONS
A. Agreement means the binding legal contract between City and Vendor whereby
City is obligated to buy specified goods and Vendor is obligated to sell same. The Agreement
includes the following: (a) City's Request for Proposals designated RFP 23-033 dated August
2023; (b) Vendor's Response to 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:
4878-8588-8410/ss2
x-202-1- 0SAI
(1) This Agreement;
(2) Vendor's Response to RFP;
(3) City's RPg7ues,for Proposals, 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 tiie government of the viiiied
States or the State of Texas or any civil or military authority, insurrections, riots, epidemics,
landslides, lightning, earthquakes, fires, hurricanes, storms, floods, restraint of the government
and the people, civil disturbances, explosions, or other causes not reasonably within the control
of the party claiming such inability.
E. Goods and Services mean the specified services, supplies, materials,
commodities, or equipment.
F. Vendor means SRI Monogramming, Inc. or any of its 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 Px--n-- as provided herein.
B. The term of this Agreement shall be for sixty (60) months from the effective date
hereof.
C. 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 Vendor to supply certain goods and services as outlined in RFP 23-033
dated August 2023. The goods and services which are the subject matter of this Agreement are
described in Exhibit "A" and, together with this Agreement, comprise the total Agreement and
they are fully a part of this Agreement as if repeated herein in full.
4.01 DUAL PROVIDERS
The parties specifically acknowledge and agree that Vendor shall be considered as one of
the two (2) providers for specified goods and services set forth in the Contract Documents.
Vendor specifically further acknowledges and agrees that this Agreement is not an exclusive
Agreement. City may, in its sole and unfettered discretion, elect to use either Vendor or the
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other dual provider in whatever order it deems to be the "best value" for the City. City is not
obligated to use or purchase any estimated annual quantity of goods or services, and no
guarantee is made of any minimum or maximum purchase.
5.01 ITEMS AWARDED
A. All bid items listed in Exhibit"A" are awarded to Vendor.
B. For purposes of this Agreement, City has issued documents delineating the
required services (specifically Request for Proposals Solicitation Number 23-033 dated August
2023). Vendor has issued its response agreeing to provide all such required goods and services
in all specified particulars. All such referenced documents are included in Exhibit "A." 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.
C. Vendor shall satisfactorily provide all goods and services described under the
attached exhibits within the contract term specified in Section 2.01. Vendor's undertakings shall
be limited to providing goods and services for the City and/or advising City concerning those
matters on which Vendor has been specifically engaged. Vendor shall provide said goods and
services in accordance with this Agreement, in accordance with the appended exhibits, in
accordance with due care, and in accordance with prevailing industry standards for comparable
services.
6.01 COSTS
A. Only if, as, and when needed by City, the bid costs listed on Exhibit "A," which
are specifically relevant to the referenced bid items, shall be the basis of any charges collected by
Vendor.
B. Vendor specifically acknowledges and agrees that City is not obligated to
purchase any quantity of goods or services, and City may not expend in excess of Eight
Hundred Thousand and No/100 Dollars ($800,000.00) for Vendor's goods and/or services
combined with the dual provider's goods and/or services for the term of this Agreement.
^.01 INVOICES
All invoices shall include, at a minimum, the following information:
A. Name and address of Vendor;
B. Purchase Order Number;
C. Description and quantity of'Items received, and
D. Delivery dates.
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8.01 INTERLOCAL COOPERATIVE CONTRACTING I 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 of Round Rock's bid, with the consent and agreement of the successful
vendor(s) and Round Rock. Such agreement shall be conclusively inferred for the vendor from
lack of exception to this clause in the vendor's response. However, all parties hereby expressly
agree that the City of Round Rock is not an agent of,partner to, or representative of those outside
agencies or entities and that the City of Round Rock is not obligated or liable for any action or
debts that may arise out of such independently-negotiated"piggyback" procurements.
9.01 PROMPT PAYMENT POLICY
In accordance with Chapter 2251, V.T.C.A., Texas Government Code, payment to
Vendor 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. Vendor may charge interest on an overdue payment at the"rate in effect" on September 1
of the fiscal year in which the payment becomes overdue, in accordance with V.T.C.A., Texas
Government Code, Section 2251.025(b); however, this Policy does not apply to payments made
by City in the event:
A. There is a bona fide dispute between City and Vendor, a contractor, subcontractor
or supplier about the goods delivered or the service performed that 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 Vendor and a subcontractor or between a
subcontractor and its supplier about the goods delivered or the service performed
that causes the payment to be late; or
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.
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10.01 GRATUITIES AND BRIBES
City may, by written notice to Vendor, cancel this Agreement without liability to Vendor
if it is determined by City that gratuities or bribes in the form of entertainment, gifts, or
otherwise were offered or given by Vendor or its agents or representatives to any City officer,
employee or elected representative with respect to the performance of this Agreement. In
addition, Vendor may be subject to penalties stated in Title 8 of the Texas Penal Code.
11.01 TAXES
City is exempt from Federal Excise and State Sales Tax; therefore, tax shall not be
included in Vendor's charges.
12.01 ORDERS PLACED WITH ALTERNATE SERVICES PROVIDERS
If Vendor cannot provide the goods and services as specified, City reserves the right and
option to obtain the products from another supplier or suppliers.
13.01 CITY'S REPRESENTATIVE
City hereby designates the following representative authorized to act in its behalf with
regard to this Agreement:
Rick Atkins
Parks and Recreation Department Director
301 W. Bagdad Avenue, Suite 250
Round Rock, Texas 78664
(512) 341-3344
ratkins e,roundrocktexas.g_o_v
14.01 INSURANCE
Vendor shall meet all City of Round Rock Insurance Requirements as set forth in RFP
No. 2023-033 dated August 2023 and at:
http://www.roundrocktexas.gov/M-content/uploads/2014/12/corr insurance 07.20112.pdf.
15.01 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.
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16.01 DEFAULT
If Vendor abandons or defaults under this Agreement and is a cause of City purchasing
the specified goods and services elsewhere, Vendor agrees that it may be charged the difference
in cost, if any, and that it will not be considered in the re-advertisement of the service and that it
may not be considered in future bids for the same type of work unless the scope of work is
significantly changed.
Vendor shall be declared in default of this Agreement if it does any of the following:
A. Fails to fully, timely and faithfully perform any of its material obligations
under this Agreement;
B. Fails to provide adequate assurance of performance under the "Right to
Assurance" section herein; or
C. Becomes insolvent or seeks relief under the bankruptcy laws of the United
States.
17.01 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 Vendor.
B. In the event of any default by Vendor, City has the right to terminate this
Agreement for cause, upon ten(10) days' written notice to Vendor.
C. Vendor 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 Vendor, Vendor 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, Vendor
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 Vendor that portion of the
charges, if undisputed. The parties agree that Vendor is not entitled to compensation for services
it would have performed under the remaining term of the Agreement except as provided herein.
18.01 INDEMNIFICATION
Vendor shall defend (at the option of City), indemnify, and hold City, its successors,
assigns, officers, employees and elected officials harmless from and against all suits, actions,
legal proceedings, claims, demands, damages, costs, expenses, attorney's fees, and any and all
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other costs or fees arising out of, or incident to, concerning or resulting from the fault of Vendor,
or Vendor's agents, employees or subcontractors, in the performance of Vendor's obligations
under this Agreement, no matter how, or to whom, such loss may occur. Nothing herein shall be
deemed to limit the rights of City or Vendor (including, but not limited to the right to seek
contribution) against any third party who may be liable for an indemnified claim.
19.01 COMPLIANCE WITH LAWS, CHARTER AND ORDINANCES
A. Vendor, 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 or services unless the contract contains
written verification from the company that it: (1) does not boycott Israel; and (2) will not boycott
Israel and will not boycott Israel during the term of this contract. The signatory executing this
Agreement on behalf of Vendor verifies Vendor 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 Vendor verifies Vendor does not have a practice, policy,
guidance, or directive that discriminates against a firearm entity or firearm trade association, and
it will not discriminate during the term of this Agreement against a firearm entity or firearm trade
association.
D. In accordance with 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 *v o/100 Dollars ($100,000.00) unless the contra%—A
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 Vendor verifies Vendor does not boycott energy companies, and it will not boycott
energy companies during the term of this Agreement.
20.01 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.
21.01 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.
Notice to Vendor:
SRI Monogramming, Inc.
2330 Country Road 172
Round Rock, Texas 78681
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 Vendor.
22.01 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.
23.01 EXCLUSIVE AGREEMENT
This document, and all appended documents, constitutes the entire Agreement between
Vendor and City. This Agreement may only be amended or supplemented by mutual agreement
of the parties hereto in writing, duly authorized by action of the City Manager or City Council.
24.01 DISPUTE RESOLUTION
City and Vendor hereby expressly agree that no claims or disputes between the parties
arising out of or relating to this Agreement or a breach thereof shall be decided by any arbitration
proceeding, including without limitation, any proceeding under the Federal Arbitration Act (9
USC Section 1-14) or any applicable state arbitration statute.
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25.01 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
stricken provision. The provisions of this section shall not prevent this entire Agreement from
being void should a provision which is of the essence of this Agreement be determined void.
26.01 MISCELLANEOUS PROVISIONS
Standard of Care. Vendor represents that it employs trained, experienced and
competent persons to perform all of the services, responsibilities and duties specified herein and
that such services, responsibilities and duties shall be performed in a manner according to
generally accepted industry practices.
Time is of the Essence. Vendor understands and agrees that time is of the essence and
that any failure of Vendor to fulfill obligations for each portion of this Agreement within the
agreed timeframes will constitute a material breach of this Agreement. Vendor shall be fully
responsible for its delays or for failures to use best efforts in accordance with the terms of this
Agreement. Where damage is caused to City due to Vendor's failure to perform in these
circumstances, City may pursue any remedy available without waiver of any of City's additional
legal rights or remedies.
Force Majeure. Neither City nor Vendor shall be deemed in violation of this Agreement
if it is prevented from performing any of its obligations hereunder by reasons for which it is not
responsible as defined herein. However, notice of such impediment or delay in performance must
be timely given and all reasonable efforts undertaken to mitigate its effects.
Multiple Counterparts. This Agreement may be executed in multiple counterparts, any
one of which shall be considered an original of this document; and all of which, when taken
together, shall constitute one and the same instrument.
[Signatures on the following page.]
IN WITNESS WHEREOF, City and Vendor have executed this Agreement on the dates
indicated.
City of Round Rock,Texas SRI M o •amming In�—
By: By:
Printed Na e: Printed Nape: L
Title: A, Title: r���,pe
Date Signed: _� ZZ Date Signed: l !`7 1ST
Attest:
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Meagan Spin City Jerk
For City,Approved as to Form:
By:
tephanie L. Sandre, City Attorney
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.qov
REQUEST FOR PROPOSAL (RFP)
APPAREL AND CUSTOMIZATION
SOLICITATION NUMBER 23-033
AUGUST 2023
Exhibit "A"
City of Round Rock
Apparel and Customization
RFP No. 23-033
Commodity Code: 200-74/200-70/200-10
August 2023
APPAREL AND CUSTOMIZATION
PART I
GENERAL REQUIREMENTS
1. PURPOSE AND BACKGROUND: The City of Round Rock, herein after "the City"seeks offers from firms
experienced in providing logo design artwork, screen printing, embroidery, and/or heat press/sublimation,
snorts annar0hunifnrmc t_chirtc niitprWonr, nnrt nriAtinnnI rinthinn itamc that may or may not rinrmira
customization. The Contract amount shall not exceed an estimated annual amount of$ 800,000.
The City of Round Rock Parks and Recreation Department requires a contract for various printed and non-
printed items of outerwear to support their city-sponsored events and teams. Additional locations and
departments may utilize the resulting Contract for similar activities. The City intends to multi-award this
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,
and Insurance Requirements Page 5
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) 11-14
Attachment A— Reference Sheet Separate Attachment
Attachment B— Subcontractor Information Form Separate Attachment
Attachment C-Bonfire Submittal Form Separate Attachment
I I
3. SCHEDULE OF EVENTS: It is the City's intention to follow the solicitation timeline below.
EVENT DATE
Solicitation released August 16, 2023
Optional Pre-Proposal meeting August 31, 2023 @ 10:OOAM, CST
Deadline for submission of questions September 6, 2023 @ 5:00 PM, CST
City responses to questions or addendums Approximately September 11, 2023 @ 5:00
PM, CST
Deadline for submission of responses September 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 14
Exhibit "A"
City of Round Rock
Apparel and Customization
RFP No. 23-033
Commodity Code: 200-74/200-70/200-10
August 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. OPTIONAL PRE-PROPOSAL MEETING: A pre-proposal meeting will be conducted to fully acquaint
Respondents with the facilities, difficulties and/or restrictions inherent in the services specified. The pre-
proposal meeting will be conducted on the date specified in PART I, Section 3- Schedule of Events.
A. Attendance at the pre-proposal meeting is optional. Respondents shall sign-in at the pre-proposal
meeting to document their attendance. The City reserves the right to determine a response "not available
for award" if the Respondent fails to attend the mandatory pre-proposal meeting and site visit tour which
shall initially begin at:
Citv Hall Council Chambers
221 East Main Street
Round Rock, Texas 78664
B. Respondents are strongly encouraged to bring a copy of the solicitation document with them to the pre-
proposal meeting.
6. 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. Late responses will not be considered.
7. 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 forml295.htm
8. 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.
S. OPPORTUNITY T'I O PROTEST: The Purchasing Manager for the Ciiy of Round Rock ("City"), in consuitaiion
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.
}'circ;I of 14
Exhibit "A"
City of Round Rock
Apparel and Customization
RFP No. 23-033
Commodity Code: 200-74/200-70/200-10
August 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
iii uic wncna uvii proCc SS yr Ll IU aYJa ru, you iiavc uic iippvrlui uiy w prowoL Ll 1c Soiwiiauvil pr uCcsS, 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 14
Exhibit "A"
City of Round Rock
Apparel and Customization
RFP No. 23-033
Commodity Code: 200-74/ 200-70/200-10
August 2023
PART II
DEFINITIONS, STANDARD TERMS AND CONDITIONS,
AND INSURANCE REQUIREMENTS
i. DEFiNiTiONS, STANDARD TERMS AND CONDI T IONS: By suurniiiing a response to !his soiicilaiion, 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/purchasingi. In addition, the Supplemental Terms and
Conditions listed in Section III, shall also be enforced as part of the contract.
2. INSURANCE: Insurance does not apply to this solicitation.
Page 5 of 14
Exhibit "A"
City of Round Rock
Apparel and Customization
RFP No.23-033
Commodity Code: 200-74/200-70/200-10
August 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 apparel and
customization 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. Must have a physical permanent business location within 30 miles of Round Rock. Private residences
and respondents outside of the immediate area will not be included for consideration in this procurement
process.
3. SUBCONTRACTORS: The City seeks to do business directly with a company experienced in providing logo
design artwork, screen printing, embroidery, and/or heat press/sublimation services, providing sports
apparel/uniforms, outerwear, and additional clothing items. Subcontractors shall not be used for any print
task; this work shall be done by the Contractor's staff and on their equipment.
Subcontracting may only be used for embroidery services. If Subcontractors will be used,the
Respondent is required to complete and submit with their proposal response Attachment B: Subcontractor
Information Form. The Contractor shall be fully responsible to the City for all acts and omissions of the
Subcontractors just as the Contractor is responsible for the Contractors own acts and omissions. The
Contractor shall:
A. Require that all deliverables to be provided by the Subcontractor be provided in strict accordance with the
provisions, specifications and terms of the Contract;
B. Require that all Subcontractors obtain and maintain,throughout the term of their agreement, primary
insurance in the type and amounts specified for the Vendor,with the City being named as an additional
insured; and
C. Require that the Subcontractor indemnify and hold the City harmless to the same extent as the Contractor
is required to indemnify the City.
D. Awarded Contractor is required to submit a list of all subcontractors for approval by the City prior to use of
any subcontractors throughout the term of the contract.
4. SAFETY: The City reserves the right to remove any employee from City property for violation of federal,
state, and local health, safety and environmental laws, ordinances, rules, and regulations. The Respondent
shall:
Page 6 of 14
Exhibit "A"
City of Round Rock
Apparel and Customization
RFP No. 23-033
Commodity Code: 200-74/200-70/200-10
August 2023
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 shall:
A. Ensure Respondent's employees perform the services in a timely, professional, and efficient manner.
B. Ensure Respondent's employees, while working on City property, wear a company uniform that clearly
identifies them as the Respondent's employee.
C. Employ all personnel for work in accordance with the requirements set forth by the United States
Department of Labor. The City reserves the right to verify citizenship or right to work in the United States.
6. PRICING: The Respondent shall determine and submit a fixed cost for the work and shall include all
incidental costs, labor, overhead charges, travel, payroll expenses, freight, equipment acquisition and
maintenance, demurrage, fuel surcharges, delivery charges, costs associated with obtaining permits.
insurance, bonds, and risk management. No separate line-item charges shall be permitted for either
response or invoice purposes.
7. PUBLISHED PRICE LISTS:
A. The list upon which the discounts are based shall be submitted with the Offer. All price lists identified in
the Offer shall clearly include prices,title of the discount and number. and the latest effective date of the
price list. All price lists submitted become part of the Offer.
B. The price list may be superseded or replaced during the Contract term only if price revisions are the result
of the manufacturer's official price list revision.
8. PRICE INCREASE: Contract prices for apparel customization 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
effeci for the base year six-rnonih average (January Through June OR July Through Decernber), 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: iittp://www.bls.gov/cp
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.
Page 7 of 14
Exhibit "A"
City of Round Rock
Apparel and Customization
RFP No. 23-033
Commodity Code: 200-74/200-70/200-10
August 2023
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.
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. AVVARD: The City reserves the right to enier info an Agreement or a Purchase Order with a singie 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:
jenene Jeiiries-Uhriy
Manager
Parks and Recreations
Phone: +1 (512) 341-3362
E-mail: ijeffries(&roundrocktexas.g,oN
Page 8 of 14
Exhibit "A"
City of Round Rock
Apparel and Customization
RFP No. 23-033
Commodity Code: 200-74/200-70/200-10
August 2023
PART IV
SCOPE OF WORK
1. PURPOSE: The City of Round Rock, herein after "the City"seeks proposals from firms experienced in
providing sports apparel/uniforms,t-shirts, outerwear, screen printing, logo design artwork, embroidery, heat
press/sublimation, and additional clothing items that may or may not require customization.
2. BACKGROUND: The City of Round Rock Parks and Recreation Department requires a contract for various
printed and non-printed items of clothing to support their city-sponsored events and programs.
The Round Rock Parks and Recreation Department prides itself in creating program and event t-shirts that
participants will want to wear over and over, thus promoting the City and encouraging participation in future
department programs and events. The branding of the program or event through the apparel is very
important and a creative, eye-catching graphic design for the apparel is a must.
The City of Round Rock expects an availability of sizes ranging from YXS— 5XL(with additional extended
sizes available as needed) in a wide variety of colors to choose from. While the brands listed on the Cost
Plupusai Sheet are curnrnunly used by the Depaiiiiieiit other brands GIIU bl Cil ds iiidy b-e- Gu1h51UCrCd dllef
contract award to keep the quality of the program/event apparel eye-catching and desirable to the
participants.
3. SCOPE OF WORK
A. Silk Screen, Screen Print, Heat Press, Sublimation, and Logo Print Requirements- The Contractor
shall have an art designer on staff used to design artwork ranging from small (2")to large (12") art
designs as well as other sizes as needed. Colors of the resulting in-house design and print work will not
exceed a mdxiriiurn of four cuiuis unless requested and agreed upuri by the requesting depariiiieni.
B. Embroidery-The Contractor shall have the facilities or hire a subcontractor capable of performing
embroidery services as required. Thread colors of the embroidered logos or designs will not exceed a
maximum of four colors unless requested and agreed upon by the requesting department.
C. Finished Product-All printing and embroidery work must be guaranteed 100%washable,with
permanent paint or dye process.
4. PRICE QUOTATION AND ORDERING PROCESS
A. For each order the Contractor must provide a quotation to the department that includes all associated
costs for producing the item(s) requested.
B. All prices in the quotation shall be equal to or less than the contracted prices.
C. Orders will be placed using a Purchase Order.
D. No work shall be performed prior to the receipt of a Purchase Order.
E. No Minimum quantities allowed.
F. Any Reorder item shall be priced at the same price as the original order
G. All quotes must be valid for a minimum of 30 days.
5. DELIVERY REQUIREMENTS
A. Delivery requirements will vary upon the needs of the City.
B. If an emergency need is found. the City may request a shorter delivery time.
C. All products included in the solicitation shall be F.O.B. destination. All items will be freight
prepaid and allowed and included in the unit price unless otherwise specified within the
cuntraul.
D. Any Reordered item shall not be subject to shipping fees.
E. Ordering and direct delivery will involve various locations and departments within the City.
F. Departments may request to pick up items at the Contractor's location.
G. The City expressly reserves all rights under law, including but not limited to the Uniform
Commercial Code,to inspect the Deliverables at delivery before them, and to reject defective or
non-conforming deliverables.
Page 9 of 14
Exhibit "A"
City of Round Rock
Apparel and Customization
RFP No. 23-033
Commodity Code: 200-74/ 200-70/200-10
August 2023
H. Guarantee-The Contractor shall replace any defective or improperly manufactured
garments/products, any improper printing, or incorrect embroidery upon request for the City at
no additional cost to the City.
6. PRODUCT VARIETY AND AVAILABILITY: Proposer shall indicate the different manufacturers of clothing,
sizes offered, colors offered, and provide a list or website indicating the Respondent's catalog from which the
City may order.
A. Any items on back order must be immediately disclosed to the City, and an alternative product should be
recommended to the City if a deadline must be met at comparable pricing.
7. DESIGNATED CONTACT PERSON: In order to maintain consistent standards of quality work
performed across the City, the City shall be provided with a designated and identified crew
leader/point of contact(POC) upon award of the contract.
A. The City shall be provided with the designated person's name and telephone number.
B. This contact Person shall remain the same throughout the term of the contract or upon termination of the
contact person. If a change has been made in the contact person due to internal personnel changes, the
City's designated representative shall be notified by the Contractor immediately at the time of the change.
NO substitutions of key personnel shall be permitted without written approval of the authorized City's
designated representative.
C. The contact person shall be identified in the solicitation response and may be required to attend an oral
presentation to the selection team prior to award of contract.
D. The Contractor shall provide the City with a secondary POC if the primary POC will be unavailable.
8. MAINTAIN COMMUNICATION: Communication is vital to the City of Round Rock. The City requires timely
communication throughout the entire job process. The City understands that lead times can vary depending
upon the size, manufacturer, and difficulty of the required tasks.
Page 10 of 14
Exhibit "A"
City of Round Rock
Apparel and Customization
RFP No. 23-033
Commodity Code: 200-74/200-70/200-10
August 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:
hiius.i roundiocktxvendors.munisselfservice.com/Vendors/defauit.aspx
Proposal Submittal Instructions: The Respondent shall include all of the following documents in their
response-
F-1 Attachment A- Reference Sheet
❑ Attachment B- Subcontractor Form (if applicable)
❑ Attachment C-Bonfire Submittal Form
❑ Acknowledged 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.
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
pemonnPl. If imp of slihr.nntrnr_.tnrg iS pronngPd identify thair nlar_.amant in the nrimary mananPmPnt
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.
❑ 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 — Program
i. System Concept and Solution: Define in detail your understanding of the requirement presented in
the Scope of Work of this request for proposal and your system solution. Provide all details as
required in the Scope of Work and any additional information you deem necessary to evaluate your
proposal.
ii. Approach and Timeline: Describe your process for ensuring the City's apparel project needs are
met. Include such time-related displays, graphs, and charts as necessary to show tasks,sub-tasks,
milestones, and decision points related to your plan for project completion. Specifically:
a) Provide a description of how you would tailor your art design program to a specific
requestor's project needs.
b) Describe your quality assurance program and the steps you would take to remedy a
production or quality issue.
Pagc I 1 of 14
Exhibit "A"
City of Round Rock
Apparel and Customization
RFP No. 23-033
Commodity Code: 200-74/200-70/200-10
August 2023
c) Detail the steps you will take in proceeding from the request of apparel with artwork design
through delivery/pick-up.
d) Describe your lead time estimates for program/event t-shirts and athletic apparel/uniforms.
e) Describe your process for prioritizing an expedited request for an order.
f) The Proposer must state his compliance with terms of this Request for Proposal (RFP).
�i List all printing and specialty services your company provides (screen-printing, embroidery,
sublimation, laser printing, heat piess, etc.). Please also list all types of garilleilts ailU
products available for each type of service.
B. Segment 2 — Company Work Experience and Personnel
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 persons by name and title.
C. Segment 3 —Cost Proposal: Information involving the brand-specific requirements listed shall be
described by the following subsection and is required from each Proposer. Your method of costing may
or may not be used but should be described. Cost proposal should be presented on a separate
ur -- -- the following _ rr t:_
uucunlem based on ule lun�wnly nlwlnlduull.
i. Include responses on the cost proposal sheet for production charges for screen printing. Please
include such information as:
Hourly fee for Artwork/Graphic Design Services
Flashing- Charge for screening on a white base prior to the screening process for dark-
colored materials
Special Colored Ink Mixing - for colors other than standard PMS colors.
Color Char e- 1 color
Color Charge- 2 colors
Color Charge- 3 colors
Color Charge- 4 colors
Color Charge - for each additional color beyond 4 colors
Film charge per color
Set-up Charge — One-time charge per single press run
LJIyIIILdIIVII rCC —VIIC-tII11C GIIgIyC per JIIIyIC IlAll �
Please include any additional information regarding quantities or other fees.
ii. Include responses on the cost proposal sheet for production charges for embroidery. Please include:
Embroidery Charge (one color) per# of stitches
Embroidery Charge (for each additional color beyond one color) — per#stitches
Please
t ..Iude a additional
infOrimation regarding
quantities
o other fees
rlcax lil�luuc oily auwuvllal nnVllnauVll Icgaluuly yualnnlw Vi Vulcl Icw.
Page 12 of 14
Exhibit "A"
City of Round Rock
Apparel and Customization
RFP No. 23-033
Commodity Code: 200-74/ 200-70/200-10
August 2023
iii. In a separate document include percent off MSRP for the listed brands. Percent off MSRP will be
averaged per section or together (if both are provided) and ranked.
Percent off MSRP Points
Awarded
0-9% 0
10-19% 4
20-29% 8
30-39% 12
40-49% 16
>50% 20
The most commonly used Brands by the City are:
• Bella + Canvas
• Next Level
• Gildan
• Augusta Active Sportswear
• Team Sportswear
• Badger Sport
• Adidas
• OGIO
The City may choose to use other brands on the Contractors' catalog. Please list any other catalogs
or discounts nffarrorl
iv. Additional Cost Requirements-The information provided below will become part of the contract but
will not be evaluated for cost:
a) List and charges applicable for expedited orders.
b) List any product exceptions and the percent total off MSRP pricing for these exceptions.
c) List any quantity discounts you will offer the City. Please provide a quantity breakdown and any
corresponding percent off MSRP on a separate sheet.
rl1 Tho rity iinrlarctnnrlc that inrloictni nrnrtira inxinlxioc n6rinn rinthinn hncarl nn %Aihnt is%Aihito linht
or dark. Please include any explanation of price differences on a separate sheet of paper.
D. Segment 4 - Product Variety and Availability:
i. Provide in a separate document all other brands and their related percent off MSRP.
4. EVALUATION SCORING: The intent of the City is to award to one Respondent in accordance with the
evaluation criteria below. The purpose of this evaluation criteria is to determine which proposal best meets
the requirements and provides the best overall value to the City.
A. Evaluation Criteria: Weights:
• Program (Segment 1) 20 points
• Business History and Experience (Segment 2) 20 points
• Variety of Products Available (Segment 4) 20 points
• Cost Proposal (Segment 3) 40 points
Maximum Weight: 100 pts
B. An evaivaiion committee will be esiabiished to evaivate the pioposai. The committee wiii inciude
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
Page 13 of 14
Exhibit "A"
City of Round Rock
Apparel and Customization
RFP No. 23-033
Commodity Code: 200-74/ 200-70/200-10
August 2023
proposal. The City reserves the right to restore 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.
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
iliernber evaluating or considering the osiers iiiay be grounds fOr disqualifyiiiy the oiieiidiily Ciieiur frOiii
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 aisu ieseives [lie iiylii [u iejec[any ui all submlUais, ui to accep[any submll[ai deemed inusi
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 14 of 14
Exhibit "A"
ATTACHMENT A
REFERENCE SHEET
PLEASE COMPLETE AND RETURN THIS FORM WITH THE SOLICITATION RESPONSE
SOLICITATION NUMBER: 23-033
RESPONDENT'S NAME: Charlotte O'Rflev DATE: 9/12/23
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 AUSTIN COMMUNITY COLLEGE
Name of Contact DAHLIA ANZALDUA-TORRES,CINDY JONES
Title of Contact MARKETING
E-Mail Arlrlrrocc
E-Mail�•.......,... AivuwuA@HvSiiriCC.Euii
Present Address 9101 TUSCANY WAY
City, State, Zip Code AUSTIN,TEXAS 78754
Telephone Number ( ) 512-233-7595 Fax Number: ( )
2. Company's Name WILLIAMSON COUNTY CONSTABLE PRECINCT 4
Name of Contact MIKE PENDLEY
Title of Contact OFFICER
E-Mail Address MPENDLEYQWILCO.ORG
Present Address 412 VANCE ST#3
City, State, Zip Code Taylor,Texas 76574
1 elephone Number ( ) 512-352-4181 Fax Number: ( )
3. Company's Name TEXAS ANIMAL HEALTH COMMISSION
Name of Contact CHANA KRAMER
Title of Contact
-nail r��� caa GHANA.KRAMEH(o31AHC.iEXAS.GOV
Present Address PO BOX 12966
City,State,Zip Code AUSTIN,TEXAS 78811-29%
Telephone Number ( ) 512-568-6oa5 Fax Number: ( )
FAILURE IRE TO PROVIDE THE RGQI TIRED INIFOR AAT!ON1 WITH THE SOLICITATION RESPONSE MAY
AUTOMATICALLY DISQUALIFY THE RESPONSE FROM CONSIDERATION FOR AWARD.
Exhibit "A"
PRICING IS BASED ON QUANTITY+DESIGN
Screen Charges are a separate charge not included in the price of the garment.
NO MSRP PERCENTS OFF.
THE BRANDS LISTED ARE AVAILABE AT SRI—DEPENDING ON STOCK AVAILABILTY
PRICE CHANGES ARE SUBJECT TO CHANGE DEPENDING ON COLOR AND SIZE—XSMALL THRU XLARGE
BEING ONE PRICE AND XXL AND ABOVE BEING ANOTHER PRICE.
Col 1.. ..1 c.nbr :de Sc Printing and n. .,a:.. ..� o...d...+�
✓ .. 1.w1iv61aliliniilg 11M.is as CWkl.Ticra ial L IIYI V1Mc1 j,✓a rccil r 1 il�U a11Y r I VlTwalvilal r VYMas
Company that has worked with City and State agencies,baseball leagues, restaurants,construction
companies,and fulfilled many special event projects since 1991.
We have offered quality in house embroidery for 30 years and in house screen printing for 16 years,
We are open for the City of Round Rock to come into our showroom and look to find your next project,
uniform,or special event. We will always answer your questions to the best of our abilities. We will
provide a friendly and professional atmosphere to meet your special needs.
Exhibit "A"
2. If camera ready art is not available SRI can offer reproducing the art with our artist for
$30.00 an hour
3. When a design is submitted for a project it is approximately 24 to 48 hours for digitizing to
be done. The design will be sewn out in the colors of thread you picked out and on
material. If the design meets your salesperson approval they will then let you know that
they have it for you to look at. This can either be done by email or by coming to the office
and looking at the sew out,we recommend looking at the actual design. Corrections can
be made at this time. If the design is approved it is put into production for the requested
due date.
Digitizing fees-$50.00 for designs up 8,000 stitches—6 colors
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Any design over 10,000 stitches will need to be quoted.—6 colors
SRI Monogramming uses a backing on all garments to hold the integrity of the design.
4. Caps designs are the same as above with the exception that the size is limited to 2%tall
and 4"wide. The sides of caps can be done on request and the back can also be done.
PRICING 15 BASED ON QUANITY, PRODUCT+DESIGN
MINIMUM ORDER FOR EMBROIDERY IS 1 PIECE
Our sales team is very experienced in what they do—they will always advise on a project if they feel
that there may be sewing quality issues as in lettering to small or design to detailed for embroidery.
The sales person you are working with will let you know of any issues with design or turn around time.
SRI MONOGRAMMING INC REQUIRE VECTOR ART FOR ALL SCREEN PRINTING
1. All screen printing art needs to be sent in PDF or Vector art for reproduction. This should
be detailed with size,color combinations. If SRI needs to create your art it will be$30.00
an hour. The design will be emailed to you for approval in the colors requested. The
approval will be on a mock-up to show placement requested. SRI has regular PMS colors
in stock to choose from,any special colors that need to be mixed needs to be discussed
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2. Your salesperson will always recommend products that best suit the screen printing
process. They will always let you know any choices that could possibly represent a quality
issue.
Screen Printing Art Charge for custom $30.00 per hour
Screen Charges$20.00 Per Screen—this is based on how many_ colors are in the
design...6 color limit—one time charge.
Note:Additional Screen Charge for Dark Color Items
Exhibit "A"
SRI Monogramming Inc.
2330 County Road 172
Round Rock, Texas 78681
PART V—PROPOSAL:
RIISINFSS ARriAN17ATInN-
SRI Monogramming Inc. has been owned and operated by the O'Riley family in the City of Round Rock
Since 1991. SRI offers embroidery and screen printing. SRI offers a full service one stop shop with a
show room with the products mentioned in this proposal to touch,see available colors and try on if you
want.Our hat room has many choices of caps popular now as in the Richardson 112. You can also find
our website at www.srimonogramming.com. We are here to help however possible to make your
purchase a complete success.
Any of SRI Monogramming's sales team can assist the City of Round Rock with any information needed
for projects being requested...details on product—designs-thread colors—ink colors and turnaround
times.
SALES REPS:
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DESIREE GULLORY—desiree@srimonoRramming.com
SRI MONOGRAMMING, INC
2330 COUNTY ROAD 172
ROUND ROCK,TEXAS 78681
*SRI MONOGRAMMING INC. OPERATES AS A CORPORATION IN THE STATE OF TEXAS
AUTHORIZED NEGOTIATOR:
Charlotte O'Riley, President
charlotte@srimonogramming.com
512-388-4989
SRI Monogramming Inc. requires Tax Exempt Companies or State Agencies to provide a Sales Tax
Exempt Form signed and dated at the time of the first purchase.
EVALUATION CRITERIA:
SRI MONOGRAMMING REQUIRES ART FOR ALL EMBROIDERY DESIGNS FOR DIGITIZING
1. Sometimes referred to as camera ready art,designs for all embroidery needs to be specific
for digitizing purposes. The size of the logo for left chest is normally 3.5"x 3.5". A back
would normally be 10"x 10". The salesperson will recommend adjustments if necessary
for a better reproduction of your art into stitches. Any iettering that is font specific needs
to be detailed in the art...font style and font size. Digitized designs will be sewn in the
colors requested up to 6 colors. SRI Monogramming has all offered colors of thread in our
showroom to pick from.
Exhit�it "A"
ATTACHMENT C
SOLCITATION SUBMITTAL FORM AND EXECUTION
NOTE: RESPONDENTS SHALL COMPLETE. SIGN, AND UPLOAD THIS ATTACHMENT WITH
THEIR SUBMITTAL IN BONFIRE. FAILURE TO DO SO MAY RESULT IN DISQUALIFICATION OF
THE SUBMITTAL.
By signature hereon, the Respondent certifies that:
All statements, pricing and information prepared and submitted to the City's Bonfire portal in response to
this solicitation are current, complete, and accurate.
Heishe has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity,
future employment, gift, loan gratuity, special discount, trip, favor. or service to a City employee, evaluator,
or evaluating entity in connection with the submitted response. Signing the Execution of Solicitation
Submittal Form with a false statement shall void the submitted offer or any resulting contracts.
Respondent represents and warrants that the individual signing this Execution of Solicitation Submittal
Form is authorized to sign this document, represent the Respondent and to bind the Respondent under
any contract resulting from this submittal.
RESPONDENT(COMPANY): dSRMonogramming, Inc. __
SIGNATURE (INK/DIGITAL): _
NAME (TYPED/PRINTED): Charlotte O'Riley
TITLE: President DATE: 9/12/23
STREET: 2330 Coun Road 172
CITYISTATE/ZIP: Round Rock, Texas 78681
TELEPHONE & FAX NO.: 512-388-4989
E-MAIL ADDRESS: charlotteCsrimonogrammipq.eom
FEDERAL TAX IDENTIFICATION NUMBER (FIN): 74-2863138
By submitting a response to this solicitation, the Respondent agrees that the City's Definitions and Standard
Terms and Conditions, in effect at the time of release of the solicitation, shall govern unless specifically
provided otherwise in a separate agreement or on the face of a purchase order. In addition, the
Supplemental Terms and Conditions listed in Section III, shall also be enforced as part of the contract. and
can be obtained from the City's website at, i ttps.liwww inundracktexas grn�lc�ty-husinessessolicitaticros