R-2024-179 - 7/25/2024 RESOLUTION NO. R-2024-179
WHEREAS, the City of Round Rock ("City") has duly sought proposals for the purchase of
paintless dent repair services to be performed on various City-owned vehicles on a directed as-needed
basis, and related goods and services; and
WHEREAS, House of Dents, 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 House of Dents, Inc. for
paintless dent 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 with House of Dents, Inc. for the Purchase of Paintless Dent Repair Services, 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 25th day of July, 2024.
4 A /
CRA MORG , Mayor
City 9f Round Ick, Texas
ATTEST:
MEAGAN SP S, ty Clerk
of l_'?u21':4895-5379-61W
EXHIBIT
AGREEMENT BETWEEN THE CITY OF ROUND ROCK
AND HOUSE OF DENTS, INC.
FOR THE PURCHASE OF
PAINTLESS DENT REPAIR SERVICES
THE STATE OF TEXAS §
CITY OF ROUND ROCK § KNOW ALL BY THESE PRESENTS:
COUNTY OF WILLIAMSON §
COUNTY OF TRAVIS §
This Agreement for the purchase of paintless dent repair services to be performed on
various City-owned vehicles on a directed as-needed basis, and for related goods and services,
referred to herein as the "Agreement," is made and entered into on this the day of
' 2024, by and between the CITY OF ROUND ROCK, TEXAS, a home-rule
municipality whose offices are located at 221 East Main Street, Round Rock, Texas 78664,
referred to herein as the"City,"and HOUSE OF DENTS, INC. whose address is 126 Holmes Rd
#21, Liberty Hill, TX 78642 referred to herein as "Services Provider." This Agreement
supersedes and replaces any previous agreements between the named parties, whether oral or
written,and whether or not established by custom and practice.
RECITALS:
WHEREAS, City desires to purchase paintless dent repair services (herein "Goods and
Services") to be performed on various City-owned vehicles on a directed as-needed basis, and
associated goods and services;and
WHEREAS, City has issued its Request for Proposal ("RFP") for the provision of said
Goods and Services and City has determined that the Proposal submitted by Services Provider, in
combination with proposals from other providers, offers the best value to the City; and
WHEREAS, the parties desire to enter into this Agreement to set forth in writing their
respective rights, duties, and obligations;
NOW,THEREFORE,WITNESSETH:
That for and in consideration of the mutual promises contained herein and other good and
valuable consideration,the receipt and sufficiency of which are hereby acknowledged,the parties
mutually agree as follows:
1.0 DEFINITIONS
A. Agreement means this binding legal contract between City and Services Provider
and whereby City agrees to pay for the Goods and Services and Services Provider is obligated to
provide same. The Agreement includes the following: (a) City's Request for Proposal designated
4880-1876-0136/ss2
Solicitation Number 24-017 (the "RFP), (b) Cost Proposal Sheet; (c) and any exhibits, addenda,
and/or amendments thereto, all attached hereto as Exhibit A. Any inconsistencies or conflicts in
the contract documents shall be resolved by giving preference in the following order:
(1) This Agreement;
(2) Service Provider's Proposal;
(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 set out above in the introductory paragraph above.
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 paintless dent repair services described in PART
IV of the RFP and all other specified services, supplies, materials, commodities, or equipment
described in the RFP.
F. Services Provider means House of Dents, or any of its successors or assigns.
2.0 EFFECTIVE DATE AND TERM
A. This Agreement shall be effective on the Effective Date and shall remain in full
force and effect unless and until it expires by operation of the term stated herein, or until
terminated or extended as provided herein.
B. The term of this Agreement shall be for 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.
3.0 CONTRACT DOCUMENTS AND EXHIBITS
City selected Services Provider to supply the Goods and Services as outlined in RFP
Solicitation Number 24-017; and Proposal submitted by Services Provider, all as specified in
Exhibit "A." The intent of these documents is to formulate an Agreement listing the
responsibilities of both parties as outlined in the RFP and as offered by Services Provider in its
Proposal.
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The Goods and Services which are the subject matter of this Agreement are described in
the RFP and Exhibit "A" and, together with this Agreement, comprise the total Agreement and
they are fully a part of this Agreement as if repeated herein in full.
4.0 MULTIPLE PROVIDERS OF SERVICES
The parties specifically acknowledge and agree that Services Provider shall be considered
as one of multiple providers ("multiple providers") of the Goods and 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 any of the multiple providers in
whatever order it deems most advantageous to City's purposes. City may, in its sole and
unfettered discretion, elect to use any other providers. City is not obligated to use or purchase
any estimated annual quantity of goods, and no guarantee is made of any minimum or maximum
purchase.
5.0 ITEMS AWARDED
Only if, as, and when needed by City, Goods and Services will be requested from
the Services Provider in accordance with this Agreement and Exhibit"A"(Autobody and/or
Paintless Dent Repair Services only).
6.0 COSTS
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$2,500,000 for
Service Provider's services combined with the other providers' services for the term of this
Agreement.
9.0 INVOICES
All invoices shall include,at a minimum,the following information:
A. Name and address of Services Provider;
B. Purchase Order Number;
C. Description and quantity of Goods and Services received;and
D. Delivery dates.
8.0 INTERLOCAL COOPERATIVE CONTRACTING/PURCHASING
Authority for local governments to contract with one another to perform certain
governmental functions and services, including but not limited to purchasing functions, is
granted under Government Code, Title 7, Chapter 791, Interlocal Cooperation Contracts,
Subchapter B and Subchapter C, and Local Government Code, Title 8, Chapter 271, Subchapter
F, Section 27 1.101 and Section 271.102.
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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 Service Provider and 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 of Round Rock is not an agent of, partner to, or representative of those outside agencies
or entities and that the City of Round Rock is not obligated or liable for any action or debts that
may arise out of such independently negotiated"piggyback"procurements.
9.0 NON-APPROPRIATION AND FISCAL FUNDING
This Agreement is a commitment of City's current revenues only. It is understood and
agreed that City shall have the right to terminate this Agreement if the governing body of City
does not appropriate funds sufficient to purchase the Goods and Services. City may affect such
termination by giving Services Provider written notice of termination.
10.0 PROMPT PAYMENT POLICY
In accordance with Chapter 2251, V.T.C.A.,Texas Government Code, any payment to be
made by City to Services Provider will be made within thirty (30) days of the date City receives
services under this Agreement, the date the performance of the services under this Agreement are
completed, or the date City receives a correct invoice for the goods or services, whichever is
later. Services Provider may charge interest on an overdue payment at the "rate in effect" on
September I of the fiscal year in which the payment becomes overdue, in accordance with
V.T.C.A., Texas Government Code, Section 2251.025(b). This Prompt Payment Policy does not
apply to late payments made by City in the event:
A. There is a bona fide dispute between City and Services Provider, a contractor,
subcontractor, or supplier about the goods delivered or the service performed that causes the
payment to be late;or
B. 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
C. The terms of a federal contract, grant, regulation, or statute prevent City from
making a timely payment with federal funds; or
D. The invoice is not mailed to City in strict accordance with any instruction on the
purchase order relating to the payment.
11.0 GRATUITIES AND BRIBES
City may,by written notice to Services Provider, cancel this Agreement without incurring
any 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
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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.
12.0 TAXES
City is exempt from Federal Excise and State Sales Tax; therefore, tax shall not be
included in Services Provider's charges.
13.0 ORDERS PLACED WITH.ALTERNATE PROVIDERS
City reserves the right and option to obtain same from another source or other service
provider(s).
14.0 INSURANCE
Services Provider shall meet all City insurance requirements set forth in the RFP and on
the City's website at:
hqp://www.roundrocktcxas.eov/wp-content/uploads/2014/12/corr insurance 07.20112.ndf.
15.0 CITY'S REPRESENTATIVE
City hereby designates the following representative(s) authorized to act in its behalf with
regard to this Agreement:
Richard Bolton
General Services Department
City of Round Rock
(512)218-7082
rbolton(;roundrocktex as.gov
16.0 RIGHT TO ASSURANCE
Whenever either party to this Agreement, in good faith, has reason to question the other
party's intent to perform hereunder, then demand may be made to the other party for written
assurance of the intent to perform. In the event that no written assurance is given within the
reasonable time specified when demand is made, then and in that event the demanding party may
treat such failure as an anticipatory repudiation of this Agreement.
17.0 DEFAULT
If Services Provider abandons or defaults hereunder and is a cause of City purchasing the
specified services 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
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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 duc;
B. Fails to fully, timely and faithfully perform any of its material obligations
hereunder;
C. Fails to provide adequate assurance of performance under the "Right to
Assurance"section herein; or
D. Becomes insolvent or seeks relief under the bankruptcy laws of the United States.
18.0 TERMINATION AND SUSPENSION
A. City has the right to terminate this Agreement, in whole or in part, for
convenience and without cause, at any time upon thirty (30) days' written notice to 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, in the
event of material and substantial breach by City,or by written mutual agreement to terminate.
D. In the event City terminates under subsections (A) or (B) of this section, the
following shall apply: Upon City's delivery of the referenced notice to Services Provider,
Services Provider shall discontinue all services in connection with performance of this
Agreement and shall proceed to cancel promptly all existing orders and contracts insofar as such
orders and contracts are chargeable to this Agreement. Within thirty (30) days after such
termination notice, Services Provider shall submit a statement showing in detail the goods and
services satisfactorily performed hereunder 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.
19,0 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
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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.
20.0 COMPLIANCE WITH LAWS,CHARTER,AND ORDINANCES
A. Services Provider, its agents, employees, and subcontractors shall use best efforts
to comply with all federal and state laws, City's Charter and Ordinances, as amended, and with
all applicable rules and regulations promulgated by local, state, and national boards, bureaus and
agencies.
B. In accordance with Chapter 2271,Texas Government Code,a governmental entity
may not enter into a contract with a company for goods and services unless the contract contains
written verification from the company that it: (1)does not boycott Israel; and (2)will not boycott
Israel during the term of this contract. The signatory executing this Agreement on behalf of
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 tern of this Agreement against a
firearm entity or fireann 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.
21.0 ASSIGNMENT AND DELEGATION
The parties hereby bind themselves, their successors, assigns and legal representatives to
each other with respect to the terms of this Agreement. Neither party shall assign, sublet, or
transfer any interest in this Agreement without prior written authorization of the other party.
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22.0 NOTICES
All notices and other communications in connection with this Agreement shall be in
writing and shall be considered given as follows:
A. When delivered personally to recipient's address as stated in this Agreement; or
B. Three (3) days after being deposited in the United States mail, with postage
prepaid to the recipient's address as stated in this Agreement.
Notice to Services Provider:
Lori Johnson
126 Holmes Rd, #21
Liberty Hill,TX 78642
houseofdents@protonmail.com
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.
23.0 APPLICABLE LAW;ENFORCEMENT AND VENUE
This Agreement shall be enforceable in Round Rock, Texas, and if legal action is
necessary by either party with respect to the enforcement of any or all of the terms or conditions
herein,exclusive venue for same shall lie in Williamson County,Texas. This Agreement shall be
governed by and construed in accordance with the laws and court decisions of the State of Texas.
24.0 EXCLUSIVE AGREEMENT
This document, and all appended documents, constitutes the entire Agreement between
Services Provider and City. This Agreement may only be amended or supplemented by mutual
agreement of the parties hereto in writing, duly authorized by action of the City Manager or City
Council.
25.0 DISPUTE RESOLUTION
City and Services Provider hereby expressly agree that no claims or disputes between the
parties arising out of or relating to this Agreement,or a breach thereof shall be decided by any
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arbitration proceeding, including without limitation, any proceeding under the Federal
Arbitration Act(9 USC Section 1-14)or any applicable state arbitration statute.
26.0 SEVERABILITY
The invalidity, illegality, or unenforceability of any provision of this Agreement or the
occurrence of any event rendering any portion or provision of this Agreement void shall in no
way affect the validity or enforceability of any other portion or provision of this Agreement.Any
such void provision shall be deemed severed from this Agreement, and the balance of this
Agreement shall be construed and enforced as if this Agreement did not contain the particular
portion or provision held to be void. The parties further agree to amend this Agreement to
replace any stricken provision with a valid provision that comes as close as possible to the intent
of the stricken provision. The provisions of this section shall not prevent this entire Agreement
from being void should a provision which is of the essence of this Agreement be determined to
be void.
27.0 MISCELLANEOUS PROVISIONS
A. 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.
B. 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 Service
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.
C. 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.
D. 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 on the signature page.
City of Round Rock,Texas House of Dents, Inc.
By: By:96MI can
Craig Morgan,Mayor Printed Name: Lori Jo h nso n
Title: V,cc President
Date Signed: Date Signed: (o ZJ4 /24
For City,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)
AUTOBODY AND/OR PAINTLESS DENT REPAIR
SERVICES
SOLICITATION NUMBER 24-017-UPDATED
FEBRUARY 2024
City of Round Rock
Exhibit "A''
Autobody and/or Paintless Dent Repair Services
RFP No. 24-017-UPDATED
Commodity Code: 928-19
February 2024
AUTOBODY AND/OR PAINTLESS DENT REPAIR SERVICES
PART
GENERAL REQUIREMENTS
1. PURPOSE AND BACKGROUND: The City of Round Rock, herein after"the City' seeks proposals from
firms experienced in repairing damaged or deteriorated surfaces for vehicles and equipment as requested for
the City's fleet which ranges in size from small cars and pickup trucks to heavy equipment.
The City of Round Rock has a fleet of 475 light vehicles, including sedans, SUVs, vans, and light trucks, 104
medium and large trucks, 6 motorcycles, and 26 fire trucks & specialty vehicles. We also have 34 UN's, 56
trailers, and 214 pieces of construction and agricultural equipment that may occasionally suffer from surface
damages due to accidents or weather events.
Respondents may submit proposals for either Autobody Services OR Paintless Dent Repair Services
OR Both. The City intends to multi-award this contract. An anticipated total contract award will be
made by the City in an amount not to exceed $ 500,000 per year for all awarded vendors. For a total
contract not to exceed the amount of$2,500,000.
Please note. A Respondent's inability to provide a proposal for any of the above services does not preclude
that respondent from being selected. Respondents are encouraged to respond for those services where they
are competitive
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) 9-12
Part V—Proposal Preparation Instructions and Evaluation Factors Page(s) 13-15
Attachment A-Proposal Submittal Form Separate Attachment
Attachment B —Reference Sheet Separate Attachment
Attachment C—Subcontractor Information Form Separate Attachment
Attachment D—Cost Proposal Sheet Autobody Services Separate Attachment
Attachment E-Cost Proposal Paintless Dent Repair Services Separate Attachment
3. SCHEDULE OF EVENTS: It is the City's intention to follow the solicitation timeline below.
EVENT DATE
Solicitation released February 7,2024
Optional Pre-Proposal meeting February 21, 2024 @9:OOAM, CST
Deadline for submission of questions February 29 .2024 @ 5.00 PM, CST
Pagc 2 of 16
City of Round Rock Exhibit "A''
Autobody and/or Paintless Dent Repair Services
RFP No. 24-017-UPDATED
Commodity Code: 928-19
February 2024
City responses to questions or addendums Approximately March 4, 20232024 @ 5:00
PM, CST
Deadline for submission of responses March 14.2024 @ 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
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/site visit is optional. Respondents shall sign in at the pre-
proposal meeting to document their attendance. The pre-proposal meeting shall be held at:
City Council Chambers
221 East Main Street
Round Rock, Texas 78661
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. 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.
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 form1295.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
Paue 3 of 16
City of Round Rock Exhibit "A"
Autobody and/or Paintless Dent Repair Services
RFP No. 24-017-UPDATED
Commodity Code. 928-19
February 2024
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.
9. 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 protestLd�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.
A. Prior to Offer Due Date: If you are a prospective offeror for the award of a contract ("Offeror") and you
become aware of the facts regarding what you believe is a deficiency in the solicitation process before the
due date for receipt of offers in response to a solicitation ("Offers"), you must notify the City in writing of
the alleged deficiency before that date, giving the City an opportunity to resolve the situation prior to the
Offer due date.
B After Offer Due Date: If you submit an Offer to the City and you believe that there has been a deficiency
in the solicitation process or the award, you have the opportunity to protest the solicitation process, or the
recommended award as follows:
i You must file a written notice of your intent to protest within four(4)working days of the date that you
know or should have known of the facts relating to the protest. If you do not file a written notice of
intent within this time, you have waived all rights to protest the solicitation process or the award.
ii. You must file your formal written protest within ten (10) working days of the date that you know or
should have known of the facts relating to the protest unless you know of the facts before the Offer
has been closed. If you know of the facts before those dates, you must notify the City as stated in
section (A) above.
iii. You must submit your protest in writing and must include the following information:
a. your name, address, telephone number, and email address.
b. the solicitation number.
c. a specific identification of the statutory or regulatory provision that you are alleging has been
violated.
d. a detailed statement of the factual grounds for your protest, including copies of any relevant
documents.
e. a statement of any issues of law or fact that you contend must be resolved; and
f. a statement of the argument and authority that you offer in support of your protest.
iv. Your protest must be concise and presented logically and factually to help with the City's review.
C. Receipt of Timely Protest: When the City receives a timely and complete written protest, the Purchasing
Manager, with assistance from the City Attorney, shall make one of the following determinations:
i. Determine that a violation of rules and statutes has occurred prior to the award of the contract and
inform you and other interested parties of the determination The City will prepare updated solicitation
documents and will re-solicit.
ii. Determine that no violation of rules or statutes has occurred and inform you and other interested
parties of the decision by letter. The reasons for the determination will be presented in the letter.
iii. Determine that a violation of rules and statutes has occurred after the award of the contract and
inform you and other interested parties of the determination. However, the awarded contract will not
be canceled. As needed, corrective actions may be taken with purchasing or any other pertinent City
staff
iv. A determination will usually be made within fifteen (15) business days after receipt of the formal
protest
v. Any written decisions by the Purchasing Manager shall be the final administrative action for
the City.
P,iLc 4 of]6
Exhibit "A"
City of Round Rock
Autobody and/or Paintless Dent Repair Services
RFP No. 24-017-UPDATED
Commodity Code: 928-19
February 2024
All documentation pertaining to a protest will be kept on file at the City and are subject to open records
requests.
Parc 5 o1'16
City of Round Rock Exhibit "A '
Autobody and/or Paintless Dent Repair Services
RFP No. 24-017-UPDATED
Commodity Code: 928-19
February 2024
PART II
DEFINITIONS, STANDARD TERMS AND CONDITIONS,
AND INSURANCE REQUIREMENTS
1. DEFINITIONS, STANDARD TERMS AND CONDITIONS: By submitting a response to this solicitation, the
Respondent agrees that the City's Definitions and Standard Terms and Conditions, in effect at the time of
release of the solicitation, shall govern unless specifically provided otherwise in a separate agreement or on
the face of a purchase order. These can be obtained from the City's website at:
https//www roundrocktexas.gov/city-departments/purcliasirigl. In addition, the Supplemental Terms and
Conditions listed in Section III, shall also be enforced as part of the contract.
2. INSURANCE: The Respondent shall meet or exceed all insurance requirements set forth in Standard
Insurance Requirements. The City's Standard Insurance Requirements document can be viewed and
downloaded from the City's website at: https://www.roundrocktexas gov/city-departments/purchasing/
3. ADDITIONAL INSURANCE REQUIREMENTS: The Garage Liability policy shall provide a minimum limit of
liability of$500,000 Auto Only/$500,000 Aggregate other than Auto. Coverage shall be provided for all
owned, hired, and non-owned vehicles. The policy shall include these endorsements in favor of the City of
Round Rock: a) Waiver of Subrogation b) Thirty (30) days Notice of Cancellation c)The City of Round Rock
listed as an additional insured.
Pa2c 6 o 1'16
Exhibit "A'
City of Round Rock
Autobody and/or Paintless Dent Repair Services
RFP No. 24-017-UPDATED
Commodity Code: 928-19
February 2024
PART III
SUPPLEMENTAL TERMS AND CONDITIONS
1. AGREEMENT TERM: The terms of the awarded agreement shall include but not be limited to the following:
A. The term of the Agreement shall begin from date of award and shall remain in full force for sixty(60)
months.
B. Upon expiration of the contract term, the Contractor agrees to hold over under the terms and conditions of
this agreement for such a period as is reasonably necessary to re-solicit and/or complete the project up to
120 days.
2. RESPONDENT QUALIFICATIONS: The City has established the following minimum qualifications.
Respondents who do not meet the minimum qualifications will not be considered for award. The Respondent
shall:
A. Be firms, corporations, individuals, or partnerships normally engaged in providing autobody and/or
paintless dent repair services as specified herein and have adequate organization, facilities, equipment,
financial capability, and personnel to ensure prompt and efficient service to the City.
B. The Respondent shall include in the proposal a list of all litigation the company or its principals have been
involved in within the last three (3) years.
C. Be domiciled in or have a home office inside the United States. Respondents domiciled outside the
United States, or not having a home office inside the United States will not be included for consideration
in this RFP process.
D. Have their working repair location within 30 miles of City of Round Rock fleet facilities which are located
at:
City of Round Rock Vehicle Maintenance
901 Luther Peterson Place
Round Rock, Texas 78664
3. SUBCONTRACTORS: If Subcontractors will be used the Respondent is required to complete and submit with
their proposal response Attachment C: Subcontractor Information Form. The Contractor shall be fully
responsible to the City for all acts and omissions of the Subcontractors just as the Contractor is responsible
for the Contractors own acts and omissions. The Contractor shall
A Require that all deliverables to be provided by the Subcontractor be provided in strict accordance with the
provisions, specifications, and terms of the Contract.
B. Require that all Subcontractors obtain and maintain, throughout the term of their agreement, primary
insurance in the type and amounts specified for the Contractor, with the City being named as an
additional insured, and
C Require that the Subcontractor indemnify and hold the City harmless to the same extent as the Contractor
is required to indemnify the City.
D. Awarded Contractor is required to submit a list of all subcontractors for approval by the City prior to use of
any subcontractors throughout the term of the contract.
E. All work that is to be subcontracted must be approved by the City prior to work beginning
4. SAFETY: The City reserves the right to remove any employee from City property for violation of federal,
state, and local health, safety and environmental laws, ordinances, rules, and regulations. The Respondent
shall:
A Ensure that all employees comply with all Occupational Safety and Health Administration (OSHA), State
and City safety and occupational health standards and other applicable federal, state, and local health,
safety, and environmental laws ordinances, rules, and regulations in the performance of these services.
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.
Pa c7off 6
City of Round Rock
Exhibit "A"
Autobody and/or Paintless Dent Repair Services
RFP No. 24-017-UPDATED
Commodity Code: 928-19
February 2024
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.
Prices for materials will be on a cost-plus basis. The percentage (%) markup shall not be greater than 15%.
Invoices for work performed shall require a copy of a supplies receipt to be included. Failure to provide the
contracted cost-plus percentage (%)on an invoice may result in payment at cost.
7. PRICE INCREASE: Contract prices for autobody and/or paintless dent repair services shall remain firm
throughout the initial twelve (12) month term of the contract. A price increase to the agreement may be
considered on the anniversary date of the Contract each year and shall be equal to the consumer price index
for that year, but at no time can the increase be greater than 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 purchasirgCcDroundrocktexas.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. ACCEPTANCEMNSPECTION: 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.
Page 8 of' 16
Exhibit "A"
City of Round Rock
Autobody and/or Paintless Dent Repair Services
RFP No. 24-017-UPDATED
Commodity Code: 928-19
February 2024
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
littps.//roundrocktexas.bonfirehub.com once City Council has approved the recommendation of award and the
agreement has been executed.
12. POINT OF CONTACT/ DESIGNATED REPRESENTATIVE:
A. Contractor's Point of Contact(POC): 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:
Marshall Reynolds
General Services Fleet Maintenance
Phone: (512) 218-5571
E-mail: nue\hold,a roundrocktexas.um
Do not contact the individual listed above with questions or comments during the course of the
solicitation.
13. INTERLOCAL PURCHASING AGREEMENTS:
A The City has entered into Interlocal Agreements with other Governmental agencies pursuant to the
Interlocal Cooperation Act, Chapter 791 of the Texas Government Code.
B. The Contractor may offer the same price and terms and conditions to other eligible agencies that have an
interlocal agreement with the City.
C. The City does not accept any responsibility or liability for the purchases by other government agencies
through an interlocal cooperative agreement.
Page 9 of 16
City of Round Rock
Exhibit "A"
Autobody and/or Paintless Dent Repair Services
RFP No. 24-017-UPDATED
Commodity Code: 928-19
February 2024
PART IV
SCOPE OF WORK
1. PURPOSE: The City of Round Rock, herein after"the City" seeks proposals from firms experienced in
repairing damaged or deteriorated surfaces for vehicles and equipment as requested for the City's fleet which
ranges in size from small cars and pickup trucks to heavy equipment.
The City of Round Rock has a fleet of 475 light vehicles including sedans, SUVs, vans, and light trucks, 104
medium and large trucks, 6 motorcycles, and 26 fire trucks & specialty vehicles. We also have 34 UTV's, 56
trailers, and 214 pieces of construction and agricultural equipment that on occasion may suffer from surface
damages due to accidents or weather.
2. DESIGNATED CONTACT PERSON: In order to maintain consistent standards of quality work performed
across the City, the City shall be provided with a designated and identified crew leader/point of contact upon
award of the contract.
A. The City shall be provided with the designated person's name and telephone number.
B. This contact person shall remain the same throughout the term of the contract or upon termination of the
contact person. If a change has been made in the contact person, the City's designated representative
shall be notified by the Contractor immediately at the time of the change. NO substitutions of key
personnel shall be permitted without written approval of the authorized City's designated representative.
C. The designated contact person shall be identified in the solicitation response and may be required to
attend an oral presentation to the evaluation team prior to award of contract.
D. The City shall also be provided with a secondary designated contact person to communicate with if the
primary contact is unavailable.
3. 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.
4. RESPONSE TIME: Response times shall be as follows:
Non-Emergency Service Calls: "Non-emergency services" are defined as requests for repairs that, if the
issue is not resolved in a reasonable amount of time, will stop normal operations. The Contractor shall:
A. Respond and provide a written estimate for non-emergency service calls within two(2) business days and
begin work within five (5) days of the original request provided a PO is issued to the Contractor.
B. Services will be performed during normal operation hours which are 7:OOAM-6 OOPM, Monday-Friday.
5. AUTOBODY REPAIR SERVICES: These services are listed under Section I of Attachment D-Cost Proposal
Sheet. This item is considered optional. If this item is left blank on the cost proposal sheet the City will
assume you do not intend to provide these services in the resulting contract.
A. The Contractor shall-
i. Inspect the car frame for structural damage and assess repairability on all damaged areas including
but not limited to windshields, doors, tires, frame, and/or the body of the car.
ii. Provide a written estimate to the City's designated representative within two business days of pick up.
Repair work shall not commence until the Contractor has received a City-issued purchase order
number. The City reserves the right to request photos for any estimate before approval of work to
begin.
iii. Provide an estimated/average expected turnaround time for completion of repairs on City vehicles.
Any delays to this completion time must be communicated to the City's point of contact on a weekly
basis.
iv. Conduct approved repairs to or replacement of body damage and restore vehicle to original condition
and finish.
v. Paint and/or use blending techniques to match existing color.
Paee 10 of' 16
Exhibit "A''
City of Round Rock
Autobody and/or Paintless Dent Repair Services
RFP No. 24-017-UPDATED
Commodity Code: 928-19
February 2024
vi. Complete quality control inspections of all vehicles after completion of repairs for conformance to the
original manufacturer's standards and configuration before returning the vehicles to the City.
vii. Inform the City of the damage and gain approval to correct the damage before proceeding with
repairs.
B. Facility Requirements: The Contractor shall-
Have a facility large enough to accommodate the Contractor's current workload as well as the
additional workload resulting from award of this contract.
ii. Provide daily, year-round service regardless of weather conditions.
iii. Park all police vehicles in a secured area with controlled access. Contractor shall provide information
and/or explain the method to be utilized for the security of the City's Police vehicles and/or any City
vehicles while on the Contractor's property during business hours and overnight. The City reserves
the right to determine if the secured area will meet the City's needs.
iv. The City reserves the right to tour the facility to confirm that the security of the facility will meet the
City's needs prior to award.
C Parts and Materials:
Repair parts and materials shall be new unless alternative"after- market" or used parts were
specifically approved by the City's designated representative in advance.
ii. All repair parts and materials used must be certified by their manufacturer as meeting Original
Equipment Manufacturer(OEM) specifications.
iii. When non-OEM parts are approved for use, such parts must be certified by the Certified Auto Parts
Association (CAPA) and warranted by the Contractor as being equal in kind and quality in terms of fit,
performance, and overall quality to the original manufacturer parts they are replacing.
D Warranty: Successful Respondent shall provide at minimum five (5) years warranty on all workmanship
and parts including but not limited to manufacturer's warranty, workmanship defects, and installation. All
warranty work shall be completed within five (5)working days from notice of defect.
E. Pickup and Delivery of City Vehicles: The Contractor shall provide pickup and delivery services
for regular City's vehicles in need of repair within 24 hours of contact.
i. The City requires the Contractor to arrange for pickup or towing of the vehicle(s) requested for repair.
ii. The City's pickup and delivery location is:
City of Round Rock Vehicle Maintenance
901 Luther Peterson Place
Round Rock, Texas 78664
The City will be responsible for obtaining wrecker services for vehicles from the scene of a collision or
in situations where the vehicle is not able to be driven safely to the City of Round Rock Vehicle
Maintenance.
iii. Pick up and drop off vehicles shall occur during normal business operating hours of 8:00 am -5:00
pm. This will not include holidays or weekends.
iv. Under no circumstance are police vehicles to be driven to the repair facility by non-police
personnel: they must be towed.
v. The City must be contacted promptly upon completion of work so that the vehicle can be
placed back in service.
Page I I of 16
City of Round Rock
Exhibit "A"
Autobody and/or Paintless Dent Repair Services
RFP No. 24-017-UPDATED
Commodity Code: 928-19
February 2024
6. PAINTLESS DENT REPAIR SERVICES: These services are listed under Section III of Attachment D-Cost
Proposal Sheet. This item is considered optional. If this item is left blank on the cost proposal sheet, the City
will assume you do not intend to provide these services in the resulting contract.
A. Contractor Responsibilities The Contractor shall-
i. Provide a written estimate to the City's designated representative within two days Repair work shall
not commence until the Contractor has received a City-issued purchase order number.
ii. Provide an estimated/average expected turnaround time for completion of repairs on City vehicles.
Any delays in this completion must be communicated with the City's point of contact on a weekly
basis
iii. If, after an initial assessment, it is determined that repairs cannot be made without damaging the paint
the Contractor must discuss options with City POC.
iv. Make recommendations for repair options to City POC if work can be completed with a different
product or treatment. These options must be approved prior to work starting.
v. Inform department if a repair may cause any structural issues like"oil-canning" after work is complete.
vi. Vehicle will be finished to original manufactured conditions including clear coat.
vii. Contractor must quality-inspect all vehicles after completion of repairs for conformance before
returning the vehicles to the City.
viii. All work must be completed without cracking or scratching the paint.
ix. The Contractor shall inform the City of the damage and gain approval to correct the damage before
proceeding with repairs.
B Warranty: Successful Respondent shall provide at minimum one(1) year warranty on all workmanship.
All warranty work shall be completed within five (5)working days from notice of defect.
7. ESTIMATES: It is the Contractor's responsibility to ensure that all information is complete to provide an
accurate estimate. The City will not incur charges from the Contractor until an estimate has been approved
and a purchase order sent to the Contractor for repair work. In certain circumstances a sample of materials to
be used in a project may be requested by the City's designated representative for approval before work
commences.
Each written estimate shall include the following information:
A. Vehicle Identification Number(VIN) of Vehicle
B. Department name and location of the project
C. Contractor's designated contact name and telephone number
D. Breakdown of labor costs (number of workers, hours worked, hourly rate)
E. Materials (detailed description, quantity, unit price, and extended price amounts)
F. Total cost (labor and materials)
G. Description specifying work to be done
H Time projected to complete the project
I The City reserves the right to request photos for any estimate before approving the work
8. INVOICE REQUIREMENTS: Each project shall be invoiced separately; the Contractor shall include detailed
information on each invoice, including:
A. The total hours worked and hourly labor rate.
B. Supplies and materials: The cost of supplies and materials shall be listed separately from labor. As
indicated in the cost proposal sheet, a maximum percentage markup will be allowed for material. Invoices
shall have attached a copy of paid materials receipt from the supplier.
C The associated VIN.
9. CITY'S RESPONSIBILITIES: The City will-
A The City does not have a repair estimator on staff.
B Provide the Contractor with a complete and accurate project overview with the request for estimate.
['a,-,c 12 of 16
Exhibit "A"
City of Round Rock
Autobody and/or Paintless Dent Repair Services
RFP No. 24-017-UPDATED
Commodity Code: 928-19
February 2024
C. Coordinate scheduling with Contractor.
D. Ensure keys are in the vehicle for pickup.
E. Ensure work area is reasonably free of safety hazards.
F. Provide access to locations where services are required.
G. Provide local vehicle parking and access to the work areas.
H. Provide reasonable access to standard power and water utilities as needed to complete the project.
I Inspect work performed to ensure compliance with the scope of work.
J. Review all invoices to ensure accuracy.
Pagc 13 of 16
City of Round Rock Exhibit "A"
Autobody and/or Paintless Dent Repair Services
RFP No. 24-017-UPDATED
Commodity Code: 928-19
February 2024
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 Hroundrecktxvendors munisselfservice comNendors/default aspx
Proposal Submittal Instructions: The Respondent shall include all of the following documents in their
response-
Attachment A-Proposal Submittal Form
• Attachment B-Reference Sheet
• Attachment C-Subcontractor Form (if applicable)
• Attachment D-Cost Proposal Sheet-Autobody Services
• Attachment E-Cost Proposal Sheet—Paintless Dent Repair Services
• Organizations- PDR Matrix (if applicable)
• Acknowledged Addenda (if applicable)
• 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: The intent of the City is to award to one or more Respondents in accordance with
the Evaluation Criteria Below:
A. Segment 1 —Respondent's Solution Approach &Timeline
i. System Concept and Solution: Define in detail your understanding of the requirement presented in
the Scope of Work of this request for proposal. Provide all details as required in the Scope of Work
and any additional information you deem necessary to evaluate your proposal.
ii. Program Approach and Timeline: Describe your technical plan for accomplishing required work and
the estimated timeline for a project. Specifically indicate:
1) A statement defining your understanding of the scope of work.
2) Detailed steps you will take in proceeding from receiving a request for repair to completion of
repair and return of vehicle to the City.
3) A statement of your compliance with all applicable rules and regulations of Federal, State and
Local governing entities. The Proposer must state their compliance with terms of this
Request for Proposal(RFP)or clearly document any exceptions.
4) Contractor shall provide information and/or explain the method to be utilized for the security
of the City's Police vehicles and/or any City vehicles while on the Contractor's property during
business hours and overnight.
B. Segment 2 —Company Work Experience and Personnel
i. Company Information-which gives in brief, concise terms, a summation of the proposal. Include the
following:
a) 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
Page 14 of 16
Exhibit "A'
City of Round Rock
Autobody and/or Paintless Dent Repair Services
RFP No. 24-017-UPDATED
Commodity Code: 928-19
February 2024
perform, or assist in performing, work herein. Indicate whether you operate as a partnership,
corporation, or individual. Include the State in which incorporated or licensed to operate.
b) Project Management Structure: Provide a general explanation and chart which specifies project
leadership and reporting responsibilities; and interface the team with City project management
and team personnel. If use of subcontractors is proposed, identify their placement in the primary
management structure, and provide internal management description for each subcontractor.
fl. Prior Experience: State the number of years the Respondent company has been providing the
services requested in the solicitation. Describe only relevant municipal, governmental, 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.
iii. Contractors' past performance with the City may be evaluated.
iv. 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.
B. 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. Itemize to show the following for each category of personnel with separate hourly
rate.
a) Manpower- hourly rates
b) Percent over cost of supplies and materials (not to exceed 15%)
c) Towing Expenses- list your flat rate fee for towing on Attachment D-Cost Proposal
Worksheet, Section V. No alternative or fluctuating tow rate schedule will be
considered.
ii. Total (not to exceed) Cost
iii Organizational PDR Matrix (If applicable) -This section will not be evaluated under Cost but will
become part of the contract
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 re4uirements and provides the best overall value to the City.
A. Evaluation Criteria: Weights:
• Respondent's Solution, 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.
Page 15 of 16
City of Round Rock
Exhibit "A"
Autobody and/or Paintless Dent Repair Services
RFP No. 24-017-UPDATED
Commodity Code: 928-19
February 2024
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
member evaluating or considering the offers may be grounds for disqualifying the offending Offeror from
consideration of award.
B. Submission of proposal indicates the Respondent's acceptance of the evaluation process and recognition
that the City may make subjective judgments in evaluating the proposal to determine the best value for
the City.
C. If negotiations are successful, the City and Respondent may enter into an agreement. If negotiations are
unsuccessful, the City may formally end negotiations with that Respondent.
D. The City also reserves the right to reject any or all submittals, or to accept any submittal deemed most
advantageous, or to waive any irregularities or informalities in the submittal received.
E. An independent signed authorized Contract will be sent to the successful Respondent(s). Execution of a
City of Round Rock contract is required prior to starting work and processing any payments to the
Contractor.
6. POST AWARD MEETING: The City and the Respondent may schedule a post award meeting to discuss, but
not be limited to the following:
A. The method to provide a smooth and orderly transition of services performed from the current Contractor.
B. Provide City contact(s) information for implementation of the Agreement.
C Identify specific milestones, goals, and strategies to meet objectives.
Paue 16 of 16
Exhibit "A"
Attachment E- Cost Proposal Worksheet Paintless Dent Repair Services
Autobody and/or Paintless Dent Repair Services
RPP 24
For pricing information see Part III, Item 6 of the solicitation.All quantities listed are annual estimates. The City reserves the right
to purchase more or less than the quantities indicated below. . The City intends to multi-award this contract.An anticipated
total contract award will be made by the City in an amount not to exceed $ 500,000 per year for all awarded vendors. For
a total contract not to exceed the amount of$2,500,000.
Section 1 Paintless Dent Repair Hourly Rates(Optional)
1 Hourly Labor/Shop Rate Body Labor 400 Hour $65.00 $26,000.00
2 Hourly Labor/Shop Rate Paint Labor 400 Hour $65.00 $26,000.00
3 Hourly Labor/Shop Rate Mechanical Labor 400 Hour $100.00 $40,000.00
Total Amount $92,000.00
Section II: Paintless Dent Repair Materials-The percentage (%) markup shall not be greater than 15%
(This section will not be evaluated under Cost but will become part of the contract.)
Percent Markup over Cost for Paintless Dent Repair Materials Percentage 5%
Markup
Percent Markup for Aluminum work Percentage 15%
Markup
Section V: Towing (this must be a flat rate- No alternative or fluctuating tow rate schedule will be considered by the
City)
10 ITowing Fee 250 jeachl $100.00 1 $25,000.00
Estimated Annual Total: 1 $117,000.00
I--�
RFP 24-017 - Autobody and/or Paintless Dent Repair Services
Scoring Summary
Active Submissions
AUTOBODY/COLLISION REPAIR
A-Total Score for A-2-Company Work
!"Responsivenes A-1 -Segment 1 Experience and A-3 Cost
Total s Autobody Services Personnel
Supplier 00 00pts 35 pts 35 pts � �
Auto Dent Quality 79.58 Pass 79.57 31.67 30 17.91
Network Auto Body 86.67 Pass 86.67 26.67 30 30
and Paint Shop
I
Austin Dent Company 66.19 Pass 66.19 25 21 67 19.52
House of Dents, Inc. 31 Pass 31 I 16 I 15 0
I
PAINTLESS DENT REPAIR
B-Total Score for B-2-Company Work B-2-
Total Responsiveness B-1 -Segment I Experience and
.D_ Services Personnelle Cost
i i pts
i
Auto Dent Quality 80.79 Pass 80.79 30.67 33.33 16.79
I
Network Auto Body 70 Pass 70 20 20 30
and Paint Shop
Austin Dent Company 79.89 Pass 79.89 28.33 33.33 18.23
House of Dents, Inc. 88.97 Pass 88.97 35 35 18.97