CM-2024-238 - 9/13/20244883-6686-5352/ss2
CITY OF ROUND ROCK AGREEMENT FOR
PROFESSIONAL CONSULTING SERVICES RELATED TO
HOTEL OCCUPANCY TAX AUDITING SERVICES WITH
HDL COMPANIES
THE STATE OF TEXAS §
§
THE CITY OF ROUND ROCK § KNOW ALL BY THESE PRESENTS
§
COUNTY OF WILLIAMSON §
COUNTY OF TRAVIS §
THIS AGREEMENT for professional consulting services related to Hotel Occupancy
Tax Auditing Services (the “Agreement’), is made on this _____ day of ______________, 2024,
by and between the CITY OF ROUND ROCK, a Texas home-rule municipal corporation with
offices located at 221 East Main Street, Round Rock, Texas 78664-5299 (the “City”), and HDL
COMPANIES, located at 9821 Katy Freeway, Suite 440, Houston, Texas 77024(the
“Consultant”).
RECITALS:
WHEREAS, professional services related to Hotel Occupancy Tax Auditing Services are
desired by the City; and
WHEREAS, City issued a “Request for Proposals” for the provision of said services; and
WHEREAS, City has determined the proposal submitted by the Services Provider
provides 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 hereunder.
NOW, THEREFORE, WITNESSETH:
That for and in consideration of the mutual promises contained herein and other good and
valuable consideration, the sufficiency and receipt of which are hereby acknowledged, it is
mutually agreed between the parties as follows:
1.0 EFFECTIVE DATE, DURATION, AND TERM
A. This Agreement shall be effective on the date this Agreement has been signed by
each party hereto and shall remain in full force and effect unless and until it expires by operation
of the term indicated herein or is terminated as provided herein.
13th September
CM-2024-238
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B. The term of this Agreement shall commence upon execution and terminate sixty
(60) months from the date of execution.
C. City and the Consultant reserve the right to review the Agreement at any time and
may elect to terminate the Agreement with or without cause or may elect to continue.
2.0 SCOPE OF SERVICES
Consultant has issued its proposal for services in response to the City’s Request for
Proposals Solicitation No. 24-016 dated March 2024, such proposal for services being attached
hereto as Exhibit “A” titled “Scope of Services,” which shall be referred to as the Scope of
Services of this Agreement and incorporated herein by reference for all purposes.
Consultant shall satisfactorily provide all services described herein and as set forth in the
attached Exhibit “A” according to the Project Schedule included in Exhibit “A.” Consultant’s
undertaking shall be limited to performing services for City and/or advising City concerning
those matters on which Consultant has been specifically engaged. Consultant shall perform
services in accordance with this Agreement in a professional and workmanlike manner as set
forth in Exhibit “A.”
3.0 LIMITATION TO SCOPE OF SERVICES
Consultant’s undertaking shall be limited to performing services for City and/or advising
City concerning those matters on which Consultant has been specifically engaged. Consultant
and City agree that the Scope of Services to be performed is enumerated in Exhibit “A,” and may
only be modified by a written Supplemental Agreement executed by both parties as described in
Section 9.0.
4.0 CONTRACT AMOUNT
In consideration for the consulting services Consultant shall be paid in accordance with
the attached Exhibit “A.” Consultant shall be compensated for services performed at a rate of
$2,150.00 per hotel with an allowable annual CPI adjustment after the first twelve (12) months
of the Agreement.
Consultant’s total compensation for consulting services performed hereunder shall not
exceed $99,784.46. This amount represents the absolute limit of City’s liability to Consultant
hereunder unless same shall be changed by Supplemental Agreement, and City shall pay, strictly
within the not-to-exceed sum recited herein, Consultant’s fees for work done on behalf of City.
5.0 INVOICE REQUIREMENTS AND TERMS OF PAYMENT
Invoices: To receive payment, Consultant shall prepare and submit detailed invoices to
the City, in accordance with the delineation contained herein, for services rendered. Such
invoices for professional services shall track the referenced Scope of Work, and shall detail the
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services performed, along with documentation for each service performed. Payment to
Consultant shall be made on the basis of the invoices submitted by Consultant and approved by
the City. Such invoices shall conform to the schedule of services and costs in connection
therewith.
Should additional backup material be requested by the City relative to service
deliverables, Consultant shall comply promptly. In this regard, should the City determine it
necessary, Consultant shall make all records and books relating to this Agreement available to
the City for inspection and auditing purposes.
Payment of Invoices: The City reserves the right to correct any error that may be
discovered in any invoice that may have been paid to Consultant and to adjust same to meet the
requirements of this Agreement. Following approval of an invoice, the City shall endeavor to pay
Consultant promptly, but no later than the time period required under the Texas Prompt Payment
Act described in Section 8.01 herein. Under no circumstances shall Consultant be entitled to
receive interest on payments which are late because of a good faith dispute between Consultant
and the City or because of amounts which the City has a right to withhold under this Agreement
or state law. The City shall be responsible for any sales, gross receipts or similar taxes
applicable to the services, but not for taxes based upon Consultant’s net income.
6.0 INSURANCE
Consultant shall meet all City of Round Rock Insurance Requirements set forth at:
https://www.roundrocktexas.gov/wp-content/uploads/2014/12/corr_insurance_07.20112.pdf
7.0 PROMPT PAYMENT POLICY
In accordance with Chapter 2251, V.T.C.A., Texas Government Code, any payment to be
made by the City to Consultant will be made within thirty (30) days of the date the performance
of the services under this Agreement are completed, or the date the City receives a correct
invoice for the services, whichever is later. Consultant may charge interest on an overdue
payment at the “rate in effect” on September 1 of the fiscal year in which the payment becomes
overdue, in accordance with V.T.C.A., Texas Government Code, Section 2251.025(b). This
Prompt Payment Policy does not apply to payments made by the City in the event:
(a) There is a bona fide dispute between the City and Consultant, a contractor,
subcontractor, or supplier about the service performed that cause the payment
to be late; or
(b) There is a bona fide dispute between Consultant and a subcontractor or
between a subcontractor and its supplier about the service performed that
causes the payment to be late; or
(c) The terms of a federal contract, grant, regulation, or statute prevent the City
from making a timely payment with federal funds; or
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(d) The invoice is not mailed to the City in strict accordance with any instruction
on the purchase order relating to the payment.
8.0 NON-APPROPRIATION AND FISCAL FUNDING
This Agreement is a commitment of the City’s current revenues only. It is understood and
agreed that the City shall have the right to terminate this Agreement at the end of any City fiscal
year if the governing body of the City does not appropriate funds sufficient to purchase the
services as determined by the City’s budget for the fiscal year in question. The City may affect
such termination by giving Consultant a written notice of termination at the end of its then-
current fiscal year.
9.0 SUPPLEMENTAL AGREEMENT
The terms of this Agreement may be modified by written Supplemental Agreement
hereto, duly authorized by City Council or by the City Manager, if the City determines that there
has been a significant change in (1) the scope, complexity, or character of the services to be
performed; or (2) the duration of the work. Any such Supplemental Agreement must be
executed by both parties within the period specified as the term of this Agreement. Consultant
shall not perform any work or incur any additional costs prior to the execution, by both parties,
of such Supplemental Agreement. Consultant shall make no claim for extra work done or
materials furnished unless and until there is full execution of any Supplemental Agreement, and
the City shall not be responsible for actions by Consultant nor for any costs incurred by
Consultant relating to additional work not directly authorized by Supplemental Agreement.
10.0 TERMINATION AND DEFAULT
Termination: It is agreed and understood by Consultant that the City or Consultant may
terminate this Agreement for the convenience of the City or Consultant, upon thirty (30) days’
written notice to Consultant or City, with the understanding that immediately upon receipt of
said notice all work being performed under this Agreement shall cease. Consultant shall invoice
the City for work satisfactorily completed and shall be compensated in accordance with the terms
hereof for work accomplished prior to the receipt of said notice of termination. Consultant shall
not be entitled to any lost or anticipated profits for work terminated under this Agreement.
Unless otherwise specified in this Agreement, all data, information, and work product related to
this Project shall become the property of the City upon termination of this Agreement, and shall
be promptly delivered to the City in a reasonably organized form without restriction on future
use. Should the City subsequently contract with a new consultant for continuation of service on
the Project, Consultant shall cooperate in providing information.
Termination of this Agreement shall extinguish all rights, duties, and obligations of the
terminating party and the terminated party to fulfill contractual obligations. Termination under
this section shall not relieve the terminated party of any obligations or liabilities which occurred
prior to termination.
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Nothing contained in this section shall require the City to pay for any work which it
deems unsatisfactory or which is not performed in compliance with the terms of this Agreement.
Default: Either party may terminate this Agreement, in whole or in part, for default if
the Party provides the other Party with written notice of such default and the other fails to
satisfactorily cure such default within ten (10) business days of receipt of such notice (or a
greater time if agreed upon between the Parties).
If default results in termination of this Agreement, then the City shall give consideration
to the actual costs incurred by Consultant in performing the work to the date of default. The cost
of the work that is useable to the City, the cost to the City of employing another firm to complete
the useable work, and other factors will affect the value to the City of the work performed at the
time of default. Neither party shall be entitled to any lost or anticipated profits for work
terminated for default hereunder.
The termination of this Agreement for default shall extinguish all rights, duties, and
obligations of the terminating Party and the terminated Party to fulfill contractual obligations.
Termination under this section shall not relieve the terminated party of any obligations or
liabilities which occurred prior to termination.
Nothing contained in this section shall require the City to pay for any work which it
deems unsatisfactory, or which is not performed in compliance with the terms of this Agreement.
11.0 NON-SOLICITATION
Except as may be otherwise agreed in writing, during the term of this Agreement and for
twelve (12) months thereafter, neither the City nor Consultant shall offer employment to or shall
employ any person employed then or within the preceding twelve (12) months by the other or
any affiliate of the other if such person was involved, directly or indirectly, in the performance of
this Agreement. This provision shall not prohibit the hiring of any person who was solicited
solely through a newspaper advertisement or other general solicitation.
12.0 INDEPENDENT CONTRACTOR STATUS
Consultant is an independent contractor, and is not the City’s employee. Consultant’s
employees or subcontractors are not the City’s employees. This Agreement does not create a
partnership, employer-employee, or joint venture relationship. No party has authority to enter
into contracts as agent for the other party. Consultant and the City agree to the following rights
consistent with an independent contractor relationship:
(1) Consultant has the right to perform services for others during the term hereof.
(2) Consultant has the sole right to control and direct the means, manner and method
by which it performs its services required by this Agreement.
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(3) Consultant has the right to hire assistants as subcontractors, or to use employees
to provide the services required by this Agreement.
(4) Consultant or its employees or subcontractors shall perform services required
hereunder, and the City shall not hire, supervise, or pay assistants to help
Consultant.
(5) Neither Consultant nor its employees or subcontractors shall receive training from
the City in skills necessary to perform services required by this Agreement.
(6) City shall not require Consultant or its employees or subcontractors to devote full
time to performing the services required by this Agreement.
(7) Neither Consultant nor its employees or subcontractors are eligible to participate
in any employee pension, health, vacation pay, sick pay, or other fringe benefit
plan of the City.
13.0 CONFIDENTIALITY AND MATERIALS OWNERSHIP
Any and all programs, data, or other materials furnished by the City for use by Consultant
in connection with services to be performed under this Agreement, and any and all data and
information gathered by Consultant, shall be held in confidence by Consultant as set forth
hereunder. Each party agrees to take reasonable measures to preserve the confidentiality of any
proprietary or confidential information relative to this Agreement, and to not make any use
thereof other than for the performance of this Agreement, provided that no claim may be made
for any failure to protect information that occurs more than three (3) years after the end of this
Agreement.
The parties recognize and understand that the City is subject to the Texas Public
Information Act and its duties run in accordance therewith.
All data relating specifically to the City’s business and any other information which
reasonably should be understood to be confidential to City is confidential information of City.
Consultant’s proprietary software, tools, methodologies, techniques, ideas, discoveries,
inventions, know-how, and any other information which reasonably should be understood to be
confidential to Consultant is confidential information of Consultant. The City’s confidential
information and Consultant’s confidential information is collectively referred to as “Confidential
Information.” Each party shall use Confidential Information of the other party only in
furtherance of the purposes of this Agreement and shall not disclose such Confidential
Information to any third party without the other party’s prior written consent, which consent
shall not be unreasonably withheld. Each party agrees to take reasonable measures to protect the
confidentiality of the other party’s Confidential Information and to advise their employees of the
confidential nature of the Confidential Information and of the prohibitions herein.
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Notwithstanding anything to the contrary contained herein, neither party shall be
obligated to treat as confidential any information disclosed by the other party (the “Disclosing
Party”) which: (1) is rightfully known to the recipient prior to its disclosure by the Disclosing
Party; (2) is released by the Disclosing Party to any other person or entity (including
governmental agencies) without restriction; (3) is independently developed by the recipient
without any reliance on Confidential Information; or (4) is or later becomes publicly available
without violation of this Agreement or may be lawfully obtained by a party from any non-party.
Notwithstanding the foregoing, either party will be entitled to disclose Confidential Information
of the other to a third party as may be required by law, statute, rule or regulation, including
subpoena or other similar form of process, provided that (without breaching any legal or
regulatory requirement) the party to whom the request is made provides the other with prompt
written notice and allows the other party to seek a restraining order or other appropriate relief.
Subject to Consultant’s confidentiality obligations under this Agreement, nothing herein shall
preclude or limit Consultant from providing similar services for other clients.
Notwithstanding the foregoing, either party will be entitled to disclose Confidential
Information of the other to a third party as may be required by law, statute, rule or regulation,
including subpoena or other similar form of process, provided that (without breaching any legal
or regulatory requirement) the party to whom the request is made provides the other with prompt
written notice and allows the other party to seek a restraining order or other appropriate relief.
Subject to Consultant’s confidentiality obligations under this Agreement, nothing herein shall
preclude or limit Consultant from providing similar services for other clients.
Neither the City nor Consultant will be liable to the other for inadvertent or accidental
disclosure of Confidential Information if the disclosure occurs notwithstanding the party’s
exercise of the same level of protection and care that such party customarily uses in safeguarding
its own proprietary and confidential information.
Notwithstanding anything to the contrary in this Agreement, the City will own as its sole
property all written materials created, developed, gathered, or originally prepared expressly for
the City and delivered to the City under the terms of this Agreement (the “Deliverables”); and
Consultant shall own any general skills, know-how, expertise, ideas, concepts, methods,
techniques, processes, software, or other similar information which may have been discovered,
created, developed or derived by Consultant either prior to or as a result of its provision of
services under this Agreement (other than Deliverables). Consultant shall have the right to retain
copies of the Deliverables and other items for its archives. Consultant’s working papers and
Consultant’s Confidential Information (as described herein) shall belong exclusively to the
Consultant. “Working papers” shall mean those documents prepared by Consultant during the
course of performing the Project including, without limitation, schedules, analyses,
transcriptions, memos, designed and developed data visualization dashboards and working notes
that serve as the basis for or to substantiate the Project. In addition, Consultant shall retain sole
and exclusive ownership of its know-how, concepts, techniques, methodologies, ideas, templates,
dashboards, code and tools discovered, created or developed by Consultant during the
performance of the Project that are of general application and that are not based on City’s
Confidential Information hereunder (collectively, “Consultant’s Building Blocks”). To the
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extent any Deliverables incorporate Consultant’s Building Blocks, Consultant gives City a non-
exclusive, non-transferable, royalty-free right to use such Building Blocks solely in connection
with the deliverables. Subject to the confidentiality restrictions mentioned above, Consultant
may use the deliverables and the Building Blocks for any purpose. Except to the extent required
by law or court order, City will not otherwise use, or sublicense or grant any other party any
rights to use, copy or otherwise exploit or create derivative works from Consultant’s Building
Blocks.
City shall have a non-exclusive, non-transferable license to use Consultant’s Confidential
Information for City’s own internal use and only for the purposes for which they are delivered to
the extent that they form part of the Deliverables.
14.0 WARRANTIES
Consultant represents that all services performed hereunder shall be performed consistent
with generally prevailing professional or industrial standards, and shall be performed in a
professional and workmanlike manner. Consultant shall re-perform any work not in compliance
with this representation.
15.0 LIMITATION OF LIABILITY
Should any of Consultant’s services not conform to the requirements of the City or of this
Agreement, then and in that event the City shall give written notification to Consultant;
thereafter, (a) Consultant shall either promptly re-perform such services to the City’s reasonable
satisfaction at no additional charge, or (b) if such deficient services cannot be cured within the
cure period set forth herein, then this Agreement may be terminated for default.
In no event will Consultant be liable for any loss, damage, cost or expense attributable to
negligence, willful misconduct or misrepresentations by the City, its directors, employees or
agents.
Neither party’s liability, in contract, tort (including negligence) or any other legal or
equitable theory, (a) shall exceed the professional fees paid or due to Consultant pursuant to this
Agreement or (b) include any indirect, incidental, special, punitive or consequential damages,
even if such party has been advised of the possibility of such damages. Such excluded damages
include, without limitation, loss of data, loss of profits and loss of savings of revenue.
16.0 INDEMNIFICATION
Consultant shall save and hold harmless City and its officers and employees from all
claims and liabilities due to activities of his/her/itself and his/her/its agents or employees,
performed under this Agreement, which are caused by or which result from the negligent error,
omission, or negligent act of Consultant or of any person employed by Consultant or under
Consultant’s direction or control.
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Consultant shall also save and hold City harmless from any and all expenses, including
but not limited to reasonable attorneys’ fees which may be incurred by City in litigation or
otherwise defending claims or liabilities which may be imposed on City as a result of such
negligent activities by Consultant, its agents, or employees.
17.0 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 may
assign any rights or delegate any duties under this Agreement without the other party’s prior
written approval, which approval shall not be unreasonably withheld.
18.0 LOCAL, STATE, AND FEDERAL TAXES
Consultant shall pay all income taxes, and FICA (Social Security and Medicare taxes)
incurred while performing services under this Agreement. The City will not do the following:
(1) Withhold FICA from Consultant’s payments or make FICA payments on its
behalf;
(2) Make state and/or federal unemployment compensation contributions on
Consultant’s behalf; or
(3) Withhold state or federal income tax from any of Consultant’s payments.
If requested, the City shall provide Consultant with a certificate from the Texas State
Comptroller indicating that the City is a non-profit corporation and not subject to State of Texas
Sales and Use Tax.
19.0 COMPLIANCE WITH LAWS, CHARTER, AND ORDINANCES
A. Consultant, its consultants, 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. Consultant shall further obtain all permits,
licenses, trademarks, or copyrights required in the performance of the services contracted for
herein, and same shall belong solely to the City at the expiration of the term of this Agreement.
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 a contract. The signatory executing this Agreement on behalf of
Consultant verifies Consultant does not boycott Israel and will not boycott Israel during the term
of this Agreement.
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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 Consultant verifies Consultant does not have a practice,
policy, guidance, or directive that discriminates against a firearm entity or firearm trade
association, and it will not discriminate during the term of this Agreement against a firearm
entity or firearm trade association.
D. In accordance with Chapter 2274, Texas Government Code, a governmental entity
may not enter into a contract with a company with at least ten (10) full-time employees for a
value of at least One Hundred Thousand and No/100 Dollars ($100,000.00) unless the contract
has a provision verifying that it: (1) does not boycott energy companies; and (2) will not boycott
energy companies during the term of this Agreement. The signatory executing this Agreement on
behalf of Consultant verifies Consultant does not boycott energy companies, and it will not
boycott energy companies during the term of this Agreement.
20.0 FINANCIAL INTEREST PROHIBITED
Consultant covenants and represents that Consultant, its officers, employees, agents,
consultants and subcontractors will have no financial interest, direct or indirect, in the purchase
or sale of any product, materials or equipment that will be recommended or required hereunder.
21.0 DESIGNATION OF REPRESENTATIVES
The City hereby designates the following representative authorized to act on its behalf
with regard to this Agreement:
Melana Taylor, Deputy CFO
Finance Department
221 East Main Street
Round Rock, TX 78664
(512) 218-3295
mtaylor@roundrocktexas.gov
22.0 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 recipient’s address as stated herein; or
(2) Three (3) days after being deposited in the United States mail, with postage
prepaid to the recipient’s address as stated in this Agreement.
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Notice to Consultant:
HdL Companies
9821 Katy Freeway
Suite 440
Houston, TX 77024
Notice to City:
City Manager, City of Round Rock
221 East Main Street
Round Rock, TX 78664
AND TO:
Stephanie L. Sandre, City Attorney
309 East Main Street
Round Rock, TX 78664
Nothing contained in this section shall be construed to restrict the transmission of routine
communications between representatives of the City and Consultant.
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 Texas.
24.0 EXCLUSIVE AGREEMENT
The terms and conditions of this Agreement, including exhibits, constitute the entire
agreement between the parties and supersede all previous communications, representations, and
agreements, either written or oral, with respect to the subject matter hereof. The parties
expressly agree that, in the event of any conflict between the terms of this Agreement and any
other writing, this Agreement shall prevail. No modifications of this Agreement will be binding
on any of the parties unless acknowledged in writing by the duly authorized governing body or
representative for each party.
25.0 DISPUTE RESOLUTION
The City and Consultant 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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26.0 SEVERABILITY
The invalidity, illegality, or unenforceability of any provision of this Agreement or the
occurrence of any event rendering any portion of 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 of
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 Article shall not prevent this entire Agreement from
being void should a provision which is of the essence of this Agreement be determined void.
27.0 STANDARD OF CARE
Consultant represents that it is specially trained, experienced and competent to perform
all of the services, responsibilities and duties specified herein and that such services,
responsibilities and duties shall be performed, whether by Consultant or designated
subconsultants, in a manner acceptable to the City and according to generally accepted business
practices.
28.0 GRATUITIES AND BRIBES
City, may by written notice to Consultant, cancel this Agreement without incurring any
liability to Consultant if it is determined by City that gratuities or bribes in the form of
entertainment, gifts, or otherwise were offered or given by Consultant or its agents or
representatives to any City Officer, employee or elected representative with respect to the
performance of this Agreement. In addition, Consultant may be subject to penalties stated in
Title 8 of the Texas Penal Code.
29.0 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 an anticipatory repudiation of this Agreement.
30.0 MISCELLANEOUS PROVISIONS
Time is of the Essence. Consultant agrees that time is of the essence and that any failure
of Consultant to complete the services for each Phase of this Agreement within the agreed
Project schedule may constitute a material breach of the Agreement.
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Consultant shall be fully responsible for its delays or for failures to use reasonable efforts
in accordance with the terms of this Agreement. Where damage is caused to City due to
Consultant’s failure to perform in these circumstances, City may withhold, to the extent of such
damage, Consultant’s payments hereunder without a waiver of any of City’s additional legal
rights or remedies. City shall render decisions pertaining to Consultant’s work promptly to avoid
unreasonable delays in the orderly progress of Consultant’s work.
Force Majeure. Notwithstanding any other provisions hereof to the contrary, no failure,
delay or default in performance of any obligation hereunder shall constitute an event of default
or breach of this Agreement, only to the extent that such failure to perform, delay or default
arises out of causes beyond control and without the fault or negligence of the party otherwise
chargeable with failure, delay or default; including but not limited to acts of God, acts of public
enemy, civil war, insurrection, riots, fires, floods, explosion, theft, earthquakes, natural disasters
or other casualties, strikes or other labor troubles, which in any way restrict the performance
under this Agreement by the parties.
Section Numbers. The section numbers and headings contained herein are provided for
convenience only and shall have no substantive effect on construction of this Agreement.
Waiver. No delay or omission by either party in exercising any right or power shall
impair such right or power or be construed to be a waiver. A waiver by either party of any of the
covenants to be performed by the other or any breach thereof shall not be construed to be a
waiver of any succeeding breach or of any other covenant. No waiver of discharge shall be valid
unless in writing and signed by an authorized representative of the party against whom such
waiver or discharge is sought to be enforced.
Multiple Counterparts. This Agreement may be executed in multiple counterparts,
which taken together shall be considered one original. The City agrees to provide Consultant
with one fully executed original.
[Signatures on the following page.]
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IN WITNESS WHEREOF, the parties have executed this Agreement on the dates
hereafter indicated.
City of Round Rock, Texas HdL Companies
By: _____________________________ By: _______________________________
Printed Name: _______________________ Printed Name: ______________________
Title: _____________________________ Title: ______________________________
Date Signed: ________________________ Date Signed: ________________________
For City, Attest:
By: _____________________________
Meagan Spinks, City Clerk
For City, Approved as to Form:
By: _____________________________
Stephanie L. Sandre, City Attorney
Richard Fletcher
Richard Fletcher
Vice President
08/30/2024
Laurie Hadley
City Manager
09/13/2024
City of Round Rock, Texas
Purchasing Division
221 East Main Street
Round Rock, Texas 78664-5299
www.roundrocktexas.gov
REQUEST FOR PROPOSAL (RFP)
HOTEL OCCUPANCY TAX ANALYSIS & AUDIT
SERVICES
SOLICITATION NUMBER 24-016
MARCH 2024
Exhibit "A"
City of Round Rock
Hotel Occupancy Tax Analysis & Audit Services
RFP No. 24-016
Commodity Code: 918-04 / 946-20
MARCH 2024
Page 2 of 12
HOTEL OCCUPANCY TAX ANALYSIS & AUDIT SERVICES
PART I
GENERAL REQUIREMENTS
1. PURPOSE: The City of Round Rock, herein after “the City” seeks proposals from firms experienced in
providing comprehensive municipal hotel occupancy tax (HOT) analysis and audit services. The primary
objective is to contract with a firm experienced with municipal or government HOT processes.
2. SOLICITATION PACKET: This solicitation packet is comprised of the following:
3. SCHEDULE OF EVENTS: It is the City’s intention to follow the solicitation timeline below.
EVENT DATE
Solicitation released March 15, 2024
Deadline for submission of questions March 29, 2024 @ 3:00 PM, CST
City responses to questions or addendums Approx. April 3, 2024 by 3:00 PM, CST
Deadline for submission of responses April 16, 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.
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) 6-7
Part IV – Scope of Work Page(s) 8-9
Part V – Proposal Preparation Instructions and Evaluation Factors Page(s) 10-12
Attachment A – Proposal Submittal Form Separate Attachment
Attachment B – Reference Sheet Separate Attachment
Attachment C – Round Rock Corporate City Limits Separate Attachment
Exhibit "A"
City of Round Rock
Hotel Occupancy Tax Analysis & Audit Services
RFP No. 24-016
Commodity Code: 918-04 / 946-20
MARCH 2024
Page 3 of 12
5. RESPONSE DUE DATE: Appropriately submitted responses are due at or before 3:00 PM, on the due
date noted in PART I, Section 3 – Schedule of Events. The Offeror shall respond via the City’s electronic
bidding platform, Bonfire: https://roundrocktexas.bonfirehub.com
A. This request for proposal (RFP) does not commit the City to contract for any supply or service.
B. No paper or submittals outside of Bonfire will be accepted by the City.
C. Responses cannot be altered or amended after digital opening.
D. No response can be withdrawn after opening without written approval from the City for an acceptable
reason.
E. The City will not be bound by any oral statement or offer made contrary to the written specifications.
F. Samples and/or copies shall be provided at the Respondent’s expense and shall become the property
of the City.
G. Late responses will not be considered.
6. CERTIFICATE OF INTERESTED PARTIES: Section 2252.908 of the Texas Government Code requires the
successful offeror to complete a Form 1295 “Certificate of Interested Parties” that is signed for a contract
award requiring council authorization. The “Certificate of Interested Parties” form must be completed on the
Texas Ethics Commission website, printed, signed, and submitted to the City by the authorized agent of the
Business Entity with acknowledgment that disclosure is made under oath and under penalty of perjury prior
to final contract execution. Link to Texas Ethics Commission Webpage:
https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm
7. EX PARTE COMMUNICATION: Please note that to insure the proper and fair evaluation of an offer, the
City of Round Rock prohibits ex parte communication (e.g., unsolicited) initiated by the Offeror to the City
Official, Employee, City Consultant, or Evaluation Team member evaluating or considering the offers prior
to the time an award decision has been confirmed. Communication between an Offeror and the City will be
initiated by the appropriate City Official or Employee in order to obtain information or clarification needed to
develop a proper and accurate evaluation of the offer. Ex parte communication may be grounds for
disqualifying the offending Offeror from consideration of award in evaluation or any future bid.
8. OPPORTUNITY TO PROTEST: The Purchasing Manager for the City of Round Rock (“City”), in
consultation with the City Attorney, shall have the authority to settle or resolve any dispute concerning the
solicitation or award of a contract. The Purchasing Manager may solicit written responses to the protest
from other interested parties. The aggrieved person must prepare his or her complaint in writing and send it
by electronic mail to the City’s Purchasing Department at protest@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.
Exhibit "A"
City of Round Rock
Hotel Occupancy Tax Analysis & Audit Services
RFP No. 24-016
Commodity Code: 918-04 / 946-20
MARCH 2024
Page 4 of 12
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.
Exhibit "A"
City of Round Rock
Hotel Occupancy Tax Analysis & Audit Services
RFP No. 24-016
Commodity Code: 918-04 / 946-20
MARCH 2024
Page 5 of 12
PART II
DEFINITIONS, STANDARD TERMS AND CONDITIONS,
AND INSURANCE REQUIREMENTS
1. DEFINITIONS, STANDARD TERMS AND CONDITIONS: By submitting a response to this solicitation, the
Respondent agrees that the City’s Definitions and Standard Terms and Conditions, in effect at the time of
release of the solicitation, shall govern unless specifically provided otherwise in a separate agreement or on
the face of a purchase order. These can be obtained from the City’s website at:
https://www.roundrocktexas.gov/city-departments/purchasing/. In addition, the Supplemental Terms and
Conditions listed in Section III, shall also be enforced as part of the contract.
2. INSURANCE: The Respondent shall meet or exceed all insurance requirements set forth in Standard
Insurance Requirements. The City’s Standard Insurance Requirements document can be viewed and
downloaded from the City’s website at: https://www.roundrocktexas.gov/city-departments/purchasing/
Exhibit "A"
City of Round Rock
Hotel Occupancy Tax Analysis & Audit Services
RFP No. 24-016
Commodity Code: 918-04 / 946-20
MARCH 2024
Page 6 of 12
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 hotel occupancy tax
analysis and audit services as specified herein and have adequate organization, facilities, equipment,
financial capability, and personnel to ensure prompt and efficient service to the City.
B. In order to confirm financial stability, the City may choose to review audited financial statements at any
time throughout the RFP evaluation process. Upon request, the Respondent shall provide two years
audited financial statements, including any notes or supplemental schedules within 2 business days of
the original request.
C. The Respondent shall include in the proposal a list of all litigation the company or its principals have
been involved in within the last three (3) years.
D. Be domiciled in or have a home office inside the United States. Respondents domiciled outside the
United States, or not having a home office inside the United States will not be included for consideration
in this RFP process.
3. SUBCONTRACTORS: Respondent shall not subcontract or otherwise engage subcontractors to perform
required services. The City seeks to do business directly with a company experienced in hotel occupancy
tax analysis and audit services.
4. SAFETY: The City reserves the right to remove any employee from City property for violation of federal,
state, and local health, safety and environmental laws, ordinances, rules, and regulations. The Respondent
shall:
A. Ensure that all employees comply with all Occupational Safety and Health Administration (OSHA), State
and City safety and occupational health standards and other applicable federal, state, and local health,
safety, and environmental laws ordinances, rules, and regulations in the performance of these services.
B. Be held responsible for the safety of their employees and unsafe acts or conditions that may cause
injury or damage to any persons or property within and around the work site. In case of conflict, the
most stringent safety requirement shall govern.
C. Indemnify and hold the City harmless from and against all claims, demands, suits, actions, judgments,
fines penalties and liability of every kind arising from the breach of the Contractor’s obligations under
this paragraph.
5. 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.
6. PRICE INCREASE: Contract prices for hotel occupancy tax analysis and audit 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
Exhibit "A"
City of Round Rock
Hotel Occupancy Tax Analysis & Audit Services
RFP No. 24-016
Commodity Code: 918-04 / 946-20
MARCH 2024
Page 7 of 12
index for that year, but at no time can the increase be greater than 15% for any single line item unless
otherwise approved by the City.
A. Consumer Price Index (CPI): Price adjustments will be made in accordance with the percentage
change in the U.S. Department of Labor Consumer Price Index (CPI-U) for all Urban Consumers. The
price adjustment rate will be determined by comparing the percentage difference between the CPI in
effect for the base year six-month average (January through June OR July through December), and
each (January through June OR July through December six month average) thereafter. The
percentage difference between those two CPI issues will be the price adjustment rate. No retroactive
contract price adjustments will be allowed. The Consumer Price Index (CPI) is found at the Bureau of
Labor Statistics, Consumer Price Index website: http://www.bls.gov/cpi
B. Procedure to Request Increase:
i. Email the written price increase request to purchasing@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.
7. 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.
8. PERFORMANCE REVIEW: The City reserves the right to review the awarded Contractor’s performance
anytime during the contract term.
9. 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.
10. AWARD: The City reserves the right to enter into an Agreement or a Purchase Order with a single award,
split award, primary and secondary award, non-award, or use any combination that best serves the interest
and at the sole discretion of the City. Respondents to the solicitation will be notified when City staff
recommendation of award has been made. The award announcement will be posted to the City’s website
at https://roundrocktexas.bonfirehub.com once City Council has approved the recommendation of award
and the agreement has been executed.
11. 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:
Liana Ellison
Accounting Manager
Finance
Phone: 512-218-5478
E-mail: lellison@roundrocktexas.gov
C. Do not contact the individual listed above with questions or comments during the course of the
solicitation.
Exhibit "A"
City of Round Rock
Hotel Occupancy Tax Analysis & Audit Services
RFP No. 24-016
Commodity Code: 918-04 / 946-20
MARCH 2024
Page 8 of 12
PART IV
SCOPE OF WORK
1. BACKGROUND: The City has a total of thirty-nine (39) active hotels, motels, bed & breakfasts, and
miscellaneous short-term rental facilities. The Hotel Occupancy Tax fund is a hotel occupancy tax, a
consumption tax authorized under state statute. The tax allows the City to collect up to its current tax rate
of 7% on rental income of hotels and motels within the City limits. The collected hotel occupancy tax
collected by the City must be spent to directly enhance and promote tourism and the convention and hotel
industry as allowed by law. In addition to the HOT tax, the City collects a 2% venue tax. This is a voter-
approved tax that funds the Round Rock Sports Center. Below is information on tax collections for the
periods designated.
Fiscal Year HOT Tax Venue Tax Total Collections
2021 $8,563,364 $2,446,663 $11,010,027
2022 $11,761,084 $3,367,108 $15,128,192
2023 $13,249,244 $3,798,444 $17,047,685
Detailed information of the City, including the Charter, current and prior Comprehensive Annual Financial
Reports, Annual Budget, maps and background information can be found on-line on the City’s website,
www.roundrocktexas.gov
2. CONTRACTOR RESPONSIBILITIES: The Contractor shall-
A. Review and recommend changes to the City’s ordinance requiring the collection and payment of HOT.
B. Provide the City with a best business practice recommendation for resolving identified audit
discrepancies.
C. Provide the City with a sample audit announcement letter which will be sent to each hotel or motel
provider selected for audit.
D. Review (audit) establishments’ internal controls relating to the preparation of the monthly HOT returns
in order to determine the accuracy of those procedures over the calculation and reporting of HOT due to
the City.
E. Educate all non-complying establishments about City ordinance requirements and their responsibilities
in order to prevent future misallocations.
F. Notify the City in cases of likely or suspected negative interactions with a business.
G. Test amounts calculated and paid in the last three (3) years to records maintained by the Texas
Comptroller’s Office and records of the establishments within the corporate city limits to determine that
payments were based on verifiable revenues, correctly calculated, and remitted.
H. Act as the City’s representative in all communications with the State Comptroller’s Office in regard to the
hotel occupancy tax audit program.
3. WORKING PAPER ACCESS: A copy of any or all working papers will be provided to the City of Round
Rock Finance Department upon request. Any requests from outside parties will be routed through the City’s
Finance Department and working papers may not be disclosed unless so approved by the City’s Finance
Department. In addition, the agency shall be in compliance with current auditing standards, respond to the
reasonable inquiries of successor auditors and allow successor auditors to review working papers relating
to matters of continuing accounting significance. Depending on circumstance a copy of any or all working
papers may also be routed through the City’s Attorney.
Exhibit "A"
City of Round Rock
Hotel Occupancy Tax Analysis & Audit Services
RFP No. 24-016
Commodity Code: 918-04 / 946-20
MARCH 2024
Page 9 of 12
4. REPORTING REQUIREMENTS: The Contractor shall provide the City with the following-
A. Issue a report on a monthly basis to the City enumerating the procedures performed and results of
those procedures. The report shall include a findings section that will identify any exceptions, errors,
internal control weaknesses, taxes due, or noncompliance that was noted as a result of the procedures
performed by lodging provider.
B. Report any other relevant information with regard to ordinance compliance and related matters.
C. Identify all establishments within the corporate city limits (See Attachment C – Round Rock Corporate
City Limits) that should be remitting HOT to the City. This report should include number of rooms,
occupancy rate, property condition and any other relevant data.
5. CITY RESPONSIBILITIES: The City will-
A. Provide accurate information when available.
B. Provide access to historical data, reports, and other information.
C. Provide clear deadlines with dates upon execution of the contract.
Exhibit "A"
City of Round Rock
Hotel Occupancy Tax Analysis & Audit Services
RFP No. 24-016
Commodity Code: 918-04 / 946-20
MARCH 2024
Page 10 of 12
PART V
PROPOSAL PREPARATION INSTRUCTIONS
AND EVALUATION FACTORS
1. PROPOSAL ACCEPTANCE PERIOD: All proposals are valid for a period of one hundred and twenty (120)
calendar days subsequent to the RFP closing date unless a longer acceptance period is offered in the
proposal.
2. PROPOSAL RESPONSE: Responses shall be clear and concise while appropriately responding to the
evaluation criteria listed below in Section 3. In order to do business with the City of Round Rock you must be
registered with the City’s Vendor Database. To register, go to:
https://roundrocktxvendors.munisselfservice.com/Vendors/default.aspx
Proposal Submittal Instructions: The Respondent shall include all of the following documents in their
response-
Attachment A- Proposal Submittal Form
Attachment B- Reference Sheet
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:
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 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. Program Approach and Timeline: Describe in detail your technical plan, methodology, and approach
for accomplishing required work and the estimated timeline for a project. Include such time-related
displays, graphs, and charts as necessary to show tasks, sub-tasks, milestones, and decision points
related to the Scope of Work and your plan for accomplishment. Specifically indicate:
1) A description of your work program by tasks. Detail the steps you will take in proceeding from
Task 1 to the final tasks.
2) The technical factors that will be considered in section above, and the depth to which each
will be treated.
3) Describe your available in-house personnel and technological resources that will ensure an
effective HOT audit for a governmental agency.
4) Describe your proposed annual audit plan to ensure all applicable businesses are accounted
for.
5) Describe your analysis and auditing plan for examining records in order to determine
unrealized hotel occupancy and venue tax revenue.
6) Describe the positive results your audits have provided to government/municipal agencies.
7) Describe your communication process as it applies to negative interactions with a business.
8) The degree of definition provided in each technical element of your plan.
9) The points at which written, deliverable reports will be provided.
Exhibit "A"
City of Round Rock
Hotel Occupancy Tax Analysis & Audit Services
RFP No. 24-016
Commodity Code: 918-04 / 946-20
MARCH 2024
Page 11 of 12
B. Segment 2 – Company Information, Work Experience, and Personnel
i.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.
ii.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.
iii.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.
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 people by name and title.
v.Contractors’ past performance with the City may be evaluated.
C.Segment 3 – Cost Proposal: Information described in the following subsections is required from each
Proposer. Your method of costing may or may not be used but should be described. A firm fixed price or
not-to-exceed Contract is contemplated.
i.Manpower. Itemize to show the following for each category of personnel with separate hourly
rate.
1)Manager, senior consultant, analyst, subcontractor etc.
2)Estimated hours for each category of personnel.
3)Rate applied for each category of personnel
ii.Itemized Cost of Supplies and Materials
iii.Other itemized costs
iv.Travel Expenses- Travel expenses shall be in compliance with City travel policy.
v.Printing: Cost of furnishing final reports(s)
vi.Total (not to exceed) Cost
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:
•Respondent’s Solution, Approach, & Timeline (Segment 1)50 pts
•Company Work Experience and Personnel (Segment 2)30 pts
•Cost Proposal (Segment 3)20 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.
Exhibit "A"
City of Round Rock
Hotel Occupancy Tax Analysis & Audit Services
RFP No. 24-016
Commodity Code: 918-04 / 946-20
MARCH 2024
Page 12 of 12
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
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.
Exhibit "A"
ATTACHMENT A
SOLCITATION SUBMITTAL FORM AND EXECUTION
RFP 24-016 Hotel Occupancy Tax Analysis and Audit Services
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.
He/she has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity,
future employment, gift, loan gratuity, special discount, trip, favor, or service to a City employee, evaluator,
or evaluating entity in connection with the submitted response. 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): HdL Companies
SIGNATURE (INK/DIGITAL):
NAME (TYPED/PRINTED): Richard Fletcher
TITLE: Vice President DATE: April 16, 2024
STREET: 9821 Katy Freeway, Suite 440
CITY/STATE/ZIP: Houston, TX 77024
TELEPHONE & FAX NO.: 713.481.6975/909.861.7726
E-MAIL ADDRESS: rfletcher@hdlcompanies.com
FEDERAL TAX IDENTIFICATION NUMBER (FIN): 33-0008507
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: https://www.roundrocktexas.gov/city-businesses/solicitations/
Exhibit "A"
1. System Concept and Solution
HdL offers robust solutions for managing compliance of municipal Hotel Occupancy Tax and its related
functions. Our turn-key service and team of experts can manage all or parts of the lodging tax operations
providing the City with the benefit of increased revenues and superior customer service, while reducing
internal costs and gaining efficiencies. HdL is most proud of our unique approach to provide data,
information and engagement to all of our clients to assist with the operations and management of their
communities. Our goal is to provide these exceptional services to the City of Round Rock. HdL has
successfully assisted jurisdictions with small to large tax revenue; small to large geographic area, and
simple to very complicated boundaries.
HdL is renowned for its customer service, which is demonstrated by our 99.6% client retention rate.
Consulting expertise is a core component of every service that we provide to our clients and is taken
very seriously. Our staff is always available to respond to City staff queries as well as from the business
community. HdL has reviewed the City's scope of work and is confident that it can meet all work
requirements including:
Ordinance Review
Best Practices for Resolving Discrepancies
Provide Sample Audit Letter
Audit the City’s Lodging Properties
Educate all Non-Complying Establishments
Notify City of any Negative Interactions with Establishments
Compare Past Calculated and Paid Records of the Comptroller’s Office with the Establishments
within the City
Represent the City on all Communications to the State Comptroller’s Office
HdL recognizes the challenges facing the City compliance, permitting, educating overnight rental
operators, tracking/addressing complaints and making sure that everyone is remitting that should be.
HdL understands each of these challenges. By educating taxpayers about the City's tax ordinances and
their responsibilities, HdL is able to gain compliance. HdL recommends public outreach to make sure
taxpayers are aware of their responsibilities.
2. Program Approach and Timeline
HdL's Hotel Occupancy Tax Services are customizable as needed to meet the specific needs of the City.
The firm’s team of professionals have extensive expertise in revenue management and Hotel occupancy
taxes, currently serving almost 300 municipalities for tax administration and audit solutions.
HdL offers the following advantages:
• Relevant, timely and ongoing staff support by a team with decades of direct
experience in municipal finance and budgeting, economic development and
maximization of revenues.
SEGMENT 1: SOLUTION, APPROACH AND TIMELINE
Exhibit "A"
• Technology-driven resources for data analysis and reporting capabilities,
providing immediate and convenient access to the most up-to-date tax and fee
information.
• Expertise, analysis, recaptured revenues, and precise budget forecasts to
maximize your revenue streams.
• Reliable continuity of service by a firm with stable employee ownership and a
low staff turnover rate.
The scope of work as outlined below is general in nature and can be modified as requested by City.
Ordinance Review for Hotel Occupancy Tax
Included in our HOT tax services offerings, HdL will conduct a review of the City’s current ordinance
and make recommendations based on our evaluation. This includes:
Current Tax Registry Analysis
HdL will conduct an analysis of the current local hotel occupancy tax ordinance and the City's tax
registration database. Data will be compiled on the number of lodging providers, businesses, current tax
revenues received by City, categories, and other related information in order to provide an accurate
baseline for current models and the impact of changes.
Hotel Occupancy Tax Audits
The HdL Hotel Occupancy Tax Audit Program involves a business-
friendly approach that reduces City administrative costs and provides the
City with assurances of future compliance and reporting practices from
the City’s lodging industry. Our approach includes an ordinance and
procedural review, lodging provider analysis and selection, thorough
audit completion, findings and comprehensive reporting. The Program
will include:
• Ordinance and Filing Procedure Review: Analysis of Hotel Occupancy Tax ordinances and City
procedures are conducted to identify possible deficiencies or other administration related issues.
The HdL audit team will meet with the City. The HdL audit team will meet with the City to discuss
findings and provide recommendations for items such as best practices, form design,
administrative procedures, and potential ordinance modifications or loopholes to insure the most
effective policies and controls.
• Lodging Provider Analysis & Selection : HdL’s audit team will obtain and conduct a review of the
most recent 3+ current year period of hotel occupancy tax filings as a baseline for the audits. The
audit team will analyze lodging provider return information to identify reporting anomalies and
potential audit selection or priority. Upon completion of the analysis report, meetings are
scheduled with the City to review the results as well as identify lodging providers who require
additional investigation.
• Audit Notification and Scheduling: Lodging providers selected by HdL and approved by the City
are sent a letter and scheduled for a Compliance Analysis Audit. Every effort is made to promote
a positive taxpayer experience. Businesses will be reminded of the documents required for the
audit through letter, email, and phone communications. Lodging providers are afforded the
opportunity to schedule flexible appointment times by contacting the Audit Coordinator. Auditors
meet with hotels virtually to perform the audit, unless circumstances require onsite auditing.
Exhibit "A"
• Compliance Analysis and Audit: The HdL audit team reviews the books and records of the
lodging provider to determine compliance with Hotel Occupancy Tax regulations. HdL validates
taxable gross rents, exemptions, bank statements, daily/monthly summaries, federal income tax
returns, and other relevant information for determining compliance. Supporting documentation
for relevant items such as exemptions will also be documented for accuracy.
• Findings and Comprehensive Reporting: Upon completion of the audit and analysis, and prior to
additional actions, a compliance report is generated and reviewed with the City. The report
indicates specific results of the reviews, taxability rationale, and recommended actions. Business-
specific documentation will be included with the report to assist the City and HdL in determining
next steps.
• Deficiency and Commendation Notification: Upon final review with the City, businesses that are
found to have deficiencies are notified of the findings as well as payment and dispute processes.
Businesses who dispute are scheduled to review the findings with the auditor. The Findings Letter
educates taxpayers on proper filing procedures designed to prevent future errors and deficiencies.
Lodging Providers found to be compliant are sent a Commendation Letter thanking them for their
cooperation and compliance.
• Invoicing and Collections: Lodging providers found to be underreporting are invoiced by the City
through the standard City approved collections process. For agencies with Hotel Occupancy Tax
Administration Services (see Value-Added Services below), Taxpayers will have access to all the
services provided, including the Business Support Center and online support systems. Balances
are collected and remitted along with supporting documentation to the City through approved
remittance processes.
Optional Hotel Occupancy Tax Administration Services
HdL’s Hotel occupancy tax administration service goes beyond scheduled cyclical audits, providing
compliance monitoring of each return as it is filed while unburdening the City from the day-to-day
administration of the HOT revenue program. Continual monitoring of returns is the optimal way to
increase compliance while maintaining positive relations with the City’s lodging providers. The program
is education focused, ensuring that lodging providers are clear on reporting requirements and
methodology.
HdL’s tax administration professionals are available as needed to support both the City’s team and the
City’s lodging providers. The City is kept up to date, with 24x7 online access to HdL’s client portal
containing real time access to registration and filing data, and management reporting. HdL’s HOT
administration service incorporates all of the following:
• Tax Registration Database Management: HdL will transfer the City’s existing databases as they
relate to HOT into HdL’s internal administration tools. HdL will maintain the data and provide
reports to the City.
• Return Processing: HdL will process HOT filings within 5 days of submission. Accounts will
receive all applicable forms necessary to complete the filing process.
• New Account Processing: HdL will process any new registrations for lodging establishments
which are new or have changed ownership.
Exhibit "A"
• Payment Posting/Processing: HdL will process all payments made for new and existing lodging
providers. Accounts will be updated with payment information and revenues will be remitted to
the City net HdL’s fees on no less than a monthly basis.
• Customer Support Center: HdL will provide lodging providers with multiple support options for
registering, filing returns, making payments and for general inquiries. A toll-free number will be
provided to businesses in order to access one of our tax specialists Monday-Friday 8:00 am to
5:00 pm Pacific. Providers will also have access to support via, e-mail, fax, and via the Support
Center Online.
• Online Filing and Payment Processing: With input from the City, HdL creates a custom web site
and domain for taxpayers to submit online forms, returns, and payments along with other
customer support related items.
• Annual Reporting: In addition to standard monthly reports, HdL will continue to provide the City
with annual analysis reports designed to provide key insights on the lodging provider community
and the reporting details of each provider.
• Reporting: HdL Offers a variety of hardcopy, electronic, and online reports designed to facilitate
the City’s administration of HOT as well as provide valuable information for budget forecasting.
HdL’s reporting contains a wealth of knowledge compiled from interactions with taxpayers, City
information, HdL proprietary databases, as well as industry leading providers such of travel
related data such as Smith Travel and PKF-HR. HdL will work with the City during
implementation to identify the standard and custom reports required by the City as well as
establish the frequency of the delivery.
• Compliance Monitoring and Lodging Provider Audits: HdL will ensure accurate filings of HOT
returns by consistently monitoring returns and comparing them with data obtained from the
identification phase. This can include listing calendar data, average occupancy, and average room
rates. HdL will also provide compliance audits as mutually agreed to by the City and HdL,
ensuring all providers are audited at least once every three years i.e. 60 audits total will be done
at 20 per year for agreements lasting 5 or more years.
3. Project Schedule
A typical project timeline once a signed contract is received for the project is below.
Day 1: Kick off meeting and request for filing information from the City
Day 7: Filing information received, communication letters approved.
Day 14: Audit Communication Letters sent.
Day 28: Audit Confirmations received from Properties.
Day 42: Documents received from audit properties.
Day 50: Audit Meeting for Q&A; additional info requested.
Day 80: All information received and analyzed.
Day 100: Audit report written, and first draft sent to Client.
Day 110: Audit meeting between City and HdL to discuss findings and next steps.
Day 115: Findings letters sent by HdL to collect amounts due.
Day 125: Responses received from properties. Dispute Meetings Scheduled.
Day 130: Dispute Meetings held.
Day 140: Dispute results finalized. HdL begins final collections.
Day 150: Final Clearance Letters sent.
Exhibit "A"
4. Progress Reports
HdL’s HOT administration service includes a variety of standard reports demonstrating account activity,
filing trends, payment and aging reports, and other valuable HOT data. During service implementation
HdL will work with the City to identify reporting requirements and frequency/method of delivery and
will supplement our standard service with custom reports as needed to meet the City’s requirements. All
customizable reports are included in the service at no additional charge. All standard and customizable
reports are available upon request and in real time on HdL’s reporting portal.
5. Positive Results
HdL has vast experience assisting agencies with Hotel Occupancy Tax Solutions. The firm’s team of
professionals have extensive expertise in revenue management and hotel occupancy taxes. Below are
some clients that can attest to our HOT Services:
Ojai: HdL administers hotel and short-term rental (STR) filings, audits, and compliance. STRs are illegal
in Ojai; therefore, we identify properties, educate operators, send cease and desist letters, and assist
with disputes. Recovery amounts included resort fees, cancellation fees, deemed non-taxable by hotels
inappropriately.
Client since 2018
Half Moon Bay: HdL administers hotel, short-term rental, and business improvement district filings,
audits, and compliance. We identify and contact non-compliant STRs, educate them on filing procedures,
and assist them in becoming regular compliant HOT filers. Recovery amounts included California tourism
fees, business improvement district assessments, resort fees, cancellation fees, deemed non-taxable by
hotels inappropriately.
Client Since: 2015
Chico: HdL administers hotel and short-term rental filings, audits, and compliance. We identify and
contact non-compliant STRs, educate them on filing procedures, and assist them in becoming regular
compliant HOT filers. Recovery amounts included long-term occupancy and government exemption
amounts, along with California tourism fees, cancellation fees, deemed non-taxable by hotels
inappropriately.
Client since 2018
San Mateo: HdL administers hotel and short-term rental filings, audits, and compliance. We identify and
contact non-compliant STRs, educate them on filing procedures, and assist them in becoming regular
compliant HOT filers. Recovery amounts included long-term occupancy and government exemption
amounts, along with tourism fees, cancellation fees, deemed non-taxable by hotels inappropriately.
Client Since 2018
Exhibit "A"
1.BUSINESS ORGANIZATION
Founded in 1983, HdL Companies was established to maximize local government revenues by providing
a variety of compliance reviews, analytical services and software products. The firm has been delivering
its unique blend of high-quality customer service and increased revenues to Texas agencies since 2007,
and currently serves over 700 agencies nationwide. The firm's team of professionals have extensive
expertise in revenue management, and currently serve over 150 agencies in Texas. Our clients have
realized over $3 billion in recovered tax revenue from our work.
All work and services provided will be completed by staff at our Texas offices in Austin and Houston and
our California offices in Fresno and Brea. HdL is an S-Corporation, incorporated in California and 100%
employee-owned.
Our contact information is:
HdL Companies - Texas Operations
9821 Katy Freeway, Suite 440, Houston, TX 77024
Phone: 713.481.6975 Fax: 909.861.7726
Our company has a reputation for responsiveness and delivering more than expected. Our work
processes keep a jurisdiction's officials informed of all key or sensitive issues and are compatible with
the project's requirements. Our discovery, recovery and revenue enhancement techniques encompass
all those described in the City's RFP, and more. HdL's proprietary techniques are the most
comprehensive of any company providing similar services, no matter the size or experience.
SEGM ENT 2: COMPANY INFORMATION, EXPERIENCE AND PERSONNEL
Exhibit "A"
2.PROJECT MANAGEMENT STRUCTURE
Organizational Chart
Please find our organizational chart which outlines the authority and responsibilities of the team that
will provide the services to the City.
HdL currently employs over 250 employees nationwide. Our key staff have extensive local government
experience, having previously held positions in city management, finance, planning, economic
development or revenue collection. HdL's intimate understanding of local government needs coupled
with our extensive databases and advanced methodology provides for the most relevant, productive,
and responsive revenue solutions, software systems and customer service.
Role of City Staff
City and HdL will work closely to ensure the success of the program and provide a high level of quality
service to the business community. As such, HdL requests the assistance of City staff in the following
areas:
•General assistance in providing background information of the existing City HOT operations
•General assistance in establishing deliverables, payment limits and other banking-related
documentation
•Provide general review of outgoing communication to the business community
•Provide general assistance to fine tune processes and prepare for “go live”
Exhibit "A"
3.PRIOR EXPERIENCE
HdL has been providing revenue management services to Texas agencies for over 15 years and has the
knowledge base and expertise to meet the requirements set forth in the City’s Request. HdL understands
that the City of Round Rock will award a contract to a qualified company to perform hotel occupancy
tax to assure the City is receiving all the tax revenue to which it is entitled.
Complicated Texas tax laws, in addition to the City’s ordinances, and even more complex administrative
rules to implement the laws, make it virtually impossible for the City to have the specialists on staff to
assure receipt of all taxes due. HdL monitors and analyzes legislative action and administrative rules that
can have an impact on client tax revenues, and ensures that we have the experience, resources and
capabilities to perform the requested services for the City.
HdL will provide a comprehensive approach to addressing your unique provider issues. Similar projects
that HdL is engaged in are as follows:
City of Lake Jackson
Contact Name/Title: Toni Truly, Controller
25 Oak Drive, Lake Jackson, TX 77566
Phone No.: (979) 415-2443, Email: ttruly@lakejacksontx.gov
Client since 2022. HdL currently provides Hotel Occupancy Tax Administration Services and Sales and
Use Tax consulting services.
City of Tyler
Contact Name/Title: Lauren Justice, Accounting Manager
P.O. Box 2039, Tyler, TX 75710
Phone No.: (903) 531-1158 Email: ljustice@tylertx.com
Client since 2019. HdL currently provides Hotel Occupancy Tax Administration and Sales and Use Tax
consulting services.
City of Wimberley
Contact Name/Title: Leeanne Kirby, Administrative Services Coordinator
221 Stillwater, Wimberley, TX 78676
Phone No.: (512) 847-0025 Email: lkirby@cityofwimberley.com
Client since 2022. HdL currently provides Hotel Occupancy Tax Administration and Short-Term Rental
services.
Ability to Meet the Scope of Services
HdL's Texas headquarters is in Austin and the firm maintains a regional office in Houston. Texas
operations were established in 2007 to provide comprehensive tax audit, review, recovery and
administration services for local Texas governments. HdL's business focus and core capabilities precisely
match the scope of services requested by the City of Round Rock.
HdL is a successful profitable employee-owned company with a growing client list of over 150 small to
very large local governments throughout Texas. Our team's approach to revenue management has
demonstrated success over a very wide client size range and HdL's clients have realized tens of millions
of dollars in recovered and/or increased tax revenue from our services.
Exhibit "A"
HdL is also a proud sponsor for the Texas Economic Development Council, Texas Municipal League,
Government Finance Officers Association of Texas, Texas City Management Association and SAFE-D.
The HdL Advantage includes:
Exceptional Personnel: The HdL team is vested in your success. We are 100% employee-owned and view
your success as our success. Many of our key employees previously served local government agencies in
positions of management, and have extensive experience in economic development, finance and
revenue collection. We use a team approach so that there is always someone available to take your
questions during our normal business hours of 8:00 am – 5:00 pm.
Comprehensive Audits and Level of Engagement: HdL provides audits and analysis on all filers, providing
a business-friendly approach ensuring tax compliance and maximized revenues through education in
regulations and filing procedures and improvement in customer service through online support and filing
options.
Insightful Reports and Timely Services: HdL’s portal is available anytime to run up-to-date timely reports.
Our user-friendly web-based applications for data analysis and reporting capabilities, providing immediate
and convenient access to the most up-to-date tax information available.
Best Value to Local Government: HdL has an unparalleled reputation for providing quality services
promptly and efficiently. A review of our performance with the included references will affirm HdL’s
reputation for providing business-friendly and cost-effective recovery of misallocated or uncollected
revenues, as well as timely and relevant reports, analysis and management support.
Exhibit "A"
4.PERSONNEL
The firm's team tax and fee administration professionals have extensive expertise in revenue
management and lodging taxes. Our clients have realized over $3 billion in recovered tax revenue from
our work, and our business-friendly educational approach ensures positive interactions with your
business community while achieving hotel occupancy tax compliance and maximized revenues. Our
technology and tax professionals improve customer service through expanded capabilities for support
and online filing.
HOT Tax Staff Assignments
Please see our team assignments for this project below. HdL will not be using any subcontractors. Actual
work percentages and assignments will be determined at the project kick-off.
Staff Task
Director Registration process development
Client Advisor Sales and project scope
Implementation
Consultant
Project manager
Client Onboarding Communication liaison with client
Developer Oversees data conversion
Reports Designer Development of reporting
Systems Technician IT liaison
Remittance Manager Monthly Financial Remittances
Tax Specialists New business registration, Renewal Processing Customer Support
Operations Manager Client Support
Please find our key personnel resumes following this page.
Exhibit "A"
Tax and Fee Administraঞ onManagement Team
hdlcompanies.com
Richard Fletcher, Vice President of Client Services and OperationsExt. 513 • rfletcher@hdlcompanies.com
Richard Fletcher joined the company in 2014. As Vice President, he is responsible for HdL’s day-to-
day business operations in Texas. This includes sales, marketing, client support, research, and financial
operations undertaken from its Austin-based headquarters and its Houston office. Mr. Fletcher attended
the University of Houston and has more than 15 years’ experience providing financial management services
to Texas local governments.
Joshua Davis, Director of Tax and Fee Administration
Ext. 383 • jdavis@hdlcompanies.com
Mr. Davis has over 20 years of experience with local tax administraঞ on, discovery, and audit, and
oversees a skilled team which provides the most sophisঞ cated local tax administraঞ on services
available to local municipaliঞes. Trained in revenue audit and discovery techniques, he is skilled in
navigaঞng the complex scenarios and needs o[ en encountered during such services. He also possesses
strong technical and business process capabiliঞ es which he employs to aid HdL clients in meeঞng their
strategic objecঞves. Prior to joining HdL, he was employed as a compliance service manager at a
government services firm. His reputaঞ on amongst municipaliঞ es is that of a very capable local taxaঞ on
expert who will help the municipality achieve their objecঞves while providing excellent customer
service throughout the engagement. Notable projects he has managed include a long term and broad
engagement supporঞng the City of Beverly Hills business tax team and administering business tax for
the City of Roseville. All services provided through Mr. Davis’s team enable municipaliঞ es to
administer their tax programs more eff ecঞvely, through both effi cient operaঞ ons and increased
discovery and collecঞon of tax due.
Bret Harmon, Director of Client ExperienceExt. 1199 • bharmon@hdlcompanies.com
Bret Harmon serves as the Director of Client Experience. With over 20 years of experience
leading and consulting local governments, Mr. Harmon understands firsthand the opportunities and
struggles facing HdL clients. He leads the Client Experience division, which is dedicated to the
success of each client. His team supports clients through implementation, going live, and ongoing
needs. He is well-known for building strong relationships with his clients, mentoring his staff, and lifting
organizations to new levels of success. Mr. Harmon earned a Master of Public Administration degree
from Brigham Young University.
Michelle Godfrey, Senior Operations ManagerExt. 960 • mgodfrey@hdlcompanies.com
Bret H Michelle Godfrey has over 15 years’ experience working as a regional tax and audit expert for
local government. In addition to overseeing our Regional Operations, Ms. Godfrey also serves our region
as a database and IT expert. She directly oversees design, customization and implementation of our tax
and licensing software for each agency. These duties include maintaining and overseeing the storage
and management of all taxpayer data, its confidentiality, and its integrity and Ms. Godfrey has extensive
knowledge and experience in working with state, local and third-party taxpayer databases and systems. She
directs taxpayer education conferences and initiatives to enhance knowledge and compliance with state
and local tax and licensing requirements. She holds a Bachelor of Science Degree in Business Administration
and Economics from Weber State University and is an active member of Colorado Government
Finance Officers Association (CGFOA) and the Colorado Tax Auditor Coalition (CTAC).
Exhibit "A"
Tax and Fee Administraঞ onManagement Team
hdlcompanies.com
Connor Duckworth, Client Advisor
Ext. 395 • cduckworth@hdlcompanies.com
Mr. Duckworth has over ten years of experience working for both state and local municipaliঞ es and
providing poliঞ cal consulঞng to candidates on a number of races and referendums. As a client advisor,
he is responsible for providing in-depth analysis on HdL products and services available to be er meet
the needs of each individual client. Connor’s industry experience allows him to walk clients step by
step through the development and implementaঞon of business license, tax, and revenue related
products and services. He has served as a lecturer and mentor to municipaliঞ es naঞonwide and is a
Cerঞfied Revenue Officer. He has won the CMRTA Lighthouse Award of Excellence for creaঞng the
top business license and revenue program. Addiঞonally, Mr. Duckworth served eight years in an
elected, countywide offi ce to over 200,000 residents.
Ryan George, Operations Manager and Project Manager
Ext. 400 • rgeorge@hdlcompanies.com
Mr. Ryan George is the operaঞ ons manager for all Hotel Occupancy Tax (HOT) operaঞ ons at HdL
Lodging Tax, including hotel administraঞ on, hotel audit, and short-term rental (STR) administraঞ on and
compliance. He has over three years’ experience in HOT operaঞ ons, beginning with six city clients and
growing the operaঞ on to over 15 audit-exclusive clients, 26 hotel administraঞ on clients, and eleven
short-term rental administraঞ on and compliance clients. Prior to HdL, Mr. George spent eleven years as
Director of Finance for the University of Phoenix Bay Area, Central Valley, and Sacramento campuses,
assisঞ ng a revolving student body of over 10,000 students with fi nancing their educaঞ on, along with
managing the accounঞ ng and fi nances of the campuses.
Exhibit "A"
Hotel Occupancy Tax Audit Services
The fee for lodging tax audit services is $2,150 per hotel plus annual CPI adjustment.* The service
includes monthly return monitoring and audits every three years. (NTE** Amount: $83,850 plus CPI)
Value-Added Services – Optional Hotel Occupancy Tax Administration
The fee for lodging tax administration and audit services is $900 * per year for each filing property. There
is a one-time implementation fee of $5,000. The service includes monthly return monitoring and audits
every three years. (NTE** Amount: $175,500 plus CPI, and $5000 one-time implementation fee)
*The fee will increase annually after the first year by the percentage increase in the “CPI” for the preceding
twelve-month period. **NTE Amount is based on 39 Properties, and a 60-month contract.
Travel or Other Related Expenses
HdL does not anticipate any travel or additional costs at this time but if needed, HdL will get prior approval
from the City.
Additional Services
HdL does not anticipate any additional charges beyond the scope of services in this proposal. If any
were to occur, they are priced separately depending on the complexity of the tasks involved. Such fees
can either by fixed or time and materials. Please find our currently hourly rates below:
Hourly Rate
Principal $325
Programmer $295
Senior Analyst $245
Analyst $195
Associate $150
SEGMENT 3: COST PROPOSAL
Exhibit "A"
EXCEPTIONS
HdL agrees to the terms and conditions of the City’s RFP and does not have any exceptions to note.
Hdl® Companies
HdL agrees to the terms and conditions of the City’s RFP and does not have any exceptions to note.
EXCEPTIONS
Exhibit "A"
ATTACHMENT A
REFERENCE SHEET
PLEASE COMPLETE AND RETURN THIS FORM WITH THE SOLICITATION RESPONSE
SOLICITATION NUMBER: 24-016
RESPONDENT’S NAME: HdL Companies DATE: April 16, 2024
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 City of Lake Jackson
Name of Contact Toni Truly
Title of Contact Controller
E-Mail Address ttruly@lakejacksontx.gov
Present Address 25 Oak Drive
City, State, Zip Code Lake Jackson, TX 77566
Telephone Number ( 979 ) 415-2443 Fax Number: ( 979) 415-2543
2. Company’s Name City of Tyler
Name of Contact Lauren Jstice
Title of Contact Accounting Manager
E-Mail Address ljustice@tylertexas.com
Present Address 304 N Border
City, State, Zip Code Tyler, TX 75702
Telephone Number ( 903) 531-1158 Fax Number: (903) 531-1110
3. Company’s Name City of Wimberley
Name of Contact Leanne Kirby
Title of Contact Director of Tourism / Administrative Services Coordinator
E-Mail Address lkirby@cityofwimberley.com
Present Address 221 Stillwater
City, State, Zip Code Wimberley, TX 78676
Telephone Number ( 512) 847-0422 Fax Number: (512) 847-0422
FAILURE TO PROVIDE THE REQUIRED INFORMATION WITH THE SOLICITATION RESPONSE MAY
AUTOMATICALLY DISQUALIFY THE RESPONSE FROM CONSIDERATION FOR AWARD.
Exhibit "A"