R-2025-016 - 1/9/2025 RESOLUTION NO. R-2025-016
WHEREAS, the City of Round Rock ("City") has duly sought proposals for the purchase of
shooting range maintenance, cleaning, and disposal services; and
WHEREAS, Environmental Logistics Co., LLC has submitted the proposal determined to
provide the best value to the City considering the price and other evaluation factors included in the
request for proposals; and
WHEREAS, the City Council desires to enter into an agreement with Environmental Logistics
Co., LLC for shooting range maintenance, cleaning, and disposal services, Now Therefore
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK,TEXAS,
That the Mayor is hereby authorized and directed to execute on behalf of the City an
Agreement with Environmental Logistics Co., LLC for Purchase of Shooting Range, Maintenance,
Cleaning, and Disposal Services, a copy of same being attached hereto as Exhibit "A" and
incorporated herein.
The City Council hereby finds and declares that written notice of the date, hour, place and
subject of the meeting at which this Resolution was adopted was posted and that such meeting was
open to the public as required by law at all times during which this Resolution and the subject matter
hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act,
Chapter 551, Texas Government Code, as amended.
RESOLVED this 9th day of January, 2025.
CRAI MOR , Mayor
City of Rounck, Texas
P6
A ST:
JA
ANN FRANKLIN, City Clerk
0112.20252:4913-6667-7771
EXHIBIT
„A„
AGREEMENT BETWEEN THE CITY OF ROUND ROCK
AND ENVIRONMENTAL LOGISTICS CO.,LLC FOR PURCHASE OF
SHOOTING RANGE MAINTENANCE,CLEANING.AND DISPOSAL SERVICES
THE STATE OF TEXAS §
CITY OF ROUND ROCK § KNOW ALL BY THESE PRESENTS:
COUNTY OF WILLIAMSON §
COUNTY OF TRAVIS §
This Agreement ("Agreement") is made and entered into on this the day of
, 2024, by and between the CITY OF ROUND ROCK, TEXAS, a home-rule
municipality whose offices are located at 221 East Main Street, Round Rock, Texas 78664,
referred to herein as the"City,"and ENVIRONMENTAL LOGISTICS CO., LLC,whose offices
are located at P.O. Box 3238, McKinney, Texas 75070 referred to herein as "Vendor." This
Agreement supersedes and replaces any previous agreement between the named parties, whether
oral or written,and whether or not established by custom and practice.
RECITALS:
WHEREAS, City desires to purchase shooting range maintenance,cleaning and disposal
services;and
WHEREAS, City has issued its "Request for Proposals" for the provision of said
services;and
WHEREAS, City has determined the proposal submitted by Vendor 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;
NOW, THEREFORE, in consideration of the mutual promises contained herein and
other good and valuable consideration, the receipt and sufficiency of which are hereby
acknowledged,the parties mutually agree as follows:
1.0 DEFINITIONS
A. Agreement means this binding legal contract between City and Vendor whereby
City is obligated to buy specified services and Vendor is obligated to sell same. The Agreement
includes the following: (a) City's Request for Proposal, designated Solicitation Number 24-033
dated June 2024 ("RFP"); (b) Vendor's Proposal; and (c) any exhibits and/or addenda thereto.
4853-9968-5876/ss2
Any inconsistencies or conflicts in the contract documents shall be resolved by giving preference
in the following order:
(1) This Agreement;
(2) Vendor's Proposal;
(3) City's Request for Proposals,Addenda,exhibits,and attachments.
B. City means the City of Round Rock, Williamson and Travis Counties,Texas.
C. Effective Date means the date set out in the introductory paragraph above.
D. Services mean the specified services, supplies, materials, commodities, or
equipment.
E. Vendor means Environmental Logistics Co, LLC,or any successors or assigns.
2.0 EFFECTIVE DATE AND TERM
A. This Agreement shall be effective on the Effective Date and shall remain in full
force and effect unless and until it expires by operation of the term indicated herein or is
terminated or extended as provided herein.
B. The term of this Agreement shall be for sixty (60) months from the Effective
Date.
C. City reserves the right to review the relationship at any time and may elect to
terminate this Agreement with or without cause or may elect to continue.
3.0 CONTRACT DOCUMENTS AND EXHIBITS
A. City selected Vendor to supply the Services as outlined in the RFP; any Addenda
to RFP; and the Proposal submitted by Vendor, all as specified in Exhibit "A," incorporated
herein by reference for all purposes. The intent of these documents is to formulate an Agreement
listing the responsibilities of both parties as outlined in the RFP and any Addenda to RFP and as
offered by Vendor in its Proposal.
The Services which are the subject matter of this Agreement are described in Exhibit"A"
which is fully a part of this Agreement as if repeated herein in full.
4.0 ITEMS AWARDED; SCOPE OF WORK
A. All items in"Attachment D—Bid Sheet"of Exhibit"A"are awarded to Vendor.
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B. Vendor shall satisfactorily provide all Services described in Exhibit"A,"attached
hereto, within the contract term specified in Section 2.0. Vendor's undertakings shall be limited
to performing services for City and/or advising City concerning those matters on which Vendor
has been specifically engaged. Vendor shall perform its services in accordance with this
Agreement, in accordance with the appended exhibits, in accordance with due care, and in
accordance with prevailing industry standards for comparable services.
5.0 COSTS
A. In consideration for the Services to be performed by Vendor, City agrees to pay
Vendor the amounts set forth in"Attachment D—Bid Sheet"of Exhibit"A."
B. The City shall is authorized to pay the Vendor an amount not-to-exceed
$732,000.00 for the term of this Agreement.
6.0 INVOICES
A. All invoices shall include,at a minimum,the following information:
1. Name and address of Vendor;
2. Purchase Order Number;
3. Description and quantity of Services provided; and
4. Delivery dates.
7.0 INTERLOCAL COOPERATIVE CONTRACTING/PURCHASING
A. Authority for local governments to contract with one another to perform certain
governmental functions and services, including but not limited to purchasing functions, is
granted under Government Code, Title 7, Chapter 791, Interlocal Cooperation Contracts,
Subchapter B and Subchapter C, and Local Government Code, Title 8, Chapter 271, Subchapter
F, Section 271.101 and Section 271.102.
B. Other governmental entities within the State of Texas may be extended the
opportunity to purchase off of the City's proposal, with the consent and agreement of the
successful vendor(s) and the City. Such agreement shall be conclusively inferred for the Vendor
from lack of exception to this clause in the vendor's response. However, all parties hereby
expressly agree that the City is not an agent of, partner to, or representative of those outside
agencies or entities and that the City is not obligated or liable for any action or debts that may
arise out of such independently-negotiated"piggyback"procurements.
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8.0 NON-APPROPRIATION AND FISCAL FUNDING
This Agreement is a commitment of City's current revenues only. It is understood and
agreed that City shall have the right to terminate this Agreement at the end of any City fiscal year
if the governing body of City does not appropriate funds sufficient to purchase the Services as
determined by City's budget for the fiscal year in question. City may affect such termination by
giving Vendor a written notice of termination at the end of its then-current fiscal year.
9.0 PROMPT PAYMENT POLICY
In accordance with Chapter 2251, V.T.C.A., Texas Government Code, any payment to be
made by City to Vendor will be made within thirty (30) days of the date City receives the
Services under this Agreement, the date the performance of the Services under this Agreement
are completed, or the date City receives a correct invoice for the services, whichever is later.
Vendor may charge interest on an overdue payment at the "rate in effect" on September I of the
fiscal year in which the payment becomes overdue, in accordance with V.T.C.A., Texas
Government Code, Section 2251.025(b). This Prompt Payment Policy does not apply to
payments made by City in the event:
1. There is a bona fide dispute between City and Vendor, a contractor,
subcontractor, or supplier about the Service performed that cause the payment to
be late; or
2. There is a bona fide dispute between Vendor and a subcontractor or between a
subcontractor and its supplier about the Services performed that causes the
payment to be late;or
3. The terms of a federal contract, grant, regulation, or statute prevent City from
making a timely payment with federal funds;or
4. The invoice is not mailed to City in strict accordance with any instruction on the
purchase order relating to the payment.
10.0 GRATUITIES AND BRIBES
City may, by written notice to Vendor, cancel this Agreement without liability to Vendor
if it is determined by City that gratuities or bribes in the form of entertainment, gifts, or
otherwise were offered or given by Vendor or its agents or representatives to any City officer,
employee or elected representative with respect to the performance of this Agreement. In
addition, Vendor may be subject to penalties stated in Title 8 of the Texas Penal Code.
11.0 TAXES
City is exempt from Federal Excise and State Sales Tax; therefore, tax shall not be
included in Vendor's charges.
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12.0 INSURANCE
Vendor shall meet all City of Round Rock insurance requirements set forth in the RFP
and on the City's website at:
http://www.roundrocktexas.gov/wn-content/uploads/2014/12/corr insurance 07.20112.pdf.
13.0 CITY'S REPRESENTATIVE
City hereby designates the following representative authorized to act in its behalf with
regard to this Agreement:
Jason Huf
Police Department
2701 North Mays Street
Round Rock, TX 78665
(512)671-2795
jhufa,roundrocktexas.gov
14.0 RIGHT TO ASSURANCE
Whenever either party to this Agreement. in good faith. has reason to question the other
party's intent to perform hereunder, then demand may be made to the other party for written
assurance of the intent to perform. In the event that no written assurance is given within the
reasonable time specified when demand is made. then and in that event the demanding party may
treat such failure as an anticipatory repudiation of this Agreement.
15.0 DEFAULT
If Vendor abandons or defaults under this Agreement and is a cause of City acquiring the
specified goods elsewhere.
Vendor shall be declared in default of this Agreement if it does any of the following and
fails to cure the issue within thirty (30)days of receipt of written notice:
I. Fails to fully. timely and faithfully perform any of its material obligations under
this Agreement;
2. Becomes insolvent or seeks relief under the bankruptcy laws of the United States.
and is unable to perform its material obligations under the Agreement.
16.0 TERMINATION AND SUSPENSION
A. City has the right to terminate this Agreement, in whole or in part. for
convenience and without cause, at any time upon thirty (30)days' written notice to Vendor.
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B. In the event of any default by Vendor, City has the right to terminate this
Agreement for cause, upon ten(10)days' written notice to Vendor.
C. Vendor has the right to terminate this Agreement only for cause, that being in the
event of a material and substantial breach by City, or by mutual agreement to terminate
evidenced in writing by and between the parties.
D. In the event City terminates under subsections (A) or (B) of this section, the
following shall apply: Upon City's delivery of the referenced notice to Vendor, Vendor shall
discontinue all services in connection with the performance of this Agreement and shall proceed
to cancel promptly all existing orders and contracts insofar as such orders and contracts are
chargeable to this Agreement. Within thirty (30) days after such notice of termination, Vendor
shall submit a statement showing in detail the goods and/or services satisfactorily performed
under this Agreement to the date of termination. City shall then pay Vendor that portion of the
charges, if undisputed. The parties agree that Vendor is not entitled to compensation for Services
it would have performed under the remaining term of the Agreement except as provided herein.
17.0 INDEMNIFICATION
Vendor shall defend (at the option of City), indemnify, and hold City, its successors,
assigns, officers, employees and elected officials harmless from and against all suits, actions,
legal proceedings, claims, demands, damages, costs, expenses, attorney's fees, and any and all
other costs or fees arising out of,or incident to, concerning or resulting from the fault of Vendor,
or Vendor's agents, employees or subcontractors, in the performance of Vendor's obligations
under this Agreement, no matter how, or to whom, such loss may occur. Nothing herein shall be
deemed to limit the rights of City or Vendor (including, but not limited to the right to seek
contribution)against any third party who may be liable for an indemnified claim.
18.0 COMPLIANCE WITH LAWS, CHARTER, AND ORDINANCES
A. Vendor, its agents, employees and subcontractors shall use best efforts to comply
with all applicable federal and state laws,the Charter and Ordinances of the City of Round Rock,
as amended, and with all applicable rules and regulations promulgated by local, state and
national boards, bureaus and agencies.
B. In accordance with Chapter 2271,Texas Government Code,a governmental entity
may not enter into a contract with a company for goods or services unless the contract contains
written verification from the company that it: (1)does not boycott Israel; and(2)will not boycott
Israel and will not boycott Israel during the term of this contract. The signatory executing this
Agreement on behalf of Vendor verifies Vendor does not boycott Israel and will not boycott
Israel during the term of this Agreement.
C. In accordance with Chapter 2274,Texas Government Code,a governmental entity
may not enter into a contract with a company with at least ten (10) full-time employees for a
value of at least One Hundred Thousand and No/100 Dollars ($100,000.00) unless the contract
has a provision verifying that it: (1) does not have a practice, policy, guidance, or directive that
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discriminates against a firearm entity or firearm trade association; and (2) will not discriminate
during the term of the contract against a firearm entity or firearm trade association. The signatory
executing this Agreement on behalf of Vendor verifies Vendor does not have a practice, policy,
guidance, or directive that discriminates against a firearm entity or firearm trade association, and
it will not discriminate during the term of this Agreement against a firearm entity or firearm trade
association.
D. In accordance with Chapter 2274, Texas Government Code,a governmental entity
may not enter into a contract with a company with at least ten (10) full-time employees for a
value of at least One Hundred Thousand and 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 Vendor verifies Vendor does not boycott energy companies, and it will not boycott
energy companies during the term of this Agreement.
19.0 ASSIGNMENT AND DELEGATION
The parties hereby bind themselves, their successors, assigns and legal representatives to
each other with respect to the terms of this Agreement. Neither party shall assign, sublet or
transfer any interest in this Agreement without prior written authorization of the other party.
20.0 NOTICES
A. 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 in this Agreement; or
2. Three (3) days after being deposited in the United States mail, with postage
prepaid to the recipient's address as stated in this Agreement.
Notice to Vendor:
Environmental Logistics Co., LLC
P.O. Box 3238
McKinney, Texas 75070
Notice to City:
City Manager Stephanie L. Sandre, City Attorney
221 East Main Street AND TO: 309 East Main Street
Round Rock, TX 78664 Round Rock,TX 78664
B. Nothing contained herein shall be construed to restrict the transmission of routine
communications between representatives of City and Vendor.
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21.0 APPLICABLE LAW, ENFORCEMENT,AND VENUE
This Agreement shall be enforceable in Round Rock, Texas, and if legal action is
necessary by either party with respect to the enforcement of any or all of the terms or conditions
herein, exclusive venue for same shall lie in Williamson County, Texas. This Agreement shall be
governed by and construed in accordance with the laws and court decisions of the State of Texas.
22.0 EXCLUSIVE AGREEMENT
This document, and all appended documents, constitutes the entire Agreement between
Vendor and City. This Agreement may only be amended or supplemented by mutual agreement
of the parties hereto in writing.
23.0 DISPUTE RESOLUTION
City and Vendor hereby expressly agree that no claims or disputes between the parties
arising out of or relating to this Agreement or a breach thereof shall be decided by any arbitration
proceeding, including without limitation, any proceeding under the Federal Arbitration Act (9
USC Section 1-14)or any applicable state arbitration statute.
24.0 SEVERABILITY
The invalidity, illegality, or unenforceability of any provision of this Agreement or the
occurrence of any event rendering any portion or provision of this Agreement void shall in no
way affect the validity or enforceability of any other portion or provision of this Agreement. Any
void provision shall be deemed severed from this Agreement, and the balance of this Agreement
shall be construed and enforced as if this Agreement did not contain the particular portion or
provision held to be void. The parties further agree to amend this Agreement to replace any
stricken provision with a valid provision that comes as close as possible to the intent of the
stricken provision. The provisions of this section shall not prevent this entire Agreement from
being void should a provision which is of the essence of this Agreement be determined void.
25.0 MISCELLANEOUS PROVISIONS
A. Standard of Care. Vendor represents that it employs trained, experienced and
competent persons to perform all of the services, responsibilities and duties specified herein and
that such services, responsibilities and duties shall be performed in a manner according to
generally accepted industry practices.
B. Time is of the Essence. The parties agree that, from time to time, certain unique
transactions may have special requirements relative to timing and, accordingly, the parties will
identify those transactions and exercise best efforts to accomplish those transactions within the
stated timeframe. Other timing requirements will be met in a commercially reasonable manner.
Where damage is caused to City due to Vendor's failure to perform in the special timing
requirement circumstances, City may pursue any remedy available without waiver of any of
City's additional legal rights or remedies.
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C. Binding Agreement. This Agreement shall extend to and be binding upon and
inure to the benefit of the parties' respective heirs, executors, administrators, successors and
assigns.
D. Multiple Counterparts. This Agreement may be executed in multiple
counterparts, any one of which shall be considered an original of this document; and all of
which,when taken together, shall constitute one and the same instrument.
[Signatures on the following page.]
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IN WITNESS WHEREOF, City and Vendor have executed this Agreement on the dates
indicated.
Environment I Lo gis ics L
By:
Printed Na r 0
Title: / xy
Date Signed: /! 2
City of Round Rock,Texas
By:
Printed Name:
Title:
Date Signed:
For City,Attest:
By:
Ann Franklin, City Clerk
For City, ,Approved as to Form:
By: ------ -------- --
Stephanie L. Sandre, City Attorney
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Exhibit "A"
ROUND ROCK TEXAS
PURCHASING DIVISION
City of Round Rock, Texas
Purchasing Division
221 East Main Street
Round Rock, Texas 78664-5299
www.roundrocktexas.gov
REQUEST FOR PROPOSAL (RFP)
SHOOTING RANGE MAINTENANCE, CLEANING,
AND DISPOSAL
SOLICITATION NUMBER 24-033
JUNE 2024
City of Round Rock Exhibit "A"
Shooting Range Cleaning and Disposal
RFP No. 24-033
Commodity Code: 936-69
June 2024
SHOOTING RANGE MAINTENANCE, CLEANING,AND DISPOSAL
PART
GENERAL REQUIREMENTS
1. PURPOSE AND BACKGROUND: The City of Round Rock, located in Williamson County, herein after"the
City" seeks a bid from firms experienced in providing indoor gun range cleaning and disposal services. The
City intends to purchase from this contract products and services needed for indoor gun range cleaning,
including disposal of casings, replacement of filters, and disposal of other contaminated materials.
2. SOLICITATION PACKET: This solicitation packet is comprised of the following
Description Index
Part I—General Requirements Page(s) 2-4
Part II —Definitions, Standard Terms and Conditions.
Page 5
and Insurance Requirements
Part III —Supplemental Terms and Conditions Page(s)6-8
Part IV—Scope of Work Page(s) 9-11
Part V—Proposal Preparation Instructions and Evaluation Factors Page(s) 12-14
Attachment A- Proposal Submittal Form Separate Attachment
Attachment B—Reference Sheet Separate Attachment
Attachment C—Subcontractor Information Form Separate Attachment
Attachment D—Cost Proposal Sheet Separate Attachment
3. SCHEDULE OF EVENTS: It is the City's intention to follow the solicitation timeline below.
EVENT DATE
Solicitation released June 26, 2024
Deadline for submission of questions July 11, 2024 @ 5:00 PM, CST
City responses to questions or addendums Approximately July 16, 2024 @ 5:00 PM,
CST
Deadline for submission of responses July 30, 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.Hroundrocktexas.bonfirehub.com for any updates pertaining to the solicitation described herein. Various
updates may include addendums, cancellations, notifications, and any other pertinent information necessary
Page 2 of 14
City of Round Rock Exhibit "A"
Shooting Range Cleaning and Disposal
RFP No. 24-033
Commodity Code: 936-69
June 2024
for the submission of a correct and accurate response. The City will not be held responsible for any further
communication beyond updating the website.
5. RESPONSE DUE DATE: Appropriately submitted responses are due at or before 3:00 PM, on the due date
noted in PART I, Section 3—Schedule of Events. The Offeror shall respond via the City's electronic bidding
platform, Bonfire: https://roundrocktexas.bonfirehub.com
A. This request for proposal (RFP) does not commit the City to contract for any supply or service.
B. No paper or submittals outside of Bonfire will be accepted by the City.
C. Responses cannot be altered or amended after digital opening.
D. No response can be withdrawn after opening without written approval from the City for an acceptable
reason.
E. The City will not be bound by any oral statement or offer made contrary to the written specifications.
F. Samples and/or copies shall be provided at the Respondent's expense and shall become the property of
the City.
G. Late responses will not be considered.
6. CERTIFICATE OF INTERESTED PARTIES: Section 2252.908 of the Texas Government Code requires the
successful offeror to complete a Form 1295"Certificate of Interested Parties"that is signed for a contract
award requiring council authorization. The"Certificate of Interested Parties"form must be completed on the
Texas Ethics Commission website, printed, signed, and submitted to the City by the authorized agent of the
Business Entity with acknowledgment that disclosure is made under oath and under penalty of perjury prior to
final contract execution. Link to Texas Ethics Commission Webpage:
https://www.ethics.state.tx.us/whatsnew/elf info forml295.htm
7. EX PARTE COMMUNICATION: Please note that to insure the proper and fair evaluation of an offer, the City
of Round Rock prohibits ex parte communication (e.g., unsolicited) initiated by the Offeror to the City Official,
Employee, City Consultant, or Evaluation Team member evaluating or considering the offers prior to the time
an award decision has been confirmed. Communication between an Offeror and the City will be initiated by
the appropriate City Official or Employee in order to obtain information or clarification needed to develop a
proper and accurate evaluation of the offer. Ex parte communication may be grounds for disqualifying the
offending Offeror from consideration of award in evaluation or any future bid.
8. OPPORTUNITY TO PROTEST: The Purchasing Manager for the City of Round Rock ("City"), in consultation
with the City Attorney, shall have the authority to settle or resolve any dispute concerning the solicitation or
award of a contract. The Purchasing Manager may solicit written responses to the protest from other
interested parties. The aggrieved person must prepare his or her complaint in writing and send it by
electronic mail to the City's Purchasing Department at protest(a.roundrocktexas.gov.
In the event of a timely protest, the City shall not proceed further with the solicitation or award of a contract
unless it is determined that the award must take place without delay, to protect the best interests of the City.
The procedures for notifying the City of an alleged deficiency or filing a protest are listed below. If you fail to
comply with any of these requirements, the Purchasing Office may dismiss your complaint or protest.
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
Page 3 of 14
City of Round Rock Exhibit "A"
Shooting Range Cleaning and Disposal
RFP No. 24-033
Commodity Code: 936-69
June 2024
should have known of the facts relating to the protest unless you know of the facts before the Offer
has been closed. If you know of the facts before those dates, you must notify the City as stated in
section (A)above.
iii. You must submit your protest in writing and must include the following information:
a. your name, address, telephone number, and email address.
b. the solicitation number.
c. a specific identification of the statutory or regulatory provision that you are alleging has been
violated.
d. a detailed statement of the factual grounds for your protest, including copies of any relevant
documents.
e. a statement of any issues of law or fact that you contend must be resolved; and
f. a statement of the argument and authority that you offer in support of your protest.
iv. Your protest must be concise and presented logically and factually to help with the City's review.
C. Receipt of Timely Protest: When the City receives a timely and complete written protest,the Purchasing
Manager,with assistance from the City Attorney, shall make one of the following determinations:
i. Determine that a violation of rules and statutes has occurred prior to the award of the contract and
inform you and other interested parties of the determination. The City will prepare updated solicitation
documents and will re-solicit.
ii. Determine that no violation of rules or statutes has occurred and inform you and other interested
parties of the decision by letter.The reasons for the determination will be presented in the letter.
iii. Determine that a violation of rules and statutes has occurred after the award of the contract and
inform you and other interested parties of the determination. However,the awarded contract will not
be canceled.As needed, corrective actions may be taken with purchasing or any other pertinent City
staff.
iv. A determination will usually be made within fifteen (15)business days after receipt of the formal
protest.
v. Any written decisions by the Purchasing Manager shall be the final administrative action for
the City.
All documentation pertaining to a protest will be kept on file at the City and are subject to open records
requests.
Page 4 of 14
City of Round Rock Exhibit "A"
Shooting Range Cleaning and Disposal
RFP No. 24-033
Commodity Code. 936-69
June 2024
PART II
DEFINITIONS, STANDARD TERMS AND CONDITIONS,
AND INSURANCE REQUIREMENTS
1. DEFINITIONS, STANDARD TERMS AND CONDITIONS: By submitting a response to this solicitation, the
Respondent agrees that the City's Definitions and Standard Terms and Conditions, in effect at the time of
release of the solicitation, shall govern unless specifically provided otherwise in a separate agreement or on
the face of a purchase order. These can be obtained from the City's website at:
https://www.roundrocktexas.gov/city-departments/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/
3. LEAD POLLUTION/HAZARDOUS MATERIALS INSURANCE: For work which involves hazardous materials
Contractor or Subcontractor responsible for the work shall comply with the following insurance requirements
in addition to those specified above.
A. Provide a lead pollution liability policy or lead pollution endorsement to the Commercial General Liability
policy with minimum bodily injury and property damage limits of$1,000,000 per occurrence for coverages
A&B and products/completed operations coverage with a separate aggregate of$1,000,000. This policy
shall not exclude lead pollution and shall provide"occurrence"coverage without a sunset clause. The
policy shall provide 30-day Notice of Cancellation and Waiver of Subrogation endorsements in favor of
OWNER.
B. Contractor or Subcontractors responsible for transporting any hazardous materials shall provide pollution
coverage. Federal law requires interstate or intrastate transporters of hazardous materials to provide an
MCS 90 endorsement with a $5,000,000 limit when transporting hazardous materials in bulk in
conveyances of gross vehicle weight rating of 10,000 pounds or more. Interstate transporters of
hazardous materials in non-bulk in conveyances of gross vehicle weight rating of 10,000 pounds or more
must provide an MCS 90 endorsement with a $1,000,000 limit. The terms "conveyance" and "bulk" are
defined by Title 49 CFR 171.8. All other transporters of hazardous material shall provide either an MCS
90 endorsement with minimum limits of$1,000,000 or an endorsement to their Commercial General
Liability Insurance policy which provides coverage for bodily injury and property damage arising out of the
transportation of hazardous materials. The endorsement shall, at a minimum, provide a $1,000,000 limit
of liability and cover events arising from fire, wind, hail, lightning, overturn of conveyance, collision with
other vehicles or objects, and loading and unloading of conveyances.
Page 5 of 14
City of Round Rock Exhibit "A"
Shooting Range Cleaning and Disposal
RFP No. 24-033
Commodity Code: 936-69
June 2024
PART III
SUPPLEMENTAL TERMS AND CONDITIONS
1. AGREEMENT TERM: The terms of the awarded agreement shall include but not be limited to the following.-
A.
ollowing: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 gun range
maintenance, cleaning, and disposal 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: If Subcontractors will be used the Respondent is required to complete and submit
with their proposal response Attachment B: Subcontractor Information Form. The Contractor shall be fully
responsible to the City for all acts and omissions of the Subcontractors just as the Contractor is responsible
for the Contractors own acts and omissions. The Contractor shall.-
A.
hall:A. Require that all deliverables to be provided by the Subcontractor be provided in strict accordance with the
provisions, specifications, and terms of the Contract.
B. Require that all Subcontractors obtain and maintain, throughout the term of their agreement, primary
insurance in the type and amounts specified for the Contractor, with the City being named as an
additional insured; and
C. Require that the Subcontractor indemnify and hold the City harmless to the same extent as the Contractor
is required to indemnify the City.
D. Awarded Contractor is required to submit a list of all subcontractors for approval by the City prior to use of
any subcontractors throughout the term of the contract.
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. Ensure that all employees comply with all Environmental Protection Agency(EPA) regulations and safety
protocols.
C. 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.
Page 6 of 14
City of Round Rock Exhibit "A"
Shooting Range Cleaning and Disposal
RFP No. 24-033
Commodity Code: 936-69
June 2024
D. Indemnify and hold the City harmless from and against all claims, demands, suits, actions,judgments,
fines penalties and liability of every kind arising from the breach of the Contractor's obligations under this
paragraph.
5. WORKFORCE: Successful Respondent shall:
A. Ensure Respondent's employees perform the services in a timely, professional, and efficient manner.
B Ensure Respondent's employees, while working on City property,wear a company uniform that clearly
identifies them as the Respondent's employee.
C. Employ all personnel for work in accordance with the requirements set forth by the United States
Department of Labor. The City reserves the right to verify citizenship or right to work in the United States.
D. Ensure all Employees have had a background check.
6. PRICING: The Respondent shall determine and submit a fixed cost for the work and shall include all
incidental costs, labor, overhead charges, travel, payroll expenses, freight, equipment acquisition and
maintenance, demurrage, fuel surcharges, delivery charges, costs associated with obtaining permits,
insurance, bonds, and risk management. No separate line-item charges shall be permitted for either
response or invoice purposes.
7. PRICE INCREASE: Contract prices for providing gun range maintenance, cleaning, and disposal services
shall remain firm throughout the initial twelve(12) month term of the contract. A price increase to the
agreement may be considered on the anniversary date of the Contract each year and shall be equal to the
consumer price index for that year, but at no time can the increase be greater than 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.
8. ACCEPTANCE/INSPECTION: Acceptance/Inspection should not take more than five(5)working days. The
Contractor will be notified within the time frame if the services delivered are not in full compliance with the
specifications. In the event the services are not performed to the satisfaction of the City the Contractor shall
agree to reperform services to specification at no additional cost to the City. If any agreement or purchase
order is cancelled for non-acceptance, the needed services may be purchased elsewhere.
9. PERFORMANCE REVIEW: The City reserves the right to review the awarded Contractor's performance
anytime during the contract term.
10. ORDER QUANTITY: The quantities shown on the solicitation are estimates only. No guarantee of any
minimum or maximum purchase is made or implied. The City will only order the services/goods needed to
satisfy requirements within budgetary constraints, which may be more or less than indicated.
Page 7 of 14
City of Round Rock Exhibit "A"
Shooting Range Cleaning and Disposal
RFP No. 24-033
Commodity Code: 936-69
June 2024
11. AWARD: The City reserves the right to enter into an Agreement or a Purchase Order with a single award,
split award, primary and secondary award, non-award, or use any combination that best serves the interest
and at the sole discretion of the City. Respondents to the solicitation will be notified when City staff
recommendation of award has been made. The award announcement will be posted to the City's website at
https://roundrocktexas.bonfirehub.com once City Council has approved the recommendation of award and the
agreement has been executed.
12. POINT OF CONTACT/ DESIGNATED REPRESENTATIVE:
A. Contractor's point of contact: In order to maintain consistent standards of quality work performed
across the City, the City shall be provided with a designated and identified point of contact upon award of
the contract to include contact information. The City's designated representative shall be notified by the
Respondent immediately should the point of contact change.
B. The City's designated representative: The City's designated representative shall be
Jason Huf
Police Sergeant
Police Department
Phone: +1 (512)671-2795
E-mail: ihufu ruundtockle\a;_o\
Do not contact the individual listed above with questions or comments during the course of the
solicitation.
13. INTERLOCAL PURCHASING AGREEMENTS:
A The City has entered into Interlocal Agreements with other Governmental agencies pursuant to the
Interlocal Cooperation Act. Chapter 791 of the Texas Government Code.
B. The Contractor may offer the same price and terms and conditions to other eligible agencies that have an
interlocal agreement with the City.
C. The City does not accept any responsibility or liability for the purchases by other government agencies
through an interlocal cooperative agreement.
Pace 8 of']4
City of Round Rock Exhibit "A"
Shooting Range Cleaning and Disposal
RFP No. 24-033
Commodity Code: 936-69
June 2024
PART IV
SCOPE OF WORK
1. PURPOSE: The City of Round Rock Police Department, hereinafter referred to as RRPD, is seeking a
contract to provide turn-key maintenance, cleaning, and lead abatement services at the Public Safety Training
Center located at 2801 N. Mays St., Round Rock, Texas 78665. In addition to cleaning and lead abatement
services, RRPD will require the Contractor to recycle all spent brass and dispose of lead and other items as
needed.
2. RANGE DETAILS: Additional information regarding the indoor gun range includes:
A. The City estimates the firing of 1 million rounds annually in this single-story range.
B. The Meggitt rubber bullet trap is 75'wide and was installed in February of 2018. It has a ramp and
loading dock with rollup door access to the bullet trap.
C. Firing line distances from the trap vary from 0-50 yards and provide prone, kneeling, standing,and
tactical firing positions.
D. There are no single baffles. It is an open range with 12 firing lines and targets at the trap.
E. The weapons cleaning room dimensions are approximately 15'x 30'. The ammunition room is
approximately 20'x 30'. The Control room is approximately 15'x 15'. The hallway leading to the into the
range is approximately 10' by 15'.
F. The ventilation system is located on the roof of the range and it is accessible by a ship ladder inside of
the building.
G. The City would like all brass and lead projectiles to be recycled by the successful Contractor and a
"credit" issued to the City for the value of recycled items if possible. Otherwise,the Contractor shall
dispose of brass and lead in a way that meets all Federal and State Laws.
H. There is a sensor in the air system that will indicate when the filters need to be changed out.
I. The RRPD firing range consists of one range.
3. CONTRACTOR'S RESPONSIBILITIES-The Contractor shall:
A. Comply with all federal, state, and local regulations concerning hazardous waste operations. No
transporter or disposal facility shall be utilized if said transporter or facility is not in compliance with any
permit, rule, or regulation of the U.S. Environmental Protection Agency(USEPA), the Texas Commission
of Environmental Quality(TCEQ),the Texas Railroad Commission (RRC), the U.S. and Texas
Departments of Transportation (DOT), EPA, or any other regulatory authority or agency or any other
regulatory authority or agency. In the event that any law, regulation, or ordinance becomes effective after
the start of this Agreement, the Contractor is required to comply with the new policy. Any mandates
requiring the City to comply with new guidelines will also require the Contractor to comply.
B. Obtain and maintain during the term of the Agreement, at no additional charge to the City, all licenses,
permits, authorizations, or any documents required by federal, state, county, and municipal governments
and other authorities so that the contractor may conduct the work necessary to fulfill the requirements of
the Agreement.
C. Furnish and provide all equipment, materials, tools, safety equipment, supplies, and parts for Contractor
owned equipment,transportation, handling, storage, labor, and supervision required for proper execution
of this contract.
D. The awarded respondent shall perform a Toxic Characteristic Leaching Procedure(TCLP)test before
waste can be removed from the site.
E. Perform work in accordance with all applicable codes and trade practices, including, but not limited to
testing, handling, and disposal permits.
F. Provide proof of lead awareness and abatement training for all personnel performing services under this
contract. Contractor personnel shall be equipped with all necessary personal protective equipment to
perform lead abatement of the firing range. The Contractor is responsible for storing and transporting
contaminates from the site.
G. Failure to provide suitable equipment and PPE for the performance of this contract may be grounds for
the City to terminate the contract.
Page 9 of 14
City of Round Rock Exhibit "A"
Shooting Range Cleaning and Disposal
RFP No. 24-033
Commodity Code: 936-69
June 2024
4. SERVICE REQUIREMENTS: The Contractor shall:
A. Services shall be performed at:
Public Safety Training Center
2801 Mays Street
Round Rock,TX 78681
B. CLEANING REQUIREMENTS: The Contractor shall provide monthly services where the contractor shall:
i. Clean the lead contaminated areas of the weapons range including all lanes.
ii. Clean all door mats and receptacles containing lead contaminated items.
iii. Clean all hard surfaces, as well as work area, using proper equipment. Hard surfaces will also include
the top sides of baffles and the top of the bullet trap behind the range and stations.
iv. Not use rubber curtains to contain dust and debris during cleaning.
v. Inspect and vacuum the area around the lead containment system and bullet trap area and all other
accumulation areas on the range once the lead removal has been completed.
vi. Perform services on all range floors, bullet traps,firing lanes, weapon cleaning rooms,the ammo
rooms, classrooms and any other room as requested.
vii. Collect all lead and brass from the firing range. While the City may assist with brass collection the
Contractor shall be responsible for sorting lead and brass. The Contractor shall provide the proper
temporary containers for both lead and brass.
viii. It is preferred that the Contractor supply company owned equipment. The City will provide storage for
equipment if required. Equipment should be decontaminated properly on a schedule. All wheels
should be cleaned after each monthly cleaning so as not to spread contaminants.
ix. All cleanings should be completed in a single workday.
C. LEAD ABATEMENT: The Contractor Shall:
i. The range has a granulated rubber trap with steel plates behind. The plate will need to be cleaned of
lead and lead dust when the lead is mined(rubber removed)from the trap.
ii. This is performed annually.
iii. Lead abatement shall be completed within one work week.
iv. On an as needed basis, Contractor shall mine the lead from the bullet trap, sort and clean the
granulated rubber, and replace it back into the bullet trap. No rubber will need to be supplied by the
Contractor the City will purchase rubber as needed.
D. FILTERS:The Contractor Shall:
i. Replace HEPA Filters annually as determined by the City.The Filter size is 24 x 24 x 12 inches.
ii. Replace BAG Filters Three times a year as determined by the City. The filter size is 24 x 24 x 11.5
inches.
iii. Replace Clean Air Filters twice a year as determined by the City. Filter size is 16 x 25 x 2 inches and
16x20x2 inches.
iv. The City shall provide all filters for replacement.
v. Note that on Attachment D Cost Proposal Sheet the quantity shall reflect the number of filters
multiplied by the number of replacements per year.
E. DISPOSAL:The Contractor Shall:
i. Collect all spent lead and brass from the shooting range and recycle it. If items are not recyclable,
the Contractor shall dispose of them in a legally responsible manner ensuring compliance with all
applicable law and regulations. Items do not need to go to a smelter. As long as the metal is properly
disposed of(in accordance with all applicable laws)whatever is most cost-effective to all parties
involved is acceptable.
ii. Provide removal, installation, processing, double bagging, sealing, transporting, HAZ-MAT recycling
of each lead contaminated filter when economically feasible,and properly dispose of all filters into a
Contractor-supplied Conex container stored on site(or similar set-up)as needed.
Page 10 of 14
City of Round Rock Exhibit "A"
Shooting Range Cleaning and Disposal
RFP No. 24-033
Commodity Code: 936-69
June 2024
iii. Provide Conex container to be placed in area designated by the City near the firing range. Containers
should be appropriately labeled with the appropriate hazardous materials labels. Haul off full Conex
container as needed to the appropriate disposal facilities.
iv. Properly dispose of Class 1 and Class 2 waste.
5 DESIGNATED CONTACT PERSON: In order to maintain consistent standards of quality work performed
across the City, the city shall be provided with a designated and identified crew leader/point of contact upon
award of the contract.
A. The City shall be provided with a designated Supervisor name and telephone number.
B. This contact person shall remain the same throughout the contract term. If a change has been made in
the contact person,the City's designated representative shall be notified by the Contractor immediately at
the time of the change. No substitutions of key personnel shall be permitted without the written approval
of the City's designated representative. Email is an acceptable form of communication after initial project
meeting.
C. Answering machines/services are unacceptable as a point of contact.
D. The contact person shall be identified on the solicitation document and may be required to attend an oral
presentation to the selection team prior to the award of the contract.
6 CITY'S RESPONSIBILITIES:The City shall:
A. Allow full access to the range during the hours of 8:OOAM to 5:OOPM CST to complete all services on
regular business days. Unless otherwise approved by the City POC.
B. Allow access to the large rolling door adjacent to the range for loading and unloading of equipment.
C. Provide space for Conex container
D. Provide outlets necessary to utilities for all equipment.
E. Provide all filters that require replacement.
F. Close down the range as needed for the completion of the described work.
G. Coordinate scheduling with Contractor
H. The Range Master or designee will sign off on a completed task list.
Page 11 of 14
City of Round Rock Exhibit "A"
Shooting Range Cleaning and Disposal
RFP No. 24-033
Commodity Code: 936-69
June 2024
PART V
PROPOSAL PREPARATION INSTRUCTIONS
AND EVALUATION FACTORS
1. PROPOSAL ACCEPTANCE PERIOD: All proposals are valid for a period of one hundred and twenty (120)
calendar days subsequent to the RFP closing date unless a longer acceptance period is offered in the
proposal.
2. PROPOSAL RESPONSE: Responses shall be clear and concise while appropriately responding to the
evaluation criteria listed below in Section 3. In order to do business with the City of Round Rock you must be
registered with the City's Vendor Database. To register, go to:
https://rcundrocktxvendors.munisselfservice comNendors/default aspx
Proposal Submittal Instructions: The Respondent shall include all of the following documents in their
response-
• Attachment A- Proposal Submittal Form
o Attachment B- Reference Sheet
o Attachment C- Subcontractor Form
o Attachment D-Cost Proposal Sheet
o Acknowledged Addenda(if applicable)
o Copies of all Certifications for Company and Employees
o Required OSHA logs as listed below
o Segment requirements listed below.
o 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.
o All Federal, State and Local Certifications required for company and form personnel that will be
onsite.
OSHA Log 300, 300A and 301 for the past 36 months.
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 Safety: Describe your technical plan 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:
o Your approach to the City's needs. Describe how you will provide the required services in
detail from the time the request is received to the completion of services.
o Safety Protocols and Policies for the Contractors employees
o Safety Protocols for Clients sites
B Segment 2—Company 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.
Paue 12 of'14
City of Round Rock Exhibit "A"
Shooting Range Cleaning and Disposal
RFP No. 24-033
Commodity Code: 936-69
June 2024
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. Please list any experience in Central Texas if available. 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 persons by name and title.
V. Contractors' past performance with the City may be evaluated.
b. Segment 3—Cost Proposal: Information described in the following subsections is required from each
Proposer. Your method of costing may or may not be used but should be described.A firm fixed price or
not-to-exceed Contract is contemplated.
i. 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, &Safety Protocols(Segment 1) 30 pts
• Company Work Experience and Personnel (Segment 2) 30 pts
• Cost Proposal(Segment 3) 40 pts
Maximum Weight: 100 pts
B. An evaluation committee will be established to evaluate the proposal. The committee will include
employees of the City and may include other impartial individuals who are not City employees. The
evaluation committee will determine if discussions and/or Best and Final Offers(BAFO) are necessary.
Award of a contract may be made without discussions or BAFO, if in the best interest of the City. The
evaluation committee may determine that discussions are necessary to clarify or verify a written proposal
response. The City may, at its discretion, elect to have respondents provide oral presentations of their
proposal. The City reserves the right to rescore an offer based on provided demonstrations. A request
for a BAFO is at the sole discretion of the City and will be requested in writing. The evaluation committee
will evaluate the finalists and make a recommendation for award.
C. The City reserves the right to reject any or all proposals submitted, or to award to the respondent who in
the City's opinion,offers the best value to the City. The City also reserves the right to cancel the RFP
process and pursue altemate 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:
Page 13 of 14
City of Round Rock Exhibit "A"
Shooting Range Cleaning and Disposal
RFP No. 24-033
Commodity Code: 936-69
June 2024
A. A proposal presented in response to this RFP is subject to negotiation concerning any issues deemed
relevant by the City. The City reserves the right to negotiate any issue with any party.Any unsolicited
communication by the Respondent to a City official, undesignated employee, or an evaluation team
member evaluating or considering the offers may be grounds for disqualifying the offending Offeror from
consideration of award.
B. Submission of proposal indicates the Respondent's acceptance of the evaluation process and recognition
that the City may make subjective judgments in evaluating the proposal to determine the best value for
the City.
C. If negotiations are successful, the City and Respondent may enter into an agreement. If negotiations are
unsuccessful, the City may formally end negotiations with that Respondent.
D. The City also reserves the right to reject any or all submittals, or to accept any submittal deemed most
advantageous, or to waive any irregularities or informalities in the submittal received.
E. An independent signed authorized Contract will be sent to the successful Respondent(s). Execution of a
City of Round Rock contract is required prior to starting work and processing any payments to the
Contractor.
6. POST AWARD MEETING: The City and the Respondent may schedule a post award meeting to discuss, but
not be limited to the following:
A. The method to provide a smooth and orderly transition of services performed from the current Contractor.
B. Provide City contact(s)information for implementation of the Agreement.
C. Identify specific milestones, goals, and strategies to meet objectives.
Page 14 of 14
�j �T A
SOLCITATION SUMO RM AND EXECUTION
NOTE: RESPONDENTS SHALL COMPLETE, SIGN,AND UPLOAD THIS ATTACHMENT WITH
THEIR SUBMITTAL IN BONFIRE. FAILURE TO DO SO MAY RESULT IN DISQUALIFICATION OF
THE SUBMITTAL.
By signature hereon, the Respondent certifies that:
All statements, pricing and information prepared and submitted to the City's Bonfire portal in response to
this solicitation are current, complete, and accurate.
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): Environ o *us-Cwp4ny, LLC
SIGNATURE (INK/DIGITAL):
NAME (TYPEDIPRINTED): —Amy Gilbreeth
TITLE: President DATE: 0 2
STREET: PO Box 3238
CITY/STATE/ZIP: McKinney, TX, 75070
TELEPHONE & FAX NO.: 469-742-9981
E-MAIL ADDRESS: agilbreath&envirologistics.com
FEDERAL TAX IDENTIFICATION NUMBER (FIN): 75-2963165
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"
ATTACHMENT B
REFERENCE SHEET
PLEASE COMPLETE AND RETURN THIS FORM WITH THE SOLICITATION RESPONSE
SOLICITATION NUMBER: RFP 24-033
RESPONDENT'S NAME: Environmental Logistics Company LLC DATE:
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 Collin College
Name of Contact LeRoy Fuentes
Title of Contact Rangemaster
E-Mail Address Ifuentesa_aollin.edu
Present Address 3600 Redbud Boulevard
City, State, Zip Code McKinney,TX 75069
Telephone Number ( 972 ) 548-6863 Fax Number: ( )
2. Company's Name Tarrant County College—Northwest Campus
Name of Contact Adam Bush
Title of Contact Rangemaster
E-Mail Address adam.bush@tccd.edu
Present Address 4801 Marine Creek Parkway
City, State, Zip Code Fort worth,TX 76179
Telephone Number ( 817 ) 515-7573 Fax Number: ( )
3. Company's Name City of Arlington
Name of Contact
Cpl.Charles Crawford
Title of Contact Rangemaster
E-Mail Address Charles.Crawford@adingtontx.gov
Present Address 6000 West Pioneer Parkway
City, State,Zip Code Arlington,TX 76013
Telephone Number ( 817 ) 299-2892 Fax Number: ( )
FAILURE TO PROVIDE THE REQUIRED INFORMATION WITH THE SOLICITATION RESPONSE MAY
AUTOMATICALLY DISQUALIFY THE RESPONSE FROM CONSIDERATION FOR AWARD.
AttacliRSl''riY`Dt 6iti Sheet
Shooting Range Maintenance, Cleaning and Disposal Services
RFP 24-033-UPDATED-2
The Respondent represents by their signature below that they are submitting a binding offer and are authorized to bind the respondent to fully comply with
the solicitation documents contained in RFP 24-033 Shooting Range Maintenance,Cleaning and Disposal Servcies.
Special Instructions:All prices must be quoted in order to be considered responsive, The City reserves the right to purchase more or less than the
quantities indicated below
No. Description Estimated Unit Unit Cost Extended Total
Quantity
Monthly Regular cleaning of entire gun range from firing line to
1 back plates and fill divots in the bullet trap by pushing the 1 2 ea. S1.650.00 S19 8'0 00
granulated rubber back up into the trap.
Monthly Standard D-lead wipe-down of all horizontal exposed
2 surfaces,as well as any vertical surface likely to be touched, 12 ea. $475.00 $5,700.00
rubbed,or otherwise disturbed(i.e.light switches,handles,etc.)
3 Bag Filters Replacement 3x a year(As needed,replacement 72 ea. 535.00 S2,520.00
24 x 24 x 12 inches)Filters will be provided by the City
4 Heppa Filters Replacement 1x a Year(24 x 24 x 11.5 inches) 72 ea. $35.00 S2,520.00
Filters will be provided by the Cit
5 Clean Air Fliers Replacement-(16 x 25 x 2 inches)Filters will be 66 ea. $25.00 S1,650.00
provided by the Cit
6 Clean Air Flters Replacement-(16 x 20 x 2 inches)Filters will be 22 ea. 525.00 $550.00
provided by the Cit
7 Rolloff(Connex)rental per month 25 yard sealed 24 ea. $465.00 $11,160.00
8 Profiling,Transportation of Disposal of Hazardous Waste Rolloff 2 ea $17,300.00 534,600.00
(Connex)
9 Disposal of Class 1 and Class 2 Waste 2 ea S1,800.00 53,600.00
10 Monthly HEPA Vacuuming of entire range Floor. 12 ea. $1,450.00 $17,400.00
12 Positions
11 Rubber trap mining of particulate material from trap and add new 2 ea. $23,450.00 $46,900.00
rubber.ordered as needed
FOR INFORMATION ONLY-This section will not be evaluated but will become part of the contract. The City would like all brass and lead
projectiles to be recycled and a reasonable credit be issued for the value of recycled items if available. We understand the recyclable credit will
fluctuate due to market value.
No. Description Quantity Unit Unit Credit
12 Credit-Brass casings-Recycled Ib current rate'
13 Credit-Lead projectiles-Recycled 1 Ib current rate'
Annual Total: $146,400.00
'Recycling credit will include the current rate per pound minus
$850 for loading and transport of the drums to the recycling facility
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August 13, 2024
Purchasing Division
City of Round Rock
221 East Main Street
Round Rock, Texas 79664-5299
RE: RFP Solicitation Number 24-033
Shooting Range Maintenance, Cleaning, and Disposal
Dear Sirs,
Environmental Logistics Company, LLC(ELC)is pleased to present this bid response for the Shooting Range
Maintenance, Cleaning, and Disposal for the City of Round Rock Public Safety Training Center located at
2801 North Mayes Street in Round Rock, Texas.
Per requirements in the RFP Solicitation Number 24-033, ELC has submitted the following documents:
• Attachment A- Proposal Submittal Form
• Attachment B-Reference Sheet
• Attachment C-Subcontractor Form
• Attachment D-Cost Proposal Sheet
• Acknowleged Addenda
• Copies of all Certifications for Company and Employees
• Required OSHA logs, OSHA Log 300A and 301 for the past 36 months
• Segment requirements (see below)
• A statement of compliance with all applicable rules and regulations of Federal, State and Local
governing entities; All certification required for company and personnel that will be required onsite.
As requested in the RFP, responses to each evaluation criteria segment are provided below:
A. Segment 1 —Respondent's Solution. Approach, &Timeline
I. System Concept and Solution: Define in detail your understanding of the requirement
presented in the Scope of Work of this request for proposal 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.
The range cleaning, lead abatement, filter changes, and disposal events will be performed in
accordance with the RFP cleaning requirements and all applicable local, state, and federal
rules and requirements. The range floor cleaning will be accomplished utilizing a vacuum
equipped with a nylon broom and filtration for micro-fine dust control. Cleaning of the indoor
rooms with direct access to the range and other surfaces will be accomplished utilizing a
high-efficiency particulate air(NEPA)filter-equipped vacuum. If surfaces become particularly
impacted, they may be additionally hand wiped with cloth towels.
ii. Program Approach and Safety: Describe your technical plan 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:
• Your approach to the City's needs. Describe how you will provide the required
services in detail from the time the request is received to the completion of services.
Environmental Logistics Company, LLC • PO Box 3238 McKinney,TX 75070 • 469.742.9981 • www,envirologistics.com
RFP Solicitation 24033—City of Round Rock,Texas Exhibit "A"
August 5,2024
Page 2 of 3
The range floor, bullet traps, firing lanes, weapons cleaning rooms, ammo rooms,
and classrooms will be accomplished utilizing a vacuum equipped with a nylon
broom and filtration for micro-fine dust control. Cleaning of the indoor rooms with
direct access to the range and other surfaces will be accomplished utilizing a high-
efficiency particulate air (HEPA) filter-equipped vacuum. If surfaces become
particularly impacted, they may be additionally hand wiped with cloth towels.
• Safety Protocols and Policies for Contractors Employees&Clients Sites
ELC will develop a Site-Specific Health&Safety Plan for the facility, and all ELC
personnel are trained to comply with the requirements in this plan. All personnel
are HAZWOPER certified and have lead awareness training.
Lead has been identified as a potential contaminant at the facility and certain
maintenance activities will produce lead-impacted materials. The City of Round Rock
has recognized that activities required for routine maintenance of the facility such as:
1)range floor and trap cleaning; 2)heating, ventilation, and air-conditioning(HVAC)
air filter maintenance; 3)spent lead collection, and;4)cleaning of indoor rooms with
direct access to the range, will necessitate adherence to U.S. Occupational Safety
& Health Administration (OSHA) worker exposure regulations for lead (29 CFR
1926.62, 1910.1025), as well as, special waste handling in accordance with the
Resource Conservation and Recovery Act(RCRA, 40 CFR).
Since it is anticipated that personnel may be exposed to concentrations at or above
the permissible exposure limit (PEL) for lead, the OSHA lead worker exposure
program regulations will be followed to properly manage the risks associated with
the handling of these materials at this Site. Medical surveillance is utilized by ELC
to evaluate the medical condition of its employees exposed to lead. The general
guidelines presented in the OSHA standard for Hazardous Waste Operations and
Emergency Response(29 CFR 1910.120)are observed and ELC provides on-going
training and screening to appropriately address and minimize potential lead
exposure.
B. Segment 2—Company 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.
Environmental Logistics Company, LLC
PO Box 3238
McKinney, Texas 75070
Environmental Logistics Company,LLC(ELC)is a Texas-based environmental and industrial
services contractor serving consultants, manufacturers, contractors, developers, lending
institutions, energy producers, petroleum production and distributing firms, and public
entities. Located in McKinney, Texas in the Dallas/Fort Worth metroplex, we deliver the
highest level of performance and cost-effective solutions.
ELC is a Texas Commission on Environmental Quality (TCEQ) licensed Corrective Action
Specialist (CS0000162) and registered Industrial & Hazardous Waste Transporter
Environmental Logistics Company, LLC • PO Box 3238 McKinney,TX 75070•469.742.9981 •www.envirologistics.com
RFP Solicitation 24-033—City of Round Rock,Texas Exhibit "A"
August 5,2024
Page 3 of 3
(SWR91584). Additionally, ELC is certified by the Texas Building and Procurement
Commission as a Historically Underutilized Business(HUB, 48625).
ii. Proiect Management Structure: Provide a general explanation and chart which specifies
project leadership and reporting responsibilities; and interface the team with City project
management and team personnel.
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 the personnel who will be actively
engaged in the project. Please list any experience in Central Texas if available. 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.
ELC currently has maintained long-term contracts(several since 2010)for Weapons Range
Cleaning and Maintenance with the City of Fort Worth, Collin College (Collin College Law
Enforcement Academy), Tarrant County College Northwest Campus, and the City of
Mansfield. ELC currently provides cleaning and disposal services for these facilities on
schedules including weekly, monthly, quarterty, and as needed. ELC coordinates with the
range master frequently to ensure that all maintenance needs are met in a timely manner to
allow for the continued safe and healthy operation of each facility,
Additionally, ELC has performed mining of the current City of Frisco Police weapons range
and the former Collin College Police Academy rubber mulch range, which are similar ranges
to the City of Round Rock.
iv. Personnel: Include names, qualifications, and resumes of all personnel who will be assigned
to the account. State the primary work assigned to each person and the percentage of time
each person will devote to this work. Identify key persons by name and title.
ELC personnel involved with this project include, but are not limited to the following:
• Billy Gilbreath, Field Supervisor
• Brandon Dacome, Field Technician
• James Bell, Field Technician
• Lauren Gilbreath, Field Supervisor
• Joseph Gilbreath, Field Technician
• Kennan Reed, Field Technician
V. Contractors'past performance with the City may be evaluated.
ELC performed range cleaning services for the City of Round Rock in 2019.
C. Segment 3—Cost Proposal: Please see the Cost Proposal Sheet in Attachment D.
ELC appreciates the opportunity to submit this bid. Please feel free to contact me at 469-742-9981 if any
additional information is needed.
Very truly,
ENVIRONMENTAL LOGISTICS COMPANY, LLC
Amy Gilbreath, PG
President
Environmental logistics Company,LLC • PO Box 3238 McKinney,TX 75070•469.742.9981 •www.envlrologistics.com