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Contract - Ryan Sanders Sports Services d/b/a "RS3 Turf" - 2/27/2025 AGREEMENT BETWEEN THE CITY OF ROUND ROCK AND RYAN SANDERS SPORTS SERVICES D/B/A"RS3 TURF" FOR THE PURCHASE OF PROFESSIONAL TURF MANAGEMENT SERVICES THE STATE OF TEXAS § CITY OF ROUND ROCK § KNOW ALL BY THESE PRESENTS: COUNTY OF WILLIAMSON § COUNTY OF TRAVIS § This Agreement ("Agreement") for the purchase of professional turf management services is made and entered into on this the 27�&day of 025, 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 RYAN SANDERS SPORTS SERVICES d/b/a"RS3 Turf,"whose offices are located at 3400 East Palm Valley Boulevard, Round Rock,Texas 78665, referred to herein as "Vendor." RECITALS: WHEREAS, City desires to purchase professional turf management services; and WHEREAS, City has issued its Request for Proposal, ("RFP") for the provision of said goods and/or services; and WHEREAS, City has determined the Vendor's Response to RFP ("Bid") 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 authorized to buy specified goods and/or services and Vendor is obligated to sell same. The Agreement includes the following: (a) City's RFP, designated Solicitation Number 25-004 4910-7878-0429/ss2 2oZ�-�5 z dated October 2024; (b) Vendor's Response to RFP ("Bid"); and (c) any exhibits and/or addenda thereto. Any inconsistencies or conflicts in the contract documents shall be resolved by giving preference in the following order: (1) This Agreement; (2) Vendor's Response to RFP("Bid"); (3) City's RFP, 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. Goods and Services mean the specified services, supplies, materials, commodities,or equipment, as described in the RFP. E. Vendor means Ryan Sanders Sports Services d/b/a"RS3 Turf," or any successors or assigns. 2.0 EFFECTIVE DATE AND TERM A. This Agreement shall remain in full force and effect until it expires as indicated herein or is terminated in accordance with Section 16.0. B. The term of this Agreement shall be for sixty (60) months from the Effective Date. 3.0 CONTRACT DOCUMENTS AND EXHIBITS City selected Vendor to supply the Goods and Services as outlined in the RFP; any Addenda to RFP; and the Bid submitted by Vendor, all as contained 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 Bid. The Goods and Services which are the subject matter of this Agreement are described in Exhibit"A" and,together with this Agreement, comprise the total Agreement and Exhibit A is 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. B. Vendor shall satisfactorily provide all Goods and Services described in Exhibit "A," attached hereto, within the contract term specified in Section 2.0. Vendor's undertakings 2 shall be limited to Goods and Services for City and/or advising City concerning those matters on which Vendor has been specifically engaged. Vendor shall provide its Goods and Services in accordance with this Agreement and Exhibit A and with due care, and in accordance with prevailing industry standards for comparable Goods and Services. 5.0 COSTS A. In consideration for the Goods and Services to be provided by Vendor, City agrees to pay Vendor the amounts set forth in"Attachment D—Bid Sheet"of Exhibit"A." B. The City is authorized to pay the Vendor an amount not-to-exceed $200,000 per year,for a total not-to-exceed amount of$1,000,000 for the term of this Agreement. 6.0 INVOICES 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 items received; and 4. Delivery dates. 7.0 INTERLOCAL COOPERATIVE CONTRACTING/PURCHASING Authority for local governments to contract with one another to perform certain governmental functions and services, including but not limited to purchasing functions, is granted under Government Code, Title 7, Chapter 791, Interlocal Cooperation Contracts, Subchapter B and Subchapter C, and Local Government Code, Title 8, Chapter 271, Subchapter F, Section 271.101 and Section 271.102. Other governmental entities within the State of Texas may be extended the opportunity to purchase off of the City's bid, with the consent and agreement of the Vendor and the City. Such agreement shall be conclusively inferred for the Vendor from lack of exception to this clause in the service provider's response. However, all parties hereby expressly agree that the City is not an agent of, partner to, or representative of those outside agencies or entities and that the City is not obligated or liable for any action or debts that may arise out of such independently negotiated "piggyback"procurements. 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 if the governing body of City does not appropriate funds sufficient to purchase the Goods and Services as determined by City's 3 budget for the fiscal year in question. City may affect such termination by giving the Vendor written notice of termination. 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 Goods and Services under this Agreement, the date the performance of the services under this Agreement are completed, or the date City receives a correct invoice for the Goods and Services, whichever is later. Vendor may charge interest on an overdue payment at the rate in effect on September 1 of the fiscal year in which the payment becomes overdue, in accordance with V.T.C.A., Texas Government Code, Section 2251.025(b). 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 goods delivered or 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 goods delivered or the service 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. 12.0 INSURANCE Vendor shall meet all City insurance requirements set forth in the RFP and on the City's website at: httR://www.roundrocktexas.gov/wp-content/uploads/2014/12/corr insurance 07.20112.pdf. 4 13.0 CITY'S REPRESENTATIVE City hereby designates the following representative authorized to act in its behalf with regard to this Agreement: Scott Vaculik Sports Management and Tourism Department 221 East Main Street Round Rock, TX 78664 (512)671-2882 svacul ik(abroundrocktexas.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,Vendor shall be declared in default of this Agreement if it does any of the following and fails to cure the issue within ten (10) days of receipt of written notice: 1. 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 written notice to Vendor, the "Date of Termination." B. In the event of any default by Vendor, City has the right to terminate this Agreement for cause, as set forth in Section 15.0. 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, which is not cured within ten (10) days of written notice of said breach, or by mutual agreement to terminate evidenced in writing by and between the parties. 5 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 the Date of Termination, Vendor shall submit a statement showing in detail the goods and/or services satisfactorily performed under this Agreement up 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 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. 6 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 physical or email address as stated below; or 2. Three (3) days after being deposited in the United States mail, with postage prepaid to the recipient's address as stated below. Notice to Vendor: Vendor: Ryan Sanders Sports Services Address: 3400 East Palm Valley Boulevard Round Rock,TX 78665 Email: greddehase(drs3sports.com Notice to City: City Manager Stephanie L. Sandre, City Attorney 221 East Main Street AND TO: 309 East Main Street Round Rock, TX 78664 Round Rock, TX 78664 B. Nothing contained herein shall be construed to restrict the transmission of routine communications between representatives of City and Vendor. 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. 7 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. 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. s 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.] 9 IN WITNESS WHEREOF, City and Vendor have executed this Agreement on the dates indicated. Ryan Sanders Sports Services By: Printed Nam . Title: Ar•s:cU,,4 Date Signed: /- i3-g 5' City of Round ock, Texas By: / Printed Name: ` 'a4l Title: c Date Signed: (02-12-712-0 For City,Attest: By: n, .��Jtn 4dA:, Ann ranklin, City Clerk For City,Approved as to Form: By• Stephanie L. Sandre, City Attorney 10 EXHIBIT "A" (RFP,ADDENDA,BID) 11 a UND ROCK TEXAS ASING DIVISION City of Round Rock, Texas Purchasing Division 221 East Main Street Round Rock, Texas 78664-5299 www.roundrocktexas.gov REQUEST FOR PROPOSAL (RFP) PROFESSIONAL TURF MANAGEMENT SERVICES SOLICITATION NUMBER 25-004 OCTOBER 2024 City of Round Rock Professional Turf Management Services RFP No. 25-004 Commodity Code: 988-36 October 2024 PROFESSIONAL TURF MANAGEMENT SERVICES PART I GENERAL REQUIREMENTS 1. PURPOSE AND BACKGROUND: The City of Round Rock, herein after"the City" seeks proposals from firms experienced in turf management services for the overall maintenance, mowing, and upkeep for a total five (5) natural grass multi-purpose athletic fields. The City of Round Rock is seeking to contract with a turn-key professional turf management company for the overall maintenance, mowing, and upkeep of our five natural grass fields at the Round Rock Multipurpose Complex. Required standard of turf management will be on par with competitive collegiate or professional sports venues within the state of Texas. Contractor will supply all services and supplies per the specified scope of work listed below. An anticipated total contract award will be made by the City in an amount not to exceed $200,000 per year. 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) 14-14 Attachment A—Proposal Submittal Form Separate Attachment Attachment B - Reference Sheet Separate Attachment Attachment C—Cost Proposal Sheet Separate Attachment Attachment D—Certificate of Insurance Instructions Separate Attachment Attachment E—Aerial Photo of Fields Separate Attachment 3. SCHEDULE OF EVENTS: It is the City's intention to follow the solicitation timeline below. EVENT DATE Solicitation released October 16, 2024 Mandatory Pre-Proposal meeting October 29, 2024 @ 10:00AM CST Deadline for submission of questions November 1, 2024@ 5:00 PM, CST City responses to questions or addendums Approximately November 5,2024 @ 5:00 PM, CST Deadline for submission of responses November 15, 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 Page 2 of 14 City of Round Rock Professional Turf Management Services RFP No. 25-004 Commodity Code: 988-36 October 2024 The City reserves the right to modify these dates. Notice of the date change will be posted to the City's website: https://roundrocktexas.bonfirehub.com 4. SOLICITATION UPDATES: Respondents shall be responsible for monitoring the City's website at https://roundrocktexas.bonfirehub.com for any updates pertaining to the solicitation described herein. Various updates may include addendums, cancellations, notifications, and any other pertinent information necessary for the submission of a correct and accurate response. The City will not be held responsible for any further communication beyond updating the website. 5. MANDATORY PRE-PROPOSAL MEETING, SITE VISIT,AND/OR INSPECTION: A pre-proposal meeting/site visit, and inspection will be conducted to fully acquaint Respondents with the facilities, difficulties and/or restrictions inherent in the services specified. The pre-proposal meeting/site visit will be conducted on the date specified in PART I, Section 3- Schedule of Events. A. Attendance at the pre-proposal meeting/site visit is mandatory. Respondents shall sign-in at the pre- proposal meeting to document their attendance. Immediately following the pre-proposal meeting, a site visit tour will be conducted to enable Respondents to assess conditions. Respondents shall sign-in at each site of the tour to document their attendance. The City reserves the right to determine a response ,'not available for award" if the Respondent fails to attend the mandatory pre-proposal meeting and site visit tour which shall initially begin at. Round Rock Multipurpose Complex 2001 North Kenney Fort Blvd Round Rock, TX 78665 B. Respondents will be responsible for their own transportation for the site visit tour. C. Respondents are strongly encouraged to bring a copy of the solicitation document with them to the pre- proposal meeting / site visit. D. It is the responsibility of the Respondent to examine each facility and determine quantity, amounts, take precise measurements, determine material requirements, equipment requirements, labor requirements and other solicitation related details during said site visits. 6. RESPONSE DUE DATE: Appropriately submitted responses are due at or before 3:00 PM, on the due date noted in PART I. Section 3—Schedule of Events. The Offeror shall respond via the City's electronic bidding platform, Bonfire: https://roundrocktexas.bonfirehub.com A. This request for proposal (RFP) does not commit the City to contract for any supply or service. B. No paper or submittals outside of Bonfire will be accepted by the City. C. Responses cannot be altered or amended after digital opening. D. No response can be withdrawn after opening without written approval from the City for an acceptable reason. E. The City will not be bound by any oral statement or offer made contrary to the written specifications. F. Samples and/or copies shall be provided at the Respondent's expense and shall become the property of the City. G. Late responses will not be considered. 7. CERTIFICATE OF INTERESTED PARTIES: Section 2252.908 of the Texas Government Code requires the successful offeror to complete a Form 1295 "Certificate of Interested Parties"that is signed for a contract award requiring council authorization. The"Certificate of Interested Parties" form must be completed on the Texas Ethics Commission website, printed, signed, and submitted to the City by the authorized agent of the Business Entity with acknowledgment that disclosure is made under oath and under penalty of perjury prior to final contract execution. Link to Texas Ethics Commission Webpage: https//www.ethics.state.tx.us/whatsnew/elf info form1295.htm 8. EX PARTE COMMUNICATION: Please note that to insure the proper and fair evaluation of an offer, the City of Round Rock prohibits ex parte communication (e.g., unsolicited) initiated by the Offeror to the City Official, Employee, City Consultant, or Evaluation Team member evaluating or considering the offers prior to the time 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 Page 3 of 14 City of Round Rock Professional Turf Management Services RFP No. 25-004 Commodity Code: 988-36 October 2024 proper and accurate evaluation of the offer. Ex parte communication may be grounds for disqualifying the offending Offeror from consideration of award in evaluation or any future bid. 9. OPPORTUNITY TO PROTEST: The Purchasing Manager for the City of Round Rock ("City"), in consultation with the City Attorney, shall have the authority to settle or resolve any dispute concerning the solicitation or award of a contract. The Purchasing Manager may solicit written responses to the protest from other interested parties. The aggrieved person must prepare his or her complaint in writing and send it by electronic mail to the City's Purchasing Department at protesta(D.roundrocktexas.gov. In the event of a timely protest, the City shall not proceed further with the solicitation or award of a contract unless it is determined that the award must take place without delay, to protect the best interests of the City. The procedures for notifying the City of an alleged deficiency or filing a protest are listed below. If you fail to comply with any of these requirements, the Purchasing Office may dismiss your complaint or protest. A. Prior to Offer Due Date: If you are a prospective offeror for the award of a contract ("Offeror") and you become aware of the facts regarding what you believe is a deficiency in the solicitation process before the due date for receipt of offers in response to a solicitation ("Offers"), you must notify the City in writing of the alleged deficiency before that date, giving the City an opportunity to resolve the situation prior to the Offer due date. B. After Offer Due Date: If you submit an Offer to the City and you believe that there has been a deficiency in the solicitation process or the award, you have the opportunity to protest the solicitation process, or the recommended award as follows: i. You must file a written notice of your intent to protest within four(4) working days of the date that you know or should have known of the facts relating to the protest. If you do not file a written notice of intent within this time, you have waived all rights to protest the solicitation process or the award. ii. You must file your formal written protest within ten (10) working days of the date that you know or should have known of the facts relating to the protest unless you know of the facts before the Offer has been closed. If you know of the facts before those dates, you must notify the City as stated in section (A) above. iii. You must submit your protest in writing and must include the following information: a. your name, address, telephone number, and email address. b. the solicitation number. c. a specific identification of the statutory or regulatory provision that you are alleging has been violated. d. a detailed statement of the factual grounds for your protest, including copies of any relevant documents. e. a statement of any issues of law or fact that you contend must be resolved; and f. a statement of the argument and authority that you offer in support of your protest. iv. Your protest must be concise and presented logically and factually to help with the City's review. C. Receipt of Timely Protest: When the City receives a timely and complete written protest, the Purchasing Manager, with assistance from the City Attorney, shall make one of the following determinations: i. Determine that a violation of rules and statutes has occurred prior to the award of the contract and inform you and other interested parties of the determination. The City will prepare updated solicitation documents and will re-solicit. ii. Determine that no violation of rules or statutes has occurred and inform you and other interested parties of the decision by letter. The reasons for the determination will be presented in the letter. iii. Determine that a violation of rules and statutes has occurred after the award of the contract and inform you and other interested parties of the determination. However, the awarded contract will not be canceled. As needed, corrective actions may be taken with purchasing or any other pertinent City staff. iv. A determination will usually be made within fifteen (15) business days after receipt of the formal protest. v. Any written decisions by the Purchasing Manager shall be the final administrative action for the City. 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 Professional Turf Management Services RFP No. 25-004 Commodity Code: 988-36 October 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/ Page 5 of 14 City of Round Rock Professional Turf Management Services RFP No. 25-004 Commodity Code: 988-36 October 2024 PART III SUPPLEMENTAL TERMS AND CONDITIONS 1. AGREEMENT TERM: The terms of the awarded agreement shall include but not be limited to the following: A. The term of the Agreement shall begin from date of award and shall remain in full force for sixty (60) months. B. Upon expiration of the contract term, the Contractor agrees to hold over under the terms and conditions of this agreement for such a period as is reasonably necessary to re-solicit and/or complete the project up to 120 days. 2. RESPONDENT QUALIFICATIONS: The City has established the following minimum qualifications. Respondents who do not meet the minimum qualifications will not be considered for award. The Respondent shall: A. Be firms, corporations, individuals, or partnerships normally engaged in providing professional turf management services for the overall maintenance, mowing, and upkeep of natural grass multi-purpose fields 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 of audited financial statements, including any notes or supplemental schedules, within two 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 considered in this RFP process. E. To better ensure the expected grade of performance, the successful contractor shall demonstrate a minimum of five(5) years of experience in performing the proposed scope of work previously or currently at the competitive collegiate and professional sports level, including a minimum of two National Collegiate Athletic Association (NCAA) or professional soccer facilities or stadiums. F. Contractor must have Texas Commercial Pesticide Applicator License and provide an affidavit of performance to the above experience requirement. G. Contractor shall demonstrate equivalent knowledge in horticulture and agronomy, including soil sampling and related sciences have experience in resolving aggressive plant-related diseases, cross-pollination and other growth impediments, as well as provide evidence of large-scale athletic event preparation: experience with high-traffic properties is a plus. H. Commitment to the contract requires contractor-provided equipment be dedicated to the property, to include a 5-or 7-gang professional grade reel mower to maximize effectiveness and consistent finishing results in mowing program and sufficient equipment to allow the deep tine aerification unit to pull a minimum 7" Cores, as needed. The City will provide a dedicated on-site Conex container for the storage of large equipment such as mowers and aerators. While no forklift is regularly present on site, with advance notice, the City can arrange for one if needed. I. The City intends to contract with turn-key provider so the successful contractor will possess a demonstrated ability to resource extended cultural practice services, including reliable and consistent sod sourcing and have a strong network of material and equipment providers as needed. 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 professional turf management services for the overall maintenance, mowing, and upkeep of natural grass multi-purpose fields. 4. SAFETY: The City reserves the right to remove any employee from City property for violation of federal, state, and local health, safety and environmental laws, ordinances, rules, and regulations. The Respondent shall: Page 6 of 14 City of Round Rock Professional Turf Management Services RFP No. 25-004 Commodity Code: 988-36 October 2024 A. Ensure that all employees comply with all Occupational Safety and Health Administration (OSHA), State and City safety and occupational health standards and other applicable federal, state, and local health, safety, and environmental laws ordinances, rules, and regulations in the performance of these services. B. Be held responsible for the safety of their employees and unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site. In case of conflict, the most stringent safety requirement shall govern. C. Indemnify and hold the City harmless from and against all claims, demands, suits, actions, judgments, fines penalties and liability of every kind arising from the breach of the Contractor's obligations under this paragraph. 5. WORKFORCE: Successful Respondent shall: A. Ensure Respondent's employees perform the services in a timely, professional, and efficient manner. B. Ensure Respondent's employees, while working on City property, wear a company uniform that clearly identifies them as the Respondent's employee. C. Employ all personnel for work in accordance with the requirements set forth by the United States Department of Labor. The City reserves the right to verify citizenship or right to work in the United States. 6. PRICING: The Respondent shall determine and submit a fixed cost for the work and shall include all incidental costs, labor, overhead charges, travel, payroll expenses, freight, equipment acquisition and maintenance, demurrage, fuel surcharges, delivery charges, costs associated with obtaining permits, insurance, bonds, and risk management. No separate line-item charges shall be permitted for either response or invoice purposes. 7. PRICE INCREASE: Contract prices for professional turf management services for the overall maintenance, mowing, and upkeep of natural grass multi-purpose fields shall remain firm throughout the initial twelve (12) month term of the contract. A price increase to the agreement may be considered on the anniversary date of the Contract each year and shall be equal to the consumer price index for that year, but at no time can the increase be greater than 10% for any single line item unless otherwise approved by the City. A. Consumer Price Index(CPI): Price adjustments will be made in accordance with the percentage change in the U.S. Department of Labor Consumer Price Index (CPI-U) for all Urban Consumers. The price adjustment rate will be determined by comparing the percentage difference between the CPI in effect for the base year six-month average (January through June OR July through December), and each (January through June OR July through December six month average)thereafter. The percentage difference between those two CPI issues will be the price adjustment rate. No retroactive contract price adjustments will be allowed. The Consumer Price Index (CPI) is found at the Bureau of Labor Statistics, Consumer Price Index website: http://www.bls.gov/cpi B. Procedure to Request Increase: i. Email the written price increase request to purchasinq(c)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. Page 7 of 14 City of Round Rock Professional Turf Management Services RFP No. 25-004 Commodity Code: 988-36 October 2024 10. ORDER QUANTITY: The quantities shown on the solicitation are estimates only. No guarantee of any minimum or maximum purchase is made or implied. The City will only order the services/goods needed to satisfy requirements within budgetary constraints, which may be more or less than indicated. 11. AWARD: The City reserves the right to enter into an Agreement or a Purchase Order with a single award,. split award, primary and secondary award, non-award, or use any combination that best serves the interest and at the sole discretion of the City. Respondents to the solicitation will be notified when City staff recommendation of award has been made. The award announcement will be posted to the City's website at 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: Brian Stillman Division Manager-Sports Facilities & Operations Sports Management and Tourism Phone: (512) 218-6607 E-mail: bstillman n roundrocktexas.Rov Do not contact the individual listed above with questions or comments during the course of the solicitation. 13. INTERLOCAL PURCHASING AGREEMENTS: A. The City has entered into Interlocal Agreements with other Governmental agencies pursuant to the Interlocal Cooperation Act, Chapter 791 of the Texas Government Code. B. The Contractor may offer the same price and terms and conditions to other eligible agencies that have an interlocal agreement with the City. C. The City does not accept any responsibility or liability for the purchases by other government agencies through an interlocal cooperative agreement. Page 8 of 14 City of Round Rock Professional Turf Management Services RFP No. 25-004 Commodity Code: 988-36 October 2024 PART IV SCOPE OF WORK 1. PURPOSE AND BACKGROUND: The City of Round Rock is seeking to contract with a turn-key professional turf management company for the overall maintenance,.mowing, and upkeep of our five natural grass fields at the Round Rock Multipurpose Complex. Each of the grass fields are approximately 122,000 sq ft. —for a current total of the existing five of about 610,000 sq ft. 2. CONTRACTOR REQUIREMENTS: A. Services shall be performed at the following location: Round Rock Multipurpose Complex 2001 North Kenney Fort Blvd Round Rock, TX 78665 B. Notify the facility POC upon arrival and departure from a facility. C. Standard of turf management will be on par with competitive collegiate or professional sports venues within the state of Texas. D. Contractor will supply all services and supplies per the specified scope of work listed below. E. To better ensure the expected grade of performance, the successful contractor shall demonstrate a minimum of five (5) years of experience in performing the proposed scope of work previously or currently at the competitive collegiate and professional sports level, including a minimum of two National Collegiate Athletic Association (NCAA)or professional soccer facilities or stadiums F. Contractor shall demonstrate equivalent knowledge in horticulture and agronomy, including soil sampling and related sciences have experience in resolving aggressive plant-related diseases, cross-pollination and other growth impediments, as well as provide evidence of large-scale athletic event preparation: experience with high-traffic properties is a plus. 3. CONTRACTOR SERVICE RESPONSIBILITIES: The City will be adding a field during the term of the contract. This field is estimated to be completed late in the second year of the contract. This field shall be calculated in Attachment C, Cost Proposal Sheet. This field shall not be billed until services on this field begin. The Contractor shall provide the following services: A. Mowing: Required for all fields. ii. The Contractor shall work with City POC to determine a mowing schedule. iii. Mowing schedule will be adjusted as necessary and shall occur at a minimum of three (3)times per week, weather permitting. iv. Lawn height may vary depending on the time of year but must meet expectations for play; height: five-eighths to seven-eighths (5/8 to 7/8) inches and mowed with a reel mower. B. Fertilization: Required for all fields. i. Contractor will provide the City's POC with a fertilization schedule to include, but not limited to, how need will be assessed, frequency of fertilization and frequency of soil testing. ii. Contractor will modify schedule in accordance with soil testing results and fertilization needs as necessary. Minimum of 1 application per month. C. Aeration: Required for all fields. The Contractor shall provide aeriation two(2)times per year, solid tine aeration, and holes will be at least(4) inches in depth. Any debris from this process will be swept and removed from the playing surface. D. Top dressing: Required for all fields. The Contractor shall apply top dressing two (2)times per year immediately following aeration and provide a minimum of 120 tons of sand per application for coverage on all fields, i. Sand is to be USGA grade. ii. In the event rocks or other foreign material is mixed with the sand, Contractor will make every attempt to remove the foreign material to ensure safety of the users of the field. Page 9 of 14 City of Round Rock Professional Turf Management Services RFP No. 25-004 Commodity Code: 988-36 October 2024 iii. Isolated sand applications into high traffic areas will be applied as needed on a regular basis throughout the year. E. Verti-cutting: Required for all fields. The Contractor shall provide verti-cutting in two (2) directions per year. Clippings will be swept up and removed from the surface. F. InsecVWeed Control: Required for all fields. The Contractor shall provide: i. Pre-emergent insect/weed control will be applied at times deemed necessary. ii. Post-emergent insect/weed control will be applied every 90 days. iii. Two preventative applications for grub worms and an annual application for control of fire ants, mole crickets, and other insect control will be required as necessary. iv. Weed eating and edging around the concrete ribbon of each field will be done weekly. v. Isolated ant bed treatment will be required when needed. G. Watering and irrigation maintenance: Shall be set and monitored weekly for any necessary adjustments to watering schedule. i. The Contractor shall perform minor repairs when necessary and regular maintenance of the irrigation systems will be performed by the Contractor(i.e. valve boxes kept visible and clean, sprinkler heads adjusted properly, programs monitored and adjusted as necessary, minor leaks from the swing joint to the irrigation head, broken sprinklers, etc.). ii. The City will provide parts as necessary for the minor repairs. H. Resodding—The Contractor shall resod any areas identified by the owner, up to and not to exceed 2,000 square feet per year of the contract. Resodding shall include removal of existing material, preparation of area and installation of new sod. I. Overseeding-The Contractor shall supply an Application of Three-way Perennial Rye Grass Seed Blend to the entire playing surface at a rate of 4lbs per 1,000 square feet on or about October 15 of each calendar year weather permitting.A light top-dressing application shall be applied with seed to ensure seed-soil contact. 4. STANDARD CULTURAL PRACTICE ESTIMATED TIMELINE: A. January: General mowing practices. Continue fertilization program. B. February: General mowing practices.Apply a Pre-emergent herbicide. Continue fertilization program. Insecticide application. C. March: Aerate with solid tines. General mowing practices. Top-dress with USGA sand. D. April: General mowing practices. Continue fertilization program. E. May: General mowing practices. Continue fertilization program. Insecticide application. Spray out Rye Grass with foliar herbicide. F. June: General mowing practices Continue fertilization program. Pre-emergent application G. July: General mowing practices. Continue fertilization program. H. August: Apply foliar herbicide Continue fertilization program. General mowing practices. I. September: General mowing practices. Continue fertilization program. Pre-emergent application. Verticut and scalp down turf. Insecticide application. Top-dress with USGA Sand. Aerate with solid tines. J. October: General mowing practices. Continue fertilization program. Rye Grass Application. K. November: General mowing practices. Continue fertilization program. L. December: General mowing practices. Continue fertilization program. 5. OPTIONAL ITEMS MENU: Work would be priced and performed IN ADDITION TO monthly/annual scope of services listed above. A. Solid-tine aerations performed electively on in-season fields and in high traffic areas of fields (primarily through the center of the fields) B. Additional light to moderate top dressings C. Re-sodding of worn areas (for areas beyond the 2,000 square feet, which is provided within contract) Page 10 of 14 City of Round Rock Professional Turf Management Services RFP No. 25-004 Commodity Code: 988-36 October 2024 6. DESIGNATED CONTACT PERSON: In order to maintain consistent standards of quality work performed across the City, the City shall be provided with a designated and identified crew leader/point of contact upon award of the contract. A. The City shall be provided with the designated person's name and telephone number. B. This contact person shall remain the same throughout the term of the contract or upon termination of the contact person. If a change has been made in the contact person, the City's designated representative shall be notified by the Contractor immediately at the time of the change. NO substitutions of key personnel shall be permitted without written approval of the authorized City's designated representative. C. The designated contact person shall be identified in the solicitation response and may be required to attend an oral presentation to the evaluation team prior to award of contract. D. The City shall also be provided with a secondary designated contact person to communicate with if the primary contact is unavailable. 7. MAINTAIN COMMUNICATION: Communication is vital to the City of Round Rock. The City requires timely communication throughout the entire job process. The City understands that lead times can vary depending upon the size, manufacturer, and difficulty of the required tasks. 8. CITY RESPONSIBILITIES: The City will: A. Confirm the work to be scheduled. B. Provide local vehicle parking and access to the work areas. If the City cannot furnish suitable parking, the Contractor shall arrange for off-site parking and transportation to/from the work site. C. Provide access to locations where services are required. D. Ensure the work area is reasonably free of safety hazards. E. Inspect work performed to ensure compliance with the scope of work. F. When reports are expected to be produced and submitted to the City. Page 11 of 14 City of Round Rock Professional Turf Management Services RFP No. 25-004 Commodity Code: 988-36 October 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//roundrocktxvendors munisselfservice.com/Vendors/defauIt.aspx Proposal Submittal Instructions: The Respondent shall include all of the following documents in their response- o Attachment A- Proposal Submittal Form o Attachment B- Reference Sheet o Attachment C- Cost Proposal Sheet o Certificate of Insurance o Acknowledged Addenda (if applicable) o Segment requirements listed below. o A statement of your compliance with all applicable rules and regulations of Federal, State and Local governing entities. o 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 ii. Program Approach and Timeline: Describe your technical plan for accomplishing required work. 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) Training and Development 3) Equipment List 4) Customer Service Plan 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. 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. Page 12 of 14 City of Round Rock Professional Turf Management Services RFP No. 25-004 Commodity Code: 988-36 October 2024 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. And the number of full time employees that will be working on City projects. 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 and shall be listed on Attachment C Cost Proposal Sheet 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, &Timeline(Segment 1) 25 pts • Company Work Experience and Personnel (Segment 2) 45 pts • Cost Proposal (Segment 3) 30 qts Maximum Weight: 100 pts B. An evaluation committee will be established to evaluate the proposal. The committee will include employees of the City and may include other impartial individuals who are not City employees. The evaluation committee will determine if discussions and/or Best and Final Offers (BAFO) are necessary. Award of a contract may be made without discussions or BAFO, if in the best interest of the City. The evaluation committee may determine that discussions are necessary to clarify or verify a written proposal response. The City may, at its discretion, elect to have respondents provide oral presentations of their proposal. The City reserves the right to rescore an offer based on provided demonstrations. A request for a BAFO is at the sole discretion of the City and will be requested in writing. The evaluation committee will evaluate the finalists and make a recommendation for award. C. The City reserves the right to reject any or all proposals submitted, or to award to the respondent who in the City's opinion, offers the best value to the City. The City also reserves the right to cancel the RFP process and pursue alternate methods for providing the requirements. D. The City reserves the right to conduct studies and other investigations as necessary to evaluate any proposal. E. The City reserves the right to waive any minor technicality, irregularities, or informalities noted in the submission process. Submission of proposal confers no legal rights upon any Respondent. F. The City reserves the right to request further documentation or information and to discuss proposal response with any Respondent in order to answer questions or to clarify any aspects of the proposal. 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. Page 13 of 14 City of Round Rock Professional Turf Management Services RFP No. 25-004 Commodity Code: 988-36 October 2024 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 ATTACHMENT A SOLCITATION SUBMITTAL FORM AND EXECUTION NOTE: RESPONDENTS SHALL COMPLETE, SIGN,AND UPLOAD THIS ATTACHMENT WITH THEIR SUBMITTAL IN BONFIRE. FAILURE TO DO SO MAY RESULT IN DISQUALIFICATION OF THE SUBMITTAL. By signature hereon,the Respondent certifies that: All statements, pricing and information prepared and submitted to the City's Bonfire portal in response to this solicitation are current, complete, and accurate. 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): Ryan Sanders Sports Services LLC dba RS3 Turf SIGNATURE (INK/DIGITAL): NAME (TYPED/PRINTED): Garrett eddehase TITLE: President DATE: 11/15/2024 STREET: 3400 East Palm Valley Blvd CITY/STATE/ZIP: Round Rock, Texas 78665 TELEPHONE &FAX NO.: (361) 331-7226&n/a E-MAIL ADDRESS: greddehase@rs3sports.com FEDERAL TAX IDENTIFICATION NUMBER(FIN): 46-3932336 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.rogndrocktexas-gov/city-businesses/solicitations/ ATTACHMENT REFERENCE SHEET PLEASE COMPLETE AND RETURN THIS FORM WITH THE SOLICITATION RESPONSE SOLICITATION NUMBER: RFP No.25-004 RESPONDENT'S NAME: Ryan Sanders Sports Services DATE: 11/15/2024 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 Southwestern University Name of Contact Rick Martinez Title of Contact Associate Vice President for Facilities E-Mail Address rickmartinez(cbsouthwestern.edu Present Address 1001 East University Avenue City, State, Zip Code Georgetown, Texas 78626 Telephone Number (512) 863-1422 Fax Number: (512) 863-1923 2. Company's Name City of Pflugerville Name of Contact Antonio Rodriguez Title of Contact Parks Superintendent E-Mail Address antoniorCa)pflugervilletx.gov Present Address 400 Immanuel Road City, State, Zip Code Pflugerville,Texas 78660 Telephone Number (512) 990-6414 Fax Number: n/a 3. Company's Name St. Edwards University Name of Contact Jim Sarra Title of Contact Athletic Director E-Mail Address isarra(@stedwards.edu Present Address 3001 South Congress City, State, Zip Code Austin,Texas 78704 Telephone Number (512) 448-8400 Fax Number: n/a FAILURE TO PROVIDE THE REQUIRED INFORMATION WITH THE SOLICITATION RESPONSE MAY AUTOMATICALLY DISQUALIFY THE RESPONSE FROM CONSIDERATION FOR AWARD. Attachment D- Bid Sheet Professional Turf Manangement Services RFP-25-004 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 25-004. The Respondent acknowledges that they have received and read the entire solicitation packet, attachments, and all documents incorporated by reference, and agrees to be bound by the terms therein. 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 Section I- Professional Turf Management Services - Standard Monthly Billing No. Description Estimated Unit Monthly Cost Extended Annual Total Annual Quantity 1 Round Rock - Multipurpose Complex: Six (6) natural grass fields. 12 Each $13,700.00 $164,400.00 2 Re-sodding of worn areas 2000 Ft $0.00 $0.00 Annual Total: $1647400.00 Section II- One-Time charges for optional Professional Turf Management Services on an "as requested" basis This section will not be evaluated but will become part of the contract for billing purposes. $5,000 per year will be allocated to the contract for optional services. No. Description Qty Unit One-time Cost 3 Solid-tine aerations performed electively on in-season fields and in 1 Per $ 750.00 high traffic areas of fields (primarily through center of the fields) Visit/Field 4 Additional light to moderate Top Dressings 1 VisPField $ 1,250.00 5 Re-sodding of worn areas (for areas beyond the 2,000 square 1 Per Square $ 1.50 feet, which is provided within contract) Foot 1of1 1 1 TURF Exceptions to Terms & Conditions Ryan Sanders Sports Services (RS3 TURF) has NO exceptions to the terms and conditions. ROUND ROCK TEXAS PURCHASING DIVISION ADDENDUM CITY OF ROUND ROCK, TEXAS Solicitation: RFP 25-004 Addendum No: 1 Date of Addendum: 11/5/2024 This addendum is to incorporate the following changes to the above referenced solicitation: I. Questions: Q1: Is there storage for chemicals in the Conex? Al: Yes, chemicals can be stored in the Conex 40 ft condensed storage container with all other equipment. All chemicals must be properly labeled with safety data sheets. Ensure nothing stored will cause a chemical hazard. Q2: What kind of grass and sod is it? A2: Both are Tiff 4-19. Q3: What brand is the irrigation system? A3: Rainbird. Q4: What is the zone count and is there a zone map? A4: Yes, both will be provided to the awarded vendor. You will be responsible for managing the zones and the controller systems for the fields. Will need to work with the other contractor who manages the grass outside of the fields to ensure no overlap. Q5: Do you have a calendar of events that can be shared in advance? A5: Yes, there is one that will be shared with the awarded vendor as it is not posted to the public. It's a six-month preview but can change at any time. Will meet on a regular basis to keep everyone informed of the schedule. Q6: How many people are typically here on a weekend? A6: The average is between 3,000-6,000. There have been a few tournaments that can get up to 8,000. Q7: Are there any other sports besides soccer that use the fields? A7: Yes, anything and everything can be played on the fields except baseball and softball. Q8: Are the goals anchored? A8: No, goals are held down with sandbags. Q9: When will access be available to the fields? Morning, day, night? A9: You will work with the City to create a schedule that works for you. If there is nothing scheduled on the fields then you can be on them. The Sports Management Team is open to what makes sense. Q10: While we have experience in managing athletic fields, it does not include work at NCAA or professional facilities or stadiums. Would we still be considered if we respond to this RFP? A10: Yes, a contractor can still be considered if they can fully clarify their ability to perform the proposed scope of work. The evaluation criteria listed in Section V, 3.13. Segment 2—Company Work Experience will remain unchanged. Q11: What is the current value of this contract? Is the contract scope the same as previous contract? A11: The current value of the contract is$790,000. There have been some updates to the scope of work, and the submission requirements have changed. Please be sure to thoroughly review Part IV, Scope of Work, and Part V, Proposal Preparation Instructions. II. ALL OTHER TERMS AND CONDITIONS REMAIN THE SAME. By the publication of this document on the City of Round Rock Bonfire website this addendum is hereby incorporated into and made a part of the above referenced solicitation.