R-2025-332 - 12/18/2025 RESOLUTION NO. R-2025-332
WHEREAS, the City of Round Rock ("City") has duly sought proposals for the purchase of
goods and services to be performed on various City-owned or City-occupied buildings on a directed
as-needed basis; and
WHEREAS, Clifford Power Systems 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 Clifford Power Systems
for the purchase of goods and services to be performed on various City-owned or City-occupied
buildings on a directed as-needed basis, 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 Between the City of Round Rock and Clifford Power Systems for the Purchase of
Generator Maintenance and Repair Systems, 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.
0112.20252;4920-9598-4756
RESOLVED this 18th day of December, 2025. P.
CRAIGY4bRGATAIMayor
City of Round Rock, Texas
A T ST:
AN FRANKLIN, City Clerk
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EXHIBIT
A
AGREEMENT BETWEEN THE CITY OF ROUND ROCK
AND CLIFFORD POWER SYSTEMS
FOR THE PURCHASE OF
GENERATOR MAINTENANCE AND REPAIR SYSTEMS
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 goods and services to be performed
on various City-owned or City-occupied buildings on a directed as-needed basis is made and
entered into on this the day of , 2025, 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 CLIFFORD POWER
SYSTEMS, whose offices are located at 4918 Burleson Road, Austin, Texas 78664 referred to
herein as "Services Provider."
RECITALS:
WHEREAS, City desires to purchase "Goods and Services," as defined herein, to be
performed on and in various City-owned or City-occupied buildings on a directed as-needed
basis; and
WHEREAS, City has issued its Request for Proposal ("RFP") for the provision of said
Goods and Services and City has determined the bid submitted by Services Provider provides the
best value to the City;and
WHEREAS, City has determined the Services Provider's Response to RFP ("Bid")
submitted by Services Provider provides the best value to the City; and
WHEREAS, the parties desire to enter into this Agreement to set forth in writing their
respective rights,duties,and obligations;
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 Services Provider
whereby City is authorized to buy specified goods and/or services and Services Provider is
4896-6533-7464/ss2
obligated to sell same. The Agreement includes the following: (a) City's RFP, designated
Solicitation Number 25-023 dated June 2025; (b) Services Provider's 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) Services Provider's Bid;
(3) City's RFP,Addenda, exhibits,and attachments.
B. Bid means the Services Provider's Response to the RFP.
C. City means the City of Round Rock,Williamson and Travis Counties,Texas.
D. Effective Date means the date set out in the introductory paragraph above.
E. Goods and Services mean the specified services, supplies, materials,
commodities,or equipment,as described in the RFP.
F. Services Provider means Clifford Power Systems, 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 17.0.
B. The term of this Agreement shall be for sixty (60) months from the Effective
Date.
3.0 CONTRACT DOCUMENTS AND EXHIBITS
City selected Services Provider to supply the Goods and Services as outlined in the RFP;
any Addenda to RFP; and the Bid submitted by Services Provider, 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 Services Provider 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 DUAL PROVIDERS OF SERVICES
The parties specifically acknowledge and agree that Services Provider shall be considered
as one of two providers ("dual providers") of the Goods and Services. Services Provider
specifically further acknowledges and agrees that this Agreement is not an exclusive agreement.
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City may, in its sole and unfettered discretion, elect to use either of the two providers in
whatever order it deems most advantageous to City's purposes. City may, in its sole and
unfettered discretion, elect to use any other providers. City is not obligated to use or purchase
any estimated annual quantity of goods, and no guarantee is made of any minimum or maximum
purchase.
5.0 ITEMS AWARDED; SCOPE OF WORK
Only if, as, and when needed by City, Goods and Services are awarded to Services Provider in
accordance with Exhibit"A,"Attachment C.
6.0 COSTS
Services Provider specifically acknowledges and agrees that City is not obligated to use
any estimated annual quantity of services, and City may not expend in excess of$250,000.00 per
year for Service Provider's services combined with the dual provider's services for a total not-to-
exceed amount of$1,250,000.00 for the term of this Agreement.
7.0 INVOICES
All invoices shall include,at a minimum,the following information:
1. Name and address of Services Provider;
2. Purchase Order Number;
3. Description and quantity of items received; and
4. Delivery dates.
8.0 INTERLOCAL COOPERATIVE CONTRACTING/PURCHASING
Authority for local governments to contract with one another to perform certain
governmental functions and services, including but not limited to purchasing functions, is
granted under Government Code, Title 7, Chapter 791, Interlocal Cooperation Contracts,
Subchapter B and Subchapter C, and Local Government Code, Title 8, Chapter 271, Subchapter
F, Section 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 Services Provider and the
City. Such agreement shall be conclusively inferred for the Services Provider 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.
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9.0 NON-APPROPRIATION AND FISCAL FUNDING
This Agreement is a commitment of City's current revenues only. It is understood and
agreed that City shall have the right to terminate this Agreement if the governing body of City
does not appropriate funds sufficient to purchase the Goods and Services as determined by City's
budget for the fiscal year in question. City may affect such termination by giving the Services
Provider written notice of termination.
10.0 PROMPT PAYMENT POLICY
In accordance with Chapter 2251,V.T.C.A.,Texas Government Code, any payment to be
made by City to Services Provider will be made within thirty (30) days of the date City receives
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. Services Provider 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 Services Provider, 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 Services Provider and a subcontractor or
between a subcontractor and its supplier about the goods delivered or the service
performed that causes the payment to be late; or
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.
11.0 GRATUITIES AND BRIBES
City may, by written notice to Services Provider, cancel this Agreement without liability
to Services Provider if it is determined by City that gratuities or bribes in the form of
entertainment, gifts, or otherwise were offered or given by Services Provider or its agents or
representatives to any City officer, employee or elected representative with respect to the
performance of this Agreement. In addition, Services Provider may be subject to penalties stated
in Title 8 of the Texas Penal Code.
12.0 TAXES
City is exempt from Federal Excise and State Sales Tax; therefore, tax shall not be
included in Services Provider's charges.
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13.0 INSURANCE
Services Provider shall meet all City insurance requirements set forth in the RFP and on
the City's website at:
hqR;//www.roundrocktcxas.gov/M-content/uploads/2014/12/corr insurance 07.20112.ndf.
14.0 CITY'S REPRESENTATIVE
City hereby designates the following representative authorized to act in its behalf with
regard to this Agreement:
Richard Bolton, Superintendent—Vehicle Maintenance
General Services Department
212 Commerce Boulevard
Round Rock,TX 78664
(512)218-7082
rbolton(a,roundrocktexas.g_ov
15.0 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.
16.0 DEFAULT
If Vendor abandons or defaults under this Agreement and is a cause of City purchasing
the specified goods elsewhere, Vendor agrees that it may be charged the difference in cost, if
any, and that it will not be considered in the re-advertisement of the service and that it may not
be considered in future bids for the same type of work unless the scope of work is significantly
changed.
Vendor shall be declared in default of this Agreement if it does any of the following:
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.
17.0 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 Services Provider, the "Date
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of Termination."
B. In the event of any default by Services Provider, City has the right to terminate
this Agreement for cause, as set forth in Section 15.0.
C. Services Provider 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.
D. In the event City terminates under subsections (A) or (B) of this section, the
following shall apply: Upon City's delivery of the referenced notice to Services Provider,
Services Provider shall discontinue all services in connection with 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, Services Provider 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 Services Provider that portion of the charges, if undisputed. The parties agree that
Services Provider is not entitled to compensation for services it would have performed under the
remaining term of the Agreement except as provided herein.
18.0 INDEMNIFICATION
Services Provider shall defend (at the option of City), indemnify, and hold City, its
successors, assigns, officers, employees and elected officials harmless from and against all suits,
actions, legal proceedings, claims, demands, damages, costs, expenses, attorney's fees, and any
and all other costs or fees arising out of, or incident to, concerning or resulting from the fault of
Services Provider, or Services Provider's agents, employees or subcontractors, in the
performance of Services Provider's obligations under this Agreement, no matter how, or to
whom, such loss may occur. Nothing herein shall be deemed to limit the rights of City or
Services Provider (including, but not limited to the right to seek contribution) against any third
party who may be liable for an indemnified claim..
19.0 COMPLIANCE WITH LAWS, CHARTER, AND ORDINANCES
A. Services Provider, 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 Services Provider verifies Services Provider does not boycott Israel and
will not boycott Israel during the term of this Agreement.
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C. In accordance with Chapter 2274,Texas Government Code,a governmental entity
may not enter into a contract with a company with at least ten (10) full-time employees for a
value of at least One Hundred Thousand and No/100 Dollars ($100,000.00) unless the contract
has a provision verifying that it: (1) does not have a practice, policy, guidance, or directive that
discriminates against a firearm entity or firearm trade association; and (2) will not discriminate
during the term of the contract against a firearm entity or firearm trade association. The signatory
executing this Agreement on behalf of Services Provider verifies Services Provider does not
have a practice, policy, guidance, or directive that discriminates against a firearm entity or
firearm trade association,and it will not discriminate during the 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 Services Provider verifies Services Provider does not boycott energy companies, and it
will not boycott energy companies during the term of this Agreement.
20.0 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.
21.0 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 Services Provider:
Services Provider: Clifford Power Systems
Address: 4918 Burleson Road
Austin,TX 78744
Email: pryan(c_cliffordpower.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 Services Provider.
22.0 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.
23.0 EXCLUSIVE AGREEMENT
This document, and all appended documents, constitutes the entire Agreement between
Services Provider and City. This Agreement may only be amended or supplemented by mutual
agreement of the parties hereto in writing.
24.0 DISPUTE RESOLUTION
City and Services Provider hereby expressly agree that no claims or disputes between the
parties arising out of or relating to this Agreement, or a breach thereof shall be decided by any
arbitration proceeding, including without limitation, any proceeding under the Federal
Arbitration Act(9 USC Section 1-14)or any applicable state arbitration statute.
25.0 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.
26.0 MISCELLANEOUS PROVISIONS
A. Standard of Care. Services Provider represents that it employs trained,
experienced, and competent persons to perform all of the services, responsibilities and duties
specified herein and that such services, responsibilities, and duties shall be performed in a
manner according to generally accepted industry practices.
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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 Services Provider'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.
D. Multiple Counterparts. This Agreement may be executed in multiple
counterparts, any one of which shall be considered an original of this document; and all of
which,when taken together, shall constitute one and the same instrument.
[Signatures on the following page.]
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IN WITNESS WHEREOF, City and Services Provider have executed this Agreement
on the dates indicated.
Clifford Power Systems
By. 6'� ---
Printed Name:
Title: nCv ,AL4
Date Signed: a _
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
�t}
EDIT"A"
(RFP,ADDENDA,BID)
r
City of Round Rock
Generator Installation, Maintenance, and Repair Services
RFP No. 25-023
Commodity Code:936-39
June 202
ROUND ROCK TEXAS
PURCHASING DIVISION
City of Round Rock, Texas
Procurement and Contracting Division
221 East Main Street
Round Rock, Texas 78664-5299
www.roundrocktexas.gov
REQUEST FOR PROPOSAL (RFP)
GENERATOR INSTALLATION, PREVENTATIVE
MAINTENANCE, AND REPAIR SERVICES
SOLICITATION NUMBER 25-023
JUNE 2025
City of Round Rock
Generator Installation, Maintenance, and Repair Services
RFP No.25-013
Commodity Code:936-39
June 2025
GENERATOR INSTALLATION,PREVENTATIVE MAINTENANCE,AND REPAIR SERVICES
PART
GENERAL REQUIREMENTS
1. PURPOSE AND BACKGROUND: The City of Round Rock,hereinafter"the City,'seeks a bid from firms
experienced in on-site installation,preventive maintenance,and repair services for generators at various City
locations. The City has Kohler,Caterpillar,Olymplan, Generac,and Cummins Generators.The City is estimating
a spend of$250,000 per year for this contract.
2. SOLICITATION PACKET: This solicitation packet Is comprised of the following:
Desc�ipticn Index
Part I—General Requirements Page(s)2-5
Part II—Definitions,Standard Terms and Conditions,
and Insurance Requirements Page 6
Part III—Supplemental Terms and Conditions Page(s)7-9
Part IV—Scope of Work Page(s)10-16
Part V—Proposal Preparation Instructions and Evaluation Factors Page(s)17-19
Attachment A-Proposal Submittal Form Separate Attachment
Attachment B—Reference Sheet Separate Attachment
Attachment C—Subcontractor Information Form Separate Attachment
Attachment 0—Cost Proposal Sheet Separate Attachment
Attachment E-Insurance Instructions Separate Attachment
Attachment F—Work Order Sample Separate Attachment
Attachment G—Sample Invoice Separate Attachment
3, SCHEDULE OF EVENTS: It is the City's intention to follow the solicitation timeline below.
.EVENT DAT,
Solicitation released July 9,2025
Mandatory Pre-Proposal meeting July 22, 2025 @ 10:00 AM,CST
Deadline for submission of questions July 25,2025 @ 5:00 PM,CST
City responses to questions or addendums Approximately July 29, 2025 @ 5:00 PM,
CST
Deadline for submission of responses August 8, 2025 @ 3:00 PM,CST
21Pag
City of Round Rock
Generator Installation, Maintenance, and Repair Services
RFP No.25-023
Commodity Code:936-39
June 2025
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:
h tt os://ro u n d rockte xas.bonfi reh u b.cQm
The City reserves the right to modify these dates. Notice of date change will be posted to the City's website:
httr)s://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 specified services. The pre-proposal meeting/site visit will be conducted on the date
specified In PART 1, 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:
City Chall Council Chambers
221 East Main Street
Round Rock,Texas 78664
B. Respondents will be responsible for their own transportation for the site visits.
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 and amounts,take
precise measurements,and 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:l/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: httos:// .ethics.state.tx,us/filinginfo/12951
31Pagc
City of Round Rock
Generator Installation, Maintenance,and Repair Services
RFP No.2"23
Commodity Code:936-39
,lune 2025
8. EX PARTE COMMUNICATION: Please note that to insure the proper and fair evaluation of an offer,the City of
Round Rock prohibits ex parte communication(e.g.,unsolicited)initiated by the Offeror to the City Official,
Employee,City Consultant,or Evaluation Team member evaluating or considering the offers prior to the time an
award decision has been confirmed.Communication between an Offeror and the City will be Initiated by the
appropriate City Official or Employee in order to obtain Information or clarification needed to develop a proper
and accurate evaluation of the offer. Ex parte communication may be grounds for disqualifying the offending
Offeror from consideration of award in evaluation or any future bid.
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 setUe 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@roundrocktaxas.stov.
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:
1. 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.
€€i. You must submit your protest In writing and must include the following information:
a. your name,address,telephone number,and small 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.
€v. 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:
€. 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
41Pagc
City of Round Rock
Generator Installation, Maintenance,and Repair Services
RFP No.25-023
Commodity Code:936-39
June 2025
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.
5 1 P a g e
City of Round Rock
Generator Installation, Maintenance, and Repair Services
RFP No.25-023
Commodity Code:936-39
June 2025
PART II
DEFINITIONS,STANDARD TERMS AND CONDITIONS,
AND INSURANCE REQUIREMENTS
1. DEFINITIONS,STANDARD TERMS AND CONDITIgM: 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/Purchas!not. 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.rgunOrockteA-as.govlcitwdepartrnents/purchasing/
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City of Round Rock
Generator Installation, Maintenance, and Repair Services
RFP No.25-023
Commodity Code:936-39
June 2025
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 generator maintenance,
repair and Installation as specified herein and have adequate organization,facilities,equipment,financial
capability,and personnel to ensure prompt and efficient service to the City.
B. In order to confirm financial stability, the City may choose to review audited financial statements at any time
throughout the RFP evaluation process. Upon request, the Respondent shall provide two years audited
financial statements,including any notes or supplemental schedules within 2 business days of the original
request.
C. The Respondent shall include in the proposal a list of all litigation the company or its principals have been
involved in within the last three(3)years.
D. Be domiciled in or have a home office inside the United States. Respondents domiciled outside the United
States,or not having a home office Inside the United States,will not be Included for consideration in this RFP
process.
E. Must be located within one of the following counties:Williamson, Travis, Burnet, Bell,Bastrop, Milam, Lee,
Hays,or Blanco County.
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. 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. 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.
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City of Round Rock
Generator Installation, Maintenance, and Repair Services
RFP No.25-023
Commodity Code:936-39
June 2025
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,white working on City property,wear a company uniform that clearly
Identifies them as the Respondent's employee.
C. Employ all personnel for work in accordance with the requirements set forth by the United States Department
of Labor. The City reserves the right to verify citizenship or right to work in the United States.
6. PRICING:The Respondent shall determine and submit a fixed cost for the work and shall Include all Incidental
costs, labor,overhead charges,travel,payroll expenses,freight,equipment acquisition and maintenance,
demurrage,fuel surcharges,delivery charges, costs associated with obtaining permits, Insurance, bonds, and
risk management. No separate line-item charges shall be permitted for either response or Invoice purposes.
Prices for materials will be on a cost-plus basis.The percentage(%)markup shall not be greater than X%.
Invoices for work performed shall require a copy of a supplies receipt to be Included.Failure to provide the
contracted cost-plus percentage(%)on an invoice may result in payment at cost.
7. PRICE INCREASE:Contract prices for generator maintenance and repair services shall remain firm throughout
the initial twelve(12)month term of the contract. A price increase to the agreement may be considered on the
anniversary date of the Contract each year and shall be equal to the consumer price Index for that year, but at no
time can the Increase be greater than 10%for any single line item unless otherwise approved by the City.
A. Consumer Price Index(CPI): Price adjustments will be made in accordance with the percentage change in
the U.S. Department of Labor Consumer Price Index(CPI-U)for all Urban Consumers. The price adjustment
rate will be determined by comparing the percentage difference between the CPI In effect for the base year
six-month average(January through June OR July through December),and each(January through June OR
July through December six month average)thereafter. The percentage difference between those two CPI
Issues will be the price adjustment rate. No retroactive contract price adjustments will be allowed. The
Consumer Price Index(CPI)is found at the Bureau of Labor Statistics, Consumer Price Index website:
htto://www.bls.aov/coi
B. Procedure to Request Increase:
I. Email the written price increase request to purchasinganroundrocktexas.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.
It. 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. ACCEP AN NSPECTION :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 RE1/(E111f: 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.
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City of Round Rock
Generator Installation, Maintenance, and Repair Services
RFP No.25-023
Commodity Code:936-39
June 2025
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
haps:l/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:
Richard Bolton
Superintendent
Fleet Services-General Services
Phone:(512)218-7082
E-mall:rbolton(@rouncirocktexas,gov
C. 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.
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City of Round Rods
Generator Installation, Maintenance,and Repair Services
RFP No.25-023
Commodity Code: 936-39
June 2025
PART IV
SCOPE OF WORK
1. INTR D TIION:The City requests on-site Installation,maintenance,and repair service for generators at
various City locatlons.This specification covers only the general requirements as to the performance and
certain details to which the successful Respondent shall conform.The Contractor shall be responsible for
servicing,troubleshooting, repairing,ordering, and replacing parts on generators, in accordance with the
manufacturer's recommendations,to ensure each unit operates as designed for the intended application.
2. CG_E:All repairs and services should be considered"turnkey,"meaning the contractor is responsible for
all repairs and services from beginning unbi completion. However,under certain circumstances,the City
reserves the right to perform repairs and services.
Installation,annual, preventative,and repair services shall include, but not be limited to,items identified on
Attachment D-Cost Proposal Sheet and performed as recommended by the manufacturer. Many of these
locations have site restrictions and will require access.The Contractor shall coordinate their schedule with
the City of Round Rock to obtain access to these restricted areas.
The City reserves the right to add or remove locations as equipment comes online or is decommissioned.
3. GENERAL PREVENTIVE MAINTENANCE IPMI GUIOELiNES: All preventative maintenance Inspecttons
and repairs shall be in accordance with the manufacturer's recommended guidelines. If, in the event of any
conflict,the manufacturer's recommendations shall prevail.
The Successful Contractor shall:
A. Contact the City representative to coordinate mutually agreed-upon dates/times between the City
representative and the Contractor before any preventative maintenance,work,or inspections are
performed.At the conclusion of the work each day,the area shall be left tidy and clean.
B. Provide a minimum of four quarterly PM inspections annually. Quarterly inspections are defined as
Inspections conducted at Intervals of three months apart.
C. During each quarterly inspection,all systems shall be visually checked for potential problems and shall be
manually tested to ensure reliability.
D. The fourth quarterly maintenance will be performed as a component of the scheduled annual
maintenance and will not be billed separately.The fourth quarter should consider an annual
service,to include an engine oil change and a loan bank. The annual all change and load
bank should be billed separately from one another.
E. Communicate immediately with the City POC if, during the course of preventative maintenance,a
problem is identified and before any work is done to correct the problem.
F. Supply a detailed inspection and preventative maintenance worksheeUWork Order Form to the Fleet
Operations Manager upon completion of each PM and/or inspection.See Attachment E-WorkOrder
Sample.
G. Ensure maintenance parts are onsite at the scheduled time of service.
H. Any generator over 100 kW in size will have an engine,coolant,or fuel samples taken; that Information must
be shared with the City.
4. SPECIFIC PM GUIDELINES-
A. STARTING SYSTEM:
I. Clean batteries and cables.
ii. Check and record specific gravity If batteries are lead-acid or,check and record voltage readings if
batteries are nickel-cadmium.
Ill. Check for proper starter operations, noting any usual noises.
Iv. Check for proper cranking motor disconnect.
v. Replace plugs, points,cap,rotor,condenser(where applicable),and clean as required.Check all
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City of Round Rock
Generator Installation, Maintenance,and Repair Services
RFP No.25.023
Commodity Code:936-39
June 2025
connections in fuel,oil,cooling,battery,and exhaust systems.
B. BATTERY CHARGING SYSTEM:
I. Clean all battery terminals,verify integrity of cables and connectors.Apply corrosion Inhibitor.
11. Check battery charging altemator for proper output.
Iii. Check electrolyte level and fill.
iv. Load test batteries.
v. Hydrometer test batteries.
A. Inspect test battery charger for high and low rate and alarms(if applicable).
vii. Check engine alternator.Verify and record output.
C. FUEL SYSTEM:
I. Check engine and supply system for any fuel leaks.
Ii. Check operation of day tank pump and float switch.
Ill. Check electrical and piping connections to day tank.
Iv. Drain condensation from fuel water separator.
v. Change fuel filters on annual service.
vi. Fuel treatment at City's request to add stabilizer to fuel tanks.
vii. Inspect all fuel lines and injector pump for leak(s).
D. LUBE OIL SYSTEM:
1. Check engine oil level.
Ii. Check engine oil pressure.
III. Take sample of lube oil for analysis[one per year].
Iv. Change lube oil and filter on annual service.
v. Property dispose of used oil filters.
E. AIR INTAKE SYSTEM:
1. Inspect air Intake system including filter condition,crankcase breather,turbocharger,air-box drains,
louvers,and ductwork(where applicable). Change filters R applicable.
ii. Listen for any unusual noises from this area.
iii. Ensure that air intake flow is not unduly restricted.
F. EXHAUST SXSTEM:
I. Inspect exhaust system Including mufflers)and drain condensation trap. Inspect exhaust flex
coupling and piping for leaks and proper operation.
ii. Verify rain cap operation.
Ili. Check for abnormal vibration noise.
Iv. Inspect spark plugs,plug wires and distributors(gas fueled only).
v. Visually check exhaust outlet for excessive smoking.
vi. Visually check crankcase breather for excessive smoking.
G. ENt31NE COOLING SYSTEM:
i. Check coolant level. Fill as needed per manufacturer specifications.
il. Check for proper amount of anti-freeze.
Iii. Check coolant freeze point.
iv. Check radiator core for obstruction or buildup of foreign matter.
v. Check general condition of engine coolant.
vi. Check for and repair leaks.
vii. Check Inhibitors(nitrites).
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City of Round Rock
Generator Installation, Maintenance,and Repair Services
RFP No.25-023
Commodity Code:936-39
June 2025
vili. Replace coolant filter(if applicable).
ix. Check for proper operation of louvers,either motorized of gravity(If applicable).
x. Check all belts for wear and proper tension.
xi. Check all hoses for cracks and brittleness.
xii. Check jacket water heaters and thermostats for proper operation.
Ali. Take sample of coolant for analysis[one per year].
H. SPEED CONTROL SYSTEM:
1. Check governor rods and linkage for loose or wom parts.
ii. Check governor operation under load.
Ili. Tighten loose wiring connections and note any potential problems.
I. SAFETY SYSTEM:
I. Verify and record oil pressure and water temperature.
Ii. Test all safety shut down circuits and alarms Including over-speed,over-crank,low oil pressure, high
water temperature, low coolant level,pre-alarms(if applicable).
J. AC POWER GENERATOR:
I. Make a general Inspection of all electrical connections on regulator and generator.
ii. Grease bearings if necessary.
iii. Check and adjust voltage regulator.
Iv. Inspect slip rings.
K. ENGINE CONTROL PANEL:
I. Inspect for any loose connections,terminals,hour meter,oil pressure @ operation RPM(include hot
cold PSI)voltmeter,water temperature, and ammeter.
il. Inspect condition of relay contacts.
ill. Thoroughly clean control panel.
iv. Check operation of all lights and replace any indicator lights not working.
v. Replace any blown fuses,
vi. Check operation of main circuit breaker and leave in"READY"position.
vii. Verify and record output voltage and adjust regulator If needed.
viii. Calibrate control meters.
ix. Verify and record output frequency and adjust governor,If necessary.
L. TRANSFER SWITCHES:
I. Inspect general cleanliness(interior and exterior).
ii. Inspect lugs,terminals,and connections.Tighten lugs, as needed.
ill. Inspect wires for chafing.
iv. Clean contacts.
v. Lubricate per manufacturer specifications.
vi. Check for binding or wear of mechanical linkage.
vii. Inspect for arc damage or contact pitting,
viii. Verify proper operation of all panel lamps.Replace, as needed.
M. ENGINE
I. Carefully Inspect engine for leaks or deterioration.
II. Make note of any unusual sounds during walk-around inspections.
III. Check and adjust voltage and frequency.
Iv. Add engine flulds as required.
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City of Round Rock
Generator Installation, Maintenance,and Repair Services
RFP No.25-023
Commodity Code:936-39
June 2025
v. Grease necessary fittings.
vi. General maintenance on jacket water heaters, engine plumbing, etc.
N. FLUID CHANGE
I. One engine oil and oil filter change per year.
Ii. Coolants change It applicable.
O. LOAD TESTING: During load testing,readings of the following must be recorded:
i. Lube oil pressure.
Ii. Water Temperature.
Iii. Frequency.
Iv. Current(all three phases).
v. Voltage(all three phases).
A. Kilowatts.
vii. Check auto start-stop move.
viii. Check operation of transfer switch when requested by City.
5. ANNUAL MAl TENANCE(AMI:Annual maintenance service shall be performed on each designated
generator in the fall or fourth quarter of each year and in conjunction with the preventive maintenance.Annual
maintenance shall Include, but not be limited to,the specifications in the manufacturer's recommended
guidelines:
A. Perform annual maintenance at a time mutually agreed upon between the City representative and the
respondent.
B. Check fuel level,drain separator,and add fuel additive.
C. Change oil.
D. Filter replacement Including oil filters,fuel filters,coolant filters and air filters.
E. Add fuel treatment/stabilizer to tank.
F. Provide analysis on oil,fuel,and coolant.
G. Replace ignition parts(gas, diesel-gasoline units only).
H. Testing all safety shutdowns.At this time,a series of tests shall be conducted to ensure reliability and
satisfactory Interfacing between components.
I. Load Testing: Load tests shall be performed in conjunction with the annual maintenances.
I. A minimum two-hour load bank test shall be performed on each of the generators at the time of the
annual maintenance,unless otherwise noted in the solicitation.
ii. All tests will be supervised by a City technician.
Iii. Load bank equipment rental costs and personnel costs shall also be included in the annual
maintenance cost listed on the bid sheet.
iv. A copy of the load test results shall be provided to the City within five business days.
v. Load tests shall be performed on all generator systems listed in Attachment A-Bid Sheet The City
reserves the right to add or remove locations as new items come online and other items become
decommissioned.
J. Test Results:Contractors shall provide to the City a copy of 8u test results upon completion of the annual
maintenance,to include, but not be limited to fuel,oil and coolant analysis,safety shutdowns,and load test.
S. INSTALLATION:
A. Any installation with a cost that-will exceed $100,000 will need to be bid oyt separately from this
cootoct.
B. Upon receiving a request from the City for generator installation the Contractor shall perform a site visit.
The contractor will then supply a quote to the City for installation services.
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City of Round Rods
Generator Installation, Maintenance,and Repair Services
RFP No.25-023
Commodity Code:936-39
June 2025
C. The City will furnish the generator and automatic transfer switch specifications for the Contractor to verify
compatibility of automatic transfer switch.
D. Contractor shall coordinate the scheduling of generator Installation with the City's POC.
E. Coordinate with the Plant Superintendent or delegated contact for Lock-out/Tag-out(LOTO)of
equipment.
F. Mobilize equipment, personnel, and materials for job site preparation including:
I. Provide all labor,tools, equipment,and all Incidentals required for the task at requested.
H. Staging of equipment and supplies.
iii. Provide necessary crane services as needed or have the means to acquire the proper lifting
mechanism,to complete removal of any generator being decommissioned.
Iv. Remove existing generator and related equipment for transport to the City Fleet Operations.
v. Install generator and automatic transfer switch.
A. Restore worksite to previous condition.
vii. Be responsible for all debris removal resulting from the services provided.
viii. Provide quality work performed to the standards of the generator maintenance and repairindustry,
individual manufacturer requirements,and complete satisfaction of the City.
G. Contractor will be required to do a test startup of installed generator with a City personnel Immediately
upon completion of installation.
H. If a generator is being replaced the Contractor shall transport the decommissioned generator to Fleet
Operations at:
901 Luther Peterson Place
Round Rock Texas 78665
7. GENERAQR RENTALS: If repairs cannot be made to bring the generator back up to operating condition, a
backup generator will need to be installed before the job is considered completed for the day. The
installation of the rental generator will be at the discretion of the City.
8. REPAIR-SERVICES:Repair service shall be performed on site at the equipment location(s)within thetime
frames specified below:
A. Emergency Service Call•"Emergency services"are defined as requests made that are Immediately
necessary and may stop normal operations for the City.
I. Contractor shall return the call of the City's POC and schedule repair within one hour of the City's
emergency call for repair service.
ii. Be on location at the generator site within two hours after notification by the City that an emergency
has occurred.
Ill. If the City determines a rental generator is required,the Contractor shall provide a rental unit to the
City at the price listed under the Contractor's cost-plus markup listed on the bid sheet until the City's
generator is repaired and fully functional.All rentals shall be approved by an authorized City
representative.
B. Non-Emeraency Service Call-Non-Emergency Service is defined as requests for repairs that, If the
issue Is not resolved In a reasonable amount of time,will stop normal operations.The Contractor shall:
I. Call the City POC to schedule repair within two hours of City's call(s)for repair services.
Ii. Be on location at the generator site 24 hours after notification by the City that non-emergency repair
services are required.
C. Service technicians shall:
I. Inform the City POC of their arrival and upon completion of work. If work Is not completed the
technician must contact the City and inform them of when he will be on site to complete the task prior to
leaving the site.
II. Be fully qualified to work on the listed equipment.
ill. Employed by the Contractor on the effective date of the contract.
iv. Contractor shall be able to verify that service personnel have had training with a minimum of one year of
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City of Round Rock
Generator Installation, Maintenance, and Repair Services
RFP No.25-023
Commodity Code:936-39
June 2025
.hands on"experience working on the brands/models of City equipment.
v. For repairs ail repair parts must be onsite within three business days from approval date
9. ENGINEERING CHANGES:The Contractor shall advise the City of any engineering changes within thirty
days of the changes being made available to them by the equipment manufacturer.The City reserves the
right to agree or disagree to the Installation of the engineering changes at time of notification.When the City
agrees to Installation,the following applies:
A. The equipment manufacturer,or their designated representative,shall install engineering changes within
ninety days of acceptance by City's designated POC.
B. At any point during the contract term,at the request of the City,the Contractor agrees to provide a quote
to the City for the costs Involved in bringing all equipment to current engineering change levels. Due to the
age of all City owned generators,engineering changes levels shall NOT be interpreted to include
generator replacement due to obsolescence.Also,the Contractor agrees to replace,at the discretion of
the City,any parts Installed during the service period that were not manufactured by the OEM.
C. Engineering Changes shall be authorized by the issuance of a City Purchase Order separate from this
contract.
10. QO-CuMENT REQUIREMENTS:
A. Molfungon Reg_Qrts:The Contractor shall complete and fumish a malfunction report with the associated
Invoice for each maintenance and/or service call.A copy of each malfunction report shall be presented
with time and material used outside the parameters of the quarterly and/or annual charge. invoices shall
be received by the City before the next scheduled quarteriy maintenance.
Reports shall include,at a minimum,the following information:
i. Date and time notification received.
II. Location of equipment.
iii. Date and time of arrival.
Iv. Type and model of equipment.
v. Time spent for repair.
vi. Description of malfunction and repair.
vii. Date and time equipment was made operational.
viii. Part(s)ordered.
Ix. A detailed description of all completed repair work certifying equipment is in working order,shall be
signed by authorized City Representative at the time work is performed and shall accompany the
invoice for such work.
B. Service Records: in addition to the malfunction incident report(s),Contractor shall maintain a complete
record of all services performed on each piece of equipment Including any additions to the City's inventory
throughout the contract and extension periods, Including all parts replaced.The service record shall be an
individual record identifying each piece of equipment explicitly,with a complete history of service and all
parts used.All service records and all test results shall be famished to the City for review.
C. Work Orders:All work orders shall be detailed and Include the description of services provided and
summaries of estimated costs.See Attachment E-Work Order Sample.All work orders shall be provided to
the City prior to invoicing.
D. Invoices:Invoices shall be received within five days of acceptance of completed work. Invoices shall
Include the hours for service,a detailed description of work,and a list of parts.All Invoices shall include
the Identification/serial number of the unit serviced. See Attachment F-Sample Invoice.
E. INSTALLATION: Furnish the City with the itemized record of installation for each job.
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City of Round Rock
Generator Installation, Maintenance, and Repair Services
RFP No.25-023
Commodity Code:936-39
June 2025
11. CITY RESPONSIBILITIES:The City will-
A. Confirm scheduling of work to be done.
B. Provide local vehicle parking and access to the work areas. If suitable parking cannot be furnished by the
City,the Contractor shall make arrangements for off-site parking and transportation totfrom the work site.
C. Provide access to location where service is required.
D. Ensure area of work is free of safety hazards.
E. Inspect work performed to ensure compliance with the scope of work.
F. Provide the Contractor with most current list of generators requiring service.
G. Fumish generators and automatic transfer switches for any newinstallation.
I61Pagc
City of Round Rock
Generator installation, Maintenance,and Repair Services
RFP No. 25-023
Commodity Code:936-39
June 202
PART V
PROPOSAL PREPARATION INSTRUCTIONS
AND EVALUATION FACTORS
1. PROPOSAL ACCgPTANCE PERIQR: 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:
httos://roundrocktxvendors.munisself eryice.com/Vendors/default,asax
Proposal Submittal Instructions:The Respondent shall Include all of the following documents in their
response-
c, 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 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,B 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. Proaram Approach and Timeline: Describe your technical plan for accomplishing required work and the
estimated timeline for a project.
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) Customer Service Plan for the City of Round Rock
3) Response time capabilities
4) Rental generator plan
B. Sesament 2—Company Work Experience and Personnel
i. Business Oroanization: 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.
Ill. 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
City of Round Rock
Generator Installation, Maintenance, and Repair Services
RFP No. 25-023
Commodity Code:936-39
June 2025
project. Do not include corporate experience unless personnel assigned to this project actively
participated.Do not include experience prior to 2014. Supply the project title,year,and reference
name,title,present address,and phone number of principal persons for whom prior projects were
accomplished.
Iv. Personnel: Include names,qualifications,and resumes of all personnel who will be assigned to the
account. State the primary work assigned to each person and the percentage of time each person
will devote to this work. Identify key persons by name and title.
v. Contractors'past performance with the City may be evaluated.
B. Segment 3—Cost Proposal: Proposer shall complete Attachment D: Cost Proposal.All lines must be
quoted in order to be considered responsive.Alterative bids will not be considered. Unauthorized
modifications to the bid sheet format will result in the rejection of the bid.
I. Section I:Generator Maintenance
1. Complete lines 1-32.
2. Each line requires an all-in price for quarterly maintenance,load testing and annual
maintenance.
ii. Section II: Labor Rates
1. Complete lines 33-37.
2. Fill in minimum number of hours charge in the appropriate section for each line. If left blank,
the City will assume there Is no minimum charge.
III. Sectlon III: Additional Information
1. Complete lines 38 and 39.
2. The number Input Into column G should be reflected as a%of catalog pricing. (e.g.20%)
3. This section will not be evaluated under Cost but will become part of the resulting contract.
4. F-VALUATION 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 bas(overall value to the City.
A. Evaluation Criteria: Weights:
• Respondent's Solution,Approach, &Timellne(Segment 1) 35 pts
• Company Work Experience and Personnel(Segment 2) 35 pts
• Cost Proposal(Segment 3) 30 pts
Maximum Weight: 100 pts
B. An evaluation committee will be established to evaluate the proposal. The committee will Include
employees of the City and may include other impartial Individuals who are not City employees. The
evaluation committee will determine if discussions and/or Best and Final Offers(BAFO)are necessary.
Award of a contract may be made without discussions or BAFO, if In the best interest of the City. The
evaluation committee may determine that discussions are necessary to clarify or verify a written proposal
response. The City may,at its discretion, elect to have respondents provide oral presentations of their
proposal. The City reserves the right to rescore an offer based on provided demonstrations. A request
for a BAFO Is at the sole discretion of the City and will be requested In writing. The evaluation committee
will evaluate the finalists and make a recommendation for award.
C. The City reserves the right to reject any or all proposals submitted,or to award to the respondent who in
the City's opinion,offers the best value to the City. The City also reserves the right to cancel the RFP
process and pursue alternate methods for providing the requirements.
D. The City reserves the right to conduct studies and other investigations as necessary to evaluate any
proposal.
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.
Page 18 of 19
City of Round Rock
Generator Installation, Maintenance, and Repair Services
RFP No.25-023
Commodity Code:938-39
June 2025
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
Respondents)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.
S. AGREEMENT NEGOTIATIONS AND AftRQ PROCESS:
A. A proposal presented in response to this RFP is subject to negotiation concerning any Issues deemed
relevant by the City. The City reserves the right to negotiate any issue with any party.Any unsolicited
communication by the Respondent to a City official, undesignated employee,or an evaluation team
member evaluating or considering the offers may be grounds for disqualifying the offending Offeror from
consideration of award.
B. Submission of proposal indicates the Respondent's acceptance of the evaluation process and recognition
that the City may make subjective judgments In evaluating the proposal to determine the best value for
the City.
C. If negotiations are successful,the City and Respondent may enter Into an agreement. If negotiations are
unsuccessful,the City may formally end negotiations with that Respondent.
D. The City also reserves the right to reject any or all submittals, or to accept any submittal deemed most
advantageous,or to waive any Irregularities or informalities in the submittal received.
E. An independent signed authorized Contract will be sent to the successful Respondent(s). Execution of a
City of Round Rock contract is required prior to starting work and processing any payments to the
Contractor.
6. POST AWARD MEETING: The City and the Respondent may schedule a post award meeting to discuss, but
not be limited to the following:
A. The method to provide a smooth and orderly transition of services performed from the current Contractor.
B. Provide City contact(s)Information for Implementation of the Agreement.
C. Identify specific milestones, goals, and strategies to meet objectives.
Page 19 of 19
ATTACHMENT A
SOLCITATION SUBMITTAL FORM AND EXECUTION
NOTE: RESPONDENTS SHALL COMPLETE, SIGN.AND UPI OAD THIS ArrACHMENT W7TN
THEIR SUBMITTAL IN BONFIRE. FAILURE TO DO SO MAY RESULT IN DISQUALIFICATION OF
THE SUBMITTAL.
By slgnatare hereon,the Respondent certifies that:
All statements,pricing aril information prepared and submIlled to the City's Bonfire portal in response to
this solicitation are cvurenl complete. and accurate
He/she has not given, offered to give,nor Inlends to give at any time hereafter,arty economic opportunity,
future employment,gift, loan gratuity,special discount,trip,favor,or service to a City employee,evaluator,
or evaluating entity in connection wilh 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): t(�FS�� i owEQ" S�S'(tin
SIGNATURE gNK/DIGITAL): (r-+-+
NAME(TYPEDIPRiNTED): L 4-
TITLE: �1s� DATE: ? Z✓-
STREET: qq/B j5Vej45Q/q E0.
CFTY/STATEMP: Q�Sr11J 1715� j&7gy
TELEPHONE&FAX NO.: 512' 1-177 -4117
E4WL ADDRESS: !-�/ GwPF6py Pow E j. G!D M
FEDERAL TAX IDENTIFICATION NUMBER(FIN): ��" +2 y Coy
By submitting a response to this solicitation,the Respondent agrees that the Citys Definitions and Standard
Terms and Conditions, in effect at the time of release of the solicitation,shall govem 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 Cdys website at:haps:11w wv roundrocktexas govlcaty-busrnesseslsolicrtatrons/
ATTACHMENTS
REFERENCE SHEET
PLEASE:COMPLETE AND RETURN THIS FORM WITH THE SOLICITATION RESPONSE
SOLICITATION NUMBER r r 75•c>713
RESPONDENT'S NAME "Y090 ('v vV f F— DATE: B It :5
Provide the name, address telephone number and E-MAIL of at least Ihree(3)valid MunK#mf
Govemmenl ageocies of firms of comparable size that have utilized services that are smnlar in type aril
capacity within the Iasi two(2)years City of Round Rock references ere not applicable References may
be ct>iecked pnor to award 11 references cannot be confirmed or if any negative responses are recerved 4
may resEdt in the disqualification of submittal
I Company's Name 60we(2 CQLVV"*,40 AdE0, nV?1•VV-92j
Name of Contact (015 P0l l pL
Title of Contact 1D tce(-r -f �ELEwI„1 57�s�Er�5
E*all Address C8C5 �l{It;LI P� ", LLQA .0 RCS
Present Address -35oS Ido bt?et-li, 12pty
City.State,Zip Code �ySflN,.�(, 1S1yy
Telephone Number Mo ) - 59b-1 7,15 Fax Number:( }
2. Company's Name C 1q cF CTEof,fir rVW Kj
Name of Contact Ly" F00,9.6 Q.
Title of Contact kGl Lt'fra-5 'P"'SeCr Cho►r t v2-
E-Mail Address I-YiE-f�06E0, 6Gf��-L,�'i�wr t-(EX,4rS.Cad.!
Present Address 809 Plhkw t^vnfee Viok-c St. ST.
City,State,Zip Code C�t'0�1 -TpuN1,TX -t 062!0
Telephone Number Fax Number. ( }
3 Company's Name vc u GOVN, 7
c
Name of Contact -So N re P_��
Title of Contact -
E-Mall Address Te rJ nt J fay_2E£�
Present Andress J''bO . ��N6LnPE Co
City, State,Zip Code
Telephone Number (7_51 ) 9 2��-� � Fax Number (' )
FAILURE TO PROVIDE THE REQUIRED INFORMATION WITH TI IE SOL ICIIATION RESPONSE MAY
AUTOMATICALLY DISQUALIFY THE RESPONSE FROM CONSIOt RAI ION FOR AWARD
Attachment 0.Bid Sheet
Generator Installation,Preventative Maintenance,and Repair Services RFP 23-023
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COMPANY NAME
Clifford Power
SIGNATURE OF AUTHORIZED REPRESENTATIVE:
PRINTED NAME: Patrick Ryan
PHONE NUMBER: 817-944.9072
EMAIL ADDRESS:
In— ..
RFP 25-023 - Generator Installation, Maintenance, and Repair Ser
Scoring Summary
Active Submissions
Respondent's Company Work
Total Responsiveness Solution, Approach, Experience and Cost Proposal
& Safety Protocols Personnel
I Se
_qm epL 11._
j Supplier pts Pass/Fail ! 36 pts 135 pts 130 pts
i
Clifford Power 84.3 Pass 28 i 28 28.3 ($104,170.00)
American Generator
79.48 Pass 28 28 23.48 ($125,557.50)
Services NA
RSS- Rental Sales 58 Pass 14 14 30 ($98,260.00)
and Service
Genserve 53.65 Pass 14 14 j 25.65 ($114,930.00)
Eliminated Submissions
Respondent's
Solution,
ResponsivenessProposal
& Safety Protocols
Personnel
(Seqment 1)
Supplier .
tsI
Alturex,LLC - 28 i 28 30 ($103,707.50)
Central Power -
Systems & Services